Customization without Code

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1 Customization without Code August 6, 2013 Karl Halling Big West Oil

2 Introduction to Big West Oil Refinery was founded in 1948 by Western States Refining Company Purchased by Flying J Inc. in 1986 Big West is a wholly owned subsidiary of FJ Produces approximately 30,000 BBL per day of gas and diesel products One of Five refineries on the Wasatch Front

3 Introduction to Big West Oil (cont) Independent Refinery focused on unbranded fuels The refinery employs approximately 200 people Maximo is used for the following processes Assets, Work Orders, PM s, AFE s, Service Requests, Item Requests, Purchasing, Receiving, Invoicing, Inventory, MOC s, Incidents, Expense Reports, Contractor Management, Driver Training, Carrier Maintenance

4 Custom Applications Discussed in the Presentation Authorization for Expenditure (AFE) Expense Report Vendor Request Other Custom or heavily configured applications Contractor tracking, New Item Requests, Driver Training, Management of Change, Incident reports

5 Description AFE Also known as a Capital Expenditure Request Required for expenditures that will be capitalized and amortized Generally required for expenditures over $10,000 We use the Maximo AFE document to track project spending and tie all project documents together

6 AFE Demo Create new AFE and submit to Workflow Demo creation process Show AFE committed costs section Show totaling of AFE costs (script BWO_AFE_TOTAL_COST) Show AFE revision section and describe how it functions (AFE1218) Show workflow BWO_AFE_MN Describe how looping section works Lesson learned on closing documents using WF BWO_PRMAIN - show how PR approval tied to AFE BWO_POMAIN show how spending is limited by AFE Budget node Show where AFE # entered on PR/PO/Invoice line/workorder PO 6041 WO 3746

7 AFE Demo Create new AFE and submit to Workflow Show AFE Related Records report AFE1223 Show color coding on list screen Page down once to see examples

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11 Description Expense Report All Maximo users may enter A user may enter an expense report for another user The MIF is used to interface to our financial system System does not allow entry until the user has been setup as a Vendor so they can be paid

12 Expense Report Demo Create an Expense Report and submit to Workflow Create quick example of Mileage and meals in Park City Miles becomes required field if Mileage type selected Show Expense Type Maintenance Custom App to enter and maintain types Accounts associated to each type Table domain used to display Automation Scripts BWO_EXP_MILEAGE_RO - Mileage entry warning expense, mileagemustcalc BWO_EXP_GLDEBIT builds the GL debit account for each line Explain how cost center and Account are used to build GL debit BWO_EXP_MEAL_DEFAULTS enters default meal amounts BWO_EXP_TOTAL totals up expenses onto header Multiple launch points

13 Expense Report Tips and Tricks Database Config If a custom object is to be used with the MIF, do not allow the default ID attribute to be a primary column EXPNUM and SITEID

14 Expense Report Tips and Tricks Application Designer Employee Vendor # and Cost Center must come from person record Crossover domain BWO_PERS2EXP Using a conditional expression to hide the New Row button Sig Option = BWO_HIDE_NEW_ROW Application Data restriction used to secure data

15 Expense Report Tips and Tricks

16 Description Vendor Request The Vendor request is not a company record just a request All Maximo users may enter Our vendor master system is our financial system so once a vendor request is approved it is pushed to our financial system and then back through the MIF for Company setup in Maximo

17 Vendor Request Demo Create a Vendor Request and submit to Workflow Custom Domain Types for Group and Business Explanation field Hidden using a sig option on BWO_READONLY group Made required with Global Data Restriction and conditional expression (BWO_EST_VEND) Payment method type sets required on Bank info Global Data Restrictions > Attribute Restrictions; BANKNUM, BANKNAME, BANKACCOUNT conditional expression > BWO_BANKINFO

18 Vendor Request Tips and Tricks Automation Scripts Routing and Fed ID Validation BWO_ROUTING_VALIDATE BWO_FED_ID_VALIDATE Message setup Routing message = vendreq, banknum (shows the variable display) Federal ID message = vendreq, dunsnum Copy address data to remit BWO_VENDOR_REQ_REMIT Workflow (BWO_VRMAIN) Show how workflow checks for attachments Show how it is routed differently depending upon CC

19 Upgrades? Big West upgraded from to on April 22, 2013 All of the configurations went through the upgrade process seamlessly

20 Questions?