The Preventive Maintenance (PM) application is used to create a template for routine maintenance or inspection of an asset, location or a set of assets defined with a route. The frequency in which the work orders are generated can be time or meter based or a mix of each whichever comes first. When the work order is generated a job plan is applied, but a different job plan can be applied depending on the sequence of work order generation, for example a different job plan is used for the yearly maintenance to that used each quarter.
A master PM is a template for a PM record. It defines the frequencies, seasons and job plan sequences and the defaults for the work orders. A master PM is linked to a rotating item and then a PM can be generated for all the locations and assets (including tool assets) which are linked to that item. If the master PM is updated the associated PMs can also be updated.
Used for requesting material, service and tool items to be purchased or to request material and tool items from a storeroom under an internal PO. You can create a purchase order or a contract from a purchase requisition.
Used for purchasing material, service and tool items or other materials and services. An internal PO can be used for transferring items from a storeroom that is in another Maximo organization. A contract can be created from a PO. Purchase orders can be revised and a revision history is maintained. Centralised purchasing and local receiving is supported.
Used to receive materials and services. An inspection process can be performed on receipt and for rotating items there is the process of creating the assets and if required moving them if they are to be issued on receipt rather than retained in a storeroom. Items and assets can be returned and receipts voided when mistakes are made.
The Shipment Receiving application is for the receiving of items and tools into a storeroom transferred from another storeroom via an inventory usage document. Items can be transferred between storerooms in the same site, across sites and across organizations. Inspection and receipt of assets can be part of the receiving process. Once received balances are adjusted in the destination storeroom.
Used for recording invoices, debit and credit notes and consignment invoices. Matching is performed against the PO and receipts, an invoice can reference multiple purchase orders, or no PO at all, for example payment is made against a work order or contract. An invoice can be reversed when it needs to be corrected after approval.
Request for Quotations
PR lines can be copied into an RFQ distributed to multiple vendors and then the RFQ used during the analysis of the quotations to see whether to award to a single or multiple vendors. Quotation lines are converted to either a PO or a contract.
A company record is most often used as a vendor or manufacturer but also as a courier or internal. A company record is at the organization level in Maximo. A company can have multiple branches which are company records in their own right.
A company master record is a way of sharing company information across multiple organizations that share the same company set. The company master record is added to each organization and this creates an associated company record where it can be used on contracts and purchasing documents.
Terms and Conditions
A single page application used to define a library of terms and conditions that are used on contracts and purchasing documents.
The main application for defining security within Maximo. A security group grants access to sites, applications and menu options. A user is typically assigned to multiple security groups. Data records and attributes can be restricted by security group. Signature options can be bound to elements of the user interface to hide fields or sections of fields based on a condition, referred to as conditional UI. This is also the application where security controls and password rules are defined.
The Users application is used to create new users, set passwords, to manage the user’s association with security groups and to view how all the security groups come together to provide the security profile for the user.
Self Service Module
Self Service Desktop Requisitions Module
A desktop requisition is a self-service application that provides users with the ability to request the purchase of material, service or tools or request material or tool items to be reserved from a storeroom. It uses a wizard approach. When items have been found they can be saved as favourite items. A requisition that is not submitted or deleted can be saved as a draft.
Used to view previously submitted desktop requisitions and the follow-on history through PR, RFQ and PO. A user can also see the workflow history for the approval of the desktop requisition.
For repeat requisitions a template can be created. The View Template application allows you to view the templates, edit a template or create a requisition from a template.
Previously created desktop requisitions that were not submitted can be reviewed and edited or used to create a template.
Self Service Service Requests Module
Create Service Request
A self-service application for creating a service request. The service request can be classified with attributes added that are associated with the classification. Documents can be attached to the service request. The details of the service request can accept rich text formatting, url links and embedded images.
View Service Request
Self-service users can search for and view the service requests that they created or which were created on their behalf. They can view log notes and solutions and raise new log notes.
Self Service users can search for solutions or knowledge documents from a library created in the Solutions application.
Service Desk Module
Activities and Tasks
This application is found under Change, Release, Service Desk, Task Management and Work Order modules. An activity can be created as a child record to a ticket (service request, incident, problem) or a task can be created as a child record to a work order (change, release, work order). There are only subtle differences between an activity and a task and they are both stored in the same table along with work orders. An Activity is a type of work order and can itself have tasks. There is no provision for creating an activity or task directly in this application the records are created from the ticket and work order based applications.
This is the application used when there is a requirement for a service desk or to respond to requests created from the self-service service request application. Service level agreements can be applied to a service request to create target dates for contact, response and resolution. Work orders can be created from a service request.
The Solution application is used to create a library of solutions that can be applied to tickets or a knowledge base that can be searched by self-service users. A solution has descriptions for symptom, cause and remedy and can have attached documents. A solution can have the same classification as assets, locations, items and other Maximo objects that can be classified.
A ticket template is a template for a service request, incident or problem. It can be applied to a ticket that has already been created or it can be used to create and apply the template in one action from a Start Center quick insert portlet. A ticket template can have a set of activities and a classification at either the template or activity level. A ticket template would be used when there are common requests.