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Penn State University (PSU)
FAM - Planner Training Manual
Prepared By
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Training Guide Contents
1 FAM - Work Reception Center Training ......................................................................................... 9
1.1 FAM Project Overview ....................... ......................... .......................... ......................... 9
1.2 Maximo Overview .......................... .......................... ........................ ......................... ..... 9
1.3 Work Reception Center Training Manual ....... ......................... ........................... ............ 9
2 OPP Work Order Management ..................................................................................................... 10
2.1 Overview of Work Orders and Workflow .............................. .......................... .............. 10
2.2 Work Types .......................... .......................... ......................... ......................... ........... 11
2.3 Work Order Workflow Process for On Demand Work (CM, SVC, TS, MP, and EV) ...... 12
2.3.1 Phase 1 – Triage and Planning .................................................................................................... 15
2.3.1.1 WRC Triages ........................................................................................................................................ 15
2.3.1.2 Planner Plans (Optional) ................................................................................................................. 17
2.3.1.3 EXERCISE: Plan CM Work Order and Route for Scheduling ....... ...... ....... ...... ....... ...... ....... . 19
2.3.1.4 EXERCISE: Plan CM Work Order and Route for Approval ....... ...... ....... ...... ...... ....... ...... ..... 27
2.3.1.5 EXERCISE: Plan CM Work Order and Place in Backlog ...... ....... ...... ....... ...... ....... ...... ....... .... 29
2.3.1.6 Approval (Optional) .......................................................................................................................... 33
2.3.2 Phase 2 – Scheduling and Execution........................................................................................ 35
2.3.2.1 Scheduler Schedules (Optional).................................................................................................... 36
2.3.2.2 Supervisor Assigns ............................................................................................................................ 37
2.3.2.3 Craftsperson Executes/Updates ................................................................................................... 39
2.3.3 Phase 3 – Post Completion Review and Closure................................................................ 43
2.3.3.1 Planner Post-Completion Review (Optional) ........................................................................... 43
2.3.3.2 Final Billing Complete (Integration) ........................................................................................... 44
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2.3.3.3 Work Order Closed ............................................................................................................................ 44
2.4 Work Order Workflow for Key Request Process ........................ ........................ ........... 45
2.4.1 Phase 1A – Non-OPP Request Triage and Approval ........................................................ 47
2.4.1.1 P & PS Reviews Request .................................................................................................................. 47
2.4.1.2 OPP Approval of Controlled Keys ................................................................................................. 51
2.4.2 Phase 1B – OPP Request Triage and Approval ................................................................... 55
2.4.2.1 OPP Access Coordinator Creates Key Request......................................................................... 55
2.4.2.2 OPP Access Coordinator Coordinates Approval for Key Request .......... ...... ....... ...... ....... . 56
2.4.3 Phase 2–
Planning, Scheduling and Execution .................................................................. 60
2.4.4 Phase 3 – Key Pick Up and Closure ........................................................................................... 60
2.4.4.1 Work Reception Center Records Pick Up Information ......................................................... 60
2.4.4.2 Final Billing Complete (Integration) ........................................................................................... 61
2.4.4.3 Work Order Closed ............................................................................................................................ 62
2.5 Work Order Workflow Process for Preventive Maintenance................... ....................... 63
2.5.1 Phase 1 – Work Order Generation ............................................................................................ 64
2.5.2 Phase 2 – Planning, Scheduling and Execution .................................................................. 64
2.5.3 Phase 3 – Post-Completion Review and Closure ............................................................... 64
2.6 Work Order Workflow Process for Jobs ..... .......................... .......................... .............. 65
2.6.1 Phase 1 – Create Job ......................................................................................................................... 67
2.6.1.1 OPP Accounting Creates Job ........................................................................................................... 67
2.6.2 Phase 2 – Planning, Scheduling and Execution .................................................................. 68
2.6.3 Phase 3 – Post-Completion Review and Closure ............................................................... 68
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2.7 Work Order Workflow Process for Fixed Tasks ........................................ .................... 69
2.7.1 Phase 1 – Create Fixed Task ......................................................................................................... 70
2.7.2 Phase 2 – Execution .......................................................................................................................... 70
2.7.3 Phase 3 – Closure ............................................................................................................................... 71
2.9 Components of a Work Order .......................... ........................ ......................... ........... 72
2.9.1 Work Order Tab – Header Section ............................................................................................ 72
2.9.2 Work Order Tab – Job Details Section .................................................................................... 73
2.9.3 Work Order Tab – Budget Section ............................................................................................ 74
2.9.4 Work Order Tab–
Priority Section ........................................................................................... 75
2.9.5 Work Order Tab – Scheduling Information Section ........................................................ 76
2.9.6 Work Order Tab – Responsibility Section............................................................................. 77
2.9.7 Plans Tab – Tasks Section ............................................................................................................. 77
2.9.8 Plans Tab – Labor Section ............................................................................................................. 78
2.9.9 Plans Tab – Material Section ........................................................................................................ 78
2.9.10 Assignments Tab – Assignments Section .............................................................................. 79
2.9.11 Actuals Tab – Labor Section ......................................................................................................... 80
2.9.12 Actuals Tab – Materials Section ................................................................................................. 80
2.9.13 Cost Tab – Current Billing Section ............................................................................................ 81
2.9.14 Cost Tab – Fiscal Work Order Costs Section ........................................................................ 82
2.9.15 Cost Tab – Work Order Costs Section ..................................................................................... 83
2.9.16 Log Tab – Work Log Section......................................................................................................... 84
2.9.17 Failure Reporting Tab ..................................................................................................................... 85
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3 Classifications .............................................................................................................................. 87
3.1 Overview of Classifications ......................... ......................... ......................... ............... 87
3.2 Working with Classifications ............................ ........................ ......................... ........... 87
3.2.1 Creating Classifications .................................................................................................................. 87
3.2.1.1 Exercise: Create an Asset Classification ..................................................................................... 87
3.2.2 Updating Classifications ................................................................................................................. 89
3.2.2.1 Exercise: Update an Asset Classification to Add an Attribute....... ....... ...... ....... ...... ...... ...... 90
5 Locations ...................................................................................................................................... 92
5.1 Overview of Locations ................................................................................................. 92
5.2 Location Types .......................... ......................... ......................... ......................... ....... 93
5.3 Working with Locations ........................... ......................... ......................... ................... 94
5.3.1 Creating Locations ............................................................................................................................ 94
5.3.1.1 Exercise – Creating a Location ...................................................................................................... 94
5.3.1.2 Exercise – Associating a Location to a System ......................................................................... 97
5.3.2 Update or Inactivate Location ..................................................................................................... 98
5.3.2.1 Exercise – Updating the Priority on a Location ....................................................................... 99
5.3.2.2 Exercise – Inactivating a Location................................................................................................ 99
5.4 Components of a Location .......................... ......................... ......................... ............. 101
5.4.1 Location Tab – Header Section .................................................................................................101
5.4.2 Location Tab–
Systems, Parent, and Children Sections ..............................................102
5.4.3 Assets Tab – Assets Section ........................................................................................................103
5.4.4 Assets Tab – History Section ......................................................................................................103
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5.4.5 Specifications Tab – Header and Specifications Section .............................................104
6 Assets ......................................................................................................................................... 105
6.1 Overview of Assets ........................ ......................... ......................... ......................... . 105
6.2 Asset vs. Locations........................ ......................... ......................... ......................... . 106
6.3 Working with Assets .................................................................................................. 107
6.3.1 Creating Assets..................................................................................................................................107
6.3.1.1 Exercise – Creating an Asset ....................................................................................................... 107
6.3.1.2 Exercise – Moving an Asset ......................................................................................................... 110
6.3.1.3 Exercise – Decommissioning an Asset ..................................................................................... 112
6.4 Components of an Asset ........................................................................................... 113
6.4.1 Assets Tab – Details Section .......................................................................................................113
6.4.2 Asset Tab – Purchase Information, Budget and Costs Sections ...............................114
6.4.3 Spare Parts Tab – Subassemblies and Spare Parts Sections .....................................115
6.4.4 Meters Tab – Meters Section......................................................................................................115
6.4.5 Specifications Tab – Header and Specifications Section .............................................116
7 Job Plans .................................................................................................................................... 118
7.1 Overview of Job Plans ....................... ......................... .......................... ..................... 118
7.2 Creating and Activating a Job Plan .......................... ......................... ........................ . 119
7.2.1 Planner Creates New Job Plan ...................................................................................................120
7.2.1.1 Exercise: Create Job Plan and Submit for Approval ....... ...... ....... ...... ....... ...... ....... ...... ....... 120
7.2.1.2 Exercise: Activate Job Plan that has been Approved by all Reviewers ...... ....... ...... ...... 123
7.3 Revising a Job Plan ....................... ......................... ......................... ......................... . 124
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7.3.1 Planner Creates Job Plan Revision ..........................................................................................126
7.3.1.1 Exercise: Create Job Plan Revision and Submit for Approval ...... ....... ...... ....... ...... ...... ... 126
7.3.1.2 Exercise: Activate Job Plan Revision that has been Approved by all Reviewers ....... 127
7.3.2 Planner Inactivates Job Plan ......................................................................................................128
7.3.2.1 Exercise: Inactivate Job Plan ...................................................................................................... 128
8 Preventive Maintenance ............................................................................................................. 129
8.1 Overview of Preventive Maintenance ........................... ......................... ..................... 129
8.2 Working with PMs .......................... .......................... ........................ ......................... . 130
8.3 Creating and Activating a Preventive Maintenance Record ....................... ................. 130
8.3.1 Planner Creates New PM .............................................................................................................132
8.3.1.1 Exercise: Create PM and Submit for Approval ....... ...... ....... ....... ...... ...... ....... ....... ...... ...... .... 132
8.3.1.2 Exercise: Activate PM that has been Approved by all Reviewers..... ....... ...... ....... ...... .... 134
8.4 Revising a PM ........................... ......................... ......................... ......................... ..... 135
8.4.1 Planner Creates Job Plan Revision ..........................................................................................135
8.4.1.1 Exercise: Modify PM Frequency ............................................................................................... 135
8.4.2 Planner Inactivates Job Plan ......................................................................................................136
8.4.2.1 Exercise: Inactivate PM................................................................................................................ 136
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1 FAM - Work Reception Center Training
1.1 FAM Project OverviewFAM (Facilities Asset Management System) is a major step forward in the evolution of
Enterprise Asset Management (EAM) at Penn State. The FAM system is built on the Maximo
7.5 platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work
management tasks will be critical to realizing the goals of the FAM project.
1.2 Maximo Overview
IBM® Maximo® Asset Management is an integrated productivity tool and database that
helps you manage all of your asset types on a single software platform. Built on a service-oriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of
all asset types, their conditions and locations, and the work processes that support them, to
provide you with optimal planning, control, audit, and compliance capability.
The Maximo database provides critical information about assets and locations, includingkey attributes, their configuration, and their physical and logical relationships to other
resources. Using Maximo, you can manage and track events related to your assets from
cradle to grave including creating, assigning, monitoring, notifying, and reporting on key
work and work support processes such as work orders and purchase orders, including
status, from start to finish.
1.3 Work Reception Center Training Manual
This training manual focuses on the role of the Planner user as it executes functions in theFAM system. This manual will cover the applications and use cases that a Planner user willbe expected to perform, on regular basis, inside of the system. The manual may not cover
some functionality that the Planner has access to if it is not directly related to a common
activity that they are expected to perform.
Specifically, this manual covers overviews, processes and specific exercise associated with
the following topics:
Work Management
Locations
Assets
Classifications
Job Plans Preventive Maintenance
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2 OPP Work Order Management
2.1 Overview of Work Orders and Workflow
Work Orders are used to identify, plan, schedule, execute and track the work that
is performed at Locations and/or on Assets and systems throughout the campus.
Initially, a work order is a request for work to be performed. Once completed, awork order is a record of activities performed that make up the history of our
Locations, Assets and systems.
The information that is contained on a work order includes the following:
The tasks that were performed
The labor hours involved in performing the work
The services used, if any
The materials used, if any
The tools required to do the work
The assets worked on
The locations where the work was performed
When you create a work order, you initiate the work management process and
create a historical record of the work requested and performed. The work
management process in the FAM system is controlled by an electronic workflow
process. This workflow, based on work types, ensures the right steps are
performed, by the right people, in the right order and at the right time. At certain
times in the workflow, direct assignments will determine who is to take action on
a record. At other times, information on the work order including status,
responsible group/individual, and assignment status will determine who is to take
action. At all times, any status changes to be performed on a work order record
will be done using workflow options.
As a work order record is processed through the work management workflow,
more sections of the work order record will be populated with the information
about what was both planned to be done and what was actually done.
In this section of the training manual you will learn about the basic components of
Work Order and Job records, the different Work Types, and the workflow
processes for each Work Type.
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2.2 Work Types
Work Types are assigned to Work Orders to categorize them by the nature of the
work being performed. Ultimately, this serves two very important purposes:
Categorization of Work
Processing of Work
Categorization is the concept that it allows you to sort the work already
performed or still in progress to determine how your facilities are performing. For
example, is most of the work you are doing trouble or breakdown work or is most
of it preventive maintenance. An organization that is trying to establish an
Enterprise Asset Management (EAM) program and not just a repair service
considers this type of informatiProcessing of work is the concept that different types of work require different
pre-, post-, and in progress processing tasks. For example, a corrective
maintenance work order to repair a failure requires planning to analyze the failure
and identify a fix. Whereas, a preventive maintenance work order already has a
plan defined for it and does not need any planning prior to execution. In order to
ensure that the right steps are done by the right people at the right time, we must
have processes that dictate what those steps are based on work type.
Along with the FAM implementation, the following Work Types will be used for
work orders:
Work Type Abbr. Definition
Corrective
Maintenance
CM Work to return an asset/location to its designed
intent after a failure.
Service Work SVC Work that does not affect the reliability or
maintenance history of any assets/locations and is
not related to a failure. Typically driven by
customer request.
Minor Project MP Smaller changes, enhancements, and upgrades toassets/locations that do not require a contract.
May require some design assistance and level 1
permitting, but limited to work with a single funding
source.
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Work Type Abbr. Definition
Trouble
Shooting
TS Performance of an assessment in support of the
planning process prior to performing another work
type. Should be a child to a work order of another
type.
Event EV Work related to a distinct event that does not
affect the reliability or maintenance history of any
assets/locations.
Preventive
Maintenance
PM Proactive work to maintain an asset/location in
performance of its designed intent.
Job JOB Larger changes, enhancements, and upgrades to
assets/locations that require a contract. Require
design assistance, permitting beyond level 1, and
may involve multiple funding sources. Typically
associated with a Tririga Contract Number.
Fixed Task FT Routine, recurring, operational work. (Also known
as Standing Orders.)
Key Request KR Work related to new keys or re-keying generated
from a Key Request.
The following sections will describe how each of the above work types are
processed. Note that Corrective Maintenance (CM), Service Work (SVC), Minor
Project (MP), Trouble Shooting (TS), and Event (EV) work orders all follow the
same workflow process and are collectively referenced as On-Demand Work in
the following section.
2.3 Work Order Workflow Process for On Demand Work (CM, SVC,TS, MP, and EV)
On-demand work (CM, SVC, TS, MP and EV work types) is typically initiated
based on a customer request, tradesperson problem report, or as a follow up
work order. For this reason, these work orders must be triaged and, in some
cases, planned before they are assigned and executed. It should be noted that
any work order that is submitted without a work type will initially follow this
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workflow. From start to finish, work orders with these work types may proceed
through the following phases, each of which will be described in greater detail:
Phase 1 – Triage and Planning Triage
Planning
Approval
Phase 2 – Scheduling and Execution Scheduling
Assignment
Execution
Phase 3 – Post-Completion Review
and Closure
Post-Completion Review
Closure
The workflow is being presented in phases because the workflow is set up to
behave a little differently in each of these phases.
During Phase 1 – Triage and Planning, workflow is set up to make discrete
assignments to individuals and groups where the assigned individuals are the
1 - Triageand Planning
2 -Scheduling
andExecution
3 - Reviewand Closure
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only users that can access the workflow options for the record. During this
phase, workflow actions show exactly who is assigned and records reside in
specific users’ workflow inbox.
During Phase 2 – Scheduling and Execution, work orders are not actively in a
workflow, meaning that there are not discrete assignments to individuals orgroups and anyone with appropriate permissions is allowed to access the
workflow options for the record. During this phase, users that are responsible
for the record are engaged via Start Center result sets and/or saved queries in
the appropriate applications. During this phase, users primarily use specific
function-based applications like Scheduler, Assignment Manager, Mobile Work
Manager, or Quick Reporting to interact with the record. Whenever a status
change is required, the user still uses workflow, but is presented with all of the
available status change options at that particular point in the process. The
reason for this design is to allow applications like Assignment Manager and
Mobile Work Manager to function most efficiently without workflow getting in theway.
During Phase 3 – Post-Completion Review, workflow is again set up to make
discrete assignments to individuals and groups where the assigned individuals
are the only users that can access the workflow options for the record. During
this phase, workflow actions show exactly who is assigned and records reside in
specific users’ workflow inbox. Once the Work Order is in a waiting to be closed
(WCLOSE) status, the work orders are not in workflow at all. At this point, work
orders are sitting in a “Waiting to Close” status and will automatically be close
when an integration informs Maximo that billing is complete.
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2.3.1 Phase 1 – Triage and Planning
2.3.1.1 WRC Triages
The workflow begins when a work order is submitted via SuiteReq, a mobile
device, or created directly in Maximo and routed. The workflow first assigns the
record to the Work Reception Center (WRC) person group. Every person in this
person group will receive an assignment for the work order and it will be
displayed in their workflow in-box. Any user from that group can perform the
next step in workflow to take ownership of the record for triage, which will end
the assignment for all other users of the group and remove it from their workflow
in-boxes. Once one of the users from the group has taken ownership of the
record via workflow, the record will move into a status of “TRIAGE” and reside
only in the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.
At the “Triage” step in the workflow, the WRC can review and make updates to
the record. Key fields to review/update:
WRC Triages
PlannerPlans
(Optional)
Approval(Optional)
On to Phase2 -
Schedulingand
Execution
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Key Fields for Triage Step:
Description/Long Description Work Type
Asset/Location GL Account/Customer Billing Number
Urgency/Priority Target Start/Finish
Responsibility Fields
Once the WRC has completed their updates to the record, they have a limited
number of workflow routing options that are described below:
Option What Happens Next Dependencies
Cancel the Work Order Work Order Status goes
to Cancel (CAN) and
workflow stops.
Process ends.
Not required, but might
populate Work Log
section with reason for
cancellation.
Emerging work – Route
directly to Work Group
Work Order Status goes
to Approved (APPR) and
workflow stops.
Work Order goes directly
to Phase 2 of process.
Must do either of the
below first:
Populate the Work
Group Field OR
Create
assignment for
Technician
(Emergencies)
Not Emerging work –
Route to Planner Group
Work Order Status goes
to Waiting Planning
(WPLAN) and gets
assigned to the specified
Planner Group.
Must populate the
Planner Group field first.
Place Work Order back
into WRC Queue.
Work Order Status goes
back to New (NEW) and
gets assigned to the
WRC Person Group.
N/A
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Note: It should be noted that the “Emerging Work” option would be
selected in the case of an emergency Work Order, where the dispatched
Technician has already been assigned.
2.3.1.2 Planner Plans (Optional)
If the “non-Emerging” option is selected, workflow will assign the Work Order to
the Planner Group person group identified on the Work Order. Every person in
this person group will receive an assignment for the work order and it will be
displayed in their workflow in-box. Any user from that group can perform the next
step in workflow to take ownership of the record for planning, which will end the
assignment for all other users of the group and remove it from their workflow in-
boxes. Once one of the users from the group has taken ownership of the record
via workflow, the record will move into a status of “PLANNING” and reside only in
the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.
At the “Planning” step in the workflow, the Planner can review and make
updates to the record. Key fields/sections to review/update:
Key Fields/Sections for Planning Step:
Description/Long Description Work Type
Asset/Location Urgency/Priority
Target Start/Finish Job Plan
Duration Work Group
Plans Tab – Steps Plans Tab - Labor
Plans Tab – Materials
Once the Planner has completed their updates to the record, they have a limited
number of workflow routing options that are described below:
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Option What Happens Next Dependencies
Cancel the Work Order Work Order Status goes
to Cancel (CAN) and
workflow stops.
Process ends.
Not required, but might
populate Work Log
section with reason for
cancellation.
Route Work Order for
Waiting to be Scheduled
Work Order Status goes
to Waiting to be
Scheduled (WSCH) and
workflow stops.
Work Order goes to
Phase 2 of process.
Not required, but might
populate the following
first:
Work Group
Scheduler Group
Place the Work Order
into Backlog.
Work Order Status goes
to Backlog (BACKLOG)
and workflow stops.
Work Order can be
resubmitted to workflow
at any time and it will go
back to the Planner.
Must populate the
Backlog Reason field
first.
Route the Work Order for Approval
Work Order Status goesback to Waiting Approval
(WAPPR) and gets
assigned to the Person in
the Approver field.
Must populate Approverfield first.
Place the Work Order
Back into the Waiting
Planning Queue
Work Order Status goes
back to Waiting Planning
(WPLAN) and gets
assigned to the Planner
Person Group on the
Work Order.
N/A
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2.3.1.3 EXERCISE: Plan CM Work Order and Route for Scheduling
Work Orders that require planning will be located in your “Inbox/Assignments”
portlet on your Start Center with a description of “Work Order [Work Order #]
Needs to be Planned.”
1. Log in to Maximo with your username and password.2. In your “Inbox/Assignments” portlet, click on the Work Order that you will
start planning.
3. Click on the “Route Workflow” Icon on the toolbar.4. With “Take Ownership of Work Order for planning” selected, click on “OK”.
NOTE: Performing this step takes the record out of the Planner Groupqueue and assigns it directly to you. This reduces the possibility ofmultiple users trying to plan the same Work Order.
Typically, at this point in the process, the Planner user would review and update
key fields on the Work Order prior to routing it on to the next step. In thisexercise, you will be asked to populate some these fields. Please note thatdepending on the record you selected, these fields may already have the values
specified in them.
Before proceeding with planning the Work Order, you would want to review and
validate the following:
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The Asset or Location is precise and accurate for the work being
requested or problem reported.
The Work Type is accurate.
Next you would determine if “Extensive” or “Minimum” planning is required. Thisdrives how much time you will invest in planning the record and, therefore, whichsteps you will perform as well as how much time you will invest in performingthose steps. (This is really a sliding scale and should be defined by your
organization. Sample definitions provided below.)
Minimum –
o Work has no historical value.o Work estimate is not more than 4 total work hours.o While parts may be required, no ordering is necessary.
Extensive – o All other work.
o How much time you spend on the additional planning steps wouldbe a sliding scale related to the size and complexity of the job.
Important: Minimum planning still REQUIRES some definition of
scope and REQUIRES identification of planned labor. ALL Work
Orders that go through planning should have planned labor even if it is
an educated guess. This is critical information for scheduling.
For this exercise, we will assume that “Extensive” planning is required.
For extensive planning, you would review the work history of the Asset orLocation in Maximo to determine trends and conditions. This can be done manyways in Maximo. The simplest being:
5. Select “View Work Details” from the lookup on the Location or Asset fieldon the Work Order.
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6. When done reviewing the work history, select “OK.”
Typically, for extensive planning, you would also perform a field inspection tovalidate the request/problem, begin scoping the work, and identify potentialconstraints.
7. To define the scope of work, you can update the short description of theWork Order by entering text in the Description field. (You can click on theLong Description icon to add additional text, if necessary)
Note: Scope should be limited to a very high-level definition of
actions or repairs to be executed (not step-by-step) including prep,coordination and wrap-up activities as well as actual work. Itshould also include identification of critical coordination elements
for the work like access restrictions or required clearances.
8. Save the record .9. Navigate to the Plans tab of the Work Order by clicking on it to begin
planning the work.
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To create the steps to perform the work:
10. Select New Row in the Tasks section of the Plans tab.
11. Enter text into the Task Summary f ield to describe the first step of theWork Order.
Note: For complex jobs, you may want to populate the duration for
each step. This would simply be done to make calculating theoverall job duration easier.
Also, if there is a condition monitoring point reading to be recorded,the ID of the Condition Monitoring Point can be entered in theMeasure Point field.
12. Repeat steps 9 and 10 to add two additional steps to the Work Plan.
Alternate Method: If a suitable Job Plan for the work alreadyexists, attach it by populating the Job Plan ID in the Job Plan field
on the main Work Order tab.
Note: if “minimum” planning, do not spend time searching for a JobPlan. Only attach if already known.
13. Save the record .
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To identify the Materials required for the work:
14. Open the Materials tab on the Plan tab by clicking on it.
15. Select New Row on the Materials tab of the Plans tab.16. Enter ‘821630’ in the Item Number field, enter ‘2’ in the Quantity field, and
enter ‘Area 1’ in the Storeroom field.
17. Select New Row on the Materials tab of the Plans tab.18. In the Line Type field, open the drop-down list and select Material.
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19. Enter ‘Sealant’ in the Item Description field, enter ‘1’ in the Quantity field,enter ‘EA’ in the Order Unit field, enter ’25’ in the Unit Cost field, and enter‘4105’ in the Vendor field.
Alternate Method: You can also select materials to plan for theWork Order by using the “Select Materials” or “Select Asset Spare
Parts” buttons.
Note: Tools can be added on the Tools tab of the Plan tab in asimilar fashion. Add a new row for each planned tool from the Toolroom and enter the Tool ID and quantity. (If special tools are goingto be required, but do not need to be issued from the Tool room,include in the Work Order Description.)
20. Save the record .
To identify the Labor required for the work:
21. Open the Labor tab on the Plan tab by clicking on it.
22. Select New Row on the Labor tab of the Plans tab.
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23. Select the Select Value icon next to the Skill Level field to bring up a listof available Craft/Skill combinations.
24.Select the “Carpentry Field – 301 – 00” Craft/Skill by clicking on it.
25.Enter ‘1’ in the Quantity field (already populated) and enter ‘1’ in the
Regular Hours field to indicate that you will need one this Craft/Skill forone hour.
Note: In most cases, for labor durations, an educated guess by theplanner is sufficient. This is particularly true for “minimum” plannedWork Orders. For “extensive” Work Orders you might look at histor ical
actuals from similar jobs.
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Important: Craft, Quantity and Duration will be critical information forevaluating resource demand when scheduling and assigning usingScheduling and Dispatch applications. This information should beprovided on ALL work orders!
26. Save the record .
To enter additional Planning/Scheduling/Routing information:
27. Navigate back to the main Work Order tab by clicking on it.
28. Enter ‘1’ in the Duration field in the Scheduling Information section tosignify that the Work Order should take 1 hour to complete, once started.
Note: Duration is the duration of the Work Order from start to finish.This is not the total effort. This is the amount of time that will elapsefrom when the work is initially started to when it can be called
complete.
Also, you may optionally populate the Customer Reqd Start and Finish
Dates at this time. This is the allowable maintenance window for whenthis work can be scheduled.
29.Enter ‘GENERAL’ in the Work Group field to identify the Work Group that
is to be responsible for the work.
30. Save the record .
To indicate that the Work Order is now planned and ready for scheduling:
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31. Select the Route Workflow icon .32.Select the “Proceed to Available Routing Options” option and select OK.
33.Select the “Work Order planned. Ready for scheduling.” option and select
OK.
Planning on this Work Order is now complete and the planner’s responsibility isdone. This Work Order will now be picked up a by a scheduler to definescheduled start and finish dates.
2.3.1.4 EXERCISE: Plan CM Work Order and Route for Approval
In this exercise, the Work Order that is planned will need to be routed for
Approval before it can be scheduled.
1. Log in to Maximo with your username and password.
2. In your “Inbox/Assignments” portlet, click on the Work Order that you willstart planning.
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3. Click on the “Route Workflow” Icon on the toolbar.4. With “Take Ownership of Work Order for planning” selected, click on “OK”.
5. Utilize what you learned in the previous exercise to plan this Work Order.Including:
Defining Scope
Adding Work Plan Tasks
Adding Planned Materials
Adding Planned Labor Identifying Duration and Work Group
6. Save the record .
To route the Work Order for approval:
7. Enter ‘UATSUP1’ in the Approver field in the Responsibilities section ofthe main Work Order tab.
Note: The person entered into the Approver field is the person
responsible for obtaining any necessary approvals prior to
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beginning work. The Work Order record will be assigned to thespecified individual in workflow and they will need to use workflowto indicate the Work Order is approved.
8. Select the Route Workflow icon .
9. Select the “Proceed to Available Routing Options” option and select OK.
10.Select the “Work Order requires approval. Route to assigned Approver.”option and select OK.
Planning on this Work Order is now complete and the planner’s responsibility is
done. This Work Order will now be reviewed and approved by the reviewer and
routed on for scheduling if approved. If it is not approved, it will return to the
planner for additional planning or cancellation.
2.3.1.5 EXERCISE: Plan CM Work Order and Place in Backlog
In this exercise, the Work Order that is planned will be placed into backlog after
planning is complete.
1. Log in to Maximo with your username and password.
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2. In your “Inbox/Assignments” portlet, click on the Work Order that you willstart planning.
3. Click on the “Route Workflow” Icon on the toolbar.4. With “Take Ownership of Work Order for planning” selected, click on “OK”.
5. Utilize what you learned in the previous exercise to plan this Work Order.Including:
Defining Scope Adding Work Plan Tasks
Adding Planned Materials
Adding Planned Labor
Identifying Duration and Work Group
6. Save the record .
To place the Work Order in backlog:
7. Select the Select Value icon next to the Backlog Reason field on the main
Work Order tab of the Work Order.
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8. Select a Backlog Reason of “Other” by clicking on it.
Note: If “other” is selected as the Backlog Reason, the planner
should provide a note in the Work Log explaining the situation.
9. Navigate to the Log tab by clicking on it.
10. Select New Row in the Work Log section.11.Enter ‘UPDATE’ in the Type field. Enter a reason for placing the Work
Order in backlog in the Summary field.
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12. Select the Route Workflow icon .13.Select the “Proceed to Available Routing Options” option and select OK.
14.Select the “Place Work Order in Backlog.” option and select OK.
Planning on this Work Order is now complete and the planner’s responsibility isdone, for now. This Work Order is no longer in workflow and is in a status ofBACKLOG. Workflow can be restarted on this Work Order at any time. When
workflow is restarted the record will be routed back to the Planner that placed it inbacklog to review and take action on.
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2.3.1.6 Approval (Optional)
If the “Route for Approvals” option is selected, workflow assigns the Work Order
to the individual identified as the Approver on the Work Order.
Note: At this point, the Work Order will reside only in the Approversworkflow in-box. The Approver will be the only user that can perform the
next routing step.
At the “Approval” step in the workflow, the Approver user would review all of the
information provided on the Work Order and coordinate any necessary
approvals that are exterior to the Maximo system.
Once the Approver has decided if they approve of the Work Order, they have a
limited number of workflow routing options that are described below:
Option What Happens Next Dependencies
Approve the Work Order Work Order Status goes
to Waiting to be
Scheduled (WSCH) and
workflow stops.
Work Order goes to
Phase 2 of process.
N/A
Not Approve the Work
Order
Work Order Status goes
back to the Planning
(PLANNING) status and
is assigned to the
Planner that planned the
Work Order
Not required, but might
populate Work Log
section with reason for
not approving.
At the end of this phase of the process, the Work Order will be in one of the
following conditions:
Possible Ending Conditions for Phase1 of Process
Next Steps
1. Canceled status with workflow
stopped.
N/A
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Possible Ending Conditions for Phase
1 of Process
Next Steps
2. Approved status with workflow
stopped.
Supervisor picks up Work Order in saved
queries to be assigned. (Phase 2)
3. Waiting to be Scheduled status
with workflow stopped.
Scheduler picks up Work Order in saved
queries to be scheduled. (Phase 2)
4. Backlog Status with workflow
stopped.
Planner picks up Work order in saved
queries to be restarted at Planning step.
(Phase 1)
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2.3.2 Phase 2 – Scheduling and Execution
As described above, during this phase, work orders are not actively in a workflow
in between actions.
Note: This means that there are not discrete assignments to individuals
or groups. It also means that anyone with appropriate permissions is
allowed to access the workflow options for the record.
During this phase, users that are responsible for the record find their records via
Start Center result sets and/or saved queries in the appropriate applications.
During this phase, users primarily use specific function-based applications like
Scheduler, Assignment Manager, Mobile Work Manager, or Quick
Reporting to interact with the record.
Important: Whenever a status change is required, the user uses the
workflow button and is presented with all of the available status change
options at that particular point in the process.
Once an option is selected, the workflow fires to make the status change and
then immediately stops again. The reason for this design is to allow applications
like Assignment Manager and Mobile Work Manager to function most efficiently
without workflow getting in the way.
In Phase 2 – Scheduling and Execution, a work order can begin in one of two
places. Either:
Scheduler Schedules(Optional)
Supervisor AssignsCraftsperson
Executes/UpdatesCraftsperson
CompletesOn to Phase 3 -
Review and Closure
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1. A Work Order requires scheduling and comes into the process in a
Waiting to be Scheduled status (WSCH)
OR
2. The Work Order is emerging work and comes into the process in the
Approved (APPR) status.
Note: Work Orders in an Approved status bypass the scheduling steps
and go directly to the Supervisor.
2.3.2.1 Scheduler Schedules (Optional)
For Work Orders in a Waiting to be Scheduled (WSCH) status, Schedulers would
utilize a Start Center Result Set, Saved Query in Work Order Tracking, or Saved
Query in a Scheduling application to identify which Work Orders are ready to bescheduled. They would use either Work Order Tracking or a Scheduling
application to update the following Key Fields:
Key Fields for Scheduling Step:
Scheduled Start Scheduled Finish
Duration Work Group
Once the Scheduler has completed their updates to the record, they have a
limited number of workflow routing options that are described below:
Option What Happens Next Dependencies
Route Work Order for
Execution
Work Order Status goes
to Approved (APPR) and
workflow stops.
Supervisor picks up
Work Order in saved
queries to be assigned.
Must populate Work
Group field.
Not required, but should
populate the following
first:
Scheduled Start
Scheduled Finish
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Option What Happens Next Dependencies
Route the Work Order
back to the Planner
Group for additional
planning
Work Order Status goes
back to Requires Re-
planning (REPLAN) and
gets assigned to thePlanner Person Group
on the Work Order.
Work Order goes back to
Phase 1.
Must populate the
Planner Group first.
2.3.2.2 Supervisor Assigns
All work that is in an approved status is ready to be assigned to craftspeople.This includes Work Orders that have been scheduled, like in the previous step, or
Work Orders that were identified as “Emerging” and routed directly to approved
from the “Triage” steps in Phase 1.
To assign approved Work Orders, Supervisors would typically utilize a Saved
Query in the Assignment Manager application to identify which Work Orders are
ready to be assigned.
Note: a Supervisor might also use a Start Center Result Set or Saved
Query in Work Order Tracking to catch one-off Work Orders that need to
be assigned.)
In Assignment Manager , the Supervisor would assign the Work Order to a
craftsperson or craftspeople.
Key Fields for Assignment Step:
Laborer Assignment Start Date
Note: Often, this step will be performed across multiple records at the
same time.
Important: There is no need for a Supervisor to change the status of the
Work Order at this point, if the work is assigned. Craftspeople will see
their assigned records on the Mobile Device or in their Saved Queries
regardless of status.
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The Supervisor does have the following workflow options available to them, if
they choose to exercise them:
Note: All of these options only change the status of the record and then
workflow stops immediately again.
Option What Happens Next Dependencies
Change Status to
“Rescheduling Required”
Work Order Status goes
to Rescheduling
Required (RSCH) and
workflow stops.
Scheduler picks up Work
Order in saved queries to
be scheduled.
Not required, but might
populate Work Log
section with reason for
rescheduling.
Change Status to
“Reassignment
Required”
Work Order Status goes
to Reassignment
Required (REASSIGN)
and workflow stops.
Supervisor picks up
Work Order in saved
queries to be assigned.
If moving to another
Work Group, must
populate Work Group
field.
Change Status to
“Waiting Materials”
Work Order Status goes
to Waiting on Materials
(WMATL) and workflow
stops
Supervisor/Technician
picks up Work Order in
saved queries when
materials arrive.
N/A
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Option What Happens Next Dependencies
Change Status to “In
Progress”
Work Order Status goes
to In Progress (INPRG)
and workflow stops.
Technician continues to
process Work Order just
like APPR.
N/A
Note: The Supervisor Assigns step could be executed more than
once on a Work Order. This is particularly true for multi-craft Work
Orders or when work is interrupted across shifts.
Important: Emergency work (work that is dispatched before a WorkOrder is even created) will actually come out of the “Triage” steps
with a craftsperson already assigned and in the approved status.
These work orders will immediately show up as assigned for the
craftsperson.
2.3.2.3 Craftsperson Executes/Updates
Craftspeople will be able to see the Work Orders that are assigned to them inseveral locations:
Start Center Result Set
Quick Reporting (via Saved Query)
Mobile Work Manager
At this point in the process, craftspeople will begin preparing for and working on
their assigned Work Orders. They will utilize Quick Reporting or Mobile Work
Manager to perform updates like:
Key Fields/Sections for Updating Work Orders during Execution:
Labor Tab (Time Entries) Materials Tab
Failure Codes Work Log
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Craftspeople via Mobile Work Manager and/or Quick Reporting have the ability
to make several status changes while in the “Execution” phase of the process.
The status changes will happen automatically based on actions in Mobile Work
Manager , but can be initiated in Quick Reporting via workflow.
Note: Not all of these status changes are required. They are available toprovide more information or alert the appropriate people of issues.
Option What Happens Next Dependencies
Change Status to
“Reassignment
Required”
Work Order Status goes
to Reassignment
Required (REASSIGN)
and workflow stops.
Supervisor picks up
Work Order in saved
queries to be assigned.
If moving to another
Work Group, must
populate Work Group
field.
Change Status to
“Waiting Materials”
Work Order Status goes
to Waiting on Materials
(WMATL) and workflow
stops
Supervisor/Technician
picks up Work Order in
saved queries when
materials arrive.
N/A
Change Status to “In
Progress”
Work Order Status goes
to In Progress (INPRG)
and workflow stops.
Technician continues to
process Work Order justlike APPR.
N/A
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Option What Happens Next Dependencies
Change Status to
“Received” (MOBILE
ONLY)
Work Order Status goes
to Received
(RECEIVED).
Technician continues to
process Work Order just
like APPR.
Happens automatically
when a Work Order is
received on the Mobile
Device.
Change Status to
“Started” (MOBILE
ONLY)
Work Order Status goes
to Started (STARTED).
Technician continues to
process Work Order just
like APPR.
Happens automatically
when a Work Order is
started on the Mobile
Device.
Change Status to “Hold”(MOBILE ONLY)
Work Order Status goesto Hold (HOLD).
Technician continues to
process Work Order just
like APPR.
Happens automaticallywhen a Work Order is put
on hold on the Mobile
Device.
Change Status to
“Complete”
Work Order Status goes
to Complete (COMP).
Work Order enters backinto workflow for post-
completion processing,
Phase 3 of process.
Not required, but the
following should be
entered first:
Labor Time
Materials
Failure Codes
Work Log Updates
Note: Until the Work Order is in the complete (COMP) status, it might be
reassigned multiple times and be taken through several of the statuses
above. In some cases, it may even be taken the same status more than
once.
Once a Work Order is taken to the complete (COMP) status, the workflow will
automatically pick it up and take into Phase 3 of the process.
At the end of this phase of the process, the Work Order can only be in one
condition:
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Possible Ending Conditions for Phase
2 of Process
Next Steps
1. Complete status with workflow
restarted.
Workflow will evaluate the Work Order
for post-completion processing.
Important: When the Work Order is set to the Complete (COMP) status,
workflow will automatically uncheck the “Accepts Charges?” flag on the
work order. This is to protect against new charges potentially being
initiated after the financial system “final bills” the Work Order. All actuals
updates should take place before completing the Work Order.
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2.3.3 Phase 3 – Post Completion Review and Closure
In Phase 3 – Post Completion Review and Closure, a work order is immediately
evaluated and routed one of two ways. Either:
1. If the “JP Changes?” box is checked on the Work Order, the workflow will
change the status to Waiting Review (WREVIEW) and assign the record
to the Planner person group identified on the Work Order.
OR
2. If the “JP Changes?” box is not checked on the Work Order, workflow will
change the status of the Work Order to waiting to be closed (WCLOSE)
and workflow will stop on the record.
2.3.3.1 Planner Post-Completion Review (Optional)
If a post-completion review is required, the workflow will assign the record to the
Planner person group identified on the Work Order. Every person in this person
group will receive an assignment for the work order and it will be displayed in
their workflow in-box.
Note: Any user from that group can perform the next step in workflow to
record the review as complete.
PlannerPerforms Post-
CompletionReview
(Optional)
Final BillingComplete
(Integration)
Work OrderClosed
(Automatic)Process Ends
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A planner would review this Work Order to determine if, based on feedback from
the crafts, the associated Job Plan needs to be updated. (Or, potentially, other
updates that might be identified by the craft.) The following key fields should be
reviewed by the Planner in this situation:
Key Fields/Sections for Post-Completion Review Step:
Work Log (for Craft Comments) Plans Tab – Steps
Plans Tab - Labor Plans Tab - Materials
Actuals Tab – Labor Actuals Tab - Materials
Description/Long Description Job Plan
The only option available at this point in the process is to say that the review iscomplete, any actions as a result of the review take place independently of the
Work Order or workflow.
Option What Happens Next Dependencies
Mark Review as
Complete
Work Order Status goes
to Waiting to be Closed
(WCLOSE) and workflow
stops.
N/A
2.3.3.2 Final Billing Complete (Integration)
Work Orders will remain in a waiting to be closed (WCLOSE) until they are “Final
Billed.” An integration with the VM system will update the billing information on
Work Orders and eventually mark the Work Order as “Final Billed”.
2.3.3.3 Work Order Closed
An escalation will monitor the system for Work Orders that are in the waiting to
be closed (WCLOSE) status and are marked as “Final Billed” and will
automatically change the status of these records to closed (CLOSE.)
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2.4 Work Order Workflow for Key Request Process
Key request work (the KEY work type) is initiated based on a customer request
and requires a review for validity. For this reason, these work orders must be
triaged before they are planned, assigned and executed. There are also some
specific steps to perform prior to closure for these Work Orders. From start to
finish, work orders with these work types may proceed through the following
phases, each of which will be described in greater detail:
Phase 1A – Non-OPP Request Triage
and Approval
Triage
Approval
Phase 1B – OPP Request Triage and
Approval
Triage
Approval
Phase 2 – Planning, Scheduling and
Execution
Planning
Scheduling
1A - Non-OPP
RequestApproval
1B - OPPRequest
Approval
2 -Planning,
Scheduling,Execution
3 - KeyPick Up
andClosure
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Assignment
Execution
Phase 3 – Key Pick Up and Closure Key Pick Up
Closure
The workflow is being presented in phases because the workflow is set up to
behave a little differently in each of these phases.
During Phases 1A or 1B – the workflow is set up to make discrete assignments
to individuals and groups where the assigned individuals are the only users that
can access the workflow options for the record. During this phase, workflow
actions show exactly who is assigned and records reside in specific users’
workflow inbox.
During Phase 2 – Planning, Scheduling and Execution, KEY Work Orders follow
the exact same process as “On-Demand Work” described in the previous
section. Once a Work Order leaves Phase 1A or 1B of this process, it starts at
the “WPLAN” step of the “On-Demand Work” process and follows the same
steps of that process until the Work Order is completed (COMP) at the end of
Phase 2.
During Phase 3 – Key Pick Up and Closure, workflow is again set up to make
discrete assignments to individuals and groups where the assigned individuals
are the only users that can access the workflow options for the record. During
this phase, workflow actions show exactly who is assigned and records reside in
specific users’ workflow inbox. Once the Work Order is in a waiting to be closed
(WCLOSE) status, the work orders are not in workflow at all. At this point, work
orders are sitting in a “Waiting to Close” status and will automatically be closed
when an integration informs Maximo that billing is complete.
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2.4.1 Phase 1A – Non-OPP Request Triage and Approval
2.4.1.1 P & PS Reviews Request
The workflow begins when a Key Request is submitted via SuiteReq. The
workflow first assigns the record to the Police and Public Services (P&PS)
person group. Every person in this person group will receive an assignment for
the work order and it will be displayed in their workflow in-box.
Exception: The assignment list for Master Keys will be a smaller sub-set
of the P&PS Person group and is dictated by membership in the
P&PSMAST person group.
Any user from that group can perform the next step in workflow to take ownership
of the record for review, which will end the assignment for all other users of the
group and remove it from their workflow in-boxes. Once one of the users from
the group has taken ownership of the record via workflow, that record will only
reside in the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.
P & PSReviewsRequest
P & PSApprovesRestricted
Keys(Optional)
OPP Approvalfor Controlled
Keys
(Optional)
Phase 2 -Planning
Schedulingand Execution
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At the “P&PS Review” step in the workflow, the P&PS user can review and make
updates to the record. Key fields to review/update, most of which reside on the
“Keys” tab of Work Order Tracking:
Key Fields for Triage Step:
Description/Long Description Work Type
Asset/Location Grand Master?
Building Master? Animal Facility?
Athletic Facility? Leased Property?
Building Entry? Can Be Facilitated Electronically?
Under AC’s Dept. Control? Mechanical, Electrical or Tele. Room?
Note: The Key Request should also have a Key Request Form attached
to it that should be reviewed.
Once the P&PS user has completed their review/updates to the record, they will
have a series of workflow routing options that are described below:
The initial options available to the user are:
1. The request is for non-Restricted Key.
OR
2. The request is for a Restricted Key.
Based on their selection, their next routing options are different.
If Non-Restricted Key is Selected
Option What Happens Next Dependencies
Requester is authorized
to request for building
specified.
Work Order Status goes
to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.
The Work Order goes to
Phase 2.
Planner Group must be
identified on Work Order.
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Option What Happens Next Dependencies
Requester is NOT
authorized to request for
building specified
THEN
External approval has
been received.
Work Order Status goes
to Waiting to be Planned
(WPLAN) and is
assigned to the PlannerGroup on the Work
Order.
The Work Order goes to
Phase 2.
Planner Group must be
identified on Work Order.
The person contacted for
approval should be
captured in the Work
Log.
Requester is NOT
authorized to request for
building specified
THEN
External approval has
NOT been received
Work Order status goes
to canceled (CAN).
Workflow stops.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.
Note: For the “Requester is NOT authorized to request for building
specified” options above. The Work Order will remain assigned to the
P&PS user immediately after this selection with instructions to get
approval. Once approval is obtained, the user can workflow the record to
indicate if approval was granted or not.
If Restricted Key is Selected
Option What Happens Next Dependencies
Key request is NOT for a
controlled key. Proceed
to options.
THEN
P&PS does not approve
request
Work Order status goes
to canceled (CAN).
Workflow stops.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.
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Option What Happens Next Dependencies
Key request is NOT for a
controlled key. Proceed
to options.
THEN
P&PS does not require
external approvals and
approves request.
Work Order status goes
to Waiting Planning
(WPLAN) and the record
is assigned to thePlanner Group on the
Work Order.
The Work Order goes to
Phase 2.
Planner Group must be
identified on Work Order.
Key request is NOT for a
controlled key. Proceed
to options.
THEN
External approvals are
required.
Work Order remains
assigned to P&PS user
until external approvals
are obtained. User can
then use workflowoptions to either approve
or cancel request.
If approving, Planner
Group must be identified.
If canceling, a Cancel
Reason should be
populated.
Key request IS for a
controlled key. Route for
approvals.
Work Order goes to a
Waiting Approval status
and is assigned to the
OPP Director of
Buildings and Grounds.
N/A
Note: The options with “THEN” in them above mean that the user is
presented with a second set of routing options after selecting the first
option.
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A process flow summarizing the routing possibilities available in the P&PS
Review step is provided below:
2.4.1.2 OPP Approval of Controlled Keys
If the request is for an OPP Controlled key, the workflow will assign the record to
the OPP Director of Buildings and Grounds person group.
Note: It is expected that there is only one person in this group at any
time, but it is set up as person group to allow for easy change out of thename, when applicable.
Any user from that group can perform the next step in workflow which is to make
decisions on the level of approvals of required.
Request Owned
by P&PS User
for Review
Restricted
Key?
AC
Authorizedfor Building?
P&PS Obtains
External
Approval
RequestApproved. Work
Order to Waiting
Planning
(Phase 2)
Request
Rejected. Work
Order to
Canceled(END)
External
ApprovalsRequired?
OPP
ControlledKey?
P&PS Obtains
External
Approval
P&PS
Approves?
Request
Approved. Work
Order to Waiting
Planning
(Phase 2)
Request
Rejected. Work
Order to
Canceled
(END)
Request
Rejected. Work
Order to
Canceled(END)
Request
Requires OPPApproval. Phase
1 Continues.
Y
N N
Y
N
Y
Y
N Y N
YN
Y
N
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At the “OPP Approval of Controlled Keys” step in the workflow, the Director can
review and make updates to the record. Key fields to review/update, most of
which reside on the “Keys” tab of Work Order Tracking:
Key Fields for Triage Step:
Description/Long Description Work Type
Asset/Location Grand Master?
Building Master? Animal Facility?
Athletic Facility? Leased Property?
Building Entry? Can Be Facilitated Electronically?
Under AC’s Dept. Control? Mechanical, Electrical or Tele. Room?
Note: The Key Request should also have a Key Request Form attached
to it that should be reviewed.
Once the Director has completed their review/updates to the record, they will
have a series of workflow routing options that are described below:
The initial options available to the user are:
1. The request is NOT for a Mechanical Room.
OR
2. The request is for a Mechanical Room.
Based on their selection, their next routing options are different.
If NOT a Mechanical Room Key is Selected
Option What Happens Next Dependencies
Appropriate approvals
have been obtained
outside the system.
Work Order Status goes
to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.
The Work Order goes to
Phase 2.
Planner Group must be
identified on Work Order.
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Option What Happens Next Dependencies
Appropriate approvals
could NOT be obtained
outside the system
Work Order status goes
to canceled (CAN).
Workflow stops.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.
Note: For the “Request is NOT for a Mechanical Room” option above.
The Work Order will remain assigned to the Directory immediately after
this selection with instructions to get approval. Once approval is obtained,
the user can workflow the record to indicate if approval was granted or
not.
If Mechanical Room Key is SelectedWorkflow will assign the record to users in each of the following person groups:
Director of Building and Grounds
EH&S
OPP Safety
At least one user from each group will have to go in and select a routing option
before the request can proceed. The options available to users is provided
below:
Option What Happens Next Dependencies
Request is approved. If all three reviews select
this option, the Work
Order status goes to
Waiting Planning
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.
The Work Order goes toPhase 2.
Planner Group must be
identified on Work Order.
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Option What Happens Next Dependencies
Request is NOT
approved.
If even one user selects
this option, the Work
Order status goes to
canceled (CAN) andworkflow stops.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.
A process flow summarizing the routing possibilities available in the OPP Review
step is provided below:
Request Ownedby OPP Directorof Buildings and
Grounds forReview
MechanicalRoom?
Director ObtainsExternalApproval
RequestApproved. WorkOrder to Waiting
Planning(Phase 2)
RequestRejected. Work
Order toCanceled
(END)
All Approve?
RequestApproved. WorkOrder to Waiting
Planning(Phase 2)
RequestRejected. Work
Order toCanceled
(END)
N
Y
Y
N
From P&PSReview, for OPPControlled Key
(WAPPR)
EH&S, OPPSafety, and
Director of B&GAll Review
N
Y
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At the end of this phase of the process, the Work Order will be in one of the
following conditions:
Possible Ending Conditions for Phase
1A of Process
Next Steps
1. Canceled status with workflowstopped.
N/A
3. Waiting to be Planned (WPLAN)
status with Work Order assigned to
Planner Group.
Planner takes ownership of record to
plan Work Order.
2.4.2 Phase 1B – OPP Request Triage and Approval
2.4.2.1 OPP Access Coordinator Creates Key Request
Key Requests for OPP Employees are created directly in Maximo by an OPP
Access Coordinator (AC) based on a request from an OPP Employee (outside
system.) The OPP AC will use Work Order Tracking to create the Key
Request Work Order. Key fields to populate, most of which reside on the “Keys”
tab of Work Order Tracking:
OPP AccessCoordinatorCreates Key
Request
OPP AccessCoordinatorCoordinates
Approvals forKey Request
Phase 2 -Planning
Scheduling andExecution
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Key Fields for Key Request Creation Step:
Description/Long Description Work Type = KEY
GL Account Urgency
Asset/Location Grand Master?
Building Master? Animal Facility?
Athletic Facility? Leased Property?
Building Entry? Can Be Facilitated Electronically?
Under AC’s Dept. Control? Mechanical, Electrical or Tele. Room?
Planner Group Work Group
Important: The Work Type of “KEY” must be entered and saved on the
new Work Order for Maximo to display the “Keys” tab that contains most
of the Key Request information.
Once the Key Request Work Order has been created, the OPP AC will start
workflow on the record by selecting the “Route Workflow” icon.
2.4.2.2 OPP Access Coordinator Coordinates Approval for Key Request
The workflow begins when a Key Request has been started in workflow by an
OPP AC. The workflow first assigns the record to the OPP Access Coordinator
person group. Every person in this person group will receive an ass ignment for
the work order and it will be displayed in their workflow in-box.
Any user from that group can perform the next step in workflow to take
ownership of the record for review, which will end the assignment for all other
users of the group and remove it from their workflow in-boxes. Once one of the
users from the group has taken ownership of the record via workflow, the record
will only reside in the owners workflow in-box.Note: The owner will be the only user that can perform the next routing
step.
At the “OPP AC Review” step in the workflow, the OPP AC user can review and
make updates to the record, if needed.
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Once the OPP AC user has completed their review/updates to the record, they
will have a series of workflow routing options that are described below:
The initial options available to the user are:
1. The request is NOT for a Special Key.
OR
2. The request is for a Special Key.
Based on their selection, their next routing options are different.
If Non-Special Key is Selected
Option What Happens Next Dependencies
Key Request is
approved.
Work Order Status goes
to Waiting to be Planned
(WPLAN) and isassigned to the Planner
Group on the Work
Order.
The Work Order goes to
Phase 2.
Planner Group must be
identified on Work Order.
Key Request is NOT
approved.
Work Order status goes
to canceled (CAN).
Workflow stops.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.
If Special Key is Selected
The Work Order remains assigned to the OPP AC with instructions to obtain the
appropriate approvals outside the system. Once the appropriate people have
been contacted, the OPP AC will have the following workflow routing options.
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Option What Happens Next Dependencies
Key Request is approved
by outside approvers.
Work Order Status goes
to Waiting to be Planned
(WPLAN) and is
assigned to the PlannerGroup on the Work
Order.
The Work Order goes to
Phase 2.
Planner Group must be
identified on Work Order.
The people providing
approval should be
captured in the Work Log
of the Work Order.
Key Request is NOT
approved by outside
approvers.
Work Order status goes
to canceled (CAN).
Workflow stops.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.
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A process flow summarizing the routing possibilities available in the OPP AC
Approval step is provided below:
At the end of this phase of the process, the Work Order will be in one of the
following conditions:
Possible Ending Conditions for Phase
1A of Process
Next Steps
1. Canceled status with workflow
stopped.
N/A
3. Waiting to be Planned (WPLAN)
status with Work Order assigned to
Planner Group.
Planner takes ownership of record to
plan Work Order.
Request Owned
by OPP AC andfor Review/
Coordination
Special Key?OPP AC Obtains
ExternalApproval
RequestApproved. WorkOrder to Waiting
Planning
(Phase 2)
RequestRejected. Work
Order toCanceled
(END)
Approve?
RequestApproved. Work
Order to Waiting
Planning(Phase 2)
RequestRejected. Work
Order toCanceled
(END)
N
Y
Y
N
Y
N
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2.4.3 Phase 2 – Planning, Scheduling and Execution
Phase 2 of the Key Request workflow process begins with the Work Order being
assigned to the Planner Group in a Waiting to be Planned (WPLAN) status.
From this point, Phase 2 of the Key Request workflow process is identical to the“On Demand Work Management” process for planning, scheduling, and
execution. The Work Order will follow those process steps until it reaches the
status of Complete (COMP). Please see the appropriate steps of that section to
see how a Key Request is planned, scheduled and executed.
When the Work Order reaches the complete (COMP) status, Phase 3 of the Key
Request Process begins.
2.4.4 Phase 3 –
Key Pick Up and Closure
2.4.4.1 Work Reception Center Records Pick Up Information
In Phase 3 – Key Pick Up and Closure, a Work order is initially assigned to the
Work Reception Center person group. Every
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