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Maximo Core Concepts

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Agenda
The following topics are presented in this course:
About Maximo
Organisations and Sites
Assets and Locations
Materials & Inventory
Workorders
Planning
Purchasing
Control
Accounting





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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)

Introducing Maximo
4
Enterprise Asset Management
DMS
MANAGE EQUIPMENT
Strategy/policies
Maintenance effectiveness
Asset Performance
Analysis
PMs
Condition
Monitoring
(meters)
Capital
projects
PLANNED WORK
J ob Plans
Safety Plans
Routes
CUE Library
UNPLANNED WORK
Connections
Cost Recovery
Emergency
MANAGE
WORK
PROGRAM
EXECUTE
WORK
MANAGE
RESOURCES
Financials Payroll
Labour Services
Inventory
Logistics
Replenishment
Work orders,
Project, Schedule,
Budget
GL codes, companies,
timesheets, labour,
contracts, qualifications,
purchase orders, technical
documents
Follow-on work
Work program
HR
Introducing Maximo
5
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
Introducing Maximo
6
Maximo functionality
ASSET
Management
MATERIALS
Management
Assets
Inventory
Control
E-Audit, E-Signature, Security
Escalation, KPIs, SLAs
Reporting & Integration
WORK
Management
Work
Orders,
Projects
Preventive
Maint.
Job Plans
Safety plans
CUE library
PROCUREMENT
Purchase
Req &
Orders
WORK &
RESOURCE
scheduling
Locations
Companies
Receiving
Contracts
Service
Desk
Routes
Condition
Monitoring
Qualifications
Assignment
Manager
Labour
Item
Master
Issues &
Transfers
Introducing Maximo
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Service Desk Module
Work Requests


Finance Module
Chart of Accounts
Cost Management

Maximo Modules, Applications
Contracts Module
Contract Types
Labour Rates
Master Contracts
Purchase Contracts
Terms & Conditions
Warranty Contracts

Resource Module
Crafts
Labour Records
Person Records
Person Groups
Qualifications

Inventory Module
Inventory
Issues and Transfers
Item Master
Storerooms


Purchasing Module
Purchasing & Inventory
Invoices
Purchase Orders
Purchase Requisitions
Receipts
Request for Quotations
Asset Module
Asset Records
Failure Codes
Locations
Equipment Register


Planning Module
Job Plans
Routes
CUE Library


Work Orders Module
Creating Work Orders
Assignments
Assignment Manager
Labour Reporting
Managing Work Orders
Safety Module

Hazards
Lock Out/Tag out
Safety Plans

Preventative
Maintenance

PM Records
Condition Monitoring
Meters

Introducing Maximo
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System
Configuration
Organisations
Sites
GL codes
Settings
Roles
Security Access
etc
Master data
Locations
Assets
Items
Companies
People
PM
Job plans
Safety plans
Master contracts
Condition Monitoring
Meters etc
Transaction
Work orders
Inventory
Purchasing
Contracts
Measurements
etc
Maximo data levels
Introducing Maximo
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Data & Security Model
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Organisations and Sites
A Multisite setup allows you to organize your Maximo database to model your
companys organizational structure.
Large businesses often consist of multiple facilities, or even multiple companies owned by a parent
corporation.
In the past some Maximo implementations chose to install a separate Maximo database at each separate
facility. But often these different facilities have common business practices or share common data, and
separate databases do not meet the needs of the business.

Multi-site is a way of implementing Maximo that allows a large company or corporation with multiple
operating units to share data from a single database, while providing flexibility to have different
business practices and data at the different facilities.


Data & Security Model
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Chart of
accounts
Chart of
accounts
Chart of
accounts
Maximo Database
Company
set 1 Item set 1
Company
set 1
Item set 3 Item set 2
Organisation 1 Organisation 3 Organisation 2
Site 1 Site 2 Site 3 Site 4 Site 5
Sets
Organisation
Site
Maximo financial structure
Data & Security Model
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MultiSite Levels
System or database
Data that is stored at the system level can be accessed by all users who are connected to the Maximo
database. You may also hear this level referred to as "Enterprise level."
Set
Data that is stored at the Company Set or Item Set level can be accessed by users in the Organizations
that share the Company or Item Set. Each Organization can have only one Company Set and one Item
Set, but more than one Organization can share the same Company or Item Set.
Organization
Data that is stored at the Organization level can only be accessed by users within a specific Organization.
An Organization can contain one or more Sites. Organization level data can not be shared with other
Organizations. Chart of accounts & base currency defined at the organisation level for each site within the
organisation
Site
Identifies a work location, such as a plant or facility. Data that is stored at the Site level can only be
accessed by users at the specified Site. Site level data cannot be shared with other Sites or Organizations.

You typically create multiple Sites within an Organization when you want the work management to be
separate,independent sequence of work orders, separate assets and inventory, separate PMs, and so
forth.

Data & Security Model
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Database Set Organisation Site
Escalations
Labour Rate/Lease/Rental
contracts
Master contracts
Master PM
Purchase Contracts
SLAs
Workflow
Users
Units of measure
Security groups
People/Person groups
KPIs
Classifications
GL code format



Condition Codes
Company Masters
Item Master
Service Items
Tools
Conversion values
Calendars
Chart of Accounts
Companies
Currency
Exchange rates
Failure Codes
Hazards
Labor
Labor Reporting
Qualifications
Meters
Reports
Tax Codes
Tools
Equipment(Assets) & Locations
Assignment manager
Condition Monitoring
Inventory
Invoices
Issues & Transfers
Job Plans
Labor Reporting
Lockouts/tagouts
PM
Purchase Orders
Purchase Requisitions
Receiving
Reconciliation
Request for quote
Routes
Safety plans
Service Items
Storerooms
Workorder tracking

Application and Functions by level
Data & Security Model
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People
The Resources Module is used to create Maximo records for workers, both internal
and external, and other people whose names or IDs might be listed on Maximo
records.

Maximo has three type of records for people

People: Used to create and manage records for people whose names may appear anywhere
on a Maximo record. For example on a service request the values in the Reported By and Affected
Person fields might be linked to person records

Users: Used to create and manage records for all Maximo users, that is people who will be
logging into Maximo to create and manage records. System administrators use the User application to
manage user names, passwords, and security profiles.

Labour Used to create and manage records for all employees and contractors who will be
performing work on workorders.

Version 7 now provides for conditional access to fields
Data & Security Model
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Groupings
People can be assigned to person groups
These groups can be used on escalation, Workflow process and other records.
Users can be assigned to security groups
Your access to the Maximo modules, applications, screens, data records and menu options is controlled by
your security privileges. All security access to Maximo is based on security groups. Your user name is
associated with one or more security groups, each of which can have different levels of access to Maximo.
e.g. this group in Maximo can only see contracts where the vendor is TRANSFIELD regardless
of the site.
Data & Security Model
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Maximo Database
Company
set 1 Item set 1
Company
set 1
Item set 3 Item set 2
Organisation 1 Organisation 3 Organisation 2
Site 1 Site 2 Site 3 Site 4 Site 5
Sets
Organisation
Site
Maximo structure and users
Data & Security Model
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Multisite in Operation
Purchase Requisitions
You can create a purchase requisition at one Site that requests items from a storeroom at a different Site. The storeroom Site must
belong to the same Organization as the requesting Site, or the requesting Site and the supplying Site must belong to Organizations that
share the same Item Set.
Purchase Orders
You can create an internal purchase order at one Site that requests parts from a storeroom at a different Site. The storeroom Site must
belong to the same Organization as the requesting Site, or the requesting Site and the supplying Site must belong to Organizations that
share the same Item Set.
To facilitate centralized purchasing, Maximo allows you to create a purchase order at one Site that requests items from a storeroom
at a different Site. The storeroom must belong to a Site that is in the same Organization as the Site in which you create the purchase
order.
Asset Moves
You can move assets from one Site to another. The destination Site can belong to a different Organization if the asset is nonrotating.
If the asset is rotating, the Organizations for the originating and destination sites must share the same Item Set. If the Site to which you
want to move an asset already has an asset with the same asset identifier, Maximo prompts you to assign a new asset identifier to the
asset you are moving.
Issues
You can issue an item from a storeroom in Site A, for example, to a work order created in Site B. When performing this transaction you
must have access to both sites and the storeroom. The two sites must belong to the same Organization.
If you need to issue an item to a Site in a different Organization, you must use the Maximo internal transfer capability to transfer the
item and then issue the item.
Work Planning
On the Work Order Tracking Plans tab, you can specify the storeroom from which to obtain an item. The storeroom Site can be different
than the work order Site providing that both sites belong to the same Organization and that you have access to both sites.

Data & Security Model
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Asset Register
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Equipment
Equip ref (80001731)
Phillips
50 Watt
Bayonet male fitting
Asset in Functional
Location
1. EQUIPMENT Register
2. Maintenance
Regime
Job Plan
Ref JP1
Labour 1 Electrician
Materials 1 bulb
Tools Step Ladder
Tasks
1. Turn off electricity
2. Erect ladder
3. Remove old bulb
4. Insert new bulb
5. Turn on electricity
PM
Description annual bulb replace
Frequency 12 monthly
Work Type Preventative

Location J007/LGT-001

J ob Plan JP1
Work Orders
Description annual bulb replace
Due 1
st
Jan 2005
Work Type Preventative
Location J007/LGT-001
Equipment - 80001731
Labour 1 Electrician
Materials 1 bulb
Tools Step Ladder

Tasks
1. Turn off electricity
2. Erect ladder
3. Remove old bulb
4. Insert new bulb
5. Turn on electricity

Work orders
generated from PM
Job Plan
attached to PM
PM associated
with location
OR equipment
3. Work Instructions
Functional Location
LCS ref (J007/LGT-001)
Light 1, Ticket Hall, Canary Wharf Station


Maximo Terminology
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Northen
ZoneSub1 ZoneSub2
Secondary
Plant
Transformer
Circulation
fan
Motor
Starter
Gears
Operating Location Equipment Spares &
Component Items
Example Only
Primary
Plant
Oil
Rotor
Rotor
Asset Register: Equipment and Locations
Drilldown
Maximo provides the facility to create an Equipment
Register using Location and Asset records. 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.
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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

Asset Register: Equipment and Locations
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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.
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
and Non-capitalised
and Not Located in an operating Location or a Storeroom
If you are repairing the equipment in situ, then you should clear the
checkbox and costs will be charged to the standard account for the
location/equipment/PM.
Cost of sub assemblies roll up to the parent
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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
Asset Register: Equipment and Locations
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Location Hierarchy
Asset Register: Equipment and Locations
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.




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.
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
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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 Register: Equipment and Locations
Transformer
Circulation
fan
Asset hierarchy options:
Circulation
fan
Motor
Starter
Rotor
Operating Locations
Assets
Rotor
Circulation
fan
Motor
Starter
multiple locations with
no asset records
Transformer
Rotor
Circulation
fan
Motor
Starter
one location and multiple
asset records
a matching location for
every asset record
Transformer
Motor Starter
Rotor
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A
B C
D
E F
G H
Primary System-All assets Alternate System
A
B C
E
H
D
F
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
Systems
Asset Register: Equipment and Locations
F belongs to C
H belongs to B
Both H & F belong to A
E has G & H
F belongs to A
H belongs to B
Both & F belong to A
E has H
27
45
21 24
4
17
3 14
Primary System-All assets Alternate System
18
18
14
14
Multiple Systems facilitate alternative cost-rollup analysis
4 24
Asset Register: Equipment and Locations
Different rollup values
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Data & Security Model
SP AusNet Organisation SP AusNet
Site1 Site2 Site3 Site4
Site
Site1 users
restricted to
these
assets,locations,
storerooms,job
plans,safety
plans
Asset Register: Equipment and Locations
Permission to see another site
1001 12001 1001 Start WO number
10001 10001 10001 33001 Start PO number
Document
numbers
Equipment Register
User Group Restriction
Filter records on
Asset.Owner=xyz
All users see all
assets,locations,
storerooms,job
plans,safety
plansexcept
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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.

Asset Register: Equipment and Locations
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Asset Register: Equipment and Locations
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Workorders
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Work orders
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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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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


Work Orders
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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.
Work Orders
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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.
Work Orders
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 orders status will change when the parent work orders
status changes.
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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.

Work Orders
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.
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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.


Work Orders
40
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.


Work Orders
41
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.
Work Orders
42
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

Attached Documents
Workorders
43
Planning
44
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
Planning
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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.


Planning
46
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


Planning
47
Planning
48
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.

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Inventory
50
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).


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Northen
ZoneSub1 ZoneSub2
Secondary
Plant
Transformer1
Gears
Operating Location Equipment Spares &
Component Items
Example Only
Primary
Plant
Oil
AC Motor
Transformer1
AC Motor
Standard
Motor
Item 101
Item 102
Item 103
Rotable
Item 103 Item 103
Equipment
Assembly
Structure
Item
Assembly
Structure
Inventory
Sub-assemblies
52
Inventory Applications
Inventory
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
Transfers

Used to issue stock from inventory (with or without
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

53
Reordering stock



Number
of items
in stock
Economic Order
Quantity
Time
Lead Time
Maximo accomodates a Just-in-time
system by allowing you to set reorder
quantities.
Use PMs tp plan upcoming maintenance
and inspection work to help determine what
items will be needed in the future.
Reorder value=(current balance + quantity on current
purchase requisitions and purchase orders) - (quantity
reserved for work orders and internal purchase orders+
quantity expired) < = Reorder point
The reorder process does not
check to see if items appear
inside kits when reordering an
item.
ReOrder
Safety
Level
Inventory
54
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)

Inventory
55
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
Inventory
56
Inventory
57
Purchasing
58
Purchasing
Maximo is capable of producing and managing the purchase
process
Purchase
Requisition
Purchase
Order
Receipt
Goods & Services
Invoice
Create PR
Approve PR
Create PO
Approve PO
Close PR
Enter Invoice
Approve
Invoice
Close PO
59
Purchasing
Maximo is capable of producing and managing the purchase
process







Also capable with interfacing with Financial System at any stage
of process
Purchase
Requisition
Purchase
Order
Receipt Invoice
60
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

61
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.

62
Contracts
Contract information includes
Contract references
Dates
Status
Vendor
Payment periods, terms, units
Terms and conditions
Associated assets, items, labour

Purchasing
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.

Companies
63
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.




64
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.

Purchasing
Terms & Conditions

65
Control
66
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.
Control
67
Control
An escalation is a Maximo process that monitors time sensitive records and
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.

Escalations
68
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 companys business processes. Any time your companys
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.

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

Control
69
Workflow
Control
70
KPIs
Key Performance Indicators (KPIs)
provide means to track critical
performance variables over time.

Control
71
KPI Manager
This KPI Manager tab is used to view KPIs over time, compare KPIs with one another, and see
historical values.

Control
72
Start Centre
Control
The Start Center is a configurable page (Dashboard), that allows you 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

73
Control
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.

74
Accounting
75



Introducing Maximo
Financial Principals Maximo is not the financial register
Your company creates General Ledger (GL) accounts to track expenses.

Many Maximo records include one or more GL Account fields. The GL account(s) entered on a record specify which
account should be charged or credited for financial transactions related to the record.
Most processes in Maximo have a financial impact i.e. generate accounting journals that are passed
to the finance system General Ledger.

Some are Non-financial i.e. they record GL accounts but do not actually generate entries. These accountable values
are picked up by a subsequent financial process which generates the financial transaction.

Financial Transactions
Fundamentally there are only 7 financial transactions in Maximo:



Process Transaction
Purchasing Receive Materials
Receive Services
Work Order
Tracking
Issue Materials
Allocate Labour
Issue Tools
Inventory Adjust Inventory
Invoicing Approve Invoice
Can be generated by a number
of Maximo processes
Multiple types of transactions
generated by a single process
Each of the financial transactions stores
a financial value and also holds two
fields that record the financial accounts
posted for that transaction
GLDEBITACCT
GLCREDITACCT
76
Project 1001
Task 1 Task 2
Oracle Project Accounting
Cost Management-
project
w123
w124
w125
w126
w213
w221 w224
Work Package
General Ledger
A1-2345 A1-2355 B1-2345 C1-2345
Cost rollup
asset work for
lifecycle
analysis
Post cost to
account codes
Post cost to
project
Other
charges
Rollup costs
Refresh budget,
all actual costs
Oracle Financial Accounting
Proposed for
Maximo 6
77
GL Account Codes
Each general ledger account code consists of several distinct segments.
Each component relates to a specific part of your companys accounting system and can be used to charge a
particular transaction, for example the purchase of an item, to a particular cost center, department, type of account, or
any other category of costs that exists within your accounting system.

The various components of a GL account code appear in
a set order or sequence, with the highest level component
appearing first in the sequence.

For example:
Segment 1 Segment 2 Segment 3 Segment 4
Cost Center Activity Resource Element
e.g 6200 -229 - SAF-??????

Introducing Maximo
Optional Segment
Note: all segments must populated
to form a valid GL Account code
Maximo GL Navigator
78
Merging GL accounts
The GL Account for a Work Order is derived from a series of default accounting values held on
records associated with the work order. There are 3 possible sources of default accounting for any one work order. The
intention is that each source contributes one of more account segments to help define the accounting for the work that is being
undertaken
Source Description Sample
Operating Location

Default accounting for any work done at this
location
1-111-??-????
Asset

Default accounting for this specific equipment 1-222-33-????
PM

Default Accounting for this type of planned
maintenance
1-???-44-????
Precedence occurs in the order listed above, ie
1. the account code values from the Asset record will supersede the Location values, and
2. the PM Account will supersede the merged value of the Location and Asset.

e.g a PM workorder will have the account code: 1-222-44-????

It is expected that the WO GL Account will have values for all account segments other than the Cost Element
????, which will be derived from the Resource Codes when transactions are posted to the work order

Maximo validates each segment that you enter in Chart of Accounts, or in GL fields in other Maximo
applications, against the account codes in the Chart of Accounts application. (if you have authority,
you can overwrite the default GL code.)

Introducing Maximo
79
How GL Validation effects Moving Assets

In a standard move/modify transaction, Maximo does not change, credit, or debit any GL accounts that might have
been associated with the asset.

If the asset is a rotating asset and has an associated rotating suspense account then when moving the rotating
asset to a storeroom Maximo records an asset-move transaction and a financial transaction.

Moving and modifying non-rotating assets between non-storeroom locations (for example, between operating
locations, or from an operating location to a repair location) has no financial implications in Maximo, but Maximo
does record an asset move transaction where it validates GL accounts.

So when you enter the new location on the Move/Modify Assets dialog box, if you have defined an asset GL
account, Maximo performs a preliminary account validation. Specifically, Maximo determines if merging the assets
GL account and the new locations GL account produces a valid account code.

If merging the asset GL account and the destination location GL account does not produce a valid
account, entering the destination location on the Move/Modify Assets page produces an error
message.




Asset Register: Equipment and Locations
80
Default GL Account

Since companies typically charge the cost of a work order to the location where
work is performed, Maximo automatically charges work costs to a location
rather than to assets at that location.

It is possible to assign GL accounts to location records, to asset records, or both.

On records or transactions where you specify both a location and an asset identifier (a work order, for example), the GL
accounts of the asset and the location will be merged, with GL components in the asset taking precedence over GL
components in the location if you have GL accounts for both records.

If you fully specify an Asset GL account, Maximo never charges costs related to that asset (that is, resulting from a work
order) to the operating location GL account, regardless of the assets location.
If you specify account codes for both locations and assets use one component for the location and another for the
asset.

More specifically, any account components that you specify in creating the asset GL account overrides those same
components in the operating location GL account.

Account Number
1. Asset GL account ????-222-???
2. Operating Location GL account 1111-333-444 333 is lost
3. GL Debit account for Work Order 1111-222-444



Asset Register: Equipment and Locations