Maximo Core Concepts

1
Agenda

The following topics are presented in this course:

 About Maximo
 Organisations and Sites
 Assets and Locations
 Materials & Inventory
 Workorders
 Planning
 Purchasing
 Control
 Accounting

2
Introducing Maximo
What is Maximo?

 Maximo is an ‘Enterprise Asset Management’ system.

 Enterprise Asset Management: Tracking of whole life asset costs to:

 Improve availability and utilisation
 Reduce capital and operating costs
 Improve ROA (return on assets)

3
Introducing Maximo
Enterprise Asset Management
MANAGE EQUIPMENT
Maintenance effectiveness
Strategy/policies Analysis Asset Performance

GL codes, companies,
timesheets, labour,
contracts, qualifications,
• Follow-on work EXECUTE purchase orders, technical
PMs • Work program documents
WORK
Clo HR
Condition se-
o ut
Monitoring MANAGE wo
rk
(meters) WORK Work orders,
Project, Schedule, Financials Payroll
PROGRAM Budget

Capital t
men DMS
projects ur
e
oc
MANAGE Pr
PLANNED WORK Connections RESOURCES
• Logistics
Cost Recovery • Replenishment
Job Plans
Safety Plans
Emergency
Routes UNPLANNED WORK Inventory
CUE Library
Services Labour 4
Introducing Maximo

Maximo elements

• Thin client (web architecture)

• Deployed for Oracle, SQL Server, DB2 Database
• Performance dashboard (Startcentres )
 KPI graphs, lists
• Internal Integration objects(native Oracle Financials adaptor)
• Workflow-controlled processed
 Escalation of actions, Service Level Agreements
 User Inbox, email notifications, alerts
• Unlimited database configuration
 Add/change field definitions
 Add tables,
 Change indexes for optimisation
• Screen contents (intuitive navigation)
 Navigation bar and Toolbar
 Application tabs
 Fields and field buttons
 Maximo help Online and context sensitive popups
• Add-on modules
 industry verticals
 Full ITSM capability

5
Introducing Maximo
Maximo functionality

WORK &
ASSET WORK MATERIALS
RESOURCE PROCUREMENT
Management Management Management
scheduling

Locations Work Assignment Purchase

Inventory
Orders, Manager Req &
Control Orders
Projects

Assets Job Plans

Safety plans Qualifications Item Receiving
CUE library Master
Preventive
Maint. Routes Labour Issues & Companies
Transfers
Condition Service
Monitoring Contracts
Desk

E-Audit, E-Signature, Security

Escalation, KPI’s, SLAs

Reporting & Integration

6
Introducing Maximo

Maximo Modules, Applications

Asset Module Planning Module Preventative

Work Orders Module Safety Module
Asset Records Maintenance
Creating Work Orders Job Plans
Failure Codes
Assignments Routes Hazards
Locations PM Records
Assignment Manager CUE Library Lock Out/Tag out
Equipment Register Condition Monitoring
Labour Reporting Safety Plans Meters
Managing Work Orders

Contracts Module Service Desk Module

Resource Module Purchasing Module Inventory Module
Contract Types Work Requests
Crafts Purchasing & Inventory Inventory
Labour Records Invoices Labour Rates
Issues and Transfers
Person Records Purchase Orders Master Contracts
Item Master Finance Module
Person Groups Purchase Requisitions Purchase Contracts
Storerooms
Qualifications Receipts Terms & Conditions Chart of Accounts
Request for Quotations Warranty Contracts Cost Management

7
Introducing Maximo
Maximo data levels
System
Configuration Master data
•Organisations •Locations
•Sites •Assets
•GL codes •Items Transaction
•Settings •Companies •Work orders
•Roles •People •Inventory
•Security Access •PM •Purchasing
•etc •Job plans •Contracts
•Safety plans •Measurements
•Master contracts •etc
•Condition Monitoring
•Meters etc 8
Asset Register

9
1. EQUIPMENT Register
Functional Location
3. Work Instructions
• LCS ref (J007/LGT-001)
• Light 1, Ticket Hall, Canary Wharf Station
Asset in Functional
Location

Work Orders
Equipment Description – annual bulb replace
• Equip ref (80001731) Due – 1st Jan 2005
• Phillips Work Type – Preventative
• 50 Watt Location – J007/LGT-001
• Bayonet male fitting Equipment - 80001731
Labour – 1 Electrician
Materials – 1 bulb
Tools – Step Ladder

Tasks
1. Turn off electricity
2. Maintenance Work orders 2. Erect ladder
generated from PM
Regime 3. Remove old bulb
4. Insert new bulb
PM associated 5. Turn on electricity
with location
OR equipment PM
Description – annual bulb replace
Job Plan Frequency – 12 monthly
Ref – JP1 Work Type – Preventative
Labour – 1 Electrician
Materials – 1 bulb Job Plan Location – J007/LGT-001
Tools – Step Ladder attached to PM
Tasks Job Plan – JP1
1. Turn off electricity 10
2. Erect ladder
3. Remove old bulb
4. Insert new bulb
5. Turn on electricity Maximo Terminology
 Asset Register: Equipment and Locations
Drilldown
Operating Location Equipment Spares &
Component Items
Northen

ZoneSub1 ZoneSub2

Secondary Primary
Plant Plant

Circulation
Transformer
fan

Maximo provides the facility to create an Equipment Register Motor

Gears
using Location and Asset records. Specifying the location for Starter
equipment on the asset record provides the groundwork for
gathering and tracking valuable information on the history of
Oil
an asset, including its performance at specific sites, as it is Rotor
moved from location to location.
Rotor

Example Only 11
Asset Register: Equipment and Locations

Operating Locations
• Let you enter and track functional locations of assets and organize these
locations into logical hierarchies, called Systems in Maximo.
Specifying the location for equipment on the asset record provides the
groundwork for gathering and tracking valuable information on 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 to identify the asset at that location. You can also quickly identify
ownership of assets using descendents and ancestor expressions.
• An Operating Location is where work can be performed
• Operating Locations within Maximo capture the cost of work
• The hierarchy can be filtered using different System views
• Other location types include:
Storeroom, Salvage, Repair, Third party, Courier, Vendor, Labour

12
Asset Register: Equipment and Locations

Equipment
A piece of equipment has components that need to be maintained where Maximo is
used to track the maintenance history.
Individual pieces of equipment are fitted to an Operating Location.
A piece of equipment is made of sub-assemblies and spare parts.
•Each piece of equipment has a maintenance policy to describe how to service it to ensure it operates at the
required service level
•Costs are accumulated whenever you create a work order to perform maintenance on an asset. Costs are
also rolled up the hierarchy to the parents of the equipment being maintained.

Equipment financial attributes include: You use the Zero Asset Costs action  to "zero out" the
year to date or total costs for the asset. Typically you
would use this action once per year.

Cost of sub assemblies roll up to the parent

The cost on WO or PO Line items flagged as CHARGESTORE(Rotable)

The “Charge-to-Store?” is automatically set to “Y” if you enter an

equipment identifier on the PO or WO, and that equipment is :
•Rotable Equipment
If you are repairing the equipment “in situ”, then you should clear the •and Non-capitalised
checkbox and costs will be charged to the standard account for the •and Not Located in an operating Location or a Storeroom 13
location/equipment/PM.
Asset Register: Equipment and Locations
Location
• Work performed at location
• Assumed not to have financial value
• Work and cost history based on location
field (many assets)
• Cost rollup calculates value of work
completed at sub-locations
• Holds the default GL code for work
• Tracks status
• Can have item, calendar, meters,
specification
• Is independent of assets installed at
location
• Can exist in multiple System hierarchies
Equipment
• Work performed on asset, at a location
• GL code for asset and location (merged)
• Tracks status
• Can have item, calendar, meters,
specification
• Can have vendor, manufacturer and
serial number
• Can be “rotatable” (repairable, and can
exist within a store location)
• Can have spare parts and sub-
assemblies
• Work and cost history based on asset
field (many locations)
• Assumed to have financial value
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 Asset Register: Equipment and Locations
Location Hierarchy
Locations are arranged into hierarchies, called Systems, within Maximo. Maximo requires that at least one hierarchy called the Primary
System is included, but there is no limit to additional hierarchies.
Primary System
The Primary system is the default hierarchy of locations. There is only one primary system and the single top-level parent of the
primary system is the parent of all other hierarchy systems. All operating assets must be fitted to a location within the primary system.
Maximo imposes these constraints on the hierarchy :
•    There must be a single top-level location;
•    Locations may have only one parent in the primary system;
•    The Primary System.must identify asset fitted to locations

Additional hierarchy systems

Locations from the primary systems, and additional
locations with no asset records, can be arranged in
alternate hierarchy or network systems. These
systems provide alternate logical models of location
relationships allowing for alternate summary or
navigation methods.

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Asset Register: Equipment and Locations
Asset Hierarchy
Extending from the location hierarchy is the asset hierarchy. Maximo allows only one hierarchy for assets, which allows a one-
to-many relationship, where an asset may have one parent and multiple children viz:
Asset hierarchy options:

multiple locations with a matching location for one location and multiple
no asset records every asset record asset records

Transformer

Rotor Circulation Motor Circulation Motor Transformer

Rotor
fan Starter fan Starter
Operating Locations
Assets

Circulation
Transformer
Circulation Motor fan
Rotor
fan Starter

Rotor Motor Starter

16
Asset Register: Equipment and Locations
Systems
By arranging operating locations into different Systems you can
• Create different logical models which value assets differentially by changing the
relationships between elements in the hierarchy
• View only elements relevant to the System selected

Primary System-All assets Alternate System

A A

B C B C

F
E F D E
D

G H H

•F belongs to C •F belongs to A
•H belongs to B •H belongs to B
•Both H & F belong to A •Both & F belong to A 17
•E has G & H •E has H
Asset Register: Equipment and Locations

Multiple Systems facilitate alternative cost-rollup analysis

Primary System-All assets Alternate System

45 18
Different rollup values

21 24 18

17 24 4 14
4

3 14 14

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Asset Register: Equipment and Locations
Specifications (Classifying objects)

You use Specifications to associate the selected record with a classification. Classifications help categorize
assets into a hierarchy, making it easier to locate an asset..
For example, you may want to create  a classification hierarchy of pumps. In the hierarchy, you could make
pumps the top level of the classification. Below the top level of the hierarchy you could define multiple
pump types such as centrifugal, rotary, and reciprocating. Those pump types can be defined as having
different attributes such as head, rated RPM, Flow Rate, and Corrosion resistance

Using classifications helps you to more easily locate records, and help to ensure that records are not
duplicated unintentionally.
After assets, locations, and items are associated with specification templates, you can use the Classification
Search dialog to search through Maximo to find the records you are looking for.

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Asset Register: Equipment and Locations

20
Workorders

21
Work orders

Meter
Job plan Date and reading
time

PM

Safety plan

Work Order

Work order

Service Level
Agreement
22

Direct raise
Work orders

Work orders are the core of maintenance management. A work order specifies a
particular task to be accomplished, and the labor, materials, services, and tools
needed to complete the work.

When you create a work order in Maximo you initiate the maintenance management process and create a
historical record of work requested and performed.

•Work Order Tracking

Used to perform every function related to processing work orders
•Labor Reporting
Used to report hours worked by labor (employees) or
contractors. You can enter hours worked by labor ("timecard" reporting) contract/vendor, or work
order. Maximo has a Timer that can be switch on or off during work activities to automatically calculate elapsed
time on a task.
•Service Requests
Used to create records of customer calls or e-mail requesting service.
•Quick Reporting
Used to create work orders that do not require planning, and to report actuals, equipment downtime, failure
reporting, and meter readings against open work orders.
•Assignment Manager
Used to dispatch urgent work and schedule future work requirements.

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Work order information includes
• Work summary
• Status and status history
• Location and Asset
• Work priority
• GL code
• Work classification
• Scheduling information
• Responsibility
• Related work
• Planned resources and associated contracts
• Actual resources and associated contracts
• Hazards, precautions and other safety information
• Work and communication log
• Failure reporting
• Attached documents
• And much more
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Work Orders
Plans

The Planning Module consists of applications used to plan work and create
templates that can be copied to other Maximo records .

•Job Plans
Used to create a detailed description of how a job is to be performed and the resources required to
complete it.

•Routes
Used to list related work assets (assets and/or locations) that are considered "stops" along an
inspection or maintenance route.

•Safety Plans
Used to create a detailed plan of how to service assets or locations safely

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Work Orders

Workorder Priority
Maximo uses two priority fields on work orders:
•Priority . If the work order is created in Work Order Tracking you can specify the priority of the work order. Work
Orders generated from a PM inherit their priority from the PM.

•Asset/Location Priority . Maximo copies the priority value from the asset record. If no priority value is
specified on the asset record, Maximo copies the priority from the location record.

Since Maximo can use these values to generate a calculated priority, and the
result of a calculation is always a larger number, you should limit the priority
values assigned to assets, locations, and work orders to a range of 0 to 10.

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Work Orders
Workorder Hierarchies

A work order hierarchy is a group of work orders arranged into a drilldown. A work order hierarchy
is often used when you have a large maintenance task that might need to be broken down into smaller
jobs for better control and execution. Hierarchies let each smaller job be handled as individual work
orders while having a relationship to the larger project represented by the top parent workorder.
Hierarchies let you view work order costs either individually or as a whole project.
You can view the actuals for the parent, as well as the combined totals of the parent and all its sub- workorders, via the
View Costs action.
You can group existing work orders together under a new parent work order to create a work package.

The MEA for Oracle Financials treats a parent workorder as a PROJECT to support integration with financial
projects. Maximo links workorders to projects and project tasks to track project costs and budgets.

•After work orders are grouped into hierarchies, you can easily change all statuses,
view all estimated and actual costs and put work orders into a sequence so that
workers can perform tasks in a defined order.
•The Inherit Status Changes? check box on a work order record specifies whether the
work order will inherit status changes from its parent work order. If the check box is
selected (the default), the work order’s status will change when the parent work order’s 27
status changes.
Work Orders
Routes

A route is a list of related work assets, which can be considered stops along the route. These
route stops can be assets or locations, or a combination of the two. A route can be a simple
asset list. You can also create a route that lists assets that are related by location, for example all
of the servers in a computer lab, or by type of asset, such as all fire extinguishers located
throughout the site.
Routes simplify building hierarchies of work orders for inspections.
You can simplify your maintenance routines by creating a route that require the same types of periodic
maintenance. You also might generate work orders for a route so that the work can be done at the same time,
while the labor, materials and tools are available.
You can use a route in the following ways:
•Apply the route to a preventive maintenance record to generate inspection-type work orders for all work assets
listed as stops on the route.
•Apply the route to a work order and generate child work orders for each work asset listed as a stop on the route.

When you apply a route, the original work order is the

parent and the route stops are child work orders,
which can have job plan tasks associated with them. 28
Work Orders
Safety

The Safety module tracks safety information, which then can be supplied to workers
after it is associated with work order, asset, location, and item records.
This includes information that you might be required by law to provide to your
workers.

•Hazards Used to define hazards that exist in the workplace and define how to eliminate or mitigate them.
•Lock Out/Tag Out Used to create a detailed description of how to eliminate hazards associated with
related assets or locations.
•Precautions Used to define precautions that can be taken to mitigate hazards in the workplace .
•Safety Plans Used to create a detailed plan of how to service assets or locations safely .

If you enter any item ontoa workplan that is also identified in Inventory Control as a hazardous
material, Maximo inserts information for the hazard on the workorder Safety Plan tab.

29
Work Orders
Failure Codes

In Maximo a failure hierarchy consists of Problems, Causes, and Remedies(up to 10

levels can be configured)
Using failure hierarchies can help you to construct an accurate history of the problems
that lead to asset and location failures. You can also use failure hierarchies to record
the different solutions to failures. After reporting and analyzing failure trends, you can
take preventive measures to help reduce future failures.
A failure code is an element of a failure hierarchy. An individual failure code can be used at more than one level
of a failure hierarchy. For example "high temperature" could appear in one failure hierarchy as a Problem, and in
another as a Cause.
A failure hierarchy is identified on other Maximo records by a Failure Class name. Failure classes can be
associated with assets, locations, and work orders.

30
Work Orders

Workorder Logs

Work order records contain a Log tab, which allows you to create and view the Work Log
and the Communications Log for a record. Both the Work Log and the Communications
Log provide a means of communicating information about a work order.
Maintenance workers create the entries in the Work Log. Maximo makes the entries in the Communications Log, which
is used to maintain a record of email communications created from the record via the Create Communication action.

31
Workorders
Attached Documents
The Attached Documents feature is found in most Maximo applications.
You can use Attached Documents to attach many types of relevant information to
a record in the form of a file or Uniform Resource Locator (URL) address.

These attached documents can be located on your company.s network, on the

Internet, or in a Document Management System (DMS) and might include
text files, spreadsheets, images, or Web pages.

The Attached Documents feature allows you to:

• attach a copy of a document to a record, for example an owner.s manual could be attached to an asset
• attach individual documents to records, for example attaching a permit to a work order
• attach an image to a record, for example attach a photo to a service request
• view documents attached to a record, or to related records
• print one or more documents attached to a record
• manage the Library of documents available to be attached to records

32
Planning

33
Planning
Preventative Maintenance Plans

Preventive maintenance (PM) work is maintenance work performed on a

regular schedule in order to keep assets running efficiently.

• PM records in Maximo drive the automatic generation of work orders.

• Used to create generic preventive maintenance templates. These can be for
preventive maintenance, inspections, or any other type of periodic work.
• You create PM records for a specific asset or location, at a specific Site.
• You can group PM records into hierarchies that reflect asset or location
hierarchies.

Planned work can:

• Be based on time, meter readings or both
• Can forecast ahead, both for time and meters
• Can be constrained to seasons
• Can sequence job plans
• Can generate a work order hierarchy
• Can be constrained to seasons

34
Planning
Condition Monitoring

Condition monitoring is tracking measured data for an asset or location and

using that data to predict when preventive maintenance needs to be performed.

The type of data, for example, vibration, pressure, or temperature, depends on

the asset or location.
Maximo uses measurement points as one possible criteria for generating PM work orders. If a
measurement is entered that reaches an upper or lower action limit, a PM work order can be generated
for the asset, either automatically via a cron task, or manually via the Generate Work Order action in the
Condition Monitoring application.

Meters
• gauge meter A measurement point record for a gauge meter contains a range of values. There is an
acceptable, safe operating range, as well as the upper and lower warning and action limits.

• characteristic meter A measurement point record for a characteristic meter contains a specific list of
values. One or more of the values represents an acceptable, safe operating range.

You can have an unlimited number of measurement points for each asset or
location record, but you can only create one measurement point for each meter that
exists for the asset or location.

35
Planning
Assigning Work

You use the Assignment Manager page to perform the following tasks:
Assign labor to requirements from work orders.
Plan future work.
Start, interrupt, and finish assignments.

The Assignment Manager application can be used by a variety of workers to assign labor to work orders:
Planners can plan future assignments by labor availability over any seven day period.
Dispatchers can dispatch currently available workers to incoming work requests.
Workers can use Assignment Manager to assign themselves to open work requirements.

To facilitate dispatching work assignments, the Work List is color coded to display work requirements by priority.

To view
Only the labor that applies to specific requirements, or
only the work order requirements that fit the craft, skill level, vendor, contract, and organization requirements, calendar availability, or shift
of displayed labor,
dynamically link the Work List and Labor List using Assignment Manager's
"Filter Labor to Match Work" and
"Filter Work to Match Labor"
actions

36
Planning

37
Planning
Assigning Work-labor availability
You use the Modify Availability dialog box to note when workers are unavailable to be assigned to work, for example
when they are in training or on vacation. You can also add hours to a worker's availability, for example if someone is
covering another worker's shift.

38
Inventory

39
Inventory

Managing spare parts inventory is an important part of maintaining any asset.

The Inventory module in Maximo tracks materials needed for maintenance viz:
keeps track of items (stocked, nonstocked, and special order items)
indicates when stock falls below user-defined reorder points,
You can track item balances, and vendors who supply an item, down to the bin and lot level for each storeroom
creates purchase requisitions and purchase orders to restock needed items, and reports items received
track the movement of items into and out of inventory with
• the Issues and Transfers application,
• the Work Order Tracking application in the Work Order module, and
• the Receiving application in the Purchasing module

Inventory can be
issued to a Work order, asset, location, person, GL codes
ordered from External vendor or another store
reserved by work orders or purchase orders

Rotable Items are pieces of equipment that are returned to store and then issued to a new location (have both an asset number and an item number).

40
 Inventory
Sub-assemblies
Operating Location Equipment Spares &
Component Items
Northen

ZoneSub1 ZoneSub2

Secondary Primary
Plant Plant

Gears Item 101

Transformer1 Transformer1

Oil Item 102

AC Motor AC Motor
Item 103 Item 103 Item 103
Standard
Motor Rotable

Equipment
Item
Assembly
Assembly
Example Only Structure
Structure 41
Inventory
Inventory Applications
Create item and material
records
Item Master Used to define inventory items, and add them to a
storeroom.s stock list.
Service Items Used to define services that your company
requisitions, either as part of the purchasing process,
or as part of a work order
Tools Used to define tools and add them to storerooms

Manage item records Condition Codes Used to define the codes used to describe the
condition of items.
Inventory Used to manage items in inventory, including
tracking stock levels, reordering items, and tracking
rotating assets
Issues and Used to issue stock from inventory (with or without
Transfers a work order), and to transfer stock from one
storeroom location to another.
Stocked Tools Used to manage tool inventory.
Storerooms Used to define storeroom locations, and view a read
only list of items stocked at each storeroom location.
Storerooms can be physical locations, or employees who are
responsible for transporting or holding inventory item, for example a
mobile worker who stores spare parts in their vehicle

42
 Inventory
Reorder value=(current balance + quantity on current purchase
Reordering stock requisitions and purchase orders) - (quantity reserved for work
orders and internal purchase orders+ quantity expired) < =
Reorder point

Number of
items in
stock
Quantity

Economic Order
Quantity

ReOrder

Safety
Level

Time
Lead Time

Use PMs tp plan upcoming maintenance and Maximo accomodates a Just-in-time system by The reorder process does not check
inspection work to help determine what items allowing you to set reorder quantities. to see if items appear inside kits
will be needed in the future. when reordering an item. 43
Inventory

Example of Item information

• Item number & description
• Commodity codes
• Meter or Meter groups (rotating items)
• Alternate items
• Vendor & Manufacturer, and their part numbers
• Specifications
• Item assembly structure( to match units in asset structure)

44
Inventory

Typical inventory transactions:

• adjust the current balance in a storeroom based on a physical count of the item
• assemble items into a kit?
• compare information for multiple vendors for an item
• issue an item to an asset, general ledger account, location, or work order
• modify the average cost for the item at this storeroom location
• modify the current balance of an item at this storeroom location
• modify the standard cost for the item at this storeroom location
• reorder stocked items
• reset the year-to-date issue history for an item
• transfer items from one bin to another
• view all of the storerooms that stock an item
• view inventory transactions (adjustments, issues and transfers, receipts, and returns) related to the
current record
• etc

45
Inventory

46
Purchasing

47
Purchasing

• Maximo is capable of producing and managing the purchase

process

Create PR Create PO

Approve PR Approve PO Enter Invoice

Approve
Invoice

Purchase Purchase Receipt Invoice

Goods & Services
Requisition Order

Close PR
Close PO

48
Purchasing

• Maximo is capable of producing and managing the purchase

process

Purchase Purchase Receipt Invoice

Requisition Order

• Also capable with interfacing with Financial System at any stage

of process

49
Purchasing
• Purchase requisition and purchase orders can be generated for
 Store items (stocked and non-stocked)
 Special order items (one-off purchase, no item number)
 Direct issue (to operating location)
 External labour
 Service items
• Purchase requisition and purchase orders can be generated from
 Direct raise(manual entry)
 A workorder that requires parts, materials or services that you cannot supply from your own store
 Store re-order
 Request for Quotation
 Contracts
• Purchase
• Lease/rental
• Labour
• Warranty

50
Purchasing
Purchasing has an approval process, approval delegation and approval limits

Purchasing can have General Ledger validation, which is based on;

 Store
 Location, asset, PM
 Resource

In order to centralize purchasing all inventory purchasing might be done through a central storeroom
with all other storerooms "purchasing" their stock from that central storeroom.
Maximo supports this type of purchasing by allowing you to create two different types of purchase
requisitions and purchase orders. Both PR and PO records contain an Internal? check box in the
Vendor section of the record which is used to indicate if the PR/PO is an internal or external
purchase.
 Internal PR/PO . requesting the transfer of materials from another company storeroom. When
making internal purchases select the Internal? check box and enter Storeroom and Storeroom Site
information.
 External PR/PO . requesting the purchase of the necessary materials or services from an outside
vendor. When creating external PRs/POs you should leave the Internal? check box empty and enter
Company information.

51
Purchasing
Contracts

Contract information includes

 Contract references
 Dates
 Status
 Vendor
 Payment periods, terms, units
 Terms and conditions
 Associated assets, items, labour

Companies
Used to manage records for manufacturers, vendors, and other companies that do business with you.

A company master record in Maximo represents a vendor from whom you purchase goods or services, asset
manufacturers, and other companies that you do business with.

A company record contains Organization specific information about a vendor, such as contact names and addresses. If a
company has multiple locations you can create separate records for each branch location and associate them with a
parent company record.

52
Purchasing

Contract Types
Blanket (volume) contract . A blanket contract is an agreement that specifies a vendor, a total dollar amount, and
valid dates for the agreement. Typically a blanket is used to purchase services and/or materials at an agreed upon
price and terms. You can create release purchase orders in the Purchase Orders application that reference the
blanket contract
Pricing contract . A price agreement contract specifies the prices to be paid for specific items purchased from a
specific vendor. Typically a price agreement is used to purchase services and/or materials at agreed upon prices
and terms.
Warranty contract . A warranty contract is created in conjunction with the purchase of an asset and generally has
no cost associated with it. This contract will contain the details of what is covered by the warranty.
Service contract . A service contract is similar to a warranty except that some of the items are billed on a per-
incident basis. This contract will contain the details of the services to be provided, and if a payment schedule is
associated with the contract.
Labor contract . A labor contract is a way to define the rates that will be paid for craft and skill combinations, and
also rates to be paid to specific contract laborers. You can set up a labor rate contract to create invoices for all
approved labor transactions within a specified time period, for example every month.

When you enter a contract in one of the contracts applications, you must use the Authorize Sites
action to authorize each Site that you want to be able to use the contract.

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Purchasing
Terms & Conditions
You use the Terms and Conditions application to enter and maintain a library of terms and conditions that can
be added to a purchasing document or contract. These terms can contain information such as liability concerns,
shipping and handling details, or delivery time expectations.

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Service Management
A service level agreement (SLA) defines the agreement and formal
commitments between a service provider and a customer. The agreement
documents the service to be provided or received, the agreed upon service
levels for the service, and the means of measuring or quantifying the level of service.

A service is a set of tasks provided by the service provider that meets one or more customer needs.

A service level defines the means of measuring or quantifying the level of service that the service organization
provides to the customer.

A commitment is any service, product, or responsibility that can be measured in a qualitative or quantitative way
and that the service provider must meet to fulfill the service level agreement with the customer.

An SLA can have one or more commitments, each having their own escalation points.

There are three types of service level agreements:

•Customer - An agreement between your company, acting as the service provider, and an external customer.
• Internal - An agreement between your company, acting as the service provider, and an internal customer, for
example other departments within the company. Also known as an operating level agreement (OLA).
• Vendor - An agreement between an external vendor who is providing services to your company. Also known as
an underpinning agreement.

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An escalation is a Maximo process that monitors time sensitive records and
Escalations
initiates actions and notifications when those records are not acted upon in a
timely manner.
You use escalations to ensure that the service provider complies with the commitments specified in
the SLA. You can schedule escalations to automatically monitor and evaluate conditions, and then
trigger actions, ownership changes, and notifications based on those conditions.

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Workflow
Maximo Workflow provides a dependable and repeatable method for routing Maximo
records to the people that need to act on them.
This is useful for managing the approval process of records such as purchasing records and
work orders, ensuring that the approval process happens in a timely manner.

A Workflow process is a map of your company’s business processes. Any time your company’s
business rules call for a person to perform an action or provide input on a record,

A Workflow process has the following capabilities:

•A Workflow process can be started automatically or manually.
•Records can be assigned for action to a person, person group, delegate (alternate) or a role.
•Users can receive Workflow notifications in their Workflow Inbox or via e-mail.
•Workflow tasks can be reassigned to another user when appropriate.
•Standard time periods can be defined at each step, after which the record is escalated .

The decision made at each step determines the path the record takes. Certain
decisions are made by users while others are made automatically by Maximo
according to information within the record.
When Maximo routes a record to you for action, it appears in your in your Workflow Inbox.

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Your Start Center may be configured so that it contains a Workflow Inbox .
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Workflow

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KPIs

Key Performance Indicators (KPIs)

provide means to track critical
performance variables over time.

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KPI Manager
This KPI Manager tab is used to view KPIs over time, compare KPIs with one another, and see
historical values.

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The Start Center is a configurable page (Dashboard), that allows you
Start Centre quick access to the tools and KPIs that you use most often.

The Start Center can

contain the following
portlets:
•Bulletin Board
•Quick Insert
•Favorite
Applications
•Inbox/Assignments
•KPI Graph
•KPI List
•Result Set

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Start Centers are assigned to security groups. So, if you belong to more than one security group, you
may see tabs at the top of the page, where each tab is a Start Center page for a different security group.

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