Ibm Maximo Key Concepts v43

8/12/2019 Ibm Maximo Key Concepts v43

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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


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Enterprise Asset Management

DMS

MANAGE EQUIPMENT

Strategy/pol ic iesMaintenance effectiveness

sset PerformanceAnalys is

PMs

Condition

Monitoring(meters)

Capital

projects

PLANNED WORK

Job Plans

Safety Plans

Routes

CUE LibraryUNPLANNED WORK

Connections

Cost Recovery

Emergency

MANAGEWORK

PROGRAM

EXECUTE

WORK

MANAGE

RESOURCES

Financials Payroll

LabourServices

Inventory

Logist ics

Replenishment

Work orders,

Project, Schedu le,

Budget

GL co des, companies,

t imesheets, labour,

con tracts, qual i f icat ions ,

purc hase orders, technic al

documents

Fol low-on work

Work program

HR

Introducing Maximo


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Maximo elements

Thin client (web architecture)

Deployed for Oracle, SQL Server, DB2 Database

Performance dashboard (Startcentres ) KPI graphs, lists

Internal Integration objects(native Oracle Financialsadaptor)

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


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Maximo functionality

ASSETManagement

MATERIALSManagement

Assets

InventoryControl

E-Audit, E-Signature, Security

Escalation, KPIs, SLAs

Reporting & Integration

WORKManagement

WorkOrders,Projects

PreventiveMaint.

Job PlansSafety plansCUE library

PROCUREMENT

PurchaseReq &Orders

WORK &RESOURCEscheduling

Locations

Companies

Receiving

ContractsService

Desk

Routes

Condition

Monitoring

Qualifications

AssignmentManager

Labour

ItemMaster

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

ReceiptsRequest for Quotations

Asset Module

Asset Records

Failure Codes

Locations

Equipment Register

Planning Module

Job Plans

RoutesCUE Library

Work Orders Module

Creating Work Orders

Assignments

Assignment Manager

Labour ReportingManaging Work Orders

Safety Module

HazardsLock Out/Tag out

Safety Plans

Preventative

Maintenance

PM Records

Condition Monitoring

Meters

Introducing Maximo


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SystemConfigurationOrganisations

Sites

GL codes

Settings

Roles

Security Access

etc

Master dataLocations

Assets

Items

Companies

People

PM

Job plans

Safety plansMaster contracts


Meters etc

TransactionWork ordersInventory

Purchasing

Contracts

Measurementsetc

Maximo data levels

Introducing Maximo


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Data & Secu ri ty 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-siteis 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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11Chart of

accounts

Chart of

accounts

Chart of

accounts

Maximo Database

Company

set 1Item set 1Company

set 1 Item set 3Item set 2

Organisation 1 Organisation 3Organisation 2

Site 1 Site 2 Site 3 Site 4 Site 5

Sets

Organisation

Site

Maximo financial structure



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MultiSite Levels

System or databaseData 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."

SetData 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.

OrganizationData 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 beaccessed 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.



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Database Set Organisation Site

Escalations

Labour Rate/Lease/Rental

contracts

Master contracts

Master PM

Purchase Contracts

SLAsWorkflow

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

HazardsLabor

Labor Reporting

Qualifications

Meters

Reports

Tax Codes

Tools

Equipment(Assets) & Locations

Assignment manager


Inventory

Invoices

Issues & Transfers

Job PlansLabor 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



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People

The Resources Module is used to create Maximo records for workers, both internaland 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 anywhereon 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 belogging 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



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Groupings

People can be assigned to person groupsThese groups can be used on escalation, Workflow process and other records.

Users can be assigned to security groupsYour 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.



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Maximo Database

Company

set 1Item set 1Company

set 1 Item set 3Item set 2

Organisation 1 Organisation 3Organisation 2

Site 1 Site 2 Site 3 Site 4 Site 5

Sets

Organisation

Site

Maximo structure and users



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Multisite in OperationPurchase 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 purchaseorder.

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 sitesand 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 t ransfer 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 d ifferent

than the work order Site providing that both sites belong to the same Organization and that you have access to both sites.



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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

RefJP1

Labour1 Electrician

Materials1 bulb

ToolsStep Ladder

Tasks

1. Turn off electricity

2. Erect ladder

3. Remove old bulb

4. Insert new bulb5. Turn on electricity

PM

Descript ionannual bulb replaceFrequency12 monthly

Work Type Preventative

Locat ionJ007/LGT-001

Job PlanJP1

Work Orders

Descript ionannual bulb replace

Due 1stJan 2005

Work Type Preventative

Locat ionJ007/LGT-001

Equipment- 80001731

Labour1 Electrician

Materials1 bulb

ToolsStep 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 InstructionsFunctional Location

LCS ref (J007/LGT-001)

Light 1, Ticket Hall, Canary Wharf Station

Maximo Terminology


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Northen

ZoneSub1 ZoneSub2

SecondaryPlant

TransformerCirculation

fan

Motor

StarterGears

Operating Location Equipment Spares &

Component Items

Example Only

PrimaryPlant

OilRotor

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 valuableinformation 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 theselocations into logical hierarchies, called Systems in Maximo.Specifying the location for equipment on the asset record provides thegroundwork for gathering and tracking valuable information on the history of anasset, including its performance at specific sites, as it is moved from location tolocation.

With locations organized into Systems you can quickly find a location on theDrilldown page to identify the asset at that location. You can also quickly identifyownership 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



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Equipment

A piece of equipment has components that need to be maintained where Maximo isused 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 therequired service level

Costs are accumulated whenever you create a work order to perform maintenance on an asset. Costs arealso 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 youwould 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

andNon-capitalised

andNot 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 workcompleted 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 assetfield (many locations)

Assumed to have financial value



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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 SystemThe 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 systemsLocations 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 HierarchyExtending 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:


Transformer

Circulation

fan

Asset hierarchy options:

Circulation

fanMotor

StarterRotor

Operating Locations

Assets

Rotor Circulation

fanMotor

Starter

multiple locations with

no asset records

Transformer

Rotor Circulation

fanMotor

Starter

one location and multiple

asset recordsa matching location for

every asset record

Transformer

Motor StarterRotor


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A

B C

DE 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 modelswhich value assets differentially by changing the

relationships between elements in the hierarchy View only elements relevant to the System selected

Systems


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


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45

21 24

4

17

3 14

Primary System-All assets Alternate System

18

18

14

14

Multiple Systems facilitate alternative cost-rollup analysis

424


Different rollup values


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SP AusNet Organisation SP AusNet

Site1 Site2 Site3 Site4Site

Site1 users

restricted to

these

assets,locations,

storerooms,job

plans,safety

plans


Permission to see another site

1001 12001 1001Start WO number

10001 10001 10001 33001Start 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 categorizeassets 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 makepumps the top level of the classification. Below the top level of the hierarchy you could define multiple pumptypes such as centrifugal, rotary, and reciprocating. Those pump types can be defined as having differentattributes such as head, rated RPM, Flow Rate, and Corrosion resistance

Using classificationshelps you to more easily locate records, and help to ensure that records are notduplicated unintentionally.

After assets, locations, and items are associated with specification templates, you can use the Classification

Search dialogto search through Maximo to find the records you are looking for.



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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 aparticular task to be accomplished, and the labor, materials, services, and toolsneeded to complete the work.

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

Work Order TrackingUsed to perform every function related to processing work orders

Labor ReportingUsed to report hours worked by labor (employees) or

contractors. You can enter hours worked by labor ("timecard" reporting) contract/vendor, or workorder. Maximo has a Timer that can be switch on or off during work activities to automaticallycalculate elapsed time on a task.

Service RequestsUsed to create records of customer calls or e-mail requesting service.

Quick ReportingUsed 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 PlansUsed to create a detailed description of how a job is to be performed and the resources required to

complete it.

RoutesUsed to list related work assets (assets and/or locations) that are considered "stops" along an

inspection or maintenance route.

Safety PlansUsed 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. WorkOrders 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 isspecified 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 Financialstreats 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 workersafter 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 relatedassets 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 hazardousmaterial, Maximo inserts information for the hazard on the workorder Safety Plan tab.

Work Orders


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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 cantake 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


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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


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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

printone or more documents attached to a record

manage the Library of documents available to be attached to records

AttachedDocuments

Workorders


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Planning


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Preventative Maintenance Plans

Preventive maintenance (PM) work is maintenance work performed on aregular 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 forpreventive 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 locationhierarchies.

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 is tracking measured data for an asset or location andusing that data to predict when preventive maintenance needs to be performed.

The type of data, for example, vibration, pressure, or temperature, depends onthe asset or location.

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

Meters

gauge meterA measurement point record for a gauge metercontains a range of values. There is anacceptable, safe operating range, as well as the upper and lower warning and action limits.

characteristic meterA measurement point record for a characteristic metercontains a specific list ofvalues. 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 locationrecord, but you can only create one measurement point for each meter that exists for

the asset or location.

Planning


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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 viewOnly 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


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Planning


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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 iscovering another worker's shift.


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Inventory


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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).
http://rchapp600:9966/maximohelp/en/mergedProjects/inventor/inventor/allparttypes_proc.htmhttp://rchapp600:9966/maximohelp/en/mergedProjects/inventor/inventor/allparttypes_proc.htm


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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

ItemAssembly

Structure

Inventory

Sub-assemblies


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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 amobile worker who stores spare parts in their vehicle


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Reordering stock

Number

of items

in stockEconomic Order

Quantity

TimeLead 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


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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


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Inventory


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Purchasing

P h i


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Purchasing

Maximo is capable of producing and managing the purchase

process

Purchase

Requisition

Purchase

Order

ReceiptGoods & Services

Invoice

Create PR

Approve PR

Create PO

Approve PO

Close PR

Enter InvoiceApprove

Invoice

Close PO


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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

P h i


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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

P h i


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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 purchasingall 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.

P rchasing


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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

Purchasing


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Purchasing

Contract TypesBlanket (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 uponprice 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

Auth orize Sites action to authorize each Site that you want to be able to use the contract.

Purchasing


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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


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Control

Control


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Service Management

A service level agreement (SLA) defines the agreement and formalcommitments between a service provider and a customer. The agreementdocuments the service to be provided or received, the agreed upon service

levels for the service, and the means of measuring or quantifying the level ofservice.

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 organizationprovides to the customer.

A commitment is any service, product, or responsibility that can be measured in a qualitative or quantitative wayand 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, forexample 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 knownas an underpinning agreement.

Control

Control


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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

Control


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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 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

Control


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Workflow

Control

Control


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KPIs

Key Performance Indicators (KPIs)

provide means to track critical

performance variables over time.

Control

Control


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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.

Control

Control


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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

FavoriteApplications

Inbox/Assignments

KPI Graph

KPI List

Result Set

Control


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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.


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Account ing

Introducing Maximo


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Introducing Maximo

Financial Principals Maximo is not the financial registerYour 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 whichaccount 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 TransactionsFundamentally 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 storesa financial value and also holds two

fields that record the financial accounts

posted for that transactionGLDEBITACCT

GLCREDITACCT


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Project 1001

Task 1 Task 2

Oracle Project AccountingCost 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

Introducing Maximo


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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 aparticular 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

Introducing Maximo


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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. Theintention 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. (i f you have author i ty,

you can overwrite the default GL code.)

Introducing Maximo



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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 assetand 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 implicationsin 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 p roduce a val id

account, entering the destination location on the Move/Modify Assets page produces an error

message.




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Default GL Account

Since companies typically charge the cost of a work order to the locationwherework 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


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