Enterprise Asset Management
Facilities Asset Management (FAM) involves providing optimal management of the University's physical assets to maximize value. Systems such as Maximo and EZRequest support this element of OPP's mission.
UPDATE: SIMBA Related Maximo Training
Maximo Training regarding SIMBA related changes is in development. All training will be conducted as online, at-your-own pace courses.
The first course, Basic Concepts for SIMBA-Integrated Maximo 7.6.1, will be available Friday, June 5, 2020. The course is recommended for all OPP-Maximo users as a primer course for more detailed training to come. The Basic Concepts course should take approximately 45 minutes to complete.
The objectives of the course:
The course will be available on the LRN on June 5th. The deep link to access the course will be posted here on June 5th. Users will also be able to search and find the course in the LRN. Check back for updates!
In an effort to prepare for the implementation of SIMBA integrated environments in July 2020, OPP's EAM team successfully upgraded Maximo to version 7.6.1, upgraded EZMaxMobile, upgraded Akwire Scheduling software, and replaced their former customer work request system, SuiteReq, with EZRequest. Former SuiteReq users can now access EZRequest. Training resources are available via shared OneDrive folder or via the LRN, an EZRequest Self Help/Resource Guide and EZRequest video tutorial are currently available. The resourses in the OneDrive folder and on the LRN are the same. The EAM team in coordination with OPP PMO, OPP IT, F&B IT and business partners, Starboard Consulting Inc. and InterPro Solutions Inc., successfully completed these upgrades/implementation amidst unpresedented circumstances and unforeseen impacts of COVID-19. All involved are commended for their efforts and success. Any questions or issues regarding these upgrades or the implementation of EZRequest, can be directed to [email protected]
Bridging the Gap of SIMBA Concepts in Maximo for Business Process & Training Elicitation
The Enterprise Asset Management (EAM)/Maximo team will be hosting a session with various representatives from Maximo User/Security Groups in an effort to elicit feedback regarding business process and training needs for SIMBA concepts which impact Maximo. The EAM team has identified and reached out to some Maximo champions to participate in the session on Tuesday, March 10th, 2020. The feedback and discussion from the session will be used to determine which groups the EAM team may need to meet with individually to further analyze business process needs. This session will also directly inform the training needs for various Maximo groups at SIMBA go-live.
Survey Form Links for Use During Session:
Notice of Maximo Outage - Security Audit Changes Deployment
*Edited: Deployment date has been delayed to 3/27/2019
What should users expect as a result of the security audit changes?
In the ideal situation, users should not notice a major difference. Users should still be able to perform required functions of work in Maximo. However, users may notice some minor changes to their start centers (title or name), a reduction in the number of start centers available (fewer tabs at the top of landing page when you sign in), and/or a reduction in the modules or applications in the left navigation bar.
In the event a Maximo user encounters any unforeseen issue(s), they should take one of the following three courses of action:
Sprint 2 Status Report
Check out the status report below with all of the customer ticket requests the EAM team tackled as part of the second development Sprint deployed in early November.
Shutdown Request Tracking Application Now in Maximo
What does this mean?
All shutdowns/Crane Lift/ Fire Alarm Testing will be submitted via Maximo to be processed by the shutdown staff.
Utility Interruption Notification forms (excel or web) will no longer be used to submit request.
Shutdown staff is currently meeting with OPP Departments to introduce the new SDR track during Staff Meetings.
Former paper/web form process will no longer be accepted starting Oct. 1st
The Shutdown team in coordination with FAM training will offer three upcoming one hour instructor-led sessions. They will be provided on August 30th from 9-10am & 2-3pm and September 6th from 10-11am in OPP’s training trailer. A self-guided training document titled, “OPP-FAM Shut down Request Training in Maximo,” is also available on the LRN. It is a step-by-step instructional guide for how to submit a shutdown request. The document also outlines the roles and responsibilities of those involved in the process. Register for an Instructor led session or view the self-paced training material on the Learning Resource Network.
Any Questions regarding the new SDR track, please contact the Shutdown Staff.
Tammy Maslanik - Shutdown Coordinator (867-6133)
Janice McMahon - Shutdown Specialist (867-6132)
Maximo Change: Actual Start Auto-Populate
To increase the accuracy of our Actual Start and Actual Finish dates on work orders, we implemented a change to Maximo on Thursday, July 12th. Work Orders in APPR status with labor charged to the work order were automatically changed to INPRG status and a timestamp of approved labor was added to the Actual Start date field on that work order. We also noticed that any Child work orders who had the checkbox selected to Inherit Status Changes? (see screenshot 1 below) and whose Parent work order had charged labor also were changed to INPRG status and time stamped for Actual Start (see screenshot 2 below). Please note, by default when a Child work order is created the Inherit Status Changes? checkbox is selected. If you do not want this to happen on future Child work orders, unselect the Inherit Status Changes? checkbox upon creation.
If you have questions, feel free to contact the Maximo Group at [email protected].
Mobile Maximo Project Update
On March 29th, 2018, the Maximo Mobile implementation team in conjunction with PSU Purchasing, distributed a request for proposal (RFP) to (4) Maximo Mobile Solution vendors. This proposal’s intent is to procure a new Maximo Mobile solution that will be implemented to deliver simple and efficient Maximo capabilities to mobile workers throughout OPP including technicians and staff. Over the next few months the implementation team will review submitted proposals, in-house demonstrations by the vendors, and score each vendors capabilities to deliver a valuable solution for OPP. Ultimately a new solution will be selected and implemented, replacing the current mobile system and delivering a new mobile experience to make day to day work easier while supporting the Asset Management strategy of OPP and the mission of OPP and PSU.
New Report Available - [PSU-N] PM Record Defect Elimination Report
PM records allow work orders to be automatically generated, usually based on a calendar or meter reading basis. However, defects in the record will cause system errors that prevent work orders from being generated, or create work orders that will have workflow issues. This report provides a list of active PM records that have defects in the record that may cause errors or problems with work orders.
The expected user group for this report is Planning & Scheduling, and particularly the Reliability Planner group. This report should be scheduled to run on a regular basis to identify PM records that need to be modified.
The report can be found by navigating to Reports >Preventive Maintenance>Preventive Maintenance.
In the dialog box, select [PSU-N] PM Record Data Defect Elimination Report and click on the report name to run the report.
The report output shows all PM records that have missing or incorrect data to be corrected in order to allow work order generation:
The PM record number and Description are shown in the first two columns on the left. The remaining columns are various fields on the PM record, with missing or incorrect data highlighted. The last column all the way to the right indicates whether the location record associated with the asset on the PM has a problem or is correct (a location record with no problems is indicated as ‘OK’).
In the example above, the two highlighted records are missing Work Type data. Once these fields are populated, the PM record will be cleared from the defect report.
Desktop Requisition Reminder:
When entering a Freight Line on Desktop Requisitions (000000 in the item number field), you need to also enter a vendor on that line. If you do not enter the vendor, a separate Purchase Requisition will be created for each freight line instead of one Purchase Requisition to the vendor with multiple line items. Questions related to ordering freight on a Desktop Requisition can be directed to OPP Stores.
User Acceptance Testing of Maximo 7.6.08 Update to begin January 9th, 2018
User Acceptance Testing (UAT) is one of the final phases of rolling out new software or software updates. UAT is a process where users test the software to make sure it meets the business needs of their user group (i.e. users test that they can perform their typical daily work tasks without an issue). In coordination with units across OPP, the FAM group will be facilitating UAT testing of the 7.6.08 update in both Dev and QA environments starting January 9th. If your participation was requested in UAT, you would have received a calendar appointment several weeks ago. The FAM team is requesting that UAT participants review their list of test scripts (i.e. the list of daily tasks they perform in Maximo to be used to test the functionality of the software update) to ensure their testing will be comprehensive to the tasks they perform in the system on a daily basis. The test scripts can be found in the following Box folder: https://psu.box.com/s/dpyrsy1gllehbt8lxydl8xzpax44sa80.
Questions regarding UAT or the 7.6.08 update can be directed to [email protected] or received in person by the FAM team located in OPP 126.
New Report Available – [PSU - N] Ready Backlog Weeks - Craft
The “Ready Backlog Weeks” report is found in the Work Order Tracking application. The targeted user group of this report is Planning and Scheduling. This report is intended to complement and support the planning initiative within Work Control to maintain and control an upper limit of work orders waiting to be planned. It is generally understood that for scheduling to be effective, a robust and varied “ready” backlog of work (fully planned work ready for assignment to work groups based upon importance to the mission and relative to other competing work order activities and university’s needs) should be available. This report may be helpful to trades supervisor to monitor how much backlog work is available and share with their crew the amount of future work to be accomplished.
The report indicates, by craft, how many weeks of ready backlog work are waiting to be planned. It is important that planning be done to the lowest skill level required to accomplish the task as a lower planned work can be assigned to a higher graded labor resource. Two (2) important features of this report and provide direction to Planning where to expend effort are the “Ready Backlog Weeks” and “Additional Planned Hours Required” columns. The first indicates backlog by craft calculated from the sum of waiting scheduling planned labor hours divided with a target start date in the next four (4) weeks divided by the weekly craft availability. Availability is determined as # FTE x 40 hours per week x (1 – Absence Rate). The second feature dictates how many additional planned hours by craft is required to achieve the three weeks of backlog threshold.
In conjunction with Planning ensuring we maintain three weeks ready backlog for all crafts and secondarily focused on managing the maximum waiting planning work order count, this report will provide insight on organization staffing needs.
The screenshots below demonstrate how to run the report in the Work Order Tracking application and a sample of the report output.
You can navigate to the report search in the Work Order Tracking application from the report icon (bar graph icon) on the top right. Or by navigating to the application another way and selecting the Run Reports option under More Actions on the left side navigation panel.
You can search for a report titled, "[PSU - N] Ready Backlog Weeks - Craft" by searching "ready backlog". Click on the words of the report to select it. A report request dialogue box will appear and you will have an option to enter specific craft of interest or leave blank to return all crafts. You can select the schedule and email options for running the report and click submit.
The report output shows the current Ready Backlog Weeks. Each Craft specified (all crafts if not indicated) is represented along with the craft description and FTE quantity, the calculated weekly hours of availability, the sum of PM backlog hours for the next four weeks, sum of Non-PM (work types: CM, SVC, EV, KEY, MP, TS, JOB) backlog hours for the next four weeks, calculated backlog weeks and the additional hours required, if necessary, to achieve the desired three week backlog.
New Report Available - PSU Cost by Building
A new report is available in the Work Order Tracking application titled, "PSU Cost by Building.” The report may be most helpful to Maximo users in Enginereeing Services or Work Control. The screenshots below demonstrate how to run the report in Work Order Tracking application and provide a sample of the report output.
You can navigate to the report search in Work Order Tracking application from the report icon (bar graph icon) on the top right. Or by navigating to the application another way and selecting the Run Reports option under More Actions on the left side navigation panel. You can search for a report titled, "PSU Cost by Building," and click on the words of the report to select it. A report request dialogue box will appear and you will need to enter a location as a parameter of the report. If you use the 7-digit building code and end it with % your report will include all the maintenance costs for a building, regardess of budget. If you exclude the %, then you will only get maintenance costs associated with the exact location you enter.
The report output looks like this:
New Report Available - Building Preventive Maintenance Strategy
The “Building Preventive Maintenance Strategy” report is found in the Preventive Maintenance application. This report may be most helpful to Maximo users in Work Control, Engineering Services, Environmental Health & Safety, Buildings & Grounds and customers. The screenshots below demonstrate how to run the report in the Preventive Maintenance (PM) application and provide a sample of the report output.
You can navigate to the report search in the PM application from the report icon (bar graph icon) on the top right. Or by navigating to the application another way and selecting the Run Reports option under More Actions on the left side navigation panel.You can search for a report titled, "Building Preventive Maintenance Strategy" cost by searching "building." Click on the words of the report to select it. A report request dialogue box will appear and you will need to enter a building number in the location field. No wildcard (i.e. %) is needed. You can select the schedule and email options for running the report and click submit.
The report output shows all of the preventive maintenance records for the building. Each PM record is represented along with every Job Plan record associated with that PM. Note that a PM record can be associated with an asset, a location, or a route, which is why some PM records only have an asset, only have a location, or only have a route shown.
During the Maximo maintenance outage on Septermber 6, 2017, Maximo Production was taken offline to apply the following system enhancements: