Workflow without Workflow - canmug.org · Workflow without Workflow® Project successes by...
Transcript of Workflow without Workflow - canmug.org · Workflow without Workflow® Project successes by...
Workflow without Workflow®
Project successes by implementing simple workflows in Maximo with
minimal effort and resources
Sean Watson
Business Systems Analyst, ICT
November 6th, 2012
City of Coquitlam
• 6th largest population in BC
– 126,456 (2011 Census)
• 130 km2
• 750 full-time staff, 750 auxiliary
• 3 campuses, 17 main facilities
City of Coquitlam
• Major Utilities – 1,665 km of mains
– 86 pump stations
– 14,300 catch basins
• Roads – 1,200 lane kms
– 505 kms of sidewalk
• Parks & Facilities – 130 facility locations and sites
– 412 park grounds locations & 2,100 parks assets
• IT – 3,400 hardware and software assets
Maximo History in Coquitlam
• Too long
• Maximo customer since 1998
• Versions 3.x, 4.x, 5.2, 7.1
• 285 users across all departments
Maximo Usage in Coquitlam
• Just about everything, except safety
• All municipal assets in Maximo – Major utilities, parks & recreation, facilities, IT …
• Multiple integrations – PeopleSoft (HR, Time & Labour)
– Oracle Financials (AP, GL & PO)
– Document Management
– Fuel System
• Up coming enhancements: – TSRM for IT (Live this month)
– Maximo Spatial (2012/13)
– Mobile Solution (2012/13)
Workflow without Workflow®
• Achieve a lot with very little
• Enhance workflows with OOTB tools
• Improve and automate communications
• Simplify the user experience
Workflow without Workflow®
• Maximo 7 OOTB tools
– Conditional Expressions
– Domains and Synonyms
– Escalations
– Communication Templates
– Actions
– Roles
Why not Workflow®?
• Before someone asks …
• Workflow® could possibly be used in every
use case
Why not Workflow®?
• However …
– We’re simple, simple is good, simple is quick, simple
is flexible, we like simple
– Lack of resources to define, implement and support
– Process diversity
– Flexibility over structure and controls
– Inconsistent approval hierarchy
– No additional security setup required
– Acting users and delegation pose significant
challenges
Workflow Use Cases
• Purchasing
– Approval requests and multiple approvals
– Subscription based approval notifications
– Integrity checking for approvers & PR limits
– Contract renewals and reminders
• Inventory and Materials Management
– Integrity checking to prevent future errors
Workflow Use Cases
• Employee Qualifications – Expiration or renewal reminders for staff and
management
• Work Orders – Data entry audits
– Multiple reviews and approvals
– Automated data management
• Assets – Automated data management
– Data entry audits
– Downtime notices
Qualifications Use Case - Challenges
• Aquatics track 5 or 6 individual certifications for
200+ staff
• Managed via paper records and spreadsheets
across multiple facilities
• No simple means to track expiration
• Lack tools to ensure that staff are fully certified
when scheduled
• Never used Maximo
Qualifications Use Case - Solution
• Employee records were already in Maximo
• Recreation staff consolidated data into Excel
• Maximo integration used to load
• 30 minute training session for record keepers
• 2 staff now manage 1100+ qualification records
• Maximo issues all reminders to staff and
management for expiring qualifications
Qualifications Use Case Details
• 2 Person Groups
– One group for management and supervisors
– One group for record keepers
• 2 Roles
– One for employee work email address
– One for employee person email address, if
provided
Qualifications Use Case Details
• 4 Communication Templates
– 60 day reminder for employee
– 30 day reminder for employee
– 7 day warning for employee and record
keepers
– 2 day notice for shift replacement to
employee, record keepers and management
Qualifications Use Case Details
• Sample 7 day warning notice
Qualifications Use Case Details
• 1 Escalation
– Retrieves expiring qualifications
– Notifies staff based on time interval
Qualifications Use Case Summary
• Less than one day of effort to setup and
load data into Maximo
• Minimal training required for record
keepers
• Haven’t had one non-certified employee
work a shift since implementing
qualifications in Maximo
Qualifications Next Steps
• Engineering and Public Works – Currently consolidating training and certification
records for use in Maximo
– Will assist with retraining and scheduling efforts
– Anticipate automated communications for all levels of staff
• HR – Reviewing requirements and Maximo capabilities
– May use Maximo to cover all training and qualification records for the City
– Ease of use and simplicity of notifications have been attractive elements
Purchasing Overview
• PRs, POs and Receiving in Maximo
– Migrated purchasing to Maximo during 7.1.X
upgrade
• Integrated with Oracle Financials R12
– AP, GL and PO
• POs and Receiving sent to Financials to
support AP processes
Purchasing Challenges
• 25/75 mix of electronic and paper PRs
when purchasing migrated into Maximo
• Redundancy in data entry and approvals
• Mix of Maximo and non-Maximo users
• Many casual approvers, they don’t know
Maximo, don’t want to know Maximo
• Too many manual processes, emails,
phone calls etc…
Purchasing Use Case
• Purchasing trained and mentored staff through transition over 12 months
• Eliminated paper PRs and generated many new users in Maximo
• Built numerous purchase contracts to enhance data entry, consistency and controls
• Prompted need for better workflow and automated communications
Purchasing Approvals Use Case
WAPPR APPR
CAN
DRAFT WAPPR APPR
CAN
Maximo Default PR Status Lifecycle
Coquitlam PR Status Lifecycle
CLOSE
CLOSE
START
START
FINISH
FINISH
FINISH
FINISH
•One new synonym status for PRs, DRAFT
Purchasing Approvals Use Case
• 2 Conditional Expressions
– Ensure that defined lifecycle is followed
– DRAFT to WAPPR, WAPPR to APPR etc…
Purchasing Approvals Use Case
• 2 Roles
– PR Supervisor / Approver
– PR Requester
Purchasing Approvals Use Case
• 2 Communication Templates
– PR Approval Request for Supervisor
– PR Approval Notification for Requester
Purchasing Approvals Use Case
• 1 Escalation
– Find new WAPPR, APPR PRs and notify users
Purchasing Approvals Use Case
• Purchasing Start Centre
– Use generic saved queries
– Applicable to all e.g. :USERID instead of “WILSON”
Purchasing Approvals Use Case
• End User Start Centre
– Again, use generic saved queries
– Present users with only the data they need
Purchasing Use Case Summary
• Almost 100% usage of Maximo PRs now
• Users receive notice with direct link to PR
– Don’t need to know how to use Maximo
– If only they’d remember their passwords
• Standardized entry with increased contract
usage
• Improved data integrity and consistency
• Minimal setup and administration
Purchasing Approvals Next Steps
• Expand multiple reviews and approvals
process for a single PR
• Integrate capital approval process into PR
and PO approvals
Purchase Contracts Use Case
• Automate communications for expiring
contracts
– 1 Role
• Contract buyer or purchase agent
– 1 Communication Template
• Notify buyer of upcoming contract expiration
– 1 Escalation
• Find expiring contracts and notify buyer
Work Order Use Cases
• Automate notifications
– Some groups are new to work requests
• Rarely login to Maximo
• Require a prompt when action is required
• Communications are issued for certain staff to
inform of new requests
• Upon approval, additional communications are
sent to the applicable maintenance division(s)
• 1 Person Group, 2 Comm Templates & 1
Escalation
Work Order Use Cases
• Audit data entry
– Most prevalent complaint in Maximo
– Do not want to slow down data entry
– Escalation audits newly created work orders
– Communications are sent to users after a
reasonable amount of time
– Inform users that standards have not been
met
Asset Use Cases
• Audit data entry
– Escalations used to search for
• Incorrect or missing GL accounts
• Incorrect or missing failure codes
• Duplicate asset tags
• Duplicate serial numbers
• Etc …
• Can correct most mistakes using actions
or notify user via email
Asset Use Cases
• Mass updates
– Use escalations and actions to perform bulk
updates to specific assets or asset classes
• Automate notifications
– Asset up/down status (e.g. water hydrant out
of service)
– Expiring warranties for fleet of vehicles
Inventory Use Cases
• Automate integrity checks
– Use escalations to search for problems in
storerooms
• Average cost variances
• Duplicate bin numbers
• Null bin numbers
• Missing inventory balances for stock items
– Use communications to notify users
Workflow without Workflow® Summary
• Automate communications
• Improve user experience
• Flexible solutions
• Minimal setup
• Minimal training
• Achieve a lot with very little