Location and Asset Status

Last Updated on November 16, 2022 by maximosecrets

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Opening Slide – Logos

Hello, and welcome back to Maximo Bite Size. A series of videos on the functional aspects of Maximo Manage.

Title

Title slide Location and Asset Status, a part of Asset Management, the speaker is Andrew Jeffery, recorded 23-Sep-22.
Title – Location and Asset Status

Good morning, it is Andrew Jeffery here and welcome to the thirteenth episode in the series on Asset Management. Today we’ll be discussing Location and Asset Status.

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Learning Objectives

Learning Objectives. We'll review the LOCASSETSTATUS synonym domain and the Change Status dialogs on Locations and Assets applications.
Learning Objectives – Location and Asset Status

Locations and Assets share the same Synonym Domain LOCASSETSTATUS, so this is where we’ll start. I’ll briefly discuss what a Synonym Domain is and how you can control the values shown for locations and assets.

We’ll then look at what happens when you change location and asset status, starting with locations.

So, let’s get started.

Domain LOCASSETSTATUS

There are a set of 10 statuses shared by locations and assets as defined in the synonym domain LOCASSETSTATUS. You may want to set up conditions to say which statuses are shown in each application.
Location and Asset Status values defined by Synonym Domain LOCASSETSTATUS

Locations and Assets share the same set of statuses defined by the Synonym Domain LOCASSETSTATUS. There are 10 statuses, grouped by the internal values of NOT READY, OPERATING and DECOMMISSIONED. There is an additional internal value for IMPORTED which is used when you import a Building Information Model (BIM).

A Synonym Domain is a set of values and a description, we call these synonym values of the internal value, and it is the internal value against which Maximo functionality is based. You can add new values, but you cannot add new internal values. The Synonym Domain LOCASSETSTATUS is used when you change the status of a location or asset. If you hear someone reference a synonym, for example, we need a new decommissioned asset synonym, it will mean we need to add a new status at the DECOMMISSIONED level, a synonym of Decommissioned.

When you look at the set of values you may think that they are more biased towards a set of statuses relevant to an asset rather than a location. The combined set of location and asset statuses was introduced in Maximo 6 in March 2005. Prior to this the Location Statuses were PLANNED, OPERATING, and DECOMMISSIONED, you can see those in the old synonym domain called LOCSTAT. Going back a little further in Maximo history, equipment, as assets were previously called, had an is running status of Up or Down and no status as we now know it today. In Maximo 6, the intended set of statuses for assets were NOT READY, ACTIVE, and INACTIVE. I think the other statuses like LIMITEDUSE, BROKEN, MISSING, and SEALED were introduced when Maximo Calibration was merged into the core of Maximo as part of Maximo 7.5 in August 2012.

The set of statuses which you want to use for Locations and those which you want to use for Assets can be controlled by using Conditional Domains, a set of values that conditionally display and which are set up when you use the View/Modify Conditions button (1). You do not need to delete synonym values you can effectively hide them using a condition.

You can also define a different set of statuses at the Organization or Site level. This is a standard feature of Domains.

A location or asset which is at a synonym status of DECOMMISSIONED will no longer show up in Select Value lookups across Maximo, but they can still be used in queries. For example you would not be able to insert a work order against a decommissioned location or asset, but you would still be able to find work orders that reference them.

Changing Location Status

The Change Status in the Locations application allows you to roll the status down location hierarchies and to their asset hierarchies. When moving to a synonym of DECOMMISSIONED there are lots of validations.
Locations – Change Status

For locations the default status is OPERATING. This can be easily changed from the Database Configuration application if you wanted to make the default status NOT READY or if you have added a new synonym of PLANNED. When you change status the status date is defaulted to date/time now, it cannot be modified. There is a memo field, and the status change is written to the history table LOCSTATUS which can be viewed using the action View History.

Below the Memo field is a set of six toggles.

The ‘Roll New Status down to All Child Locations in All Non-Networked Systems?’ (1) and ‘Roll New Status down to All Assets in All Changed Locations?’ (2) do what you might expect. When both are selected the new status is changed on both locations in the hierarchy and their assets. If the location belongs to multiple hierarchies, then the roll down of status will follow all hierarchies. Both fields will be set when you change status to DECOMMISSIONED or one of its synonyms, and the fields will be read-only. Note, if the asset has children the ‘Roll New Status down to All Assets in All Changed Locations?’ will also roll the status down to descendent assets.

The field ‘Roll New Status down to All Assets in All Changed Locations?’ can be used on its own, particularly when using the Change Status from the List tab against a selected set of locations. It can also be used with locations that are not of type OPERATING, for example a REPAIR or SALVAGE location. The field ‘Roll New Status down to All Child Locations in All Non-Networked Systems?’ can only be used with OPERATING type locations, as only operating locations can have children.

If you set the location status to DECOMMISSIONED by mistake and it has rolled the status down the location hierarchy and to all assets, then you can reverse this by changing status again, using OPERATING and toggle both fields to roll the new status down the location hierarchies and to their assets and to their descendent assets.

There are three toggles which can only be set when changing status to DECOMMISSIONED or a synonym. ‘Remove All References to This Location from All Job Plans?’ (3) will remove the location from the Work Assets tab on all job plans. ‘Remove All References to This Location from All Routes?’ (4) deletes any route stops that reference the location. ‘Remove All References to This Location from All Safety Plans? (5) deletes any reference to the location from the Work Assets of a Safety Plan, and any Tag Outs that reference this record.

The final toggle can only be set when changing status to DECOMMISSIONED or a synonym. ‘Change the Status of All Associated PMs to Inactive?’ (6). You do get a message to say that the PM has been made inactive. 

There are a set of validations that occur when you change status to DECOMMISSIONED or a synonym, that will prevent the change. The first set will be obvious because they are associated with the toggles, so you will not be able to change status to decommissioned if the location exists on a job plan, route stop, safety plan or an active PM. These messages are reminding you to select the appropriate toggle.

There are other validations not associated with a toggle. When changing status to DECOMMISSIONED or a synonym the location cannot exist on an open work order, which is a work order which is not cancelled or closed. The location cannot exist on an open material requisition, open purchase requisition or open purchase order. For a material requisition this does not have to be submitted, it might be at draft status. You will also receive the message if has been submitted and there is an outstanding reservation on a storeroom.

The other validation I found was that you would not be able to decommission a location if it was referenced on a Collection.

It is worth noting that as you are decommissioning a location that is part of a hierarchy, any descendent locations will also be decommissioned and these validations may fail because the descendent locations reference an open work order, etc. The message references the location that failed the validation. For example, location 1871 status was changed and one of its grandchildren was 1874, and the following error message was displayed ‘BMXAA5680E – Status of location 1874 cannot be changed to Decommissioned because 1874 is referenced in collections.’. If a validation is triggered no change of status occurs on any location in the hierarchy.

Changing Asset Status

The Change Status in the Assets application allows you to roll the status down the asset hierarchy. When moving to a synonym of DECOMMISSIONED there are fewer validations than for locations.
Assets – Change Status

For assets the default status is NOT READY, different to the default status for locations. This can be easily changed from the Database Configuration application. When you change status one thing you might notice is that there is no status date displayed, there is one and it is defaulted to date/time now. There is a memo field, and the status change is written to the history table PLUSCASSETSTATUS which can be viewed using the action View Asset Status History. This action was introduced when Maximo Calibration was added into the core of Maximo, it won’t be found in the View menu, although you might choose to add it there with the other eight view actions.

You will notice that there are fewer toggles when compared with the location status change. Only the field ‘Roll New Status to Child Assets’ can be used if the New Status is not a synonym of DECOMMISSIONED. The other three toggles ‘Remove Asset Reference from Asset Routes?’, ‘Remove Asset Reference from Active Safety Plan’, and ‘Change the Status of All associated PMs to Inactive’ are accessible at decommissioned status. Respectively, they delete the records that reference the asset on a Route Stop, delete the records in a Safety Plan’s Work Assets table, and they change status to INACTIVE any PMs that reference the asset.

There is a set of validations that occur when you decommission an asset; a validation that checks route stops for the asset, a validation that checks whether the asset is referenced as a work asset on a safety plan and a validation that checks whether the asset is referenced on an active PM. These are the validations associated with the three toggles.

There is no validation on the job plan’s work assets, a work order, a material requisition, purchase requisition, or purchase order that reference an asset, the asset can be set to a synonym status of DECOMMISSIONED, unlike locations which would have produced an error message. However, an error message will be produced if you attempted to decommission an asset that was referenced on a Collection.

When changing status to decommissioned, then the ‘Roll New Status to All Child Assets?’ will be set and made read-only and the status change is then applied to descendent assets. You can change status back to a synonym of NOT READY or OPERATING for all the assets in an asset hierarchy by selecting the field ‘Roll New Status to All Child Assets?’ and applying the status change to the top asset in the hierarchy.

You cannot change status of a child asset to a synonym of NOT READY or OPERATING if its parent remains at a synonym status of DECOMMISSIONED, an error will be given. A different error will be given when changing status to NOT READY or OPERATING on a parent asset that exists in a decommissioned location.

An asset at a synonym status of DECOMMISSIONED cannot be changed to a status of active or not ready if the Moved field indicates that the asset has been moved to another site. Similarly, you cannot change status of a decommissioned asset which has the ‘Returned to Vendor’ field set. This would be an asset purchased which had been received and then returned because it was found to be faulty.

You can use the Change Status action against a set of asset records from the List tab, you will get a warning of how many assets this will affect. This is the most likely time when you might use the ‘Change asset status in background’ field in the Background Process section of the dialog. An email notification can inform you of when the background process has completed.

Thank you for watching

Thank you for watching the Location and Asset Status video, don't forget to subscribe.
Thank you for watching the Location and Asset Status video

I hope you have enjoyed this video on Location and Asset Status and found it useful and thank you for watching. We would like to see you back in our next episode which will be the last in the series on Asset Management, we will be discussing Asset Relationships. Don’t forget to hit the Subscribe button, and if you enjoyed this video, please give it a thumbs up.

The music track is called Busy City from the group called TrackTribe, do check them out on tracktribe.com, all one word. 

Until another time, Goodbye.

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