An improvement may be improving a business process or making a change to plant. An improvement can be created from various sources; from an idea, as a result of a failure analysis, an analysis into eliminating a defect, a cost/benefit analysis, as part of continuous improvement or as the first stage in a management of change process. An improvement record allows you to record planned and actual costs and benefits.

An improvement is a class of work order and has much of the same functionality. However, you are not performing work, there are no labor, materials, tools and services to record. The planned estimates are recorded at a higher level than a work order and similarly the actuals may be taken from a summary of actuals recorded on multiple work orders, think of this more as the estimating you might perform on a project.

An improvement can exist in a work package, a hierarchy of improvement records. An improvement can have multiple tasks. The records in the hierarchy should all be of class IMPROVEMENT because an improvement is based on a view of the WORKORDER table. If you try to add an improvement to a parent with a different class of work order or to add a child record with a different class of work order, then you won’t be able to see it in the Improvements (HSE) application, and it may cause unexpected results. The standard actions Create Work Package or Assign to New Parent which work from the List tab against a selected set of improvement records can be useful in creating or restructuring the improvement hierarchy.

Like a work order an improvement can be assigned an owner or owner group, or a Service Level Agreement can be applied to calculate target start and target finish dates, for example, if you wish to have specific targets for certain types or priority of improvement. An improvement record can be classified but there is no Specification tab, it could be added through configuration. The set of statuses are the same as for a work order but the default on record creation is DRAFT, otherwise they are WAPPR, APPR, WMATL, WPCOND, INPRG, COMP, CAN, CLOSE.

You are most likely to create follow-up work orders, investigations, MOC or another improvement record. There are other create actions for service requests, incidents, MOC request or an action. Other tickets and work orders can be related to the improvement record from the Related Records tab and here there is an additional table window to see related operator log entries. Like many other ticket and work order based applications the Improvement application may support a workflow process.

An improvement uses the work order class of PLUSGIMP. It is defined at the SiteA structural element of a Maximo database that is used for data separation. More level and has a unique key based on SITEID, WONUM.

Improvement Tab

The header fields, Improvement (WONUM), Owner, Owner Group, Status and Site are all standard work order fields which are either always read-only or read-only after save. The status is changed using the Change Status action and the ownership is changed by using either the Select Owner or Take Ownership actions. The View History action shows both the status history and ownership history.

User Information section

The user information section follows a similar layout to that found on ticket-based applications.

• Raised By, Name, Phone, E-Mail – These fields behave the same as they do on other work order based applications. The Raised By and Name fields have a Select Value and Go To People (HSE) and is defaulted to the person who creates the improvement record. The Phone field is a field on the work order, but the E-mail field is the primary email on the Raised By person record and is read-only.
• Reviewed – This checkbox indicates that the Improvement has been reviewed. When checked the Reviewed By field becomes mandatory.
• Reviewed By, Name, Phone, E-Mail – The Reviewed By and Name fields are the retitled “On Behalf Of” fields in other work order based applications and are supported with a Select Value and Go To People (HSE). The Phone field and E-mail fields are the primary phone and email on the Reviewed By person record and are read-only.

Improvement Details section

All the fields in this section except one are standard in the Work Order Tracking application but the layout has been changed to reflect that seen in ticket based applications and the screen has been simplified. The priority is the work order priority in range 0 to 999 where 999 is high. The classification has a Use With Object of PLUSGIMPROVE, there is no Specifications tab to show any attributes of the classification.

• Improvement Type – The type of improvement has a value list with values of Environmental, Reliability, Safety

Address Information, Multi Assets, Locations and CIs sections

These two sections are identical to that found in Work Order Tracking.

• The address information can be used to provide a latitude/longitude so that the position of the improvement can be shown geospatially on the Map tab. The Service Address tab has the latitude/longitude values, but the spatial position can be set directly on the Map tab.
• The multi assets, locationsA physical place where assets exist and where work can be performed. More and CIs table window is used to associate multiple locations, assets and configuration items with the improvement record.

Dates section

The target, scheduled and actual start and finish dates are also found on the main tab of Work Order Tracking application. The target dates can be calculated when an SLA is applied, and the scheduled dates can be populated when improvements, MOC and other work orders are scheduled using the Maximo Scheduler.

• Raised Date – This is the date the improvement record was created, in Work Order Tracking application it is the Reported Date field.

Plans Tab

There are three table windows on the Plans tab; Children, Tasks and Costs and Benefits.

Children table window

Improvements can exist in a work package; an improvement can have both a parent and children. All records in the hierarchy must be classed as Improvements. The layout of the table window is similar to that found on Work Order Tracking, just a few fields removed to simplify the layout. You can change the status of the children improvement records directly from the table window. The default setting is that the status is rolled down the hierarchy from the point where you change status but if that is not required the checkbox Inherit Status Changes on a child improvement record can be unchecked.

Tasks table window

The tasks table window of an improvement is very similar to that seen in Work Order Tracking application. You can change the status of a task from the table window. The application launched from the Reference WO field is Operator Tasks (HSE). The Classification has the Use With Object of WOACTIVITY. The tasks are most likely created as a result of applying a Job Plan. There is a New Row button but if you start creating tasks the Job Plan field becomes read-only.

Costs and Benefits table window

The Costs and Benefits table window in the Plans tab allows multiple records to be added, these may or may not be linked directly to a task. Each record can be linked to a Benefit and Loss record, of impact type Benefit or where the Benefit and Loss Apply field is checked. This is a reference benefit. The estimated benefits and costs for the improvement are entered in the section called Estimates.

The Estimates section could allow a benefit to be added in a non-monetary unit, but it is better to handle this in a Benefit and Losses record and leave the Estimates section to be entirely in the base currency of the Organization. There is an action View Benefits which is comparing Impact with Cost and this would be difficult to understand if the estimated benefit was not in monetary terms. For example, an improvement in one aspect of a production line might increase the number of units produced by 5 but would cost 20,000 €. That would be difficult to compare unless you knew the unit price.

If you don’t enter a value for the Estimated Benefit field, then the Impact will show zero in the View Benefits dialog box. If you are using a Benefit record then there are some Estimate fields on that record and it might be useful to also display these values so that you can copy and align the values for Estimated Benefit, Estimated Cost and Cost Estimate Class. If they are not aligned then someone might wonder what figure is correct, the one on the Improvement record or the one on the associated Benefit and Losses record assuming this has values.

The figures entered in the Estimates section are summed for the Improvement record and also for the Improvement record and any descendent Improvement records in the hierarchy. These figures are shown in the View Benefits dialog box, this is similar to the View Costs action on a standard work order.

Below the Costs and Benefits table window are buttons for New Row and Select Benefits. You can select the same Benefit multiple times which might be useful if you want to connect multiple tasks to the same benefit, but don’t duplicate the benefits or costs. Also, beware, it is possible to select a Loss record. If you do so, then you will probably want to show the Estimated Benefit as a negative.

The Planned Costs and Benefits can only be added and amended while the improvement record is at an internal state of WAPPR, this is any synonym of WAPPR. This is controlled by a setting in OrganizationsA structural element of a Maximo database which is used for data sharing and is often aligned to a legal entity of an organisation. More (HSE) called Improvements – Edit Rules (see below).

Details section

• Task – The link to the task that provides the benefit. This is an optional field. There is a Select Value that shows the tasks on this improvement record.
• Benefit – This field is for linking to a Benefit case created in the Benefits and Losses (HSE) application. There is a Select Value and Go To Benefits and Losses (HSE). Only Active records can be selected. If a Loss record is selected none of the reference values will be shown as they are only associated with a Benefit. As an Improvement is defined at the Site level then only benefit records that are defined at the System level or with the same Organization (and no site) or with the same Site can be selected. This field will become read-only after save.
• Organization and Site – These fields are defaulted from the main record and are read-only.

Estimates section

You can enter estimated benefits and costs without having to use a Benefits and Losses record.

• Estimated Benefit – The quantity of expected benefit. This field can be used instead of creating a Benefit and Losses record and selecting it into the Benefit field. When you enter a value, decimals are allowed, the Estimated Benefit Units field becomes mandatory. This field is defined as an AMOUNT field and should be a value in the base currency of the Organization.
• Estimated Benefit Units – The unit associated with the Estimated Benefit. There is a Select Value which lists the units of measure. A new unit of measure can be entered in the Classifications or Item Master (HSE) applications. This is likely to be a currency.
• Estimated Cost – The estimated total cost to provide this benefit.
• Estimated Labor Cost – The labor element of cost to implement this improvement or benefit.
• Estimated Material Cost – The material element of cost to implement this improvement or benefit.
• Estimated Services Cost – The services element of cost to implement this improvement or benefit.
• Estimated Tools Cost – The tool element of cost to implement this improvement or benefit.
• Cost Estimate Class – The class of estimate reflects its accuracy. This field has a value list with values of Class 1, Class 2, Class 3. Class 1 is considered the final cost estimate class, the total estimate against which a project will be measured.
• Remarks – A comment about the cost estimate (200 characters).

Reference Benefits section

All of the fields in this section are displaying the fields from the Benefit and Losses record, they are read-only.

• Benefit Quantity – The quantity of expected benefit.
• Benefit Units – The unit associated with the Benefit Quantity.
• Unit Price – The unit price on which the benefit is based.
• Price Units – The unit associated with the price, it is likely to be a currency.
• Calculated Benefits – The calculated benefit is determined by Benefit Quantity x Unit Price.
• Calculated Units – The unit associated with the Calculated Benefits, this will be the same as the Price Units.
• Period of Benefit – The period of time over which the benefit will be measured
• Period Units – The unit of time associated with the Period of Benefit.
• Measurable – A checkbox to indicate that the benefit can be quantified or measured.
• Impact Area – The area affected by the impact, for example, Environmental, Production, Reputation, Health & Safety.

Related Records Tab

This tab shows related work orders, tickets and operator log entries. Related Work Orders and Related Tickets are read-only. Related Operator Log Entries can be modified (see below).

Related Operator Log Entries table window

The Related Operator Log Entries are created in Improvements (HSE) application by using the Select Log Entries button. The table window presents more information than seen for Related Tickets and Related Work Orders. The three Carry Over fields at the bottom of the screen are enterable.

The three Carry Over fields act similar to a radio button in that only one of the fields can be used, the other two becoming read-only on leaving that field.

• Carry Over One Time – A checkbox to indicate that the Shift Log Entry will be carried over to the next shift for one time only. When this is checked the Carry Over Expiration Date and Carry Over Status become read-only.
• Carry Over Expiration Date – The date and time when the carry over log entry expires. When a date/time is entered the Carry Over One Time and Carry Over Status fields become read-only.
• Carry Over Status – This field is used to initiate log entry carry overs. It has a value list with values of Yes, No. When a value is entered the Carry Over One Time and Carry Over Expiration Date become read-only.

Actuals Tab

There are three table windows on the Actuals tab; Children, Tasks and Costs and Benefits.

Children table window

Improvements can exist in a work package; an improvement can have both a parent and children. All records in the hierarchy must be classed as Improvements. The layout of the table window is similar to that found on the Plans tab there are a couple of fields missing for the reference to a Route. The Actuals Tab would be used after the Improvement has reached APPR state (approved). You can change the status of the children improvement records directly from the table window. The default setting is that the status is rolled down the hierarchy from the point where you change status but if that is not required the checkbox Inherit Status Changes can be unchecked on the child improvement record.

Tasks table window

The tasks table window of an improvement is similar to that shown on the Plans tab. Although the layout is slightly different most of the fields exist on both Plans and Actuals. You can change the status of a task from the table window. The application launched from the Reference WO field is Operator Tasks (HSE). There is a New Row button for creating additional tasks in addition to those that may have been entered through applying a Job Plan.

Costs and Benefits table window

The actual cost and benefits records are stored in a different table (PLUSGACTBENEFIT) from the planned cost and benefit records (PLUSGLISTIMPBEN). No planned costs and benefits will be seen on the Actuals tab, but the Select Planned Benefits button can be used to copy the planned records to actuals and then the fields in the Actuals section modified to reflect actual benefits and costs.

These records do not become read-only until the improvement record has reached CLOSE status and then they can be still be modified if the user has access to the action Edit History Improvement.

Details section

• Task – The link to the task that provides the benefit. This is an optional field. There is a Select Value that shows the tasks on this improvement record.
• Benefit – This field is for linking to a Benefit case created in the Benefits and Losses (HSE) application. There is a Select Value and Go To Benefits and Losses (HSE). Only Active records can be selected. If a Loss record is selected none of the reference values will be shown as they are only associated with a Benefit. As an Improvement is defined at the Site level then only benefit records that are defined at the System level or with the same Organization (and no site) or with the same Site can be selected. This field will become read-only after save.
• Organization and Site – These fields are defaulted from the main record and are read-only.

Actuals section

You can enter actual benefits and costs without having to use a Benefits and Losses record.

• Actual Benefit – The actual quantified benefit. This field can be used instead of creating a Benefit and Losses record and selecting it into the Benefit field. When you enter a value, decimals are allowed, the Actual Benefit Units field becomes mandatory. This field is defined as an AMOUNT field and should be a value in the base currency of the Organization.
• Actual Benefit Units – The unit associated with the Actual Benefit. There is a Select Value which lists the units of measure. A new unit of measure can be entered in the Classifications or Item Master (HSE) applications. This is likely to be a currency.
• Final Cost – The actual final total cost that was required to provide this benefit.
• Actual Labor Cost – The actual labor costs needed to implement this improvement or benefit.
• Actual Material Cost – The actual material cost needed to implement this improvement or benefit.
• Actual Services Cost – The actual services cost needed to implement this improvement or benefit.
• Actual Tools Cost – The actual tool cost needed to implement this improvement or benefit.
• Remarks – A comment about the actual costs (200 characters)

Reference Benefits section

All of the fields in this section are displaying the field from the Benefit and Losses record, they are read-only.

• Benefit Quantity – The quantity of expected benefit.
• Benefit Units – The unit associated with the Benefit Quantity.
• Unit Price – The unit price on which the benefit is based.
• Price Units – The unit associated with the price, it is likely to be a currency.
• Calculated Benefits – The calculated benefit is determined by Benefit Quantity x Unit Price.
• Calculated Units – The unit associated with the Calculated Benefits, this will be the same as the Price Units.
• Period of Benefit – The period of time over which the benefit will be measured
• Period Units – The unit of time associated with the Period of Benefit.
• Measurable – A checkbox to indicate that the benefit can be quantified or measured.
• Impact Area – The area affected by the impact, for example, Environmental, Production, Reputation, Health & Safety.

Project Details Tab

This tab provides details of the improvement project and how the benefits might be measured.

Details section

• Team Leader, Name – These fields provide the name of the team leader for the investigation. There is a Select Value and Go To People (HSE). Any person with an Active status can be the team leader.
• Phone, E-Mail – The Phone and E-Mail fields are read-only and display the primary phone and primary email on the team leader’s person record.
• Project Type – The type of improvement project. There is a value list with values of Defect Analysis, Design for Six Sigma, Lean Initiative, Six Sigma, Total Productive Maintenance, Total Quality Management.
• Project Phase – The phase of the improvement project. There is a value list with values of Analyse, Control, Design, Improve, Measure, Verify.
• Analysis Method – The method of analysis used for the improvement project. There is a value list with values of Cost of Poor Performance Process (COP3), Failure Mode Effect Analysis (FMEA), Failure Mode Effect and Criticality (FMECA), Fault Tree Analysis, Pareto Analysis, Process Capability Analysis, QFD Matrix Analysis.
• Critical to Quality – A checkbox to indicate whether the project is critical to improving quality.

Mission section

• Problem Statement – A description of the problem that the improvement project is aiming to address or improve (400 characters).
• Mission Statement – The mission statement for the improvement project (400 characters)

Defects and Measurements section

• Measurement Required – A checkbox to indicate whether a measurement will be required. When checked the Measurement Type field becomes mandatory.
• Measurement Type – This read-only field becomes enterable and mandatory when the Measurement Required field is checked. There is a value list with values of Manually Generated, DCS generated, SCADA generated.
• KPI – The KPI used to track the defect rates. There is a Select Value and Go To KPI Manager. There is no restriction on which KPI record can be selected. The KPI’s description is shown alongside.
• Meter – The meter that will be used to measure the improvement. There is a Select Value and Go To Meters application. There is no restriction on which meter record can be selected. The meter’s description is shown alongside.
• Measurement Point – The Condition Monitoring point which will be used to measure the improvement. There is a Select Value and Go To Condition Monitoring application. The Select Value shows the condition monitoring points with the same Meter. If the Meter is of type Continuous then the Select Value will show no records, as this is not the meter type used in Condition Monitoring (Gauge and Characteristic). The condition monitoring point’s description is shown alongside.
• Target Defect Rate – The target to be used to measure the improvement in performance.
• Defect Density – The defect density is calculated as the number of defects in the last 365 days multiplied by the defect density constant (see Organizations (HSE)) divided by the replacement cost on the associated location (Locations (HSE) – Location Details Tab). Defects reported against descendent locations are included in the count of defects.
• Related Defect – The associated defect record. There is a Select Value and Go To Defects (HSE).

Team Members table window

The team members of the improvement initiative or the team assembled to eliminate a defect can be any person at Active status. The table window has buttons for New Row and Select People which allows multiple people to be selected in one action.

• Team Member – A person selected for the improvement project team. There is a Select Value and Go To People (HSE). Any person at Active status can be selected. The display name of the person is shown alongside.
• Status, Person’s Location, Person’s Site – The status and location of the team member are read-only fields displaying the values from the team member’s person record.

Log Tab

This is the standard layout seen in many work order and ticket based applications with tabs for the Work Log and Communication Log.

Service Address Tab

This is a standard tab seen on ticket and work order based applications. The Service Address is copied from the location record but there is an option Create New Service Address on the Service Address field which will allow you to use the improvement record’s address fields to create and populate a service address record. If the improvement is against a location or asset with no direct service address, then Maximo will traverse up the parent hierarchies using the location system marked as the Address system until a Service Address is found and it will use this address and its latitude/longitude co-ordinates to display the spatial position of the investigation on a map.

Map Tab

This is a standard tab seen on ticket and work order based applications. The Formatted Address is used to find the geospatial position and copy the coordinates to the latitude/longitude fields. If the position shown on the map is not quite correct the position can be adjusted by dragging the map point to the correct position.

Actions

• Change Status
• Select Owner
• Take Ownership
• Apply SLA, View SLA, Select/Deselect SLAs
• Create Work Order, Service Request, Incident, Investigation, Improvement, MOC Request, MOC, Action, Communication
• View History
• View Benefits
• Remove Work Plan
• Assign to New Parent
• Move/Swap/Modify
• Modify/Delete Work Log
• Edit History Improvement
• Copy Doclinks to Change

List Tab Actions – These are standard for work order based applications:

• Change Status
• Select Owner
• Take Ownership
• Assign to New Parent
• Create Work Package

Organizations (HSE)

There are two actions under Oil and Gas / HSE Manager Shared Options which have an effect on the Improvements (HSE) application.

Improvements – Edit Rules

This setting determines when the Costs and Benefits table window is editable on the Plans tab. The internal work order status values are shown and by default this table window is only editable at the synonym statuses of WAPPR. The screen shot is showing 1-5 of 8, WAPPR is on the second page.

Improvements – Additional Options

This dialog box has one field which is the multiplier used in the defect density calculation.