Maximo Functional KT

1
Maximo Core Concepts
2
Agenda

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

3
What is Maximo?
Introducing 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)

4
Enterprise Asset Management
Introducing Maximo
5
Maximo elements
Introducing Maximo

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

6
Maximo functionality
Introducing Maximo
ASSET Management
MATERIALS Management
WORK Management
PROCUREMENT
WORK RESOURCE scheduling
Locations
Assignment Manager
Inventory Control
Work Orders, Projects
Purchase Req Orders
Assets
Job Plans Safety plans CUE library
Receiving
Qualifications
Item Master
PreventiveMaint.
Routes
Labour
Companies
Issues Transfers
Condition Monitoring
Service Desk
Contracts
E-Audit, E-Signature, Security Escalation, KPIs,
SLAs
Reporting Integration
7
Maximo Modules, Applications
Introducing Maximo
Asset Module Asset Records Failure
Codes Locations Equipment Register
Planning Module Job Plans Routes CUE Library
Work Orders Module Creating Work
Orders Assignments Assignment Manager Labour
Reporting Managing Work Orders
Safety Module Hazards Lock Out/Tag out Safety
Plans
Preventative Maintenance PM Records Condition
Monitoring Meters
Contracts Module Contract Types Labour
Rates Master Contracts Purchase Contracts Terms
Conditions Warranty Contracts
Resource Module Crafts Labour Records Person
Records Person Groups Qualifications
Inventory Module Inventory Issues and
Transfers Item Master Storerooms
Purchasing Module Purchasing Inventory Invoices
Purchase Orders Purchase Requisitions Receipts Re
quest for Quotations
Service Desk Module Work Requests Finance
Module Chart of Accounts Cost Management
8
Maximo data levels
Introducing Maximo

• System
• Configuration
• Organisations
• Sites
• GL codes
• Settings
• Roles
• Security Access
• etc

• Master data
• Locations
• Assets
• Items
• Companies
• People
• PM
• Job plans
• Safety plans
• Master contracts
• Condition Monitoring
• Meters etc

• Transaction
• Work orders
• Inventory
• Purchasing
• Contracts
• Measurements
• etc

9
Data Security Model
10
Data Security Model
Organisations and Sites
A Multisite setup allows you to organize your
Maximo database to model your companys
organizational structure. Large businesses often
consist of multiple facilities, or even multiple
companies owned by a parent corporation. In the
past some Maximo implementations chose to install
a separate Maximo database at each separate
facility. But often these different facilities
have common business practices or share common
data, and separate databases do not meet the
needs of the business. Multi-site is a way of
implementing Maximo that allows a large company
or corporation with multiple operating units to
share data from a single database, while
providing flexibility to have different business
practices and data at the different facilities.

11
Maximo financial structure
Data Security Model
12
Data Security Model

• MultiSite Levels
• System or database
• Data that is stored at the system level can be
  accessed by all users who are connected to the
  Maximo database. You may also hear this level
  referred to as "Enterprise level."
• Set
• Data that is stored at the Company Set or Item
  Set level can be accessed by users in the
  Organizations that share the Company or Item Set.
  Each Organization can have only one Company Set
  and one Item Set, but more than one Organization
  can share the same Company or Item Set.
• Organization
• Data that is stored at the Organization level
  can only be accessed by users within a specific
  Organization. An Organization can contain one or
  more Sites. Organization level data can not be
  shared with other Organizations. Chart of
  accounts base currency defined at the
  organisation level for each site within the
  organisation
• Site
• Identifies a work location, such as a plant or
  facility. Data that is stored at the Site level
  can only be accessed by users at the specified
  Site. Site level data cannot be shared with other
  Sites or Organizations.
• You typically create multiple Sites within an
  Organization when you want the work management to
  be separate,independent sequence of work orders,
  separate assets and inventory, separate PMs, and
  so forth.

13
Data Security Model
Application and Functions by level
Database Set Organisation Site
Escalations Labour Rate/Lease/Rental contracts Master contracts Master PM Purchase Contracts SLAs Workflow Users Units of measure Security groups People/Person groups KPIs Classifications GL code format Condition Codes Company Masters Item Master Service Items Tools Conversion values Calendars Chart of Accounts Companies Currency Exchange rates Failure Codes Hazards Labor Labor Reporting Qualifications Meters Reports Tax Codes Tools Equipment(Assets) Locations Assignment manager Condition Monitoring Inventory Invoices Issues Transfers Job Plans Labor Reporting Lockouts/tagouts PM Purchase Orders Purchase Requisitions Receiving Reconciliation Request for quote Routes Safety plans Service Items Storerooms Workorder tracking
14
People
Data Security Model

• The Resources Module is used to create Maximo
  records for workers, both internal and external,
  and other people whose names or IDs might be
  listed on Maximo records.
• Maximo has three type of records for people
• People Used to create and manage records for
  people whose names may appear anywhere on a
  Maximo record. For example on a service request
  the values in the Reported By and Affected Person
  fields might be linked to person records
• Users Used to create and manage records for all
  Maximo users, that is people who will be logging
  into Maximo to create and manage records. System
  administrators use the User application to manage
  user names, passwords, and security profiles.
• Labour Used to create and manage records for all
  employees and contractors who will be performing
  work on workorders.
• Version 7 now provides for conditional access to
  fields

15
Groupings
Data Security Model

• People can be assigned to person groups
• These groups can be used on escalation, Workflow
  process and other records.
• Users can be assigned to security groups
• Your access to the Maximo modules, applications,
  screens, data records and menu options is
  controlled by your security privileges. All
  security access to Maximo is based on security
  groups. Your user name is associated with one or
  more security groups, each of which can have
  different levels of access to Maximo.
• e.g. this group in Maximo can only see contracts
  where the vendor is TRANSFIELD regardless of
  the site.

16
Maximo structure and users
Data Security Model
17
Data Security Model
Multisite in Operation Purchase Requisitions You
can create a purchase requisition at one Site
that requests items from a storeroom at a
different Site. The storeroom Site must belong to
the same Organization as the requesting Site, or
the requesting Site and the supplying Site must
belong to Organizations that share the same Item
Set. Purchase Orders You can create an internal
purchase order at one Site that requests parts
from a storeroom at a different Site. The
storeroom Site must belong to the same
Organization as the requesting Site, or the
requesting Site and the supplying Site must
belong to Organizations that share the same Item
Set. To facilitate centralized purchasing,
Maximo allows you to create a purchase order at
one Site that requests items from a storeroom at
a different Site. The storeroom must belong to a
Site that is in the same Organization as the Site
in which you create the purchase order. Asset
Moves You can move assets from one Site to
another. The destination Site can belong to a
different Organization if the asset is
nonrotating. If the asset is rotating, the
Organizations for the originating and destination
sites must share the same Item Set. If the Site
to which you want to move an asset already has an
asset with the same asset identifier, Maximo
prompts you to assign a new asset identifier to
the asset you are moving. Issues You can issue an
item from a storeroom in Site A, for example, to
a work order created in Site B. When performing
this transaction you must have access to both
sites and the storeroom. The two sites must
belong to the same Organization. If you need to
issue an item to a Site in a different
Organization, you must use the Maximo internal
transfer capability to transfer the item and then
issue the item. Work Planning On the Work Order
Tracking Plans tab, you can specify the storeroom
from which to obtain an item. The storeroom Site
can be different than the work order Site
providing that both sites belong to the same
Organization and that you have access to both
sites.
18
Asset Register
19
1. EQUIPMENT Register
3. Work Instructions
Asset in Functional Location
2. Maintenance Regime
Work orders generated from PM
PM associated with location OR equipment
Job Plan attached to PM
Maximo Terminology
20
Asset Register Equipment and Locations
Drilldown
Operating Location
Equipment
Spares Component Items
Northen
ZoneSub1
ZoneSub2
Secondary Plant
Primary Plant
Transformer
Circulation fan
Maximo provides the facility to create an
Equipment Register using Location and Asset
records. Specifying the location for equipment
on the asset record provides the groundwork for
gathering and tracking valuable information on
the history of an asset, including its
performance at specific sites, as it is moved
from location to location.
Motor Starter
Gears
Oil
Rotor
Rotor
Example Only
21
Asset Register Equipment and Locations

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

22
Asset Register Equipment and Locations

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

You use the Zero Asset Costs action  to "zero
out" the year to date or total costs for the
asset. Typically you would use this action once
per year.
Cost of sub assemblies roll up to the parent

• The Charge-to-Store? is automatically set to
  Y if you enter an equipment identifier on the
  PO or WO, and that equipment is
• Rotable Equipment
• and Non-capitalised
• and Not Located in an operating Location or a
  Storeroom

If you are repairing the equipment in situ,
then you should clear the checkbox and costs will
be charged to the standard account for the
location/equipment/PM.
23
Asset Register Equipment and Locations

• Location
• Work performed at location
• Assumed not to have financial value
• Work and cost history based on location field
  (many assets)
• Cost rollup calculates value of work completed at
  sub-locations
• Holds the default GL code for work
• Tracks status
• Can have item, calendar, meters, specification
• Is independent of assets installed at location
• Can exist in multiple System hierarchies

• Equipment
• Work performed on asset, at a location
• GL code for asset and location (merged)
• Tracks status
• Can have item, calendar, meters, specification
• Can have vendor, manufacturer and serial number
• Can be rotatable (repairable, and can exist
  within a store location)
• Can have spare parts and sub-assemblies
• Work and cost history based on asset field (many
  locations)
• Assumed to have financial value

24
Asset Register Equipment and Locations
Location Hierarchy
Locations are arranged into hierarchies, called
Systems, within Maximo. Maximo requires that at
least one hierarchy called the Primary System is
included, but there is no limit to additional
hierarchies. Primary System The Primary system
is the default hierarchy of locations. There is
only one primary system and the single top-level
parent of the primary system is the parent of all
other hierarchy systems. All operating assets
must be fitted to a location within the primary
system.

• Maximo imposes these constraints on the hierarchy
  
•     There must be a single top-level location
•     Locations may have only one parent in the
  primary system
•     The Primary System.must identify asset fitted
  to locations

Additional hierarchy systems Locations from the
primary systems, and additional locations with no
asset records, can be arranged in alternate
hierarchy or network systems. These systems
provide alternate logical models of location
relationships allowing for alternate summary or
navigation methods.
25
Asset Register Equipment and Locations
Asset Hierarchy Extending from the location
hierarchy is the asset hierarchy. Maximo allows
only one hierarchy for assets, which allows a
one-to-many relationship, where an asset may have
one parent and multiple children viz
Asset hierarchy options
multiple locations with no asset records
one location and multiple asset records
a matching location for every asset record
Transformer
Transformer
Rotor
Rotor
Circulation fan
Motor Starter
Circulation fan
Motor Starter
Operating Locations Assets
Circulation fan
Transformer
Rotor
Circulation fan
Motor Starter
Rotor
Motor Starter
26
Asset Register Equipment and Locations
Systems

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

Primary System-All assets
Alternate System
A
A
B
C
B
C
F
E
F
E
D
D
G
H
H

• F belongs to C
• H belongs to B
• Both H F belong to A
• E has G H

• F belongs to A
• H belongs to B
• Both F belong to A
• E has H

27
Asset Register Equipment and Locations
Multiple Systems facilitate alternative
cost-rollup analysis
Primary System-All assets
Alternate System
45
18
Different rollup values
21
24
18
17
14
4
24
4
3
14
14
28
Data Security Model
Asset Register Equipment and Locations
SP AusNet
SP AusNet
Organisation
Permission to see another site
29
Asset Register Equipment and Locations

• Specifications (Classifying objects)
• You use Specifications to associate the selected
  record with a classification. Classifications
  help categorize assets into a hierarchy, making
  it easier to locate an asset..
• For example, you may want to create  a
  classification hierarchy of pumps. In the
  hierarchy, you could make pumps the top level of
  the classification. Below the top level of the
  hierarchy you could define multiple pump types
  such as centrifugal, rotary, and reciprocating.
  Those pump types can be defined as having
  different attributes such as head, rated RPM,
  Flow Rate, and Corrosion resistance
• Using classifications helps you to more easily
  locate records, and help to ensure that records
  are not duplicated unintentionally.
• After assets, locations, and items are associated
  with specification templates, you can use the
  Classification Search dialog to search through
  Maximo to find the records you are looking for.

30
Asset Register Equipment and Locations
31
Workorders
32
Work orders
33
Work orders

• Work orders are the core of maintenance
  management. A work order specifies a particular
  task to be accomplished, and the labor,
  materials, services, and tools needed to complete
  the work.
• When you create a work order in Maximo you
  initiate the maintenance management process and
  create a historical record of work requested and
  performed.
• Work Order Tracking
• Used to perform every function related to
  processing work orders
• Labor Reporting
• Used to report hours worked by labor (employees)
  or
• contractors. You can enter hours worked by labor
  ("timecard" reporting) contract/vendor, or work
  order. Maximo has a Timer that can be switch on
  or off during work activities to automatically
  calculate elapsed time on a task.
• Service Requests
• Used to create records of customer calls or
  e-mail requesting service.
• Quick Reporting
• Used to create work orders that do not require
  planning, and to report actuals, equipment
  downtime, failure reporting, and meter readings
  against open work orders.
• Assignment Manager
• Used to dispatch urgent work and schedule future
  work requirements.

34
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

35
Plans
Work Orders

• The Planning Module consists of applications used
  to plan work and create templates that can be
  copied to other Maximo records.
• Job Plans
• Used to create a detailed description of how a
  job is to be performed and the resources required
  to complete it.
• Routes
• Used to list related work assets (assets and/or
  locations) that are considered "stops" along an
  inspection or maintenance route.
• Safety Plans
• Used to create a detailed plan of how to service
  assets or locations safely

36
Workorder Priority
Work Orders

• Maximo uses two priority fields on work orders
• Priority . If the work order is created in Work
  Order Tracking you can specify the priority of
  the work order. Work Orders generated from a PM
  inherit their priority from the PM.
• Asset/Location Priority . Maximo copies the
  priority value from the asset record. If no
  priority value is specified on the asset record,
  Maximo copies the priority from the location
  record.
• Since Maximo can use these values to generate a
  calculated priority, and the
• result of a calculation is always a larger
  number, you should limit the priority
• values assigned to assets, locations, and work
  orders to a range of 0 to 10.

37
Workorder Hierarchies
Work Orders
A work order hierarchy is a group of work orders
arranged into a drilldown. A work order hierarchy
is often used when you have a large maintenance
task that might need to be broken down into
smaller jobs for better control and execution.
Hierarchies let each smaller job be handled as
individual work orders while having a
relationship to the larger project represented by
the top parent workorder. Hierarchies let you
view work order costs either individually or as a
whole project. You can view the actuals for the
parent, as well as the combined totals of the
parent and all its sub- workorders, via the View
Costs action. You can group existing work orders
together under a new parent work order to create
a work package.
The MEA for Oracle Financials treats a parent
workorder as a PROJECT to support integration
with financial projects. Maximo links workorders
to projects and project tasks to track project
costs and budgets.

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

38
Routes
Work Orders

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

When you apply a route, the original work order
is the parent and the route stops are child work
orders, which can have job plan tasks associated
with them.
39
Safety
Work Orders

• The Safety module tracks safety information,
  which then can be supplied to workers after it is
  associated with work order, asset, location, and
  item records.
• This includes information that you might be
  required by law to provide to your workers.
• Hazards Used to define hazards that exist in the
  workplace and define how to eliminate or mitigate
  them.
• Lock Out/Tag Out Used to create a detailed
  description of how to eliminate hazards
  associated with related assets or locations.
• Precautions Used to define precautions that can
  be taken to mitigate hazards in the workplace.
• Safety Plans Used to create a detailed plan of
  how to service assets or locations safely.
• If you enter any item ontoa workplan that is
  also identified in Inventory Control as a
  hazardous material, Maximo inserts information
  for the hazard on the workorder Safety Plan tab.

40
Failure Codes
Work Orders
In Maximo a failure hierarchy consists of
Problems, Causes, and Remedies(up to 10 levels
can be configured) Using failure hierarchies can
help you to construct an accurate history of the
problems that lead to asset and location
failures. You can also use failure hierarchies to
record the different solutions to failures. After
reporting and analyzing failure trends, you can
take preventive measures to help reduce future
failures. A failure code is an element of a
failure hierarchy. An individual failure code can
be used at more than one level of a failure
hierarchy. For example "high temperature" could
appear in one failure hierarchy as a Problem, and
in another as a Cause. A failure hierarchy is
identified on other Maximo records by a Failure
Class name. Failure classes can be associated
with assets, locations, and work orders.
41
Workorder Logs
Work Orders
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.
42
Workorders
Attached Documents

• The Attached Documents feature is found in most
  Maximo applications.
• You can use Attached Documents to attach many
  types of relevant information to
• a record in the form of a file or Uniform
  Resource Locator (URL) address.
• These attached documents can be located on your
  company.s network, on the
• Internet, or in a Document Management System
  (DMS) and might include
• text files, spreadsheets, images, or Web pages.
• The Attached Documents feature allows you to
• attach a copy of a document to a record, for
  example an owner.s manual could be attached to an
  asset
• attach individual documents to records, for
  example attaching a permit to a work order
• attach an image to a record, for example attach a
  photo to a service request
• view documents attached to a record, or to
  related records
• print one or more documents attached to a record
• manage the Library of documents available to be
  attached to records

43
Planning
44
Preventative Maintenance Plans
Planning

• Preventive maintenance (PM) work is maintenance
  work performed on a regular schedule in order to
  keep assets running efficiently.
• PM records in Maximo drive the automatic
  generation of work orders.
• Used to create generic preventive maintenance
  templates. These can be for preventive
  maintenance, inspections, or any other type of
  periodic work.
• You create PM records for a specific asset or
  location, at a specific Site.
• You can group PM records into hierarchies that
  reflect asset or location hierarchies.
• Planned work can
• Be based on time, meter readings or both
• Can forecast ahead, both for time and meters
• Can be constrained to seasons
• Can sequence job plans
• Can generate a work order hierarchy
• Can be constrained to seasons

45
Condition Monitoring
Planning

• Condition monitoring is tracking measured data
  for an asset or location and using that data to
  predict when preventive maintenance needs to be
  performed.
• The type of data, for example, vibration,
  pressure, or temperature, depends on the asset or
  location.
• Maximo uses measurement points as one possible
  criteria for generating PM work orders. If a
  measurement is entered that reaches an upper or
  lower action limit, a PM work order can be
  generated for the asset, either automatically via
  a cron task, or manually via the Generate Work
  Order action in the Condition Monitoring
  application.
• Meters
• gauge meter A measurement point record for a
  gauge meter contains a range of values. There is
  an acceptable, safe operating range, as well as
  the upper and lower warning and action limits.
• characteristic meter A measurement point record
  for a characteristic meter contains a specific
  list of values. One or more of the values
  represents an acceptable, safe operating range.
• You can have an unlimited number of
  measurement points for each asset or location
  record, but you can only create one measurement
  point for each meter that exists for the asset
  or location.

46
Assigning Work
Planning

• You use the Assignment Manager page to perform
  the following tasks
• Assign labor to requirements from work orders.
• Plan future work.
• Start, interrupt, and finish assignments.
• The Assignment Manager application can be used by
  a variety of workers to assign labor to work
  orders
• Planners can plan future assignments by labor
  availability over any seven day period.
• Dispatchers can dispatch currently available
  workers to incoming work requests.
• Workers can use Assignment Manager to assign
  themselves to open work requirements.
• To facilitate dispatching work assignments, the
  Work List is color coded to display work
  requirements by priority.
• To view
• Only the labor that applies to specific
  requirements, or
• only the work order requirements that fit the
  craft, skill level, vendor, contract, and
  organization requirements, calendar availability,
  or shift of displayed labor,
• dynamically link the Work List and Labor List
  using Assignment Manager's
• "Filter Labor to Match Work" and
• "Filter Work to Match Labor"
• actions

47
Planning
48
Planning
Assigning Work-labor availability
You use the Modify Availability dialog box to
note when workers are unavailable to be assigned
to work, for example when they are in training or
on vacation. You can also add hours to a worker's
availability, for example if someone is covering
another worker's shift.
49
Inventory
50
Inventory

• Managing spare parts inventory is an important
  part of maintaining any asset.
• The Inventory module in Maximo tracks materials
  needed for maintenance viz
• keeps track of items (stocked, nonstocked, and
  special order items)
• indicates when stock falls below user-defined
  reorder points,
• You can track item balances, and vendors who
  supply an item, down to the bin and lot level for
  each storeroom
• creates purchase requisitions and purchase orders
  to restock needed items, and reports items
  received
• track the movement of items into and out of
  inventory with
• the Issues and Transfers application,
• the Work Order Tracking application in the Work
  Order module, and
• the Receiving application in the Purchasing
  module
• Inventory can be
• issued to a Work order, asset, location, person,
  GL codes
• ordered from External vendor or another store
• reserved by work orders or purchase orders
• Rotable Items are pieces of equipment that are
  returned to store and then issued to a new
  location (have both an asset number and an item
  number).

51
Inventory
Sub-assemblies
Operating Location
Equipment
Spares Component Items
Northen
ZoneSub1
ZoneSub2
Secondary Plant
Primary Plant
Gears
Item 101
Transformer1
Transformer1
Oil
Item 102
AC Motor
AC Motor
Item 103 Rotable
Item 103
Item 103
Standard Motor
Equipment Assembly Structure
Item Assembly Structure
Example Only
52
Inventory Applications
Inventory
Create item and material records Item Master Used to define inventory items, and add them to a storeroom.s stock list.
Create item and material records Service Items Used to define services that your company requisitions, either as part of the purchasing process, or as part of a work order
Create item and material records 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.
Manage item records Inventory Used to manage items in inventory, including tracking stock levels, reordering items, and tracking rotating assets
Manage item records 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.
Manage item records Stocked Tools Used to manage tool inventory.
Manage item records Storerooms Used to define storeroom locations, and view a read only list of items stocked at each storeroom location. Storerooms can be physical locations, or employees who are responsible for transporting or holding inventory item, for example a mobile worker who stores spare parts in their vehicle
53
Reordering stock
Inventory
Reorder value(current balance quantity on
current purchase requisitions and purchase
orders) - (quantity reserved for work orders and
internal purchase orders quantity expired) lt
Reorder point
Number of items in stock
Quantity
Economic Order Quantity
ReOrder
Safety Level
Time
Lead Time
Use PMs tp plan upcoming maintenance and
inspection work to help determine what items will
be needed in the future.
The reorder process does not check to see if
items appear inside kits when reordering an item.
Maximo accomodates a Just-in-time system by
allowing you to set reorder quantities.
54
Example of Item information
Inventory

• 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)

55
Inventory

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

56
Inventory
57
Purchasing
58
Purchasing

• Maximo is capable of producing and managing the
  purchase process

Create PR
Create PO
Enter Invoice
Approve PR
Approve PO
Approve Invoice
Purchase Requisition
Purchase Order
Receipt Goods Services
Invoice
Close PR
Close PO
59
Purchasing

• Maximo is capable of producing and managing the
  purchase process
• Also capable with interfacing with Financial
  System at any stage of process

Purchase Requisition
Purchase Order
Receipt
Invoice
60
Purchasing

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

61
Purchasing

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

62
Contracts
Purchasing

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

Companies
Used to manage records for manufacturers,
vendors, and other companies that do business
with you.A company master record in Maximo
represents a vendor from whom you purchase goods
or services, asset manufacturers, and other
companies that you do business with.A company
record contains Organization specific information
about a vendor, such as contact names and
addresses. If a company has multiple locations
you can create separate records for each branch
location and associate them with a parent company
record.
63
Purchasing
Contract Types Blanket (volume) contract . A
blanket contract is an agreement that specifies a
vendor, a total dollar amount, and valid dates
for the agreement. Typically a blanket is used to
purchase services and/or materials at an agreed
upon price and terms. You can create release
purchase orders in the Purchase Orders
application that reference the blanket contract
Pricing contract . A price agreement contract
specifies the prices to be paid for specific
items purchased from a specific vendor. Typically
a price agreement is used to purchase services
and/or materials at agreed upon prices and
terms. Warranty contract . A warranty contract is
created in conjunction with the purchase of an
asset and generally has no cost associated with
it. This contract will contain the details of
what is covered by the warranty. Service contract
. A service contract is similar to a warranty
except that some of the items are billed on a
per-incident basis. This contract will contain
the details of the services to be provided, and
if a payment schedule is associated with the
contract. Labor contract . A labor contract is a
way to define the rates that will be paid for
craft and skill combinations, and also rates to
be paid to specific contract laborers. You can
set up a labor rate contract to create invoices
for all approved labor transactions within a
specified time period, for example every
month. When you enter a contract in one of the
contracts applications, you must use the
Authorize Sites action to authorize each Site
that you want to be able to use the contract.
64
You use the Terms and Conditions application to
enter and maintain a library of terms and
conditions that can be added to a purchasing
document or contract. These terms can contain
information such as liability concerns, shipping
and handling details, or delivery time
expectations.
Purchasing
Terms Conditions
65
Control
66
Service Management
Control

• A service level agreement (SLA) defines the
  agreement and formal commitments between a
  service provider and a customer. The agreement
  documents the service to be provided or received,
  the agreed upon service
• levels for the service, and the means of
  measuring or quantifying the level of service.
• A service is a set of tasks provided by the
  service provider that meets one or more customer
  needs.
• A service level defines the means of measuring or
  quantifying the level of service that the service
  organization provides to the customer.
• A commitment is any service, product, or
  responsibility that can be measured in a
  qualitative or quantitative way and that the
  service provider must meet to fulfill the service
  level agreement with the customer.
• An SLA can have one or more commitments, each
  having their own escalation points.
• There are three types of service level
  agreements
• Customer - An agreement between your company,
  acting as the service provider, and an external
  customer.
• Internal - An agreement between your company,
  acting as the service provider, and an internal
  customer, for example other departments within
  the company. Also known as an operating level
  agreement (OLA).
• Vendor - An agreement between an external vendor
  who is providing services to your company. Also
  known as an underpinning agreement.

67
Control

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

Escalations
68
Workflow
Control

• 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.

69
Workflow
Control
70
KPIs
Control
Key Performance Indicators (KPIs) provide means
to track critical performance variables over
time.
71
KPI Manager
Control
This KPI Manager tab is used to view KPIs over
time, compare KPIs with one another, and see
historical values.
72
Start Centre
Control
The Start Center is a configurable page
(Dashboard), that allows you quick access to the
tools and KPIs that you use most often.

• The Start Center can contain the following
  portlets
• Bulletin Board
• Quick Insert
• Favorite Applications
• Inbox/Assignments
• KPI Graph
• KPI List
• Result Set

73
Control
Start Centers are assigned to security groups.
So, if you belong to more than one security
group, you may see tabs at the top of the page,
where each tab is a Start Center page for a
different security group.
74
Accounting
75

Introducing Maximo
Financial Principals Maximo is not the financial
register Your company creates General Ledger
(GL) accounts to track expenses. Many Maximo
records include one or more GL Account fields.
The GL account(s) entered on a record specify
which account should be charged or credited for
financial transactions related to the
record. Most processes in Maximo have a financial
impact i.e. generate accounting journals that are
passed to the finance system General
Ledger. Some are Non-financial i.e. they record
GL accounts but do not actually generate entries.
These accountable values are picked up by a
subsequent financial process which generates the
financial transaction. Financial
Transactions Fundamentally there are only 7
financial transactions in Maximo
Can be generated by a number of Maximo
processes Multiple types of transactions
generated by a single process
Process Transaction
Purchasing Receive Materials
Purchasing Receive Services
Work Order Tracking Issue Materials
Work Order Tracking Allocate Labour
Work Order Tracking Issue Tools
Inventory Adjust Inventory
Invoicing Approve Invoice
Each of the financial transactions stores a
financial value and also holds two fields that
record the financial accounts posted for that
transaction GLDEBITACCT GLCREDITACCT
76
Proposed for Maximo 6
Oracle Project Accounting
Work Package
Cost Management-project
Refresh budget, all actual costs
Project 1001
Cost rollup asset work for lifecycle analysis
w123
w213
Rollup costs
Post cost to project
Task 1
Task 2
w221
w224
w124
w125
Post cost to account codes
Other charges
w126
A1-2345
A1-2355
B1-2345
C1-2345
General Ledger
Oracle Financial Accounting
77
Introducing Maximo
GL Account Codes Each general ledger account code
consists of several distinct segments. Each
component relates to a specific part of your
companys accounting system and can be used to
charge a particular transaction, for example the
purchase of an item, to a particular cost center,
department, type of account, or any other
category of costs that exists within your
accounting system. The various components of a
GL account code appear in a set order or
sequence, with the highest level component
appearing first in the sequence. For
example Segment 1 Segment 2 Segment 3 Segment
4 Cost Center Activity Resource Element e.g
6200 -229 - SAF-??????
Maximo GL Navigator
Optional Segment
Note all segments must populated to form a valid
GL Account code
78
Merging GL accounts
Introducing Maximo
The GL Account for a Work Order is derived from a
series of default accounting values held on
records associated with the work order. There
are 3 possible sources of default accounting for
any one work order. The intention is that each
source contributes one of more account segments
to help define the accounting for the work that
is being undertaken
Source Description Sample
Operating Location Default accounting for any work done at this location 1-111-??-????
Asset Default accounting for this specific equipment 1-222-33-????
PM Default Accounting for this type of planned maintenance 1-???-44-????
Precedence occurs in the order listed above, ie
1. the account code values from the Asset record
will supersede the Location values, and 2. the
PM Account will supersede the merged value of the
Location and Asset. e.g a PM workorder will have
the account code 1-222-44-???? It is expected
that the WO GL Account will have values for all
account segments other than the Cost Element
????, which will be derived from the Resource
Codes when transactions are posted to the work
order Maximo validates each segment that you
enter in Chart of Accounts, or in GL fields in
other Maximo applications, against the account
codes in the Chart of Accounts application. (if
you have authority, you can overwrite the default
GL code.)
79
Asset Register Equipment and Locations
How GL Validation effects Moving Assets   In a
standard move/modify transaction, Maximo does not
change, credit, or debit any GL accounts that
might have been associated with the asset. If
the asset is a rotating asset and has an
associated rotating suspense account then when
moving the rotating asset to a storeroom Maximo
records an asset-move transaction and a financial
transaction.   Moving and modifying non-rotating
assets between non-storeroom locations (for
example, between operating locations, or from an
operating location to a repair location) has no
financial implications in Maximo, but Maximo does
record an asset move transaction where it
validates GL accounts. So when you enter the
new location on the Move/Modify Assets dialog
box, if you have defined an asset GL account,
Maximo performs a preliminary account validation.
Specifically, Maximo determines if merging the
assets GL account and the new locations GL
account produces a valid account code. If
merging the asset GL account and the destination
location GL account does not produce a valid
account, entering the destination location on
the Move/Modify Assets page produces an error
message.    
80
Asset Register Equipment and Locations
Default GL Account Since companies typically
charge the cost of a work order to the location
where work is performed, Maximo automatically
charges work costs to a location rather than to
assets at that location. It is possible to
assign GL accounts to location records, to asset
records, or both. On records or transactions
where you specify both a location and an asset
identifier (a work order, for example), the GL
accounts of the asset and the location will be
merged, with GL components in the asset taking
precedence over GL components in the location if
you have GL accounts for both records. If you
fully specify an Asset GL account, Maximo never
charges costs related to that asset (that is,
resulting from a work order) to the operating
location GL account, regardless of the assets
location. If you specify account codes for both
locations and assets use one component for the
location and another for the asset. More
specifically, any account components that you
specify in creating the asset GL account
overrides those same components in the operating
location GL account.   Account Number 1.
Asset GL account ????-222-??? 2. Operating
Location GL account 1111-333-444 333 is
lost 3. GL Debit account for Work Order
1111-222-444