Maximo 7 5 Features Maximo Enablement Event Presentation

Agenda Overview of what ‘Rolled’ into core means List of Products ‘Rolled’ into core

‘Rolled’ into Core Maximo Code moved into 7. 5 Maximo core Installed with 7. 5 Maximo – All functional artifacts are installed with base 7. 5 Maximo Additional Install for each Product – Only license key and ID © 2009 IBM Corporation

Products ‘Rolled’ in base Calibration – Portion of functionality ‘moved’ to core Maximo (later slide) Life Sciences Scheduler Linear Every. Place Change and Corrective Action Essentials Service Level Agreements Manager (SLA) – No longer separate Product TAMIT – Portion of functionality available to MAM clients © 2009 IBM Corporation

Calibration Functionality ‘Rolled’ into base MAM Job Plan Revisions – To be covered in Work Order session Asset Template – Template definition – Generate new Assets – Modify existing Assets © 2009 IBM Corporation

Asset Templates Ability to enter or modify multiple assets at once for a particular site. Fields holds values that are similar across all assets. Enter Spare Parts, PMs, Meters, Specifications, Data Sheets Two Icons: Generate New Assets and Modify Existing Assets 6 © 2009 IBM Corporation

Asset Templates – Generate New Assets Define Default Data: Location Serial Number PM Start Date PM Storeroom Installation Date Status Define Asset Numbers: Autoseed or Starting # with prefix/suffix Qty to generate 7 © 2009 IBM Corporation

Asset Templates – Modify Existing Assets Update Default Data for all: Asset Template Information Location Serial Number PM Start Date PM Storeroom Installation Date Status Select Assets for Update: Update individual data for each record. 8 © 2009 IBM Corporation

TAMIT Functionality available to MAM Clients Asset – Associate Group functionality Asset – Move/Modify

Asset – Associate Group functionality A group can now be associated with an IT Asset A new Associate Group section has been added to the existing Associate User and Custodians dialog (Select Action > Associate User and Custodian) Only available if TAMIT is licensed and if asset is an IT asset © 2009 IBM Corporation

Asset – Move/Modify Dialog The existing Move/Modify Asset dialog has been enhanced. GL Account of the current asset or any assets that are selected in this dialog can be updated. Updating GL Account will create a change history record for each asset. GL Account fields are available when TAMIT is licensed. Since this may apply to more than one asset, there is no check to hide the fields based in whether the assets are IT assets or not. © 2009 IBM Corporation

Asset – Move/Modify dialog (cont. ) The current asset can be associated to user

Asset – View Asset Move History Since we are tracking GL Account change history, two attributes, “From GL Account” and “To GL Account” have been added to the existing View Asset Move History dialog to display GL Account move history. All attributes on this dialog are read-only. © 2009 IBM Corporation

Install What is installed – License File – ID Plug-In – Linear: script files Steps – First install base 7. 5 MAM – Install add-on Products • No specific order for IS and Add-ons products © 2009 IBM Corporation

Troubleshooting I Specific diagnosis procedure – License Key • Ensure correct applications, tabs and functionality are enabled – ID Plug-In (Similar to Maximo ID Troubleshooting) • Validate link takes the User to the correct site © 2009 IBM Corporation

Maximo 7. 5 – 3 Major Areas of Focus 1. New & Enhanced Supply Chain Management • Expanded Capabilities • Customer Driven Requirements • PO/PR/RFQ/Invoicing • Satisfy Functional gaps • Inventory/Receiving • Improved Usability/Maintainability • Address Integration/ERP 2. Return on Investment • Automation Scripts • Application data Import/Export • Enhanced Migration Manager • • Additional Configuration Usability & Performance 3. Continued Leadership and Innovation in EAM • Enhanced Work & Asset Management • Linear Asset Visual Control • Lower Cost of Implementation • Lower Cost of Ownership • Easier to configure & support • Deep Vertical Functionality • Improved End-User interaction © 2009 IBM Corporation

Maximo 7. 5 (Q 2 2011) – Expanded Footprint Asset Management Work Management Materials Management Purchasing Locations Job Plans Item Master Request for Quotation • Repair Facilities Asset Templates Failure Codes Linear Assets • Visual Control Condition Monitoring Meters Meter Groups • Revisioning Routes Service Requests Work Order Tracking • Assignment Tab • Hard/Soft Reservations • Repair Facilities Safety Quick Reporting Labor/Crafts Tools Preventive Maintenance • PM Forecasting Master PM Assignment Manager Storerooms Receiving Inventory Receiving Inspections • Inventory Usage • LIFO/FIFO Costing • Consigment • Transfer via Shipment • Default Costing Condition Codes Stocked Tools Service Items Shipment Receiving Purchase Requisitions • Invoices • Invoice Reversals Purchase Orders • Revisioning • Receipt Tolerance Desktop Requisitions Contract Management Purchase Contracts Master Contracts Warranty Contracts Lease/Rental Contracts Labor Rate Contracts • Premium Pay Rates Payment Schedules Service Management Service Groups SLA Management Change Management • Incidents • Problems • Changes • Releases • Solutions Enhanced Workflow – Event Driven, Context-based / Escalation Manager KPIs / Reporting/ Ad-hoc Reporting / Cognos Integration Security/Administration/Configuration – Automation Scripts, Migration Manager Integration/Web Services – Import & Export direct from applications © 2009 IBM Corporation

Maximo 7. 5 Highlights © 2009 IBM Corporation

Solutions addressed with Release 7. 5 Customers are pushing their maintenance staffs to be more efficient and require processes that support these efforts…. Examples: – I need to enter a dozen of the same type of asset, it’s painful to have to enter them each individually and making updates to them later on is just as bad: Asset templates can be used to create multiple assets or to update multiple existing assets with common asset information – Frequently a truck from one of our other sites pulls in and needs maintenance while they are here: Repair Facility locations enables work orders & PM’s to be completed for Assets from different sites – We have stringent controls on when a Job Plan can be changed and we need to retain history: Job Plan Revisioning can be enabled, each previous version is kept for full history and compliance – We need to look ahead at our PM’s scheduled dates: PM Forecasting tab allows generating forcasted PM dates, dates can be changed or re-forcast as necessary © 2009 IBM Corporation

Repair Facilities Site for the Work Order and Asset Site where the work is

Repair Facilities Some assets operate across the virtual geographical boundaries of Maximo sites – Repair and maintenance work may need to be performed at a facility that is not in the same Maximo site as the asset – “How can I EASILY insert a work order for an asset from a site other than my default insert site? ” The Maximo work order defaults to a site and the asset must be in this site – The work order is “owned” by the site and location of the asset – Customers want the ability to have the location performing the work to “own” the work order and potentially be in a different site than the asset. © 2009 IBM Corporation

Solution Allow users to EASILY insert work orders for assets from any site – New asset field validation allows valid assets from multiple sites Introduce the concept of a Repair Facility – A location identified as a Repair Facility (check box) Work order based records can be assigned a repair facility – Work orders, changes, releases The repair facility can be from a site other than current site – Within the same organization New security groups feature for Repair Facility authorizations – Works in concert with site authorizations to determine records user can work with Users can have a default repair facility © 2009 IBM Corporation

User Scenarios The most common scenario is for clients with mobile assets with multiple sites defined in Maximo – Assets that can travel across the virtual boundaries defined by Maximo sites – For example an asset based in Atlanta in the Southeast US site travels to Boston in the Northeast US site. The repair facility in Boston owns the work and the work order, but the asset is from another site Clients with fixed assets or with only one site may also find benefit to having the further control over security for work order based records – Limiting maintenance personnel to records only for their repair facility © 2009 IBM Corporation

Affected Applications Locations – Check box to identify record as a Repair Facility location Assets – Default Repair Facility for use on Condition Monitoring and PM Work Order generation – When a cron task generates work orders, it will use the assets’ default repair facilities – When a user manually generates work orders, they may use the assets’ default repair facilities, the user’s default repair facility, or select a repair facility © 2009 IBM Corporation

Affected Applications Security Groups – Repair Facility Authorizations • This authorization lists the repair facilities to which the users in this group will have access • Choices are to list individual repair facilities, select the ‘All Repair Facilities’ option, or no repair facilities • Users may also be granted access to records where the repair facility field is blank • Repair Facility authorization works in concert with site authorization, not in place of it Users – Default Repair Facility used on work order based records • When a user inserts a new record, this repair facility will be added to the record © 2009 IBM Corporation

Affected Applications Work Order Based Applications – Work Order Tracking, Quick Reporting, Changes, Releases – New field validation for the asset field • Entering an asset from any authorized site (in the same organization as the default insert site) is permitted • If the asset’s site and work order’s site are not the same, a work order in the asset’s site will automatically be created for you – Repair Facility field is used to take ownership of work orders regardless of site • Repair Facility can be from any site in the same organization of the work order’s site • User’s will only have access to work orders that bear their authorized repair facilities © 2009 IBM Corporation

Configuration The feature is turned on via an option in the Organizations application – Work Order Options > Other Organization Options > ‘Enable Repair Facilities? ’ This not only controls the behavior of applications, but the display of related fields in many applications The ‘Bypass Site Mismatch Warning Message? ’ option determines if a warning is presented to the user when the asset they entered on a work order based record is in a different site than the current record’s site The Repair Facility fields added are not required data Administrators have three choices to configure access to Repair Facilities in Security Groups – All repair facilities, individual repair facilities, records that do not have a repair facility © 2009 IBM Corporation

Database Changes Repair Facility related columns were added to the following tables: – – – – ASSET LOCATIONS MAXGROUP MAXUSER WORKORDER GENERATEWO PMWORKGENERATION A new REPFACAUTH table was added to contain the list of authorized repair facilities for user groups © 2009 IBM Corporation

Troubleshooting The most likely confusion with this feature will be how to set up security. Namely the interaction between site authorization and repair facility authorization – Repair facility authorizations work in concert with site authorizations. It does not replace site authorizations. – If I want a user based in NEUSA site to have access to work orders in their repair facility (BOSTON) for assets from the SEUSA site, they need access to the BOSTON repair facility and the SEUSA site. © 2009 IBM Corporation

Solutions addressed with Release 7. x The user spends lots of time in Maximo and does a lot of data entry, they asked us to: – “Anticipate what I will need next and present it to me (don’t make me hunt for it)” – “Don’t let me make avoidable errors” – “Help me to complete my tasks in as few steps as possible” – “Don’t slow me down when I’m on a roll” – “My eyes are bad, sometimes I can’t read the screen” What’s coming? – Improved Table window refresh behavior – Enabled ‘heads down’ data entry (asynchronous validation) – Browser zoom enabled, users can zoom in (ctrl+) or zoom out (ctrl-) of application screens – Faster date/time look up (new calendar control) – Rich-text editor (can format text the way they want to see it) © 2009 IBM Corporation

Table Window When I save, focus remains on the last table row that was

List page When I save a record and go back to the List, the result set is still in the state I left it until I hit refresh. Records that have been touched are Italicized to indicate they have changed © 2009 IBM Corporation

‘Heads down data entry’ (Asynchronous Validation) I can enter data at my own pace,

I can enter text in the format that I want on a Maximo screen. I don’t need to rely on attachments for rich-text formatting. • Long Descriptions, Communication Templates and Displays in BIRT reports • Flexible Fonts • Bold, Italics, Underline, etc. • Character Sizes • Bullets • Colors and Highlighting • URL links • Supports copy/paste from Word, etc. © 2009 IBM Corporation

Displays in reports Enabled Rich Text Formats to display in BIRT Reports © 2009

Solutions addressed with Release 7. 5 Maximo is pretty configurable, but there’s always things to improve… Examples: – The Integration Framework is pretty powerful, but sometimes our business users have small sets of data they need access to or need to load into the system quickly: Application Export/Import can be configured through the UI. User can export a result set of records, make a series of quick changes within excel, xml, etc. and then import back to Maximo (bulk maintenance or loading small sets of new records) – We have developed some custom java class files to meet our business needs, however we’d like an easier way to configure logic without class files: With the Automation Scripts application, you can implement scripts to automate routine tasks without having to recompile Java files or restart the server. Permits an extra level of configuration capability (i. e. calculated fields) © 2009 IBM Corporation

Application Export/Import toolbar buttons • Added through Object structures • Controlled through Security • Imported data is validated through business logic or p Ex sv c t. r po t Im • Able to run in Preview mode © 2009 IBM Corporation

Enhancements to Help The overall objective toward the enhancements to Help is to allow the user to accomplish their work while staying in the product Feature Benefit Technical content of the product is now in one information center and installed on the customer network Permits better access to a more complete library of information. A single search for all products All help for all Service Management products available in one place! © 2009 IBM Corporation

Accomplish your work while you stay in the product Information content improvements made to

Search with highlighting © 2009 IBM Corporation

Advantages of the new help system Users can stay in the UI to accomplish their goals – and it's not a user's goal to read help topics When you do need the help library, the UI leads you there – “More information” is more likely to be clicked than “Help” – You’re no longer a hitchhiker who is made to "walk" to your destination You can search through the entire set of technical information for your installed products with one search – And search works! – The content of PDF guides appears as HTML topics, so is searchable with the same search Information is more often organized by user tasks or goals – Examples: • Migration manager • Start center portlets • Integration framework – Previous information was separated by application and often split between online help and PDF guides © 2009 IBM Corporation

Overview of the changes in 7. 5 What changes – Help links have changed – Delivery of online help is different – Format of help links are different (in presentation XML files) – New system properties to link UI framework with help system – Process, tools, and skills to modify help content is different What remains the same – Online help is file-based – Online help is presented in a browser – Online help is delivered as an EAR file – Field Help remains in database © 2009 IBM Corporation

Help menu changes Added link to top-level information about the product – Similar to version 6 –Product help link is new –One for each base product –Application help link –Label matches name in the database © 2009 IBM Corporation

Changes to help links Field help window (ALT+F 1) no longer has a help button by default – Can add “More Information” button to specific a specific help topic – Changes done in the presentation XML – Supported in Application Designer Default window With link to help topic © 2009 IBM Corporation

Delivery changes for online help Moving from a Robo. Help-based help system to an Eclipse-based system – No backward compatibility for products on earlier Tpae releases (split at 7. 5) Organization – Help system is delivered through a new EAR file • EAR file built and deployed as part of a fully automated install • EAR file contains the WAR version of the help system – Help content is delivered as doc plug-ins • Help content for Tpae included in common install • Help content for products delivered with product install Delivery process 1. 2. 3. Help system and common content installed with first product Maximo doc plug-in installed with Maximo license file (same time as common content if Maximo is first product) Doc plug-ins for add-ons to Maximo installed when that license file is installed (assumes Maximo plug-in is there) © 2009 IBM Corporation

Delivery changes—location of doc plug-ins © 2009 IBM Corporation

Delivery changes—guide content now as HTML All the content appears in the information center as HTML topics – Some content is also provided as a PDF for convenience These former guides will have PDF versions as well as HTML – Planning…: content from the previous Multisite Administrator Guide – Administering…: content from the System Administrator Guide – Developing applications: content from the Application Developer Guide – Integrating data…: content from the Integration Guide – Implementing workflow…: content from the Workflow Implementation Guide These former guides will appear in HTML only: – Migration Manager: content from the previous Migration Manager guide – Financial processes reference: content from the previous Finance Manager Guide – Product overview, Getting started…, and Modules and applications: content from the previous Product Reference Guide (AKA the User Guide) © 2009 IBM Corporation

Code changes to help calls—application Application help link in presentation XML file XXX <presentation apphelp="com. ibm. mam. doc, asset/asset_overview. html" beanclass="psdi. webclient. beans. pmbcmrp. App. Bean" id="pmbcmrp" mboname="pmbcmrp" resultstableid="results_showlist" version="7. 5. 0. 0">. . . </presentation> “More information” links for Help Grid controls are changed – New format: morehelp= <plug-in name>, <path and file name>. <extension> – Example <helpgrid. . . morehelp="com. ibm. mam. doc, somefolder/somefile. html" /> © 2009 IBM Corporation

Code changes to help calls—product Product help link in menus. xml file <menuitem id="tophelp" label="Maximo Asset Management Help" event="maximohelp" value = "mxe. help. maximohelplink" image="menu_icon_apphelp. gif" licensekey="EAMTOPHELPMENU"/> – Controlled by license – Value attribute must match system property – Licensekey attribute must match license package © 2009 IBM Corporation

Help properties moved to database The mxe. help system properties connect the UI framework to the information center in version 7. 5 The values in the mxe. help properties must match the help system you deploy to make online help available Advantages to using properties – Changes don’t require a rebuild and redeploy of ear files • Some properties can be live refreshed (without shutting down the server) – Simplifies configuration for clustered environments • Don’t need a webclient. properties file for each server instance, the database provides instance specific property settings Properties can be accessed and configured from the UI – Go To > Administration > Platform Configuration > System Properties application – Filter on mxe. help © 2009 IBM Corporation

Default mxe. help system properties Property Description Default entry mxe. help. protocol Protocol of the IBM User Interface Help System (http or https) http mxe. help. host Host name or IP address of the IBM User Interface Help System mxe. help. port Port of the IBM User Interface Help System (Web. Sphere default=9080; Web. Logic default=7001) mxe. help. path Path to insert between help. port and topic /help/ mxe. help. maximohelplink Product help link for Maximo Asset Management. The property name must match the event value in the menus. xml file. com. ibm. mam. doc, welcome. html mxe. help. viewsearchtiplink The plug-in name and file name for viewsearchtiplink available from the list tab of most applications com. ibm. mbs. doc, mbs_common/c_advanced_ search_tips. html The protocol, host, port, and path property values create links to the product's information center <help. protocol>: //<help. host>: <help. port><help. path>index. jsp? topic=/ <plug-in>/<path_to_filename. extension>&lang=<language> © 2009 IBM Corporation

Modifying user assistance Modifying embedded assistance is similar to v 7. 1 – Can use the Application Designer to change some of the embedded assistance, for example • Help Grid control (and More information links) • More Information button in the Field Help window (Alt+F 1) – Can use database tools to update other parts of embedded assistance, for example • Help content in the Field Help window Modifying the external help (the information center) is different from previous versions – Moved from a proprietary 3 rd-party tool to an open source architecture • From a Robo. Help-based help system to an Eclipse-based help system – Will need DITA (XML) skills – Will need any authoring tool that supports DITA Details on how to modify help expected after GA © 2009 IBM Corporation

Reference—DITA The Darwin Information Typing Architecture (DITA) is an XML-based architecture for authoring, producing, and delivering technical information – IBM donated DITA to the OASIS standards organization in March of 2004 – DITA now managed by the OASIS DITA Technical Committee – One open-source tool you can use with DITA is the DITA Open Toolkit, or DITA-OT. You can download the OT and install it on your computer Resources “Introduction to the Darwin Information Typing Architecture” – http: //www. ibm. com/developerworks/xml/library/x-dita 1/ DITA World, a list of DITA resources: http: //www. ditaworld. com/ OASIS DITA Technical Committee: http: //www. oasis-open. org/committees/dita/ DITA Open Toolkit: http: //dita. xml. org/wiki/the-dita-open-toolkit © 2009 IBM Corporation

Backup slides if demo not available © 2009 IBM Corporation

Conditional UI and user assistance © 2009 IBM Corporation

Conditional UI and user assistance, cont’d © 2009 IBM Corporation

Integrated add-on content in navigation © 2009 IBM Corporation

Integrated add-on content in navigation, cont’d © 2009 IBM Corporation

Morehelp in field help window (ALT+F 1) Default window App Designer property With more information Presentation XML <checkbox ataattribute="GENASSETDESC" id="main_grid 2_6" moreinformation="com. ibm. mbs. doc, assetcat/c_classify_item_desc. html"/> © 2009 IBM Corporation

Where help appears or is accessed from In the user interface – Text embedded in the UI (tabs, dialogs, field help windows and messages) • Sometimes has a “More information” to a specific topic – Two links from the Help menu: both go to the information center • Maximo Asset Manager help (product help link) • Application-overview help (application help link) In the information center – One information center for all products built on Tpae – Installed info center includes help for all installed products – Info center on ibm. com includes help for all Maximo products © 2009 IBM Corporation

Information center contents and topic pane © 2009 IBM Corporation

Agenda Enhancement overview – Chart of Accounts • • – – Effective Date for GL Accounts Different GL Structures per Organization - Multiple Addresses per Site Multiple commodity codes with a person/user Configure Use Troubleshooting Demo References 67 © 2009 IBM Corporation

Effective date range for account The GL account 1000 -200 -300 is the payroll account for a particular craft for the fiscal year 2010. This account should be active from 10/01/2009 until 09/30/2010. In Chart of Accounts application for GL Accounts there is now an 'ACTIVE' and 'EXPIRATION' column – Date and time Previously there was a YORN for 'Active? ' If Expiration is null the account is always active In update we will set any GL Account – where 'Active? ' = 1 to have an ACTIVE date in the past and no EXPIRATION – where 'Active? ' = 0 to have an ACTIVE date and EXPIRATION date in the past At run time we will calculate if an account is active or not to determine its use GL Components are still just active or inactive – no date function there Function to update GL Accounts when deactivating/activating GL Components has also been updated. Demonstration © 2009 IBM Corporation

Different GL account structures per Organization Customers require Maximo to support different GL account structures per organization. • • • Organization A has a GL structure ‘xxx-xx-xxx’ Organization B has a GL structure ‘xxx-xx’ Account segments are currently defined at the database level so requiring segment 1 and 2 in one organization and segment one, two and three in another organization is not possible. Important for service providers or multi-national companies that have different account structures and want to store information in one database Configure the most flexible setting you will need in DB Configure Organization specific rules in Chart of Accounts application – Can only be more restrictive than what is in DB Config • Component Name • Length • Requirement • Type • Delimiter – Set up security Demonstration © 2009 IBM Corporation

Organization - Multiple Addresses per Site At a company site they have multiple addresses that items can be shipped or billed to such as the front desk and the loading dock The addresses presented in lookups should be limited so that only the relevant addresses for the site are presented. New table on Sites tab in Organizations application – Can add multiple addresses to the site and set them as • Bill to • Ship to • Default When looking up an address the list will be filtered to show only addresses for the site – Can be expanded to show other addresses Demonstration © 2009 IBM Corporation

Material Availability Status on Work Orders Use Case #1 – A flight school has created a new work order to perform a major overhaul of one of their rental aircraft’s engines. A job plan will be applied to the work order to fill out the various tasks needed to perform the overhaul. In addition, several planned materials are identified. These include items that are normally stocked in the storeroom; bearings, valves, etc. This overhaul will also require a new crankshaft which needs to be special ordered from the engine manufacturer. – As part of the work order approval process the system checks the availability of all components in the storeroom as well as determines what items will be ordered from an external vendor. The work order will display the status of this material availability via a visual indicator. Use Case #2 – A mechanic tasked with maintaining a facility, is notified of a PM that is now due on a rooftop air conditioning unit. The PM work order has a number of parts that are required, some of which are available and stored in the main storeroom. One item however is a special order item and must be ordered from the supplier. The trades person looks at the work order and sees the status WMATL and postpones the work until all of the materials listed on the work plan are available. – Little does the trades person know that the only item not available is actually “clean up wipes” that are routinely included in the Job Plan Materials list, despite the fact that they are not always needed (and replacement wipes are always available). This new functionality will allow them to see the material availability details. © 2009 IBM Corporation

Material Availability Status on Work Orders General Approach – The Work Order Tracking application (and WOTRACK-based apps) will have four new read-only attributes added: • Storeroom Material Status • Direct Issue Material Status • Work Package Material Status • Material Status Last Updated – Each of these fields will be tied to a Domain (MTLSTATUS) with only four valid values: • Null • None • Partial • Complete © 2009 IBM Corporation

Material Availability Status on Work Orders When a Work Order’s status is changed to “Approved”, the system will conduct a series of checks to determine the state of availability for the three material availability status fields. (NONE, PARTIAL, COMPLETE) If no planned materials exist, the three availability status fields will remain null The three item availability status fields will have a post validation action that updates the work order’s status. – The rules for this are the same as what is already included for direct issue (If the materials are not available, then the status of the work order is set to WMATL. Once the items become available and the availability statuses are set to COMPLETE, the work order’s status is then set back to APPR so the work can be scheduled to begin. ‘Material Status Last Updated’ Field – Holds the date and time that this work order’s availability status was last updated. – This field will provide a view to the user of when the last time the status was updated either by the cron task or the refresh button. ‘Update Material Status’ Action Button – Provides the ability to manually trigger an update to the fields so they have the most up to date availability information. © 2009 IBM Corporation

Material Availability Status on Work Orders WPEDIT Settings – There is a configuration setting that clients can define for what is editable on a work order under certain statuses. One option is for planned materials. The client is allowed to define at which statuses the planned labor table is editable. – Usually (out of the box) you cannot edit the plan after it is approved, but a client could change this. – Currently, when a work order is approved, its availability status is determined and if all planned materials are available it goes to APPR, but if the materials are not available, the APPR status change will result in the work order being placed in a status of WMATL until the materials become available. – If WPEDIT settings allow for planned material changes AFTER someone approves the work order, then after any changes to the planned material, the availability for that work order must be recalculated at that time to determine if the work order should be APPR or WMATL. – Once the work order goes to INPRG or beyond, no more updates to the status are required because work has already started and we would not revert back to WMATL/APPR at that point. © 2009 IBM Corporation

Material Availability Status on Work Orders Storeroom Material Status – If the quantities for all required storeroom items can not be met, the Storeroom Material Status is set to “NONE” – If the required quantities of some, but not all, of the required storeroom items are available, the Storeroom Material Status is set to “PARTIAL”. – If the quantities of all required storeroom line items can be met, reservations are made as per normal operation, and the Storeroom Material Status is set to “COMP”. An information icon adjacent to this field will yield availability details relevant to the Storeroom Items required for this work order. This will allow the Planner or Tradesperson to decide if, in the event of a “Partial” material availability status, if they would like to continue with the plan to execute the work, or wait until full availability is achieved. The information dialog box for Storeroom Materials will appear similar to the one below: Note: The setting of the Storeroom Material Status to “COMP” will only indicate that based on current availability, reservations can be satisfied. A customers internal process will determine if the reservation will still be able to be satisfied at the time which the tradesperson requires the material. Without adequate safeguards, the available material may be issued to meet other demands, sacrificing the availability for this reservation(s). © 2009 IBM Corporation

Material Availability Status on Work Orders Storeroom Material Status Screenshot © 2009 IBM Corporation

Material Availability Status on Work Orders Direct Issue Material Status – Direct Issue items are different than storeroom items in that they always require procurement. As such, the Direct Issue Material Status will, in effect, be providing an updated status of all receipts resulting from the procurement of the required Direct Issue items. This field, or any of the functionality described in these sections will not impact the procurement cycle in any way. Upon Work Order approval, the Direct Issue Material Status field will be updated based on the availability of the required items. – If none of the quantities of any of the required Direct Issue items is yet available (usually the case upon initial Work Order approval), the Direct Issue Material Status will be set to “NONE”. As receipts are processed for the required materials, and at least one but not all Direct Issue materials are available, the Direct Issue Material Status will be updated to “PARTIAL”. When all required Direct Issue items have been received, the Direct Issue Material Status will be updated to “COMP”. – An information icon will be available adjacent to this field. Selecting this icon will yield availability details relevant to the Direct Issue items required for this work order. This will allow the Planner or Tradesperson to decide if, in the event of a “Partial” material availability status, if they would like to continue with the plan to execute the work, or wait until full availability is achieved. The information dialog box for Direct Issue Items will appear similar to the one below: – Note: The setting of the Direct Issue Material Status to “COMP” will only indicate that based on the current availability, the requirement can be satisfied. A customers internal process will determine if the material quantity will still be able to be satisfied at the time which the tradesperson requires the material. Without adequate safeguards, the available material may be issued to meet other demands, sacrificing the availability for this requirement. © 2009 IBM Corporation

Material Availability Status on Work Orders Direct Issue Material Status Screenshot © 2009 IBM

Material Availability Status on Work Orders Work Package Material Status In such cases where work is comprised of multiple work orders within a hierarchy, the Work Package Material Status field will reflect the material availability status for the current work order and that of any children of that work order. The NONE, PARTIAL, or COMP designation in this field will apply for all materials, regardless of their nature (Storeroom or Direct Issue). For example, if a parent work order is being viewed, and the Work Package Material Status is “PARTIAL”, then it reflects the fact that at some point within the hierarchy, the parent or a child work order does not have “COMP” resident within either its Storeroom Material or Direct Issue Material Status fields (NONE or PARTIAL). The only way that a Work Package Material Status field for a parent work order can read “COMP” is if the parent and all child work orders have both of their material status fields reading “COMP”. The Work Package Material Status field, like the others, will have an information icon present adjacent to the field. Selecting this icon will yield required material availability details relevant to the entire hierarchy including (and beneath) the current work order. This information will allow the Planner or Tradesperson to have a complete picture of the status of all required materials for this work package. It will also allow them to decide if, in the event of a “Partial” material availability status, if they would like to continue with the plan to execute the work, or wait until full availability is achieved. The information dialog box for Work Package Material Status will appear similar to the one below: © 2009 IBM Corporation

Material Availability Status on Work Orders Work Package Material Status Screenshot © 2009 IBM

Material Availability Status on Work Orders Work Package Material Status – Modifying Hierarchies When work order parent/child relationships change, the Work Package Material Statuses (WPMS) may be affected. Planners will often move work orders from one work package to another. This changes the parent/child relationships. Because the Work Package Material Status reflects the material availability for all of the work orders in the work package, it must be recalculated when a change is made to the hierarchical structure. Basically, three possible scenarios can occur: – A child work order is removed from a parent work order – A work order is added as a child to a work order – A new Work Package is created using the Create Work Package action In each of these scenarios, the Work Package Material Status fields must be re-calculated to properly reflect the material availability of the newly constructed hierarchy. In all of these cases, the actual item availability is not used to update the statuses. The statuses are updated purely on the current availability statuses defined on the work order records in question. When a new direct issue is added to a work order record in a hierarchy that will impact the Direct Issue Availability Status of that work order, the Work Package Availability Status must be re-evaluated. If that Work Package Status changes, the code will have to look up the hierarchy to see if this change impacts the work order’s parent’s Work Package Status. If so, the parent needs to be updated. This would have to work its way up the hierarchy until you reach a point where the Work Package status is not impacted. © 2009 IBM Corporation

Material Availability Status on Work Orders Work Package Material Status – Recalculation Rules A child work order is removed from a parent work order – If the parent work order’s Work Package Material Status (WPMS) is Null, NONE or COMPLETE, no updates will be required because the child that has been removed could not have any impact on this. • If it was already NONE, it would still be NONE • If it was already COMPLETE, it would still be COMPLETE • If it was already Null, it would still be Null – If the parent work order’s Work Package Material Status (WPMS) is PARTIAL, then it needs to be determined if the removal of the child work order will change this status. • If there were no other children of that parent (the one removed was the only child), then the parent’s WPMS would be set based on the parent’s material availability alone. Null if the parent has no materials None if none of the parent’s material is available Partial if only some of the parent’s material lines are fully available Complete if all of the parent’s material is available. • If there are other children still remaining under this parent work order, their WPMS must be evaluated. If after removing the child work order in question… All remaining children have a WPMS of COMPLETE or Null, then the parent’s WPMS will be set to COMPLETE All remaining children have a WPMS of NONE, then the parent’s WPMS will be set to NONE All remaining children have a WPMS of Null, then the parent’s WPMS will be set to Null In any other case, the parent’s WPMS is left as PARTIAL – no change is made and the process would stop here – Whenever the parent’s WPMS is changed based on these rules, the business rules must move up the hierarchy one level and re-evaluate the level above in the same fashion as the previous level. This will continue up the hierarchy until a point that no change is required to the parent’s WPMS. If no change is required, then everything above this in the hierarchy will not require any changes. – There will be no new recalculation of the availability in inventory. This update to the WPMS will be based entirely on the current statuses (that may be as old as the last cron was run). © 2009 IBM Corporation

Material Availability Status on Work Orders Work Package Material Status – Recalculation Rules A work order is added as a child to a work order – If the parent work order’s Work Package Material Status (WPMS) is PARTIAL, no updates will be required because the child that has been added could not have any impact on this. – If the parent work order’s Work Package Material Status (WPMS) is Null, NONE or COMPLETE, then it needs to be determined if the addition of this child work order will change this status. • If there are other existing children under this parent work order, their WPMS must be evaluated along with the new child’s to determine the WPMS for the parent work order. With the addition of the new child, if… • All children have a WPMS of COMPLETE or Null, then the parent’s WPMS will be set to COMPLETE All children have a WPMS of NONE, then the parent’s WPMS will be set to NONE All children have a WPMS of Null, then the parent’s WPMS will be set to Null In any other case, the parent’s WPMS is set as PARTIAL • Whenever the parent’s WPMS is changed based on these rules, the business rules must move up the hierarchy one level and re-evaluate the level above in the same fashion as the previous level. This will continue up the hierarchy until a point that no change is required to the parent’s WPMS. If no change is required, then everything above this in the hierarchy will not require any changes. © 2009 IBM Corporation

Material Availability Status on Work Orders Work Package Material Status – Recalculation Rules A new Work Package is created using the Create Work Package action – When the Create Work Package action is called, a new work order is inserted and the selected group of work orders are defined as children of this new work order record. – The existing work orders that are now children will require no changes to any of their statuses – The new work order that becomes the parent of the selected children, will need its WPMS updated according to the standard rules. • If all the children are Null, the parent is Null • If all children are COMPLETE or Null, the parent is COMPLETE • If all children are NONE, the parent is NONE • In any other case, the parent will be PARTIAL © 2009 IBM Corporation

Material Availability Status on Work Orders Cron Task & Scratch Table A new cron task called Material. Status. Cron. Task will be created to facilitate background polling, and the update of the material status fields for a work order. The default fields include: – Cron Task Name: WOMaterial. Status. Update. Cron. Task – Description: Cron Task to update the material status fields on a work order – Class that is executed – Access Level: FULL The default cron task instance settings will be: – Cron Task Instance Name: WOMaterial. Status. Update – Description: Updates the material status fields on a work order – Schedule: daily – Run As User: MAXADMIN – Active? : checked – Keep History? checked – Max Number of History Records (default 1000) – Last Run Timestamp A new scratch table (WOMATSTATUSSYNC) will be created and used to hold the list of items in storerooms that have had modifications made to their available quantities. – This table will not be displayed or seen by users. Its only purpose is to improve the performance of the code when finding all of the work orders that need to be updated based on availability changes to the items. – The fields on this table will be ITEMNUM, LOCATION, SITEID and ITEMSETID. Anytime an invreserve record is created or modified in a way that would affect the available quantity of an item in a storeroom, a record will be written to this new scratch table. Any given item would only be listed once, there is no need to list each change. We are only interested in creating a unique list of items. Transactions will only get written to the table when hard reservations are created (written to the INVRESERVE table) and/or when the storeroom balance is changed. No transactions will be written to the table when a soft reservation is made. © 2009 IBM Corporation

Material Availability Status on Work Orders WMATL Status Implications The automatic update of the work order’s status from APPR WMATL can be turned on or off by the user. This can work in two ways: – First, customers have indicated that they wish to have the ability to have insufficient Storeroom Material availability cause the work order status to be set to WMATL, just as it is today with Direct Issue items. Given the current Direct Issue receipt status functionality, both types of material requirements would be respected and dealt with consistently in contributing to the setting of the WMATL work order status. – Conversely, customers have requested the ability to have Direct Issue item status dealt with just the same way as current storeroom requirements, in that neither will have an affect on the setting the work order status. Opposite from the first case, but based on exactly the same reasoning, they will consistently operate together, and never set the work order status to WMATL. As such, four maxvars will be added to MAXVARINPUT that will permit the over ride of the WMATL work order status setting for each type of material requirement. – Two will be set at the Org level, and two will be set at the Site level. – These are defined in the Organization application The Org level maxvars are: – “Ignore Direct Issue Availability For Work Order Status” (ORGIGNOREDIAVAIL) – “Ignore Storeroom Availability for Work Order Status” (ORGIGNORESRMAVAIL) The Site level maxvars are: – “Ignore Direct Issue Availability For Work Order Status” (SITEIGNOREDIAVAIL) – “Ignore Storeroom Availability for Work Order Status” (SITEIGNORESRMAVAIL) © 2009 IBM Corporation

Material Availability Status on Work Orders WMATL Status Implications The Org and Site Level settings can be further refined at the work order level. As such, defaults set at the Org level will trickle to the Site level, and then on down to the Work Order level. The settings will populate two new work order object attributes: – IGNOREDIAVAIL – IGNORESRMAVAIL The user will be able to establish preferences specific to the work order by virtue of a new Action called “Change Work Order Options”. The action will be accessible via the Work Order action menu. It will yield a dialog box that will allow the users to: – Ignore Direct Issue Availability for Work Order Status – Ignore Storeroom Availability for Work Order Status The dialog box presented to the user will also allow them to select “Apply to Work Package” or “Apply to Current Work Order”. – Selecting to apply to the work package will take the setting being changed, and apply it to the current work order plus all of its children and tasks. Selecting to apply to current work order will take the settings as chosen and apply them to the current work order only. Not all customers will want the ability to alter the manner in which work order status is handled regardless of the material availability conditions. Therefore, the default settings at the Org level will be: – Ignore Storeroom Material Availability For Work Order Status – checked – Ignore Direct Issue Availability For Work Order Status – unchecked These defaults will trickle down to the Site level, and on down to the Work Order level, and ensure that the Maximo work order status functionality is maintained exactly the same as it is in current versions of the product, as long as the customer does not change the default settings. © 2009 IBM Corporation

Job Plan Revisions Job Plans will now support the concept of versions and revisioning. This will work the same way as Contracts and Purchase Orders. – This can be turned on or off under Organisations – System Settings – Three new statuses: ACTIVE, REVISED, PNDREV When a Job Plan is ‘ACTIVE’, it will be available for use and will not allow modification except for the list of work assets associated with it When a Job Plan is being modified, it will be in ‘Pending Revision’ status while the existing Active version is still ‘in use’. View Revision History action shows history of all changes Use on PMs: – The Job Plan defined on the PM will not be a specific version. – The current ‘active’ version will be determined and used when the PM creates new work order records. Use on Work Orders: – Only ‘active’ versions will be allowed. Maximo will determine the current version – A Revision field will display the version being used. – Future revisions of the Job Plan will NOT update the Work Order © 2009 IBM Corporation

PM Forecasting The underlying approach toward creating this PM Forecasting application is quite simply taking the frequency criteria (calendar and/or meter based) included in the Maximo PM record when created, and using that same criteria to determine when, in the future, this PM will be due to be performed. The results of any single Forecast generation will be present within a new Forecast tab, illustrating all instances of the PM to be performed over the duration of the forecasting window (duration). The details associated with any forecast will be visible in either of two ways. – First, the Forecast details will be visible within the Forecast tab in list type format (details below) where changes may be made if necessary. – Secondly, the Forecast will be visible graphically via the i. Log Optimizer product within a Gantt chart view. This will illustrate the PM Forecast in much the same manner as the Maximo Scheduler product. You don't have to buy Scheduler to have PM forecasting, but, you need to buy Scheduler to see the Gantt view © 2009 IBM Corporation

PM Forecasting Include in Forecast? The main PM application tab will have a new checkbox (INCLFORECAST). – Defaults to ‘Y’ – This field will determine if the current PM record will be included when a series of forecasts are generated via the automated cron task. If a PM is contained within a hierarchy, the INCLFORECAST field contents will trickle down to all child PMs within the hierarchy. The INCLFORECAST field on the child record will become read only after the PM is added to the hierarchy and will simply follow the lead of the parent (since it is conceivable that a hierarchy will all be INCLFORECAST “N”) until such time when it is separated from the parent, or removed from the hierarchy. If a forecast exists for a given hierarchy and there is the need to change the INCLFORECAST flag to “N”, then the parent record may be changed, with the resulting change passed down to any children within the hierarchy. In the event that a child is removed from the hierarchy, its INCLFORECAST flag will remain unchanged as the record is disassociated with the parent PM record. © 2009 IBM Corporation

PM Forecasting Forecast Locked Clients will need to have a forecast that can not be changed or manipulated. As such, two actions will be added to the PM application: Lock Forecast Dates / Unlock Forecast Dates – The “Forecast Dates Locked? ” check box will be visible on the PM tab as well as the Forecast tab, and will be read only. When selecting the Lock Forecast Dates action, no revised date entries will be permitted into the New Date field on the forecast window and the system will perform a check to ensure that the forecast does not have any reforecast subsequent dates pending in the queue. – If a reforecast of subsequent dates is pending, the user will be presented with an advisory that the forecast may not be locked withreforecasts pending. Users will need to either select the “Clear pending reforecast” action, or perform the reforecast action prior to locking the forecast dates. When forecast dates are locked, all other actions, functions, and business logic remain unchanged with the exception of the addition of New Dates on the forecast window. When the user selects the Unlock Forecast Dates action, the forecast dates become unlocked, the check box is cleared, and revised dates may be added to the New Date column according to all traditional forecasting business logic. If a PM hierarchy exists, just as with other hierarchical functions, the locking or unlocking of forecast dates action must be performed at the Parent PM level. When a PM record has the dates locked and the forecast is deleted for any reason, the “locked” characteristic remains present. – This way, when a new forecast is generated, it will have its dates automatically locked upon creation. They may be unlocked through the use of the “Unlock Forecast Dates” action. © 2009 IBM Corporation

PM Forecasting Reforecast Subsequent Dates? REFORECAST will be a required check box added to the PM table, yet visible only on the Forecast tab. – The default value for this field will be “ 0”. – The purpose of this field will be to aid in telling the system what to do (if anything) to any Forecast Dates currently following a Forecast Date that has been changed i. e. a New Date has been entered for that instance of the Forecast. For example: – A forecast exists that has 10 Forecast Dates listed based on the frequency and forecast duration. If the Planner decides that they need to move the 6 th Forecast Date to one day later than its current date, should the system move the 7 th, 8 th, etc. dates by a day (or more depending on Seasonality) or leave them as they are? – In this example, if the Reforecast Subsequent Dates box is checked, then the system will adjust all of the dates following the one that changed. If the box is not checked, then all following Forecast Dates will be left unchanged. This field will work in conjunction with the REGENERATE field within the PMFORECAST table. © 2009 IBM Corporation

PM Forecasting Forecast Exists A nonpersistent checkbox, FORECASTEXISTS, has been added to the PM tab that will indicate the presence of a Forecast for this PM. – Simple way for users to see if a forecast has been made for this PM When a hierarchy of PMs exist, it is possible that the parent PM has a status of ACTIVE and one of the child PMs has a status of DRAFT. – As is the case when the PM Forecast is created, the child with a DRAFT status will not be included in the creation of the forecast. – Consistent with this functionality, the “Forecast Exists? ” check box will be left unchecked for any child PMs. The Forecast Exists check box will also be visible on the PM application List page. © 2009 IBM Corporation

PM Forecasting Constraint Offsets The Start Constraint Offset and Finish Constraint Offset fields will be added to the PM table and UI. – They will operate just as the similar offsets work within the Job Plan application. – When Start Constraint Offset (in hours) is applied to a Target Start Date on a work order, the value will be subtracted to arrive at the Start No Earlier Than field value. – When a Finish Constraint Offset (in hours) is applied to a Target Finish Date on a work order, it will be added to arrive at the Finish No Later Than field value. These offset values, if present, will prevail over the offset values that may be present from a Job Plan that is specified within a PM record. – In short, • No PM Offset specified and the Job Plan (or Job Plans in the case of a Job Plan Sequenced PM) contains offsets, then they will be respected when the PM work order is generated. If the PM record does contain offsets, then they will be respected when a PM work order is generated. – The presence of either PM or Job Plan offsets will have no bearing on the generation of a forecast for a given PM record. • © 2009 IBM Corporation

PM Forecasting Forecast Tab The Forecast tab will contain all of the details of any given PM Forecast that has been generated, either by manually executing the Generate Forecast Action, or having it automatically executed via cron task. The entries within this tab will have been derived based on the frequency criteria stipulated within the PM Frequency tab. © 2009 IBM Corporation

PM Forecasting Generate Forecast Action A new action will be added to the PM application Action menu called “Generate Forecast”. This action, when selected, will launch the Generate Forecast dialog. This action, like others, must have access granted within the Security Group application before it may be used. © 2009 IBM Corporation

PM Forecasting Generate Forecast Action The Generate Forecast dialog is where a Planner defines the scope of the forecast and manually initiates the creation of the forecast. The data provided within this dialog will be written to the non-persistent PMFORECASTGEN table. © 2009 IBM Corporation

PM Forecasting Deleting Forecasts A user may manually delete the Forecast by selecting the “Delete Forecast” action from the PM application action menu. – The user will be shown a confirmation ensuring that they, in fact, wish to carry out the deletion, and when choosing “Yes”, the Forecast record will be deleted. – As well, the “Forecast Exists? ” check box will become cleared automatically. In addition, the deletion of a forecast may be done from the List page. If a clean regeneration of a forecast is required that ignores all previous edits and updates made to the forecast, then the forecast must be first deleted. © 2009 IBM Corporation

PM Forecasting Clear Pending Forecast Action When a Planner adds a revised date to the New Date field to an instance of a PM Forecast indicating that a Forecast Date must be changed, the “Forecast Pending” checkbox corresponding to the line in the forecast being changed is automatically checked. Once checked, the alteration of additional Forecast Dates is not permitted since the dates will be changing due to the Forecast Pending indicator. If a Planner decides they wish to make other changes and do not wish to carry out the Reforecast at this time, they will choose to use the action called “Clear Pending Reforecast”. This action will be available to a Planner to use to clear any revised date entries within the Forecast table window that are tagged as Forecast Pending. Selecting this action will clear any date changes that are “pending”. When this action is selected, if pending reforecast dates are present, the Planner will receive an advisory ensuring that they wish to continue with the clearing of the pending reforecast. A confirmation dialog will be provided to the user that they must accept in order to proceed with the clearing action. If however, the action is selected and no pending reforecast dates are present, the Planner will immediately be advised that no pending dates exist. © 2009 IBM Corporation

View Costs Table Improvements © 2009 IBM Corporation

Add Assignment Tab to Work Order App © 2009 IBM Corporation

Owner/Owner Group Change A new attribute is added, “Owner Group Assign”, that will keep track of the Owner Group value, and be updated with group information when the Owner is changed. The new “Owner Group Assign” field will be used to keep track of the actual group ownership. The behavior of the Owner and Owner. Group fields will remain unchanged—continue to be mutually exclusive The Owner Group Assign field will not be exposed in the UI by default with the EAM install. When SRM or CCDMB is installed, the Owner Group Assign field will be exposed to Ticket/WO related applications. This will include Incident, Problem, Service Request. Activites/Tasks inside Ticket will display the new field. – SRM install will not expose this field in WORKORDER applications. – CCMDB install will not actively expose this field. New MAXVAR options will be used to control Owner Group Assign behavior. Henceforth, reference to Owner Group Assign is renamed to Assigned Owner Group. © 2009 IBM Corporation

Owner/Owner Group Change Controlling the Various Options The options to control the behavior of the new field are defined in the Organization application (GOTO>Administration->Organization). All options are system level options unless specified. The CCMDB product does not necessarily see the need of an Assigned Owner Group field and wants to have separate control over the ownership behavior. The basic behavior supported through the UI interactions is be enabled by default for both Tickets and Workorders. This default behavior is simply storing the Assigned Owner Group value on the record, and in the TKOWNERHISTORY and WOOWNERHISTORY. This option is not enabled with EAM only environments. Another way to say this is the TKUSEASSIGNEDOWNERGROUP is by default FALSE with EAM install, and set TRUE with SRM install. © 2009 IBM Corporation

Migration As users upgrade from prior versions of Maximo, open work orders will need to be scrutinized in much the same way that the cron task does, for the purpose of updating the new Storeroom and Direct Issue Availability Status fields. The upgrade process will not update Closed or historical work order records. The upgrade process will evaluate current records for the purpose of updating the availability status fields in the following manner: – Look at all work order records with status APPR, WMATL, INPROG (or synonyms) – Identify any WPMATERIAL records – Check Storeroom availability of each line item that is status null, NONE, or PARTIAL – update where needed – Check DI availability of each line item that is status null, NONE, or PARTIAL – update where needed – Cron task will update the Work Package Material Availability The options that exist for altering the way in which work order status is updated based upon material availability (i. e. changes brought about by the new maxvars) will not be considered in the upgrade process. The defaults have been set such that current wostatus functionality does not change. As such, the upgrade would be completed, and a system administrator may, at that time, specify Org, Site, or work order changes. Changes to how the wostatus is set will only occur for new work orders, and not existing work orders present during the upgrade. In addition, the WPITEM object must have the WOGROUP column (from Work Order) added to it, as well as updated with appropriate data. This column addition is necessary so that when the Work Package detail window is launched, that it can display the parent work order or work order if a Task is shown as the owner of the WPITEM or WPMATERIAL view line item. This process would evaluate all of the current availability data for all items on all work orders and each work order’s availability status fields must get properly updated (and subsequently update the main status of the work order) © 2009 IBM Corporation