IBM Tivoli Software. Maximo Business Intelligence Work Packs. Workorder, Asset Failure, Asset and Inventory Management

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1 IBM Tivoli Software Maximo Asset Management Version 7.5 Releases Maximo Business Intelligence Work Packs Workorder, Asset Failure, Asset and Inventory Management Revision 4 Pam Denny Maximo Report Designer/Architect

2 CONTENTS Revision History v 1 Overview Target Users Content 9 3 Work Order Management Workspaces Work Order - Work Type Workspace Work Order - Work Priority Workspace Work Order - Critical Assets Workspace Work Order - Classifications Workspace Work Order Management Metric Reports Backlog Work Order Metric Report Overdue Work Order Metric Report Unplanned Work Order Metric Reports Actual to Estimated Work Order Cost Report Asset Management Workspaces Asset Management - Classification Workspace Asset Management Critical Assets Workspace Asset Management Failure Class Workspace... 28

3 V75_MaximoBIPacks 4.4 Asset Management Reports Asset Cost Analysis Report Asset Spare Part Report Asset PM Plan Report Asset Failure Workspaces Asset Failure - Classification Workspace Asset Failure Critical Assets Workspace Asset Failure Failure Class Workspace Asset Failure Reports Asset Failure Report Inventory Management Workspaces Inventory Management - Storeroom Workspace Inventory Management Commodity Group Workspace Inventory Management ABC Type Workspace Inventory Management Reports Inventory Turns Report Inventory Currency Report Work Order Material Stockouts Report Inactive Inventory Report Maximo BI System Workspaces Launching Workspace Learn More Workspace Navigating 55 iii

4 8.1 Content Structure in Cognos Accessing Workspaces Executing Metric Report from Cognos Installation Overview 60 Pre-Installation Environment Checks Maximo System Property Settings Cognos Administration Updates Create Data Source MXDB in Cognos Administration Import zip file in Cognos Administration Copy Image Files and Update Navigation URLs Workspace Configuration Workspace Configuration Filters Items to Note 72 Maximo Reference Materials 73 Cognos Reference Materials 74 Copyright International Business Machines Corporation 2014 US Government Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

5 V75_MaximoBIPacks REVISION HISTORY Date Version Revised By Comments March PD Updated to include Inventory Chain Management Metric Reports and Workspace Content January PD Included more details on the Asset Failure Report December PD Updates include (1) Renaming of Content to Maximo BI Packs (2) Platform Restrictions (3) Addition of Asset and Asset Failure Metrics October 9, PD Updated to correct references to diagram and Maximo Report Administration September 30, 2013 PD Initial Release v

6 1 Overview Maximo Business Intelligence (BI) packs enable a deeper, visual insight into key functional areas of your business including Work Order, Asset, Asset Failure and Inventory Management. Dynamic, configurable metrics in these key areas provide immediate visual displays of the status of these critical functional areas. The Maximo BI Packs are available beginning with the Maximo Base Services Release. A key component to this functionality is the integration to IBM Cognos Reporting Version With Cognos , additional tools are available for you to visualize and analyze the Maximo data. These tools include Cognos Business Insight and Business Insight Advanced. Cognos Business Insight is a personal analytics solution that empowers users to independently explore, analyze, visualize and share data via workspaces. Power Users can create, modify and share their own unique workspaces focusing on key areas for analysis. Cognos Business Insight Advanced requires additional technical skills, and enables a user to modify the components or widgets enabled for the Business Insight workspace. This document details the installation steps required to enable these Maximo BI Packs. Additionally each of the metrics and reports is individually detailed, so you can customize these to meet your unique business needs. Notes: 1. Version Support The Maximo BI packs require Cognos Therefore, you must be on Maximo Version or later to utilize this content. Additionally, if you are enabling Cognos thru Tivoli Common Reporting, this content is not available. Maximo s support of TCR is for Cognos only. The Cognos Business Insight tools are not included in that release, therefore, these features cannot be utilized. For more details on what Cognos versions are supported for Maximo, please reference this tech note 01.ibm.com/support/docview.wss?uid=swg &myns=swgtiv&mynp=OCSSLKT6&mync=R 2. Maximo Cognos Integration Before beginning the installation, it is highly recommended that you first review all aspects of the Maximo Cognos Integration. These are detailed for you in the Maximo Cognos Integration Guide. This guide can be found here or at its long URL of ibm.com/support/docview.wss?uid=swg Additional information on the Maximo Cognos Integration, including recorded demos, FAQs and installation guides are available in the Reference Materials section at the end of this guide. 3. Maximo BI Updates The Maximo BI Pack content and information contained within this guide will be updated regularly. Therefore, be sure to check that you have the most recent revision of these documents.

7 V75_MaximoBIPacks 1.1 Target Users Before reviewing the Maximo BI Packs content, it is critical to understand the target users of this content. Frequently, when describing Maximo users in terms of reporting and data analysis, they are placed in the five categories shown here. These categories are based on the user s job requirements and skill sets within Maximo. The pyramid is used to highlight that the percentage of users decreases as you move up the pyramid. The enterprise users shown on the bottom is your largest segment of users, as compared to the other categories of users as you move upward thru the pyramid. For example, the percentage of power users in your company is significantly less than the percentage of enterprise or application users. The Enterprise User is someone who accesses a very few number of Maximo applications, and limited number of reports. These users are very reliant on a guided user experience in Maximo, and rely heavily on features like Direct Print where they can click on an icon, and the report automatically prints. The Application User accesses a great number of Maximo applications, and a greater number of reports. This individual is reliant on a number of different reports for use in his daily business tasks, and he may often schedule them to execute on a recurring basis. In the middle of the pyramid is the Power User. This is the user who wants access to all Maximo applications, and all reports. These are the users who often request backend database access. Additionally, they are often tasked by Management to investigate issues or trends, and have the ability to visualize data output in a variety of ways. Then, on the top of our pyramid are our most technical users who are the Developer and Administrator. These users do not consume report output like our previous users instead they are responsible for creating and maintaining it. The Developer has very deep knowledge of databases, sql, java and creates complex reports. Likewise, the administrator has very strong technical skill sets, and focuses on database management, networking and security. To further associate with these users, job categories and titles can be assigned as shown below. For example, an Enterprise user may be a technician, whereas a power user may be an Engineer, Business Analyst or a Planner. 7

8 The Maximo BI Packs target the Maximo Power user. This user is a small percentage of your Maximo user base. This user has a very high level of technical skills and database understanding, along with the business need to analyze data in many different formats and views. The data the power user will be viewing in this content will not have the same User Interface or Actions as Maximo. Additionally, the initial views of the data may not be what the user requires. Therefore, the user will be required to utilize visualization and investigative skills to dynamically refresh the data to meet his individual, specific project needs. Matching the Maximo BI Packs to the skill sets of your Power users provides a powerful combination in analyzing your Maximo data.

9 V75_MaximoBIPacks 2 Content The Maximo BI Packs contain Work Order, Asset Failure, Asset and Inventory Management metrics including Work Order Management Workspaces Work Type Workspace Work Priority Workspace Critical Assets Workspace Classification Workspace Work Order Metric Reports Backlog Work Orders Overdue Work Orders Unplanned Work Orders Actual to Estimated Work Order Costs Asset Failure Workspaces Failure Class Workspace Critical Assets Workspace Classification Workspace Asset Failure Metric Report Including Asset Availability, Number of Failures, MTBF, and MTTR Asset Management Workspaces Failure Class Workspace Critical Assets Workspace Classification Workspace Asset Management Reports Asset Cost Analysis Asset Spare Part Details Asset PM Analysis Inventory Management Workspaces Storeroom Workspace Commodity Group Workspace ABC Type Workspace Inventory Management Reports Inventory Turns Inventory Currency Material Stock outs by Work Type Inactive Inventory Maximo BI System Workspaces Launching Page Learn More Workspace 9

10 These workspaces and metric reports highlight non-performing areas within your work, asset and inventory management. Their focus is on visual, intuitive, configurable metrics that can be incorporated within your Maximo-Cognos environment. No Maximo code or database modifications are required to utilize this functionality. Enabling this content are a number of IBM Cognos Products including Business Insight: For display of Workspaces Business Insight Advanced: For creation and modification of Metric Reports Report Studio: For creation and modification of Metric Reports Cognos Connection: For access and display of Metric Reports Cognos Administration: For importing of content, data source and security management Additional details on each workspace and report is contained within the sections below.

11 V75_MaximoBIPacks 3 Work Order Management Workspaces With the Maximo BI Packs, your Maximo power users to independently explore, visualize and analyze Maximo data. Utilizing the workspaces, these users can create, modify and share their content highlighting areas critical to your business. With the Maximo BI packs, four different Work Order Management Workspaces have been created. These workspaces present visualizations of work order metrics in varying views. These views can be dynamically re-configured enabling you to focus on content most critical in your environment. To highlight the configurability and dynamic display of this functionality, the four different work order workspaces have been designed to utilize the same work order metrics. By varying the filters on each workspace page the user is able to very quickly view the metrics in the manner most important to him. So whether he is interested in viewing the work order metrics by PM Worktype, for a site s Critical Assets or by Safety Work Order Classification the Work Order Management Workspaces enable that capability. The chart below highlights the four different work order workspaces and the reuse of the metrics on each. Following this, additional details on each of these workspaces are provided. Backlog Work Order Metric Overdue Work Order Metric Unplanned Work Order Metric Estimated versus Actual Cost Metric Work Type Workspace Work Priority Workspace Critical Assets Workspace Classification Workspace X X X X X X X X X X X X X X X X 11

12 3.1 Work Order - Work Type Workspace The Work Type Workspace enables you to view Work Order metrics by filtering on Site and Work Type. Four metrics are initially displayed in the Workspace Backlog Work Orders, Overdue Work Orders, Unplanned Work Orders and Actual to Estimated Costs. Filtering your work orders by work type is a key best practice. Using the filters, you can quickly display these metrics to view you re the data in a variety of ways including Preventive Maintenance Work Order Metrics (Filter by Work Type = PM) Emergency Work Order Metrics (Filter by Work Type = EM) Reactive Work Order Metrics (Filter by Work Type = EM and CM) Additionally, you can dynamically change the type of graph or table so the data displays in a format that you can quickly interpret and take action on.

13 V75_MaximoBIPacks 3.2 Work Order - Work Priority Workspace You can assign priorities to your work orders to highlight the most critical work to all members of your organization. These priorities may be based on Safety related work, critical Capital Projects with nonnegotiable schedule dates or preventative maintenance work related to key locations or your business. Within the Work Priority Workspace, you can then focus on your most critical work orders by filtering on Site and Work Priority. This quickly gives you insight to view your Backlog Work Orders, Overdue Work Orders, Unplanned Work Orders and Actual to Estimated Costs by highest priority. Whether your top priority work orders are classified as a 1 or a 9, utilizing the priority filter and other workspace features, will enable you to see whether your overdue work orders are the critical ones for your operation, or if they are the work orders less critical to your business. 13

14 3.3 Work Order - Critical Assets Workspace Your business relies on critical assets within your organization. These assets may be vital to production processes, reliability of your operation, or safety processes. Critical assets are identified in Maximo in the field, Asset Priority. Using the Critical Asset Workspace, you can manage the work orders related to your most critical assets. by filtering on Asset Priority and Site. This gives you insight on your Backlog, Overdue and Unplanned Work Orders for these critical assets, along with a historical view of their estimated to actual costs. By varying the graph types and views, your user can continue to explore these metrics for your most critical assets.

15 V75_MaximoBIPacks 3.4 Work Order - Classifications Workspace Classifications can be used to further categorize your work orders. This can enable you to better understand where your work load is. This can be especially important in your Work Order Backlog so you can better plan labor, materials, services and tools to minimize any Overdue Work Orders. Classifications provide an additional dynamic attribute that your data analyst can query on to get a better understanding of your work orders. Whether the classification provides additional details on the categorization of work like Electrical, Plumbing, or Mechanical or additional details on the Work Order Type Safety Operations, Safety Chemicals, Safety Machinery this information provides key data for future preventative and planning purposes. The classification workspace provides four key metrics Backlog, Overdue and Unplanned Work orders, along with Estimated versus Actual Costs as a starting point for your analysis of this data. Utilizing these filters, along with the dynamic graph and configuration capabilities within the Workspace tool, you can quickly refresh the data 15

16 3.5 Work Order Management Metric Reports In addition to the Work Order Management workspaces, a suite of Work Order Metric reports is also included in this package. These reports provide additional details for each of the metrics. These details include detailed information on the work orders, descriptions, assets, locations, costs and related information. Providing this content in the reports provides the user additional drilldown details if he needs. Additionally, these reports can be scheduled, ed, printed, saved and exported to additional file formats if required. Note: Each of these metrics reports was created in Cognos Report Studio. This tool is intended for Report Developers with detailed knowledge of sql, programming logic, HTML, and java scripting. For more details on customizing and developing reports with Report Studio, access the Cognos Reference Materials at the end of this guide.

17 V75_MaximoBIPacks Backlog Work Order Metric Report The Backlog Work Order report is intended to display the number of work orders in your backlog, or your current work. This insight on your current workload offers you additional data points which can be used for scheduling and planning purposes. Report Details: A backlog work order is an Open Workorder that has not been completed. These are work orders whose status is not Closed, Complete or Cancelled. Task work orders are not included in this report. Additionally, only work orders with work order class = WORKORDER, are included in this query. In addition to a listing of backlogged work orders, their estimated duration is displayed as the last column on the right as an estimate of the manpower resources required. Grouping/Sorting The report results are grouped by Site. They are then sorted in ascending order of Scheduled Start Date, so you can view the work orders that have been in your backlog the longest. Parameters: A number of parameters are available for this report to enable you flexibility in the data that is displayed. These parameters include Work Type, Work Priority, Classification, Asset Priority, Site, and Scheduled Start Date. Graph A column chart displays on the first page of this report. This chart displays the work order backlog by Work Type. Work type is displayed on the X Axis, and the number of work orders is on the Y Axis. Users: Users of this metric report include Operations Managers, Maintenance Managers, Supervisors, Superintendents, and Planners 17

18 Sample Output The output below shows the Work Order Backlog report generated for Sites Bedford, Laredo and Texas. The graph displays the output grouped by Work Type, and the first column highlights the grouping on Site. On the last page of the report, totals are displayed for the number of work orders, along with the total estimated duration of the backlog.

19 V75_MaximoBIPacks Overdue Work Order Metric Report This report quantifies the level of work not completed by scheduled completion date. Timely completion of work orders is critical for safety work orders, along with high priority assets or work orders. Delays in completing work orders can quickly lead to a mounting backlog of work orders and project work, rescheduling of other work orders, non-compliance to SLAs, along with schedule and cost overruns. Report Details: A work order is overdue under the following conditions 1. It has a work order status of not Closed, Complete or Cancelled. 2. The current date is greater than the Scheduled Finish Date of the Workorder. - If the Scheduled Finish date is null, Target Finish date is used. - If the Target Finish Date is null, Report date will be used. Task work orders are not included in this report. Additionally, only work orders with work order class = WORKORDER, are included in this query. The column, Days Overdue, displays on the last column in this report. This value is calculated by subtracting the Work Order s Scheduled Finish Date from the Current Date. If the Scheduled Finish Date is null, the Target Finish date is used. If the Target Finish date is null, then the report date is used. At the end of the report, the Average Number of Days Overdue is displayed. This is calculated by summing the total Number of Days Overdue, divided by the number of work orders. Grouping/Sorting The report results are grouped by Site. They are then sorted in descending order of Days Overdue, so you can view and focus on the work orders that have been overdue the longest. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Work Type, Work Priority, Classification, Asset Priority, Site, and Scheduled Start Date. Graph A column chart displays on the first page of this report. This chart displays the overdue work orders by Work Type. Work type is displayed on the X Axis, and the number of work orders is on the Y Axis. Users: Users of this metric report include Operations Managers, Maintenance Managers, Supervisors, Planners and Safety Managers 19

20 Sample Output The sample output below shows the Overdue Work Order report when three site values are selected as parameter inputs. A column chart displays the overdue work orders by worktype, and the resulting data is then shown in a list tab format, grouped by Site. At the end of the report, values for the Total number of Work orders, and the Average Number of Days Overdue are displayed.

21 V75_MaximoBIPacks Unplanned Work Order Metric Reports This report quantifies the level of active work that is not planned. The percentage of unplanned work orders in your environment should be low. High percentages of unplanned work can quickly lead to increases in work order backlog, along with unplanned labor costs and material expediting fees. Report Details: Unplanned work orders are those whose Worktype is Emergency or Corrective Work, or Worktype EM and CM. Additionally, only active work is included in this report. Active work is classified as those work orders that are not in Closed, Completed or Cancelled Status. Task work orders are not included in this report. Additionally, only work orders with work order class = WORKORDER, are included in this query. At the end of the report, the Average Number of Days Overdue is displayed. This is calculated by summing the total Number of Days Overdue, divided by the number of work orders. Grouping/Sorting The report results are grouped by Site. They are then sorted in ascending order of the Scheduled Start Date Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Work Type, Work Priority, Classification, Asset Priority, Site, and Scheduled Start Date. Graph A column chart displays on the first page of this report. This chart plots the Unplanned WO Labor Hours to Planned WO Labor Hours by Site. Site is displayed on the X Axis, and the percentage of Unplanned Work Order Labor Hours is on the Y Axis. Calculations Unplanned WO Labor Hour % = (Sum(Estimated Duration where WOTYPE = CM, EM)/ Sum Total Estimated Duration) * 100% Planned WO Labor Hours % = 100 Unplanned WO Labor Hours % Users: Users of this metric report include Operations Managers, Maintenance Managers, Supervisors, Planners and Safety Managers 21

22 Sample Output Below is a sample pdf output of the Unplanned Work Order report. In this case, the report was executed against three site parameter values of Bedford, Laredo and Texas along with Work Priority values of 1, 2, 3 and 9. A column chart displayed the Unplanned Work Order First page of the report showing graph, grouping and sorting. At the end of the report, the total of Estimated Labor Hours is displayed. Last page of the report showing totals for Average Number of Days Overdue.

23 V75_MaximoBIPacks Actual to Estimated Work Order Cost Report This report highlights if the planned labor, material, service and tool costs are being met. Work Orders with high percentage values exceeding 100% indicate that the actual costs exceed the planned costs. This could indicate unplanned labor hours or outside labor, unexpected material or tool costs, or incorrect estimates. Report Details: Only Work Orders with closed, completed or cancelled work orders are included in this calculation. This enables the completed actual costs to be evaluated against the estimated costs for the work order. The report utilizes the cost estimates prepared at Work Order Generation for its calculations. Additionally, if you need, the cost estimates at Work Order Approval are also listed in this report. Costs for labor, material, tools and outside services are included in this report. The values of this report will display in percentages. Values less than 100% indicate work orders being completed under plan. Values greater than 100% indicate cost over-runs Task work orders are not included in this report. Additionally, only work orders with work order class = WORKORDER, are included in this query. Actual to Estimated Cost Calculation The report includes a field titled Actual to Estimated Costs. This value is calculated by (The total of Actual Costs) divided by (The total Estimated Costs at WO Approval) If Estimated Costs at WO Approval Null, the report will use (The total of Actual Costs) divided by (The total Estimated Costs at WO Generation) Grouping/Sorting The report results are grouped by Site. Then, the results are displayed in descending order of Actual to Estimated Costs. This enables the user to focus on the work orders with the highest variances on estimated costs. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Work Type, Work Priority, Classification, Asset Priority, Site, and Scheduled Start Date. Graph This report contains a column chart on the first page, which plots the Actual to Work Order Costs by Work Type. Work type is displayed on the X Axis and the percentage of Actual to Estimated is on the Y Axis. Users Users of this metric report include Operations Managers, Maintenance Managers, Supervisors and Planners. 23

24 Sample Output When this report is executed, the report first displays a column change of the percentage of actual to estimated costs by work order types. In the example below, three site values were entered, along with three work order types. After the graph is displayed, the details of the records are displayed. This content is grouped by site, and includes the calculated Value of Actual to Estimated Costs.

25 V75_MaximoBIPacks 4 Asset Management Workspaces Also included within the Maximo BI Packs are the Asset Management reports and workspaces. These focus on visually identifying key asset characteristics including Asset Costs, Assets with Preventative Maintenance Plans and Assets with Spare parts. Like the other workspaces, the Asset Management workspaces are designed to utilize the same critical asset management metrics but enabling varying filters on each page. This provides a deeper insight on the same information in a variety of meaningful formats. The chart below highlights the different asset failure workspaces and the reuse of the metrics on each. Following this, additional details on each of these workspaces are provided. Average Maintenance Costs Actual to Budget Costs % Assets with Spare Parts % Assets with PM Plans Failure Class Workspace Critical Assets Workspace Classification Workspace X X X X X X X X X X X X 25

26 4.1 Asset Management - Classification Workspace Classifying your assets is critical in providing insight on comparisons of assets. With the Classification Workspace, you can quickly compare actual and historical costs of assets with the same classification. This can provide important insight as to the types of assets you may need to focus on. An example of this is the Average Maintenance Cost metric below. Your attention immediately is focused on the Boiler Classification of Assets which has a significantly higher average maintenance cost than the other classifications of assets in your facility. This information can be critical to engineers, contract managers and operations managers in determining if they need to replace key assets in their environment. By varying the graph types, views and parameters, you can continue to explore these metrics in more detail

27 V75_MaximoBIPacks 4.2 Asset Management Critical Assets Workspace The critical assets in your business often define the health of your operation. If these assets are not properly maintained, your business processes may be severely impacted. Critical assets are identified in Maximo in the field, Asset Priority. Using the Critical Asset Management Workspace, you can view the costs related to your most critical assets. Additionally, you can quickly view if your critical assets have Preventative Maintenance Plans and Spare parts assigned to them. Both of these items are key to insuring maximum availability of these items. Utilizing the Asset Priority and Site filters can present additional views and insight on these assets. 27

28 4.3 Asset Management Failure Class Workspace Failure Classes provide another mechanism for you to view and analyze your assets. The simple bar graph below highlights immediately that the Assets with Failure Classes of Packaging (PKG) and Production (PROD) have a much greater percentage of having both Spare Parts and PM Plans assigned to them. To enable you to further drill into this metric, modify the views and parameters for a very different view of the same data.

29 V75_MaximoBIPacks 4.4 Asset Management Reports Asset Cost Analysis Report This report highlights the costs associated to assets. This provides valuable information in determining if the asset s maintenance costs are as planned or if they are being exceeded. Excessive costs may indicate that the asset is either not being maintained properly, or it is aging rapidly and may be due for replacement. Report Details: This report provides two key cost values which included its actual to budgeted costs, and also its average maintenance cost per years of use. The Actual to Budgeted Costs is calculated by the Asset s Year to date cost ( ASSET.YTDCOST) divided by its yearly budgeted cost (ASSET.BUDGETCOST) To derive the average maintenance cost, first the Years of Use for the asset is calculated. This is derived by subtracting the asset s Installation Date from the Current Date, and displaying the value in years. Then the Average Maintenance Cost is calculated by dividing the Asset Total Cost (ASSET.TOTALCOST) by the Years of Use. *Note: Only assets which have at least one of these conditions - ASSET.TOTALCOST > 0 OR ASSET.BUDGETCOST > 0 are included in this report. Grouping/Sorting The report results are grouped by Site. Then the results are sorted in Descending order of Average Maintenance Cost. Totals and Averages are provided at the end of each grouping. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Status, Failure Class, Classification, Site, Priority and Location. Graph Two charts display on the first page of this report. This first chart displays Asset Budget to Actual Costs. Percentage is displayed on the X Axis, and Site is displayed on the Y Axis. The second chart displays Average Maintenance Costs. Average Costs are displayed on the X Axis, and Site is displayed on the Y Axis. Users: Users of this metric report include Engineers, Contract Managers, and Operations Managers 29

30 Sample Output Below is a sample pdf output of the Asset Cost Analysis report. The two charts of Asset Actual to Budget Costs and Average Maintenance Cost are displayed first. Then, the details of the individual assets, grouped by site are displayed. Report Charts Report Details

31 V75_MaximoBIPacks Asset Spare Part Report This report details the assets with Spare Parts assigned to them. This information is critical in predicting inventory requirements in minimizing asset downtime. The goal is to maximize the percentage of assets that have Spare Part Plans. Understanding spare part requirements enables Supply Chain Planners and Managers to better predict inventory requirements to minimize asset downtime. Additionally, a secondary purpose of this report is to highlight the inventory of the spare parts which may be assigned. Report Details: The Asset Spare part metric is calculated as a percentage of the total number of assets which have at least one Spare Part Item to the total number of assets. Then, the reserved and current balance of the spare part items are displayed in this report. *Note: This report is intended to give a top level view of the inventory for the spare part items. Therefore, condition codes are not taken into consideration. Grouping/Sorting A number of groupings are contained in this report due to the multiple relationships of Spare Parts and their Inventory locations. - The first grouping is on Site - The second grouping is on Asset - The third grouping is on Available Quantity Then, to draw the user s attention to potential issues, the assets which have no spare parts (Spare Part Number is null) are displayed first. Then, the remaining results are displayed in ascending order of Asset Number and Siteid. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Type, Failure Class, Classification, Site, Priority and Location. Graph A column chart plots the Assets with Spare Parts to Assets without Spare Parts by Site. Site is displayed on the X Axis and the percentage is displayed on the Y Axis. Users: Users of this metric report include Planners, Supply Chain Managers, Contract Managers, Engineers 31

32 Sample Output A sample report output of the Asset Spare Part Metric report is shown below. The graph immediately conveys that the vast majority of the assets for the selected parameters (Site Bedford, Type Production) do not have any spare parts assigned to them. Then, the specific information on these individual assets can be found in details below. Report Chart Report Details

33 V75_MaximoBIPacks Asset PM Plan Report This report details the assets with PM plans associated to them. This information is critical insuring that plans are in place to properly maintain the asset. Report Details: Similar to the Asset Spare Part report, the Asset PM Metric is calculated as a percentage of the total number of assets which have at least one Preventative Maintenance plan assigned to them as compared to the total number of assets. Because assets can have multiple PM Plans, the report lists all the PM plans which may be associated to the asset. Additionally, information on PM forecasting and time frequency and units are listed. Grouping/Sorting The details of the report are first grouped by site. Then, because multiple PMs can be associated to an Asset, the results are next grouped by Asset Number Then, like the Asset Spare Part report, to draw the user s attention to potential issues, the assets which have no PM Plans are displayed first. Then, the remaining results are displayed in ascending order of Asset Number and Siteid. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Type, Failure Class, Classification, Site, Priority and Location. Graph A column chart plots the Assets with PM Plans to Assets without PM Plans by Site. Site is displayed on the X Axis and the percentage is displayed on the Y Axis. Users: Users of this metric report include Planners, Contract Managers, Operations Managers, Maintenance Managers, and Engineers 33

34 Sample Output In this case below, a number of locations within a site were selected for this report. This enables a user to directly focus on the assets located in these sites to confirm if they each have PM Plans associated to them. In this case, 33% of the assets did not have a PM Plan, and the detail section below provides more information on this. Report Chart Report Details

35 V75_MaximoBIPacks 5 Asset Failure Workspaces Also included within the Maximo BI Packs are the Asset Failure metric reports and workspaces. These focus on visually identifying critical asset failure information including Number of Failures, MTBF, MTTR and Asset Availability. Similar to the other workspaces, the Asset Failure workspaces are designed to utilize the same critical asset failure metrics but enabling varying filters on each page. This enables your power users to view the same information in a variety of meaningful formats. By utilizing this configuration, your user can quickly visualize Asset Availability or Number of Failures for an individual site by Failure Codes, Critical Assets or Classifications. The chart below highlights the different asset failure workspaces and the reuse of the metrics on each. Following this, additional details on each of these workspaces are provided. Number of Failures MTBF MTTR Asset Availability Failure Class Workspace Critical Assets Workspace Classification Workspace X X X X X X X X X X X X 35

36 5.1 Asset Failure - Classification Workspace As noted earlier, classifying your assets is critical in comparing asset performance. With the Classification Workspace, you can visually display Asset Failure Metrics of assets by their Classification type. This can provide important insight as to the types of assets you may need to focus on. By varying the graph types, views and parameters, you can continue to explore these failure metrics.

37 V75_MaximoBIPacks 5.2 Asset Failure Critical Assets Workspace Utilizing the Asset Priority field in Maximo, you can quickly categorize the assets most critical to your business. These assets may be vital to production processes, reliability of your operation, or safety processes. Then, by using the Critical Asset Workspace, and filtering on Asset Priority and Site you can quickly see if your most critical assets are failing more than your less critical assets. By varying the graph types and views, your user can continue to explore these metrics for your most critical assets. 37

38 Asset Failure Failure Class Workspace Failure Classes provide another mechanism for you to view the asset failure metrics. Using this view, your eye immediately is draw to the overwhelming number of Clean Failure Class failures in the Laredo site. Your user can then explore this metric in more detail, including its relationship to the other metrics in this report. In the scenario below, a different way of viewing this same data is presented by simply changing the axis values for a unique perspective on the same data.

39 V75_MaximoBIPacks 5.3 Asset Failure Reports Asset Failure Report This report displays a number of key metrics for an asset, including the number of failures, MTTR (Mean Time To Repair), MTBF (Mean Time Between Failures) and Asset Availability. This information is shown in a single report so the user has detailed information available to evaluate performance of various assets, and to evaluate their life cycles. The report provides answers to key questions including How many times did the asset fail? How long did it take to repair the asset? What is the length of time between an asset s failures What is the average availability of the asset? Report Details: This report contains the four Asset metrics noted below: Number of failures = Sum of work orders, whose problem code is not null, for the specified time period. MTTR = (Total Downtime Hours) divided by (Total Number of Failures) MTBF = (Total Availability Hours) divided by (Total Number of Failures) Asset Availability = (Total (Scheduled Hours Downtime Hours)) / (Total Scheduled Hours) At the end of the report, the Average Number of Failures, MTBF, MTTR and Asset Availability are displayed. Only assets with failures are displayed in this report. *Notes: 1. The information provided in this report is very reliant on your business processes and the information you collect in Maximo. For example, to capture the number of failures on an asset, problem codes must be reported on the work order. Without this key data, these metrics cannot be utilized. 2. The Asset Availability calculation only takes into consideration downtimes started and completed within the selected time frame. If an asset has downtime that either starts and/or ends outside the selected time frame it is not taken into consideration. Grouping/Sorting The report results are grouped by Site. They are then sorted in descending order of Number of Failures, and then in descending order of MTTR. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Asset Priority, Location, Failure Code, Site, Start Date and End Date. Graph Two charts display on the first page of this report. This first chart displays Asset Failures, where Location is displayed on the X Axis, and the number of Asset Failures is on the Y Axis. The second chart displays Asset Availability. In this graph, Location is also displayed on the X Axis and the percentage of Asset Availability is on the Y Axis. 39

40 Users: Users of this metric report include Operations Managers, Maintenance Managers, Supervisors, Engineers, and Planners. Sample Output Below is a sample pdf output of the Asset Failures report. In this case, the report was executed against Bedford for four selected locations. Two column charts of Asset Failure and Asset Availability display first. Then, individual report and metric details are displayed. At the end of the report, averages of the four individual metrics are displayed. Report Charts Report Details

41 V75_MaximoBIPacks 6 Inventory Management Workspaces The most current addition to the Maximo BI Packs are the Inventory Management reports and workspaces. These focus on one of the key components of your Enterprise Asset Management System - having the right materials at the right time. These metrics will help you understand how well you are managing your inventory. Each metric - Inventory Turns, Inventory Currency, Inactive Inventory and Work Order Material Stockouts - utilizes varying filters so you can dynamically interact with the data to find the information you need. The chart below highlights the different inventory management workspaces and the reuse of the metrics on each. Following this, additional details on each of these workspaces are provided. Inventory Turns Inventory Currency Work Order Material Stockouts Inactive Inventory Storeroom Workspace Commodity Group Workspace ABC Type Workspace X X X X X X X X X X X X 41

42 6.1 Inventory Management - Storeroom Workspace Analyzing your material by your sites and storeroom locations can provide critical insights on how active or inactive the inventory is. With the Storeroom workspace, you can quickly see how often the inventory is turning - along with the percentage of inactive inventory in each storeroom location. In the workspace example below, the initial display may draw your attention to the large percentage of inventory that is inactive in the Bedford site. While some inventory may need to be held for critical assets, holding large volumes of inactive inventory can significantly impact the financial health of your business. You can then continue to explore these results by varying the graph types, views and parameters.

43 V75_MaximoBIPacks 6.2 Inventory Management Commodity Group Workspace Classifying materials into commodity groups provides an additional way for you to manage your inventory. These commodity groups could include Mechanical Items, Tools, Motors, Pumps or more If you have a number of commodity groups you may want to utilize the filtering and display capability of the parameter to display the information that is most important to you. In the example below - you can see that there is numerous areas that are interesting to investigate. While you may see that the material stockouts may be more applicable to a Work Order Workspace - but at the same time - you may be drawn to seeing more details on the inventory transaction data. In this case, the focus turned into a deeper evaluation of the Average Months Since Last Transaction and Inactive inventory metrics. By removing and add multiple views of the same metrics - a very different view is enabled. 43

44 6.3 Inventory Management ABC Type Workspace Your A inventory items are very critical to your business. These items may be critical in terms of the assets or processes they support, or because of their inventory value. Your B items are less important, and the C items are least important in your business. To help you focus on your most critical items, this inventory workspace enables key metrics, including inventory turns, and inactive inventory by ABC type. Further drilldown and selection of different parameter displays leads you to a very different view of your inventory.

45 V75_MaximoBIPacks 6.4 Inventory Management Reports Inventory Turns Report Intended for your Planners, Supply Chain. Operations and Contract Managers, the Inventory Turns report highlights the inventory turns by storeroom and site. Low inventory ratios can indicate excessive or obsolete inventory. High inventory ratios can indicate a more liquid inventory, but can also indicate potential inventory shortages. Report Details: This report details the Number of Inventory Turns for the Storeroom locations within the selected sites. Information supporting this value are the total inventory value and the total inventory value dispersed. The Dispersed inventory value is calculated by summing up the Total amount of Issues and the total amount of transfers.. The Number of Inventory turns is calculated by dividing the Total Dispersed inventory value over the Total Inventory Value.. Grouping/Sorting Because of the large number of items that may display, the results are first grouped by Site, and then by Storeroom Location. These values are displayed in Ascending order of site, followed by Ascending order of storeroom location. Within each grouping, the results are sorted first by Inventory ABC Type in Ascending Order. This enables you to focus on your high value items first. At the end of each Site and Storeroom grouping, provide an Average of Inventory Turns At the end of each Site and Storeroom, the average inventory turns is displayed. Parameters: Six parameters are available to enable you flexibility in the data that is displayed. These parameters include Site, ABC Type, Commodity Group, Storeroom Location, Start Date and End Date. Graph A column chart displays the Inventory Turns by ABC Type. The number of turns is displayed on the X Axis, and ABC Type on the Y Axis. Users: Users of this metric report include Planners, Supply Chain. Operations and Contract Managers 45

46 Sample Output Below is a sample pdf output of the Inventory Turns report. The inventory turns by Inventory ABC type are plotted in a column chart, followed by the individual details of the report.

47 V75_MaximoBIPacks Inventory Currency Report The Inventory Currency Report enables you to see which item in your various storerooms are inactive. This is critical information in determining if the current stock levels should be held, or if they should be reduced for non-critical items Report Details: This report provides a view of the currency of your inventory. For the selected values, the date and number of months since the last Inventory Transaction is displayed. Additionally, the current balance, along with the reserved quantity and standard costs of the items are displayed. Note: You may have items in your storerooms which have never had an inventory transaction. In this case, they are considered 'inactive inventory'. These items are displayed in separate groupings after your active inventory. They are identified with 'NA' in the 'Number of Months since Last Transaction' field. Grouping/Sorting For consistency, this report is grouped and sorted like the Inventory Turns report. The results are first grouped by Site, and then by Storeroom Location. These values are displayed in Ascending order of site, followed by Ascending order of storeroom location. Within each grouping, the results are sorted first by Inventory ABC Type in Ascending Order. This enables you to focus on your high value items first. At the end of each Site and Storeroom grouping, an Average of Inventory Turns is displayed Additionally, as noted above, the Inactive Inventory is displayed in separate groupings after the Active Inventory. Parameters: The parameters for this report include: Site, ABC Type, Commodity Group, Storeroom Location. Graph A column chart plots the Average months since last transaction. The ABC Inventory Type is shown on the X Axis and the Average number of months on the Y Axis. Users: Users of this metric report include Planners, Supply Chain Managers, Contract Managers, Engineers 47

48 Sample Output A sample report output of the Inventory Currency report is shown below. From viewing the graph, you can immediately see that your A, B and C items each have a similar, and very long number of months since their last transaction. Your uncategorized inventory is moving thru your storerooms at a much more rapid pace..

49 V75_MaximoBIPacks Work Order Material Stockouts Report This report highlights the percentages of active work orders that are waiting on materials. Unavailability of materials when they are needed can lead to increased asset downtime, increased re-planning and individual management of work orders and increased tool, labor and material expediting fees. Report Details: This report highlights the number of active Work Orders waiting on Materials. This value is calculated by dividing the number of work orders with a Waiting on Material status, divided by the total number of work orders. This report only takes into consideration those work orders waiting on materials. It does not take into consideration scenarios where materials are unavailable in storerooms when they are requested. Grouping/Sorting This report is grouped by site. At the end of each grouping, the Average number of days waiting on materials is displayed, along with a count of the work orders. Parameters: The parameters for this report include: Site, Work Type, Work Priority, Asset Location Priority, Classification and Scheduled Start date. Graph A column chart plots the Material Stockouts by Work Type. Work Type is displayed on the X Axis and Number of Work Orders waiting on materials is on the Y Axis. Users: Users of this metric report include Planners, Contract Managers, Operations Managers, Maintenance Managers, and Engineers 49

50 Sample Output This report immediately highlights which work orders are waiting on materials. When it is executed, you can quickly see how may work orders - and what work order type are in this status. In the example below, you can see that PM work orders are the highest quantity of those waiting on materials.

51 V75_MaximoBIPacks Inactive Inventory Report By utilizing this report, you can quickly see the portion of your inventory which is inactive. This information is critical in highlighting the percentage of your storeroom value that is tied up in unused inventory. This report can highlight unused items which may be required to remain in inventory for spare part requirements of a critical asset, while also highlighting items that may no longer or never be required. Report Details: This report highlights your inactive inventory or the portion of your inventory that is not used. Only items which have never been issued are displayed in this report. These items are identified by where INVENTORY.LASTISSUEDATE is null Note: All items are included in the Total Inventory Value. The filter for inactive inventory only applies to the records that are displayed within the report details Grouping/Sorting Similar to the other Inventory Management reports, a grouping is first applied at the Site level and then at the Locations. The items are displayed in DESCENDING ORDER of Inventory Value. This will enable you to focus on the storeroom locations with the largest inventory values. Additionally, at the end of the inactive report listing, the total inactive inventory value is listed. Parameters: The parameters for this report are Site, ABC Type, Commodity Group, and Location. Site, ABC Type and Location are required parameters. Site and ABC Type enable single parameter values only. Graph A column chart plots the Inactive Inventory for the selected parameters. For the selected site, the storeroom locations are displayed on the X Axis and the percentage inactive is displayed on the Y Axis. Users: Users of this metric report include Planners, Supply Chain Managers, Operations Managers, Contract Managers 51

52 Sample Output

53 V75_MaximoBIPacks 7 Maximo BI System Workspaces To maximize your use of the Maximo BI packs, two system workspaces have been created for navigation options and information details. These include the launching page workspace enables you to quickly navigate to a number of different workspaces. The Learn More workspace provides easy access to detailed descriptions for each of the metrics. 7.1 Launching Workspace The launching workspace enables you to quickly navigate between workspace pages. Contained within the page you will find four categories of Metrics: Work Orders, Assets, Asset Failures and Inventory Management. Under each category, a listing of metric workspaces is displayed which you can then navigate to. Additionally, on the bottom left of this page, you will find a Learn More Link. This link will take you to a separate workspace page where additional information is available on each of the metrics. This information includes a description of the metric, along with its purpose. 53

54 7.2 Learn More Workspace The Learn More Workspace provides a quick link for metric definition and purpose for your users. This information can be extremely convenient to an individual who may be trying to interpret or validate the results of a metric, but does not want to search for related documentation on its definition. This workspace can quickly be configured in your environment. You can update the information provided within this page, include additional features, replace the corporate logo or remove it from your environment. This page provides additional insight into the dynamic capability and configurability of the workspace functionality.

55 V75_MaximoBIPacks 8 Navigating The Maximo BI Packs provide flexibility in how the content can be accessed. This section will review the various access points available to you, along with details on the location of reports and workspaces within Cognos. 8.1 Content Structure in Cognos The Maximo BI Packs are delivered to you in zip files which you import. After they are imported, you will have the top level folders located under the path public > publicmd as shown below. The Asset Metric Details contains the Asset Failure and Asset Management workspaces and metric reports. The Inventory Analysis Details contains the Inventory Management workspaces and metric reports. The Work Order and Classification contains the Work Order Workspaces and metric reports, along with the Launching and Learn More workspaces. You can navigate down thru each of these packages to find the individual reports and workspaces. For example, within the Workorder and Classification package, you will find - Workorder Workspaces: Work order, Launching and Learn More Workspace - Workorder Metric Reports: Contains the four reports 55

56 Continuing with this example, if you drill down under the Work Order Metric Reports folder, you will see the folder Reports for Workspaces. This folder contains the separate The folder Reports for Workspaces. This folder contains the separate report lets used for the workspaces. If you are going to modify one of the workspaces by adding or removing content, use the content from the Reports for Workspaces. This content has been formatted for the widget functionality required for the Workspaces.

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58 8.2 Accessing Workspaces You can navigate to the workspaces in a variety of ways. As noted earlier, one way is to use the Launching Page as a home portal or location to your individual workspace pages. Additionally, you may want to navigate from a public or your individual workspace folder that has been created. From this folder location, you can see all the workspaces that you have access to, and then select the one you want to work with. Utilizing the other many other features in Cognos including bookmarks, shortcuts, creating tabs for favorite workspace pages and configuring your Home page, you can quickly access the content you view most regularly.

59 V75_MaximoBIPacks 8.3 Executing Metric Report from Cognos To execute a metric report from Cognos, navigate to its location. This could be from one of the metric reports folders, or from a separate folder location in Cognos which you may have located. After selecting the report, you will see a prompt page similar to what is shown below. Required parameter values are highlighted by orange *. Additionally, you can select other parameter values. After entering the prompt values, the Cognos report displays. You can then save, print, export and retain a copy of its output. 59

60 9 Installation Overview The Maximo BI Packs are delivered via zip files which you will import via Cognos Administration tools. Contained within the zip file are both the workspaces and reports detailed above, plus updated Maximo Cognos metadata packages. The Maximo Cognos metadata packages have been updated to include additional objects and modifications to a subset of the attributes in the Cognos Framework Manager tool. These updates were required to enable various calculations and displays of parameters and fields in the Cognos reports. To utilize the Maximo BI Packs in your environment, perform the following steps: Within the Maximo Applications: Confirm System Property Settings Within Cognos: Create data source in Cognos Administration Import zip file in Cognos Administration Import image zip files Notes: 1. All modifications to the Cognos packages in Framework Manager have been made for you and are included in the zip file. You do not need to make similar updates. 2. If you have previously downloaded Maximo BI Packs, please review the chart below. If you had downloaded the initial zip file from September 2013, you should replace this with the zip file from December Then, the latest zip file, MX_BIPacks_WO_SupplyChain.zip, supplements the existing content with Inventory Management Workspaces and reports. Additionally, it updates the Launching and Learn more workspaces. Therefore - to get the full BI Packs Content, install both zip files for Posting 2 and If you have not installed the Maximo BI Packs, be sure to download and install both the MX_BIPacks_WO_AssetFailure_AssetManagment.zip and MX_BIPacks_WO_SupplyChain.zip files. Posting Zip File Contents Initial Delivery 1 MX_ExtContent_WO.zip Work Order Sept Management MX_BIPacks_WO_AssetFailure_AssetManagment.zip Asset and Dec Asset Failure 2013 Management 3 MX_BIPacks_WO_SupplyChain.zip Inventory Management March 2014 Replace With Posting 2

61 V75_MaximoBIPacks Pre-Installation Environment Checks Before installing this additional Cognos content, confirm that your environment meets the minimum requirements noted below: Maximo/TPAE Version or Higher 2. Cognos IBM DB2 Database 3. Please refer to the Maximo and Cognos supported product matrix for individual software component support Note The Maximo BI Packs have been tested against an IBM DB2 Database. You can choose to use either a SQL Server or Oracle database - however, they have not been tested, and configuration instructions for them are not included. 61

62 9.1 Maximo System Property Settings Before importing the zip file, review the Maximo System Properties. These system properties are used for publishing the Cognos Meta Data content, and executing the Cognos reports from Maximo. System Properties 1. The Maximo BI Packs use a data source called MXDB. Confirm this value is defined by accessing the System Properties application in Maximo. 2. Filter on the description field with the text cognos 3. Navigate to the Property setting, mxe.report.cognos.datasource. Confirm this value is set to MXDB. a. If it is not, update its value to MXDB and save. Then, perform an auto refresh of this property setting. Integration End Points 4. Next, confirm the data source MXDB is also defined for the Integration End Point. 5. In the End Point application, locate MXCOGNOS, and navigate to the End Point tab. 6. Display the value, DATA_SOURCE_NAME. Confirm this value is set to MXDB. a. If it is not, update its value to MXDB and save. 7. Copy the location of the PROJECT_BASE_DIR to Notepad or a text editor. You will need to refer to this location in Step 4.4 below. *Note: You do not have to restart the Maximo server if you modified the end points and system property values.

63 V75_MaximoBIPacks 10 Cognos Administration Updates 10.1 Create Data Source MXDB in Cognos Administration The Maximo BI Packs have been preconfigured for a specific data source. This data source must be created in your environment so the workspaces and reports can be executed. You do not have to create a new database - this data source will be directed to the location of your existing database. To configure the data source, follow the steps below. 1. Access Cognos Administration. Click on the Configuration Tab 2. With Data Source Connections highlighted on the left hand side, click on the New Data Source icon on the top right hand side. 3. When the dialog appears, enter MXDB for Name. Click Next 4. Select your Database Type. Leave the remaining default values as is. 63

64 5. Input your database name and connect string. Towards the end of the page, under Sign Ons, enable password. Input the user name and password. On the bottom of the page, select Test the Connection 6. Click Test on the next page. Wait for the dialog to appear that it successfully can be connected. 7. Click Next and Close. When this is completed, the new MXDB datasource will appear.

65 V75_MaximoBIPacks Note: If the data source does not connect successfully and you see "DPR-ERR-2002" error or "DPR-DPR- 1035" in cogserver.log, you may need to restart your cognos server. 65

66 10.2 Import zip file in Cognos Administration The Maximo BI Pack content is contained within a zip file. This zip file must be imported into Cognos so you can access the Work order workspaces and metric reports. The steps below detail how to do this. 1. Download the zip file titled MX_BIPacks_WO_AssetFailure_AssetManagment.zip 2. Copy the file within Cognos to the directory below <CognosLocation>\c10\deployment 3. To prevent over-riding over any content you may have, create a new folder in Cognos Connection called publicmd directly under the Public folder as shown below. 4. Next, launch to Cognos Administration. Click on the Configuration tab. Then, select Content Administration on the left hand side of the page. Then, from the icons on the far right, select the icon New Import to import the report. and follow the dialog shown below 5. After clicking next, you can either use the default Name or update it and the description to values you will easily recognize. Click Next.

67 V75_MaximoBIPacks 6. In the remaining import screens, be sure to review each option carefully to import the file for your environment. Additionally, be sure to select the specific content to import. 7. At the end of this process, you will receive a verification import screen. Once you have verified the values, click Next. 8. On the action screen, select Save and Run Once. Then, click Finish. Select Run the report now. Click the button to View the details of this import after closing this dialog to confirm the import is successfully completed. You should then receive a message that the import completed successfully as noted below. If the import did not succeed, review the displayed error messages for details. 9. Repeat this same process to import the WO_SupplyChain_March_20_2014.zip file. 67

68 You can then launch to Cognos Connection, and on drilling down on the publicmd folder, will see the contents below.