Penn State University (PSU)

Transcription

1 Penn State University (PSU) FAMS Maximo Basics Start Center, Querying, Navigation, Reporting, and Desktop Requisitions Prepared By

2 Revision History Revision Date: February 4, 2014 Revision Number: 1 Revision # Date Collaborator Description 0 October 8, 2013 EDI Initial Document 1.0 January 31, 2014 EDI Updated Document for Additional Content Click here to enter a date. Record of Review Date Reviewer Purpose Click here to enter a date. Click here to enter a date. Click here to enter a date. Click here to enter a date. Maximo Basics Training Manual Page 2

3 Training Guide Contents 1 Maximo Basics FAMS Project Overview Maximo Overview Maximo Basics Training Manual Logging In Start Center Adding a Result Set Portlet Configuring a Result Set Portlet Querying (Finding Records) Querying within an Application Downloading a Result Set to Excel Creating a Saved Query Bookmarking Records Selecting Records Navigating within an Application Navigating and Updating Records Navigation in Location and Asset Hierarchies Select Action Menu and Toolbar Options Maximo Help Accessing Maximo Help Files Reports Maximo Basics Training Manual Page 3

4 7.1 Creating a QBR (Query Based Report) Creating a KPI (Key Performance Indicator) Add KPI to Start Center Template Run Standard Reports Scheduling a Standard Report Desktop Requisitions Creating a Desktop Requisition (OPP Employees) Viewing a Desktop Requisition Creating a Desktop Requisition Template Approving Purchase Requisitions Via Workflow Creating a Desktop Requisition (non-opp Employees) Maximo Basics Training Manual Page 4

5 1 Maximo Basics 1.1 FAMS Project Overview FAMS (Facilities Asset Management System) is a major step forward in the evolution of Enterprise Asset Management (EAM) at Penn State. The FAMS system is built on the Maximo 7.5 platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work management tasks will be critical to realizing the goals of the FAMS project. 1.2 Maximo Overview IBM Maximo Asset Management is an integrated productivity tool and database that helps you manage all of your asset types on a single software platform. Built on a service-oriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of all asset types, their conditions and locations, and the work processes that support them, to provide you with optimal planning, control, audit, and compliance capability. The Maximo database provides critical information about assets and locations, including key attributes, their configuration, and their physical and logical relationships to other resources. Using Maximo, you can manage and track events related to your assets from cradle to grave including creating, assigning, monitoring, notifying, and reporting on key work and work support processes such as work orders and purchase orders, including status, from start to finish. 1.3 Maximo Basics Training Manual This training manual focuses on the basics of system use across all applications and roles. Specifically, it covers the Start Center, navigation and querying throughout the system, and how to run reports throughout the system. These functions apply to all user roles in Maximo and provide the foundation for use of the system. This manual also covers the use of the Desktop Requisitions application to request stock and non-stock parts and materials. This capability is an alternative to paper requisition forms that have been used in the past and is available to all Maximo users. Maximo Basics Training Manual Page 5

6 2 Logging In The Maximo system is a web-based application and is accessed by opening a web browser and navigating to a specific URL (to be provided to you by your administrator) that provides a log in screen. At the log in screen, you are prompted to enter your User Name and Password. Since Maximo authenticates against your organization s IT Directory, you simply enter your network User Name and Password and select Sign In. Before we continue, it is important to note that when using Maximo, you should not use the internet browser s buttons for moving back and forward between windows. Instead use the tabs, menus, and links that are contained within the Maximo page. This allows Maximo to always know exactly what do with the information you have entered and ensures that you won t ever lose unsaved data. Maximo Basics Training Manual Page 6

7 3 Start Center The Start Center is the starting point when first logging in to Maximo. From the Start Center, we will be able to perform various functions. These functions include the ability to quickly access applications or quickly insert new records. From the Start Center, we are also able to check system messages posted by PSU administrators, respond to assignments through Workflow, and examine data through the use of lists and graphs related to important performance benchmarks. Basically, the Start Center provides the ability to put the information you will need most often directly at your fingertips as soon as you enter the system. Users become a member of a specific Start Center by belonging to a Security Group assigned to that Start Center. Typically, a System Administrator makes these assignments. If you belong to multiple Security Groups in the system, you may have multiple tabs on your Start Center, each with a different configuration. All Start Centers have a Navigation Bar at the top of the screen. This Navigation Bar is actually present on all Maximo screens. From the Navigation Bar on the Start Center, we can select the Go To menu option to access all Maximo applications. When we click on Go To, a series of modules will be displayed pertaining to a particular function such as Assets. Hovering over a Module will produce a sub-menu of applications for that module. Clicking on an application will take you to that application. It should be noted that you would only see modules and applications that you have access to, based on your Security Groups membership. Maximo Basics Training Manual Page 7

8 Similar to the Go To menu for applications, we can also select the Reports link to directly access reports for a specific application. Please note that there is a Start Center link displayed in the Navigation Bar as well enabling us to quickly return to the Start Center at anytime and launch another function. The body of the Start Center is made up of a configured collection of Portlets. Typically, the Portlets are selected and configured for you based on your Start Center Template, but some users may have the ability to modify their own Start Center meaning they can add/remove Portlets and configure them. There are seven different types of Portlets that can be added to a Start Center including: Quick Insert Portlet: From this Portlet, a user can quickly insert records in to applications. For example, clicking on New Work Order within this Portlet will navigate the user to the Work Order Tracking application with the New Work Order action already initiated. Actions in this Portlet should be actions that will be most frequently initiated by members of the Security Group with this Start Center. Favorite Applications Portlet: A user can quickly select one of the applications listed to navigate to the List tab (first screen) of that application. Applications listed in this Portlet should be those applications that will be most frequently accessed by members of the Security Group with this Start Center. Bulletin Board Portlet: Users can view messages that have been posted by Administrators to the Maximo user community. These messages can be posted for the entire Maximo user community or targeted to specific groups. Once a user has viewed the posted message, it will disappear from the Portlet. However, it will always be available from the Bulletin link on the Navigation Bar. Inbox / Assignments Portlet: Users can view and access assignments received through workflow processes. These are records assigned in workflow to the logged in user or a group of users that the logged in user belongs to. For example, a Purchase Requisition that is assigned to you in workflow to provide approval will display in this Portlet. Maximo Basics Training Manual Page 8

9 KPI Graph Portlet: Users can view graphical display of a Key Performance Indicator (KPI) in this Portlet. KPI s are queries that monitor data in the system to produce a metric or benchmark (typically a count or percentage). For example, users may wish to see a count of all overdue PM Work Orders. KPI List Portlet: This Portlet is the same as the KPI Graph Portlet except that this Portlet is typically used with multiple KPI s selected to present them in a list format. Result Set Portlet: Users can display the results of a Saved Query from any Maximo application in this Portlet. Any Saved Query that the User has access to in its native application can be posted to the User s Start Center. For example, a user may have a Result Set to display a list of all the Work Order records that are currently open for their own Work Group. The Portlet can be configured to display the resulting records in a list or graph view. Users can access a listed record directly by clicking on the record from the list. Maximo Basics Training Manual Page 9

10 3.1 Adding a Result Set Portlet (Note: You must have permissions to Change Content/Layout of your Start Center to perform this.) 1. From the Start Center, select the Change Content/Layout link in the upper right of the screen. 2. Choose the Select Content option for the Right Column. The Available Portlets dialogue box displays. 3. Select Result Set and select OK. A row is created in the Right Column section for Result Set. 4. Click Finished to return to the Start Center. The Result Set Portlet has been added to your Start Center. 3.2 Configuring a Result Set Portlet (Note: You must have permissions to Edit Result Set Portlets on your Start Center to perform this.) 1. From your Start Center, select the Edit icon in the upper right of the Result Set Portlet you are configuring. The Result Set Setup screen is displayed. Maximo Basics Training Manual Page 10

11 You will be presented with a list of saved searches on the first tab. The additional tabs allow you to choose which columns to display on the portlet, specific formatting options for the displayed information, and charting options. 2. In the Display Name field, enter the title that you would like displayed on your Portlet. 3. Find the Saved Query that you would like to post to your Start Center, and click on it. 4. On the Column Display tab, click on the word filter to open up filter fields and search for the columns you would like displayed in the list view of your Result Set. (For example, for Work Order records it may be: wonum, description, priority, date.) Maximo Basics Training Manual Page 11

12 5. Click the box to the left of the attributes that you would like to display in your Result Set, and select Save at the bottom of the screen. 6. To change the display order of these attributes on the screen, you can enter a value in the Order field and select Save again. 7. For a simple list of records, you can select Finished at this point. To add Color Coding or enable a Graph View of the results, you can continue. 8. Click on the Display Options tab. 9. Type the name of the attribute that you would like to base color-coding on in the Condition Attribute field or select this attribute using the Select Value icon (magnifying glass). (For example, this might be WOPRIORITY if you are working with a list of Work Orders and want to color-code based on Priority.) 10. Click on the Add Color Alert button and for the expression, and choose an operator (=,<,>, etc.). (For example, you would use = if a record should only be that color if the value in the field matches exactly.) 11. Type in the value for the Color Alert in the Expression Value field. This is the value that you are comparing the selected record to. (For example, if the WOPRIORITY on the listed record were equal to this entered value, then the Color Alert would be applied.) 12. Choose the color for the alert in the Color field. Select Save. You can add as many Color Alerts as needed using the same steps with different values. 13. Click on the Chart Options tab to configure a chart view of the results. Maximo Basics Training Manual Page 12

13 14. Select Show Chart by Default option if you would like Maximo to display the chart view of the results (instead of the list view of records) when presenting your Start Center. (You can always toggle between the views via link on the screen.) 15. Select either BAR or PIE for Chart Type. 16. Type the name of the attribute that you would like to base the chart on in the Display By field or select this attribute using the Select Value icon (magnifying glass). (For example, this might be WORKTYPE if you are working with a list of Work Orders and want to display a bar chart for the count of Work Orders by Work Type.) 17. Select Save. 18. If you are finished configuring the Result Set, select Finished. Your configured Result Set is displayed on your Start Center. Maximo Basics Training Manual Page 13

14 4 Querying (Finding Records) Whenever we access a Maximo application, we are able to quickly search for records based on numerous criteria from the List tab. Searches can be narrowed based on a multitude of fields related to the interests of the user. Once the result set from this search is established, we can save common searches for future access. Maximo search capabilities allow us to search thousands of records quickly to find just the right information. 4.1 Querying within an Application For this example, we will look at querying in the Assets application. Almost identical querying capabilities are present in every Maximo application. 1. From the Go To menu, select the Assets module and then the Assets application. First, we will specifically focus on the List tab. From the List tab, we can create simple or more complex searches and then save these searches for later use. In addition, once we obtain the desired search results, these results can be downloaded to Microsoft Excel for further reporting and manipulation. 2. On the List tab, click in the Asset field, and hit the Enter key. Maximo Basics Training Manual Page 14

15 By hitting the Enter key in any filter field on the List tab, a list of Assets is displayed. In this case, Maximo is performing a search of records using only the application search defaults (set by your Administrator) for the query with no added filters from the user. We are able to filter this list based on a series of fields displayed on the List tab such as Description, Location, and more. (Note: If the search field row is not displayed within an application, click on the Filter option to display these fields.) When searching within a field, for most fields, we can simply type whole or partial numbers or words and then press the Enter key to refine search results. Maximo will look for records where the search string entered matches any portion of the value in the record. Additionally, you can use wild cards like the % symbol to perform more targeted searches based on the string being at the beginning or end of the value on the record. (For example, search 99% to find records where the value specifically begins with 99 but has any string of characters after that.) For full list of available wild cards and their uses, select the View Search Tips option that is available from the Advanced Search drop down menu on each List screen. 3. Enter air into the Description field and % in the Location field. Hit the Enter key. If the fields displayed on the List tab do not provide enough options for our search, we can select the Advanced Search option to reveal additional fields. 4. Select the Advanced Search link. Maximo Basics Training Manual Page 15

16 From the More Search Fields window accessed after selecting Advanced Search, we are able to search across numerous Attributes to further refine a search. Simply click on the Find button once all filters are applied. 5. Enter CHILLER in the Failure Class field, and select Find. In the List tab toolbar, the icons perform the following functions: Magnifying Glass Initiates a search with the current filters. Same as hitting the Enter key. Pencil Eraser Clears any search limits that you have entered to that point. Circular Arrows Reruns the current query to refresh the list from the database with current information as records may have been updated since you originally fetched them. Directional Arrows Allow you to move focus up and down rows or across pages in the list. At times, we may want to save a query to be run again quickly in the future. 4.2 Downloading a Result Set to Excel In most places throughout Maximo, when you have queried for and built a result set (list) of records, you can download that list as it is displayed on the screen to your local machine in Excel format. (Viewing the resulting file requires that you have Excel installed on your machine.) 1. At the far right of the Search Toolbar, select the Download link. An Open/Save file window will be displayed. 2. With Open with Microsoft Excel selected, select OK. Microsoft Excel will be launched on your local machine and you will be presented with the list in spreadsheet format. You can now format or manipulate the information from the list in any way you want. It should be noted, however, that any changes you make are not updated in Maximo. You can save this Excel file to reopen it any time, attach it to s, etc. 4.3 Creating a Saved Query 1. Select the Save Query option from the List tab. Once selected, the Save Current Query window will display. Maximo Basics Training Manual Page 16

17 2. Enter a Query Name and Description that will be used to find and run the query in the future. 3. Optional: Selecting the Default option causes the search to be launched each time you access the application automatically. 4. Select OK. Once saved, the query can now be run from this application at anytime by selecting it from a drop down list in the application tool bar. 5. Run the query by selecting it from the drop down menu on the upper left of the screen. The drop down menu also has an All Records option. Selecting All Records removes all filters and presents a list of all records in the application that the user has authorization to see. Maximo Basics Training Manual Page 17

18 You can modify or delete queries that you created by clicking on the down arrow to the right of the Save Query option. 4.4 Bookmarking Records If you frequently view the same records, you can save time by creating bookmarks. 1. Click the Add to Bookmarks icon on the far right of any listed record from the list tab. There will be confirmation message at the top of the screen that your record has been added to Bookmarks. The bookmarks you create are saved in My Bookmarks. 2. You can access My Bookmarks by selecting the Bookmarks icon from the Search toolbar of the list tab. 3. You can access a bookmarked record by clicking on the record from the My Bookmarks window. 4. Navigate back to the List tab. 5. You can also use your Bookmarks as your search criteria on the List tab by selecting All Bookmarks from the drop down window in the upper left of the screen. 6. Deleting a bookmark is done by selecting the Bookmarks icon, clicking on the Delete icon to the right of the record and selecting OK. Note: Deleting a bookmark does not delete the corresponding record. Each application has separate bookmarks, for example, Work Orders bookmarked in Work Order Tracking are not bookmarked in Quick Reporting. 4.5 Selecting Records On the lower left-hand corner of the screen (List tab), there is an option to Select Records. When selected, checkboxes appear before individual records allowing us to identify multiple records to be accessed. This option can only be selected when fewer than 200 records are included in a result set. Note: If Select Records is not checked, Maximo assumes that you have the entire list selected. 1. Click on the Select Records checkbox. Maximo Basics Training Manual Page 18

19 2. Once checkboxes are displayed, simply check the records you wish to access, and then click on the Asset tab to open the first selected record. 3. Once on an Asset record, you navigate backwards and forwards between selected Assets by clicking on the Next Asset and Previous Asset arrows. 4. Navigate back to the List tab. While on the List tab, having specific records selected will limit which records any Select Actions work on. Any Select Actions initiated from the List tab will only execute on the selected records when Select Records is checked. When Select Records is not checked, the Select Action will execute on all records on the List tab. 5. Uncheck the Select Records checkbox. Maximo Basics Training Manual Page 19

20 5 Navigating within an Application We will now look at how to navigate within an application. We will continue to use the Assets application as an example, understanding that navigation is very similar across all Maximo applications. 5.1 Navigating and Updating Records 1. After selecting a specific Asset record by clicking on the Asset Number from the List tab, we will be brought to the Asset tab. There are multiple tabs available with each tab displaying specific information relevant to the tab. The information on all of these tabs relates to the same record that is currently selected. 2. Click across the various tabs of the Asset application. Clicking on a tab header opens the tab. 3. Return to the Asset tab. On the Asset tab, note that content is divided in to separate tables such as the Details and Purchase Information tables. Tabs are sub-divided into tables to display additional categories of information. Maximo Basics Training Manual Page 20

21 The New Row button is featured in many places in Maximo to add an additional row of information to a particular section. 4. Navigate to the Spare Parts tab of the Asset record. 5. Select New Row to add a new Spare Part record to the Asset. Clicking on the Detail Menu next to a field (represented by double arrows ) reveals specific menu options that can be selected for a field. This often includes the ability to select items from a list (Select Value) as well as the ability to hyperlink to relevant applications related to the field through the Go To option. In many cases, the Select Value option represented by the magnifying glass option allows us to select a specific record from a list. is placed next to a field. This 6. Select the Detail Menu icon next to the Item field, and then select the Select Value Option. A list of available values should be presented to you. Similar to the List tab, Select Value lists can be filtered using the same Query by Example (QBE) methods in the search row at the top of the list. 7. Select any of the records presented by clicking on the Item Number. The value is returned to the field. Save the record using the Save toolbar icon. 5.2 Navigation in Location and Asset Hierarchies Locations and assets are often defined in hierarchies. When you need to specify a value from one of these hierarchies, you can view a graphical representation of the items to select from. The location hierarchies shown in the Drilldown window are created in the Locations application, and the asset assembly structures are built in the Assets application. 1. Navigate to the Asset tab. 2. Select the Detail Menu icon next to the Location field, and then select Open Drilldown. You use the Drilldown window to view the assets at a particular location or to view the location of an asset. 3. Select a location, and then switch tabs to view the assets at that location. Maximo Basics Training Manual Page 21

22 Alternatively, you can drill down to an asset, then switch tabs to see its location, and the systems that location belongs to. You can also use the drilldown to complete some fields when creating records. For example, when creating an asset record, you can complete the Parent and Location fields by selecting Detail menu>open Drilldown and then clicking on the blue box next to the value you want to use. The Drilldown window is available from the Detail Menu on the Asset, Location, and some Belongs To fields throughout Maximo. It can also be accessed from the Select Action menu in the Assets and Locations applications. 4. Select cancel. You are returned to the Assets tab. 5.3 Select Action Menu and Toolbar Options The Select Action Menu and Toolbar Icons give you direct access to application-specific functions. An example of a function is to change the status of a record or to route a record in workflow. Which Select Actions and Toolbar Icons are displayed and accessible are based on your membership in Security Groups. Options within the Select Action menu change depending on whether you access this menu from the List tab or within a specific record. Options from the List tab represent actions that can be performed across multiple records. For example, choosing Change Status from the List tab allows us to change the status of multiple records at the same time. Accessing Select Action while on a specific record reveals actions that can be performed against the one record. Toolbar buttons can also be selected to perform specific actions against a record. We will be able to create new records, save records, and browse between records by accessing these options. It s important to note that Select Action items and toolbar buttons will not appear if security access has not been assigned for a particular Security Group. How to complete any action selected is going to be different based on the specific action, and they are too numerous to cover here. However, typically the Select Action or Toolbar Icon opens a dialogue window where any required data entry is similar to data entry on a record, covered in the previous section. Maximo Basics Training Manual Page 22

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24 6 Maximo Help General Maximo help, help related to specific applications, and field-level help are available within the Maximo system. 6.1 Accessing Maximo Help Files 1. Select Help from the Navigation Bar, and then select the Maximo Asset Management Help option. This brings up a new browser window or tab with general help for Maximo. You are brought to the Tasks tab where information displays on common tasks performed in Maximo. From here, you can drill in to additional information across a variety of Maximo topics. 2. Close the Help window or tab that was opened. An application-specific help option is also displayed within each application and from the Start Center. From here, we can obtain an overview of the specific application as well as common tasks performed within the application. Maximo Basics Training Manual Page 24

25 3. Select Help from the Navigation Bar, and then select the Assets Help option. This brings up a new browser window or tab with help specific to the Assets application in Maximo. 4. Close the Help window or tab that was opened. A third type of help available within Maximo involves field-level help. By holding the Alt key down and then pressing the F1 key, field-level help displays. The displayed Field Help window describes the function of a field. In addition, the specific Table and Column within the database that is populated from entries in this field is displayed. This is a very useful feature for System Administrators and Report Writers. Maximo Basics Training Manual Page 25

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27 7 Reports Within various applications in Maximo, we can run pre-configured Reports and create and run Adhoc Queries (Query by Example (QBE), Query Based Report (QBR) and KPIs (Key Performance Indicators). Many reporting needs can be resolved through the Maximo program directly using its extensive reporting capabilities. Numerous Attributes are available within each application allowing a user to find data directly on an object or in related objects. In this section, we will cover QBR, KPI, and running standard reports. (Note: QBE (or searching via the List tab) was covered in an earlier section.) 7.1 Creating a QBR (Query Based Report) Adhoc, or Query Based Reporting (QBR), enables you to quickly create your own custom reports from any application. Within the applications, you can access the Adhoc Reporting via Toolbar icon. You can then select what type of report you want to create, which fields you want to display, and whether to group and sort the results. Additionally, you can define unique report parameters and also determine if you want the report to execute against the application s record set. You can also choose to save and share the reports with others, or determine that it is needed for a one-time usage only. If you save this report, it can be scheduled and automatically ed to you or a number of users just like standard enterprise reports, or you can download the report s contents to other file formats like Microsoft Excel for additional analysis. In this exercise, you will create a Query Based Report (QBR) to generate a report of details from a Work Order. We will use the Work Order Tracking application for our example. 1. Using the Go To Menu, select Work Orders and then Work Order Tracking. Maximo Basics Training Manual Page 27

28 2. Using what you learned in a previous section of this training, run a search on the List tab for a set of Work Order records. We will be able to limit results for the QBR to data identified by this search. 3. Select Run Reports from the Select Action menu. From the displayed Reports window, Users will be able to select out-of-the-box Maximo reports and previously created QBRs. These previously created QBRs may be reports created by the logged-in User or by others. For now, we will focus on creating a new QBR. 4. Click on the Create Report button. Maximo Basics Training Manual Page 28

29 The Query Based Report window will display. From the Style tab of this window, you have the option to choose a Summary Report style or Detail Report style. As described on this window, a Summary Report lists multiple records at the same time providing high-level details for these records in row/column format. A Detail Report presents more detailed information on records with each record separated by a page break. We will leave the selection on Summary Report. However, when choosing Attributes to include on the report, Maximo will inform a User when a Detail Report is required. 5. Type New Report in the Report Title field. 6. Make sure the Save Report? option is checked and uncheck the Close Window option. Selecting Save Report makes this report available for future access. If we had selected the Close Window option, this would have caused the current Query Based Report window to close once the report is accessed. By not checking this option, refining the report can be done in a single session. Maximo Basics Training Manual Page 29

30 7. Click on the Select tab. First, note that the Apply the Current Query and Filter from the Application option is selected. We will leave this option selected. Our Query run in the background specifies that only Closed Work Orders be displayed. This Query will apply to our report. Next, note that there are three sections on the Select tab. The first section in the upper left-hand side lists all available Attributes for the report. By default, the Work Order Details option is selected. Looking in the second section on the right-hand side, there are many available fields for this option. These are Attributes directly on the Work Order object. All other available options in the upper left-hand side are available based on the associated Report Object Structure and security rights. 8. Click on the Asset option. Maximo puts data into multiple tables. Asset information is one table and Work Orders are in another table. Depending on how those tables are linked, it will affect the Attributes that you can query against. An example would be that the Planned Labor table as a link with Work Order table, which allows you to pull the Planned Labor into reports. Maximo Basics Training Manual Page 30

31 9. Click on the plus symbol before the Planned Labor option and select Labor Details. 10. Add the Labor field on the right-hand side to the Selected Fields for the report by clicking on the arrow next to this field. The error message we will see is explained in the next section. 11. The error message states that a field from the Parent Category must be selected first. Planned Labor is the Parent Category for the Labor Details option. We must first select an Attribute from the Planned Labor option. 12. Select the Planned Labor option on the left-hand side of the screen, and then add the Labor field to the Selected Fields section. Maximo will inform us that the selected field requires the Detail Report format. 13. Select the Cancel option from the System Message window. At this point, we will not add any additional Attributes to the report. We are now ready to group and sort data on the report. Maximo Basics Training Manual Page 31

32 14. Click on the Format tab. 15. Click on the Select Value (magnifying glass) option next to the Group First By Category option, and select Site. We will group our report based on Site causing all Work Orders for each Site to appear separately. 16. Click on the Select Value option next to the Sort First By Category field, and select Priority. Work Orders for a particular Site will now be ordered based on Priority. We ve skipped the Filter options. Had we selected an Attribute in this table, the User would be presented with a choice to filter a report based on the specific Attribute prior to running the report. Maximo Basics Training Manual Page 32

33 17. Access the Submit tab. From the Submit tab, we can choose to either display the report as a PDF document or as an Excel spreadsheet. We will view the report in PDF format. We will discuss the ability to schedule reports shortly. 18. Click on the Submit button. 19. The report displays in PDF format. Note that Site is displayed as the Group ON Category. Note that the Where Clause providing the rules for report creation is also indicated. 20. Close the report page. Maximo Basics Training Manual Page 33

34 Because we chose to not close the Query Based Report window, this is now displayed. We could make any necessary changes and resubmit the report. However, we will not be making changes. 21. Close the Query Based Report window by clicking Cancel. The new report will now appear in the Reports window accessible through the Run Reports Select Action menu. Note that the report creator can delete this report by clicking the Trash Can icon. Users will not be able to delete standard reports loaded through Report Administration. 7.2 Creating a KPI (Key Performance Indicator) Key Performance Indicators are metrics related to organizational, equipment, and even system performance that can be set up to run automatically by Maximo based on information available in the system. For example, you could have a KPI that counts the number of Open Corrective Maintenance Work Orders in the system or another that tracks the On-time Completion Percentage for all PMs in the system. The KPI tells Maximo what to look for and identifies specific target levels you are trying to achieve. KPI s, once created, can be set up to run automatically on a Cron Task and can be posted to Start Center templates. You can create KPI s directly from List tab searches in various applications or in the Key Performance Indicator Manager application. You can view KPI s in the Start Center or with the Key Performance Indicator Manager application. In this exercise, we are going to create a simple KPI directly from a List tab search in the Work Order Tracking application. Our KPI is going to be for tracking the number of Corrective Maintenance Work Orders that are in the Approved status in the system. 1. Access the Work Order Tracking application via the Go To Menu. 2. On the List tab, enter =CM in the Work Type field. 3. Enter =APPR in the Status field. 4. Hit the Enter key. A list of Work Orders should be presented. 5. Select the Create KPI icon from the toolbar. A Create KPI window opens. By selecting the Create KPI icon from Work Order Tracking, the system has already captured the logic related to the search you were performing to use as the basis for the KPI. The Select and Where criteria for the KPI are pre-populated. 6. Enter a name for the KPI in the KPI Name field (example: APPRCMWOS). Maximo Basics Training Manual Page 34

35 7. Enter a description for the KPI in the Description field. The description should describe exactly what the KPI is looking for. This is for the benefit of people that might not be able to understand the underlying SQL (example: All Approved Corrective Maintenance Work Orders). 8. Enter a Number in the Target field. This should be the number of records you would like to see in ideal conditions. This is the goal that you are trying to hit (example: 2,000). 9. Enter a Number in the Caution field. This should be the number where you would start to be concerned and may want to take action (example: 3,000). 10. Enter a Number in the Alert field. This should be the number where you would definitely be concerned and would definitely take action (example: 4,000). The Target, Caution and Alert fields simply provide Maximo with the information needed to generate the KPI graphic and color-coding to display the current status of the metric. 11. Select OK. A message appears at the top of the screen saying the KPI has been created. In order to view the KPI s created, you either need to access the Key Performance Indicator Management application or you can post the KPI to your Start Center or a Start Center template. 7.3 Add KPI to Start Center Template 1. Navigate back to the Start Center by selecting the Start Center link from the Navigation Bar. 2. From the Start Center, click on the Change Content/Layout option. 3. Click on the Select Content button for the Right Column, check the box next to KPI Graph, and click OK. 4. Click on Finished. Maximo Basics Training Manual Page 35

36 5. The new KPI Graph Portlet should appear on the lower right-hand side of the Start Center. 6. Click on the Edit Portlet (pencil icon) option for this portlet. 7. Click on the Select KPI s button; place a checkmark next to the KPI that you just created, and click OK. (You may have to search based on KPI Name to find it if it isn t on the first page.) 8. Click on the Finished button to return to the Start Center. Maximo Basics Training Manual Page 36

37 You will now be able to track the number of Approved Corrective Maintenance Work Orders in the system. The KPI is updated based on a schedule established in a Cron Task monitoring Maximo (not covered in this training). Therefore, accurate information is presented as of the last time the Cron Task was run. You can always click on the Update option within the KPI Graph portlet for real-time information. 7.4 Run Standard Reports In this section, we will review basic reporting functionality related to accessing reports. Reports can be assessed immediately or based on a schedule. In addition, there may be parameters that you can select to limit the report such as a parameter indicating that data should only be pulled from one Site. We will again focus on Work Order Tracking to illustrate these points. 1. Access the Work Order Tracking application by selecting the Work Orders module then accessing the Work Order Tracking application from the Go To menu. Maximo Basics Training Manual Page 37

38 We will be accessing the Work Order Details report. Because this report tends to display a great deal of information, the number of Work Orders that can be displayed with this report has been limited. If requests are too large, we will receive a System Message because a maximum of 50 Work Order records can be accessed at a time. If we don t limit the request, Maximo attempts to bring up all Work Orders for the Work Order Details report. This setting is established through the Report Administration application. With Detail reports, we will likely want to limit the number of records included on the report due to the amount of system resources required to display a potentially large amount of information. It is not uncommon to have thousands of Work Orders. 2. To narrow our list of Work Order records, we will need to select a subset of no more than 50. Filter the list by typing or selecting search parameters such as a specific Location or set of Assets. 3. Select Run Reports from the Select Action menu. First, we will notice that there are numerous available reports. You have access to both standard Maximo reports (either delivered out-of-the-box or customized) and QBRs that they created or that were made public by another User. Maximo Basics Training Manual Page 38

39 Also, note that Maximo defaults to the On Demand Reports tab. These reports when selected will be accessed immediately. The User could also click on the Scheduling Status tab and view reports scheduled to run at a specified time. 4. Select the Work Orders Details report. 5. Click on the Submit button on the Request Page window. Maximo Basics Training Manual Page 39

40 Give the report a moment to generate. We will note there are multiple pages to the report, one page each for each Work Order record. This is a Detail report in that many Attributes are displayed with a good deal of information. The User is able to review information from the Work Order tab of the Work Order as well as Tasks and Labor. This report is often customized to suit specific needs. 6. Click on the Export Data tool button on the report. From the Export Data window, the User is able to select specific fields from the report to export. The data from the report will be exported in a CSV format. Click OK. Maximo Basics Training Manual Page 40

41 7. Click on the Export Report tool button on the report screen. 8. From the Export Report window, a User is able to export the report in to many formats including.ppt,.pdf, and.doc formats. In addition, specific pages can be exported as opposed to the entire report. Once exported, we then have all functionality available within the receiving application. Maximo Basics Training Manual Page 41

42 7.5 Scheduling a Standard Report 1. Close the current Report, and click on the Work Order List report against the same Work Orders. We may have to scroll to the next set of reports to see all report records. 2. From the Request Page, a report can be run immediately, at a particular time, or on a recurring basis. Select Recurring, and click on the Select Value (magnifying glass) icon. Maximo Basics Training Manual Page 42

43 From the displayed Select Value window, we will leave the default at Every 1 day at 12:00 AM. The report will be processed and ed at this time daily. When sending scheduled reports, we may want to consider sending the report after peak business hours. This will conserve performance resources for the Maximo System. 3. Click OK. 4. From the Request Page, type an address in the To field along with a Subject and Description for the Report. (The instructor will provide the address. For this exercise to work, the instructor will need to also establish a SMTP address within the System Properties application.) 5. Click on Submit. Maximo Basics Training Manual Page 43

44 Note: Some reports will have parameters that can be entered to refine the results of the report. The screen below is an example of where you would enter those parameters prior to hitting the Submit button. Maximo Basics Training Manual Page 44

45 The report will be ed as a PDF attachment. To view Scheduled reports, we will be able to return to the main Reports window and access the Scheduling Status tab. From the Scheduling Status tab, you are able to modify schedules for reports or delete scheduled reports. You can also view scheduled reports set by others but not delete those reports. Maximo Basics Training Manual Page 45

46 6. Access the Work Order List report, and click it Immediate. 7. On a List report, multiple records are listed on the same page and a limited set of Attributes are generally displayed. Often, there will also be an Attribute that can be selected to hyperlink to the detailed report for a record. Maximo Basics Training Manual Page 46

47 8 Desktop Requisitions The Desktop Requisitions module (within the Self Service module) can be used to create and to view purchase requisitions and to create reservations for stock items. It is where you go to initiate any request for parts or materials. OPP Employees will have the ability to initiate requests for both non-stock items as well as stock items but will need to provide a valid Work Order Number to do so. Non-OPP Employees will only have the ability to request stock parts and will need to provide a Customer Billing Number. The applications in this module can also be used to create template requisitions for repeat orders and create lists of items that you order frequently. Finally, you can also check the status of your orders in this module. 8.1 Creating a Desktop Requisition (OPP Employees) In the Create Requisition application, you can create a desktop requisition to search for and order items from either an internal storeroom or an external vendor. Note that orders for external vendors will be converted to a Purchase Requisition (PR) and sent through an approval process. To create a desktop requisition, you must complete three steps: create a requisition, add requisition lines, and review and submit the requisition. 1. Open the Create Requisition application from the Go To Menu by selecting Self Service Module Desktop Requisitions Create Requisition. 2. Enter a description of the requisition. 3. Specify values for the date the items are needed in the Required By field. 4. Optionally: Update who is requesting the items and/or for whom the items are being requested. These default to you as the logged in user. If you will be ordering non-stock items, Maximo will be creating a PR from your submittal. The PR will have to obtain specific approvals based on the overall dollar amount: Manager, if over $2,000 Supervisor, if over $3,000 Director, if over $5,000 Maximo Basics Training Manual Page 47

48 In order to appropriately route for the necessary approvals, you need report yourself as one of the above roles, if that s what you are. Maximo assumes you are not in any of these roles if a role is not provided and may prompt your superiors for approval when they aren t required. 5. Optionally: Enter your Requestor Role as Manager, Supervisor, or Director if you are a Manager, Supervisor or Director. 6. Enter a valid Work Order Number in the Work Order field. 7. Click Continue to add requisition lines. 8. To specify a line item, click New Row. Note: Alternatively, you could select one of the short-cut buttons for entering lines. These include: Select Materials Provides value list of all items in the system. Favorite Items Provides value list of items you have marked as favorite in the past. (Items can be marked as favorite from the icon on the far right of the Requisition Line.) Spare Parts Allows you to search the Spare Parts lists of Maximo Assets. Existing Requisitions Allows you to search the lines of existing (past) requisitions. 9. Specify a line type (Material or Item) and provide additional required information required for that line type. For Material Line Type, enter: o Line Description o Quantity o Order Unit Maximo Basics Training Manual Page 48

49 o Unit Cost or Line Cost o Optionally: Manufacturer, Vendor, Model, Catalog Number For Item Line Type, enter: o Item Number o Quantity 10. You can repeat the last two steps for all lines to be added to the requisition. 11. Click Continue to proceed to the review and submit screen. 12. Click on Submit to submit the requisition. 13. Click View Details to see the details of the requisition that you submitted. 8.2 Viewing a Desktop Requisition You use the View Requisition application to search for, view, and change the status of your existing desktop requisitions. Maximo Basics Training Manual Page 49

50 In the View Requisition application, you can perform the following functions: View requisition details, history, and workflow information. Create a template of the requisition that you can use to create requisitions. Cancel a desktop requisition that you submitted, provided the requisition is not an approved purchase order. The default restriction for View Requisition application is based on the user hierarchy. You can view requisitions that you created and requisitions that are assigned to you. You can also view requisitions that are assigned to, or created by, users below you in the hierarchy. For example, as a supervisor, you can view the requisitions assigned to or created by your employees. 1. Click the History tab. 2. In the appropriate table window, select the relevant application to view the purchasing details. For example, in the PR field in the Purchase Requisitions Status History table window, go to the Purchase Requisitions application to view purchasing details for the record selected. 3. Return to the View Requisition application. 8.3 Creating a Desktop Requisition Template Any Requisition that you have created can be used to create a Template for future Requisitions to speed up data entry for commonly ordered items. 1. Select the Create Template button. Maximo Basics Training Manual Page 50

51 2. Enter a Description for the Template, and select OK. You will receive a message that the template has been created along with the ID of the template. Any created Templates that you have access to can be used to enter new requisitions. The default restriction for access to templates is based on the user hierarchy. You can view templates that you created as well as ones created by users below you in the hierarchy. For example, as a supervisor, you can view the templates created by your employees. 8.4 Approving Purchase Requisitions Via Workflow As stated before, Desktop Requisitions for non-stock items will automatically create Purchase Requisitions (PRs). PRs that are created that are beyond the approval limit of the submitter will be routed for approval until all appropriate levels of approval are achieved: Manager, if over $2,000 Supervisor, if over $3,000 Director, if over $5,000 The assignments for these approvals happen automatically via workflow. If a user has PRs that they need to provide approval for, they will receive an assignment in their inbox on their Start Center in Maximo. From their in-box, they will be able to access the record, review it, and provide their approval or rejection via workflow options. The steps to provide the approval are provided below: Maximo Basics Training Manual Page 51