Good morning and welcome to Maximo Bite Size, a podcast on the functionality of Maximo Manage. Today is the thirteenth episode in the series on Asset Management and we will be discussing Location and Asset Status.

The Locations and Assets application share the same set of statuses supported by a synonym domain.

Synonym Domains

First, an explanation of a Synonym Domain. A domain is a list of values that provides simple validation on a field. A Synonym Domain has a list of values where each value exists at a level that is internal to Maximo. There may be specific functionality written for these internal values. Any synonym value belonging to an internal value will behave the same as the internal value itself.

When you hear people referring to synonyms, they are referring to the values that a user sees in a list of values, but the phrase should include the internal reference. For example, we need a new decommissioned asset synonym, would mean we need to add a new status at the DECOMMISSIONED level, a synonym of Decommissioned.

Synonym Domain LOCASSETSTATUS

The Synonym Domain LOCASSETSTATUS has three internal levels that are used by the Locations and Assets applications and the IMPORTED status which is used by Building Information Models (BIM). The three internal levels which many will recognise are NOT READY, OPERATING and DECOMMISSIONED. For locationsA physical place where assets exist and where work can be performed. More the default is OPERATING, but for assets it is NOT READY.

Not all the synonym statuses will be relevant for both locations and assets. The original location status domain is still available, it is called LOCSTAT and has statuses of PLANNED, OPERATING and DECOMMISSIONED. You might find that some of the synonyms of DECOMMISSIONED like BROKEN or MISSING might not be applicable for locations and you may wish to hide them.

In the Synonym Domains dialog that is found in the Domains application there is a button View/Modify Conditions which allows you to associate a condition to the Synonym Domain record that is highlighted. This would allow you to hide synonyms that are not relevant to locations and those not relevant to assets, and ones that you do not wish to use on either locations or assets which is possible without deleting the synonym value.

Locations and Assets which are at a synonym status of DECOMMISSIONED will not appear in Select Value lookups across Maximo except when those lookups are being used for a query.

Changing Asset Status

In the Assets application when changing the asset status from a synonym of NOT READY to OPERATING you have the option to ‘Roll New Status to All Child Assets’.

When moving from a synonym of OPERATING to DECOMMISSIONED you get the options of:

• Remove Asset Reference from Active Routes?
• Remove Asset Reference from Active Safety Plans?
• Change the Status of All Associated PMs to Inactive?

If you don’t use these options, then you will receive an error message. There are validations if the asset still exists on a route stop, safety plan as a work asset, or it is referenced on an active PM. There is also a validation if the asset exists in a collection.

Note. When moving to a synonym of DECOMMISSIONED the Roll New Status to All Child Assets will be set and is read-only, so if you do not want this to happen you should move your subassemblies before changing the status to Decommissioned.

You can go back to a NOT READY status from an OPERATING status. A Decommissioned asset can also be moved back to a status of OPERATING or NOT READY but not if the asset has been moved to another site or it has been returned to a vendor. You cannot change status to OPERATING or NOT READY if the parent asset or the location remain at DECOMMISSIONED.

If you use the action Move/Modify Assets to move an asset from a location in the current site to a location in another site a new asset record will be created for the asset in the destination site and the asset in the current site will be changed to a status of DECOMMISSIONED and the field Moved will be set. The asset record in the old site must remain at DECOMMISSIONED status unless the same asset is moved back to the originating site when it will be set to NOT READY status and the Moved field will be cleared.

Although the same asset has existed in two different sites at various times and there are two asset records, they share the same ASSETID value. A work order history should use this field and not the ASSETNUM field. It is possible the asset number was already used by another asset at the destination site in which case the asset being moved would be given a different ASSETNUM, but it will retain the same ASSETID.

The action View Asset Status History shows the history of status changes for the asset. It might show an asset moving from DECOMMISSIONED to NOT READY which is a good indication that the asset might have been moved from another site. The action View Asset Move History will confirm this.

The Change Status action has a Memo field and can operate against a selected set of assets in the List tab of the Assets application. The same options are available. You can change status on assets as a background process and receive a notification when it is complete.

In the Assets application there is another status field which will be found in the Downtime section and marked as ‘Asset Up?’. This is the asset state, a toggle between operating (Up) or stopped (Down). This is supported by the ISRUNNING attribute, and the attribute is set by the action Report Downtime.

Changing Location Status

In the Locations application when changing the location status from a synonym of NOT READY to OPERATING, or vice versa, you have two options:

• Roll New Status down to All Child Locations in All Non-Network Systems?
• Roll New Status down to All Assets in All Changed Locations?

A single change of status can roll the status down the location hierarchy and down the asset hierarchies for assets that reside in those operating locationsA location with a location type of OPERATING. More. The action also rolls the status down multiple location hierarchies if the location belongs to multiple hierarchical systems.

When moving to a synonym of DECOMMISSIONED the ‘Roll New Status to All Child Locations in All Non-Network Systems’ and ‘Roll New Status down to All Assets in All Changed Locations’ will both be set and are read-only, so if you do not want this to happen you should move any children locations before changing the status to Decommissioned.

When moving from a synonym of OPERATING to DECOMMISSIONED you get the options of:

• Remove All References to This Location from All Job Plans?
• Remove All References to This Location from All Routes?
• Remove All References to This Location from All Safety Plans?
• Change the Status of All Associated PMs to Inactive?

There are a set of validations that prevent a change to a synonym of DECOMMISSIONED and these validations might be triggered for descendent locations. There are validations for each of the four options, if the location exists on a job plan, route stop, safety plan work asset, or it is referenced on an active PM. Note that during decommissioning a location cannot be referenced on a job plan, but an asset can. There are also many more validations for locations, it cannot exist on an open work order, open material requisition, open purchase requisition or open purchase order. A location cannot be referenced on a collection.

A DECOMMISSIONED location can be changed back to a status of OPERATING or NOT READY, and this can be rolled down the location and asset hierarchies if the fields are selected. The View History action shows the status history.

The Change Status action has a Memo field and can operate against a selected set of locations in the List tab of the Locations application, the same options are available. However, you cannot change status on locations as a background process as you can for assets.

I hope you enjoyed this podcast episode and I look forward to seeing you on the next episode when we will review Asset Relationships. 

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Until another time, goodbye.