Planning work is the process of determining the requirements needed to fulfil the work.

Level 1

In Maximo, the work order has a work plan which can either be entered manually for each work order or first defined on a Job Plan. Most work of a repeatable nature should have a job plan, and their use shouldn’t be limited to PMs or condition-based work. Eventually, if you are going to get to the most mature levels in planning and scheduling then all work orders need to define their resource requirements.

The first step is to identify the job codes, provide a description and duration and attach the instruction document or maintenance procedure which your organization already has. In the Job Plan application, it would also be good practice to associate the locations and assets that the job plan is applicable to, the work assets, this will help Maximo users to find the job plan, particularly for emergency and corrective work.

It seems such a simple step, it is, the benefit of having job plans for most work is that as you assign labor or crews and record actual hours on a work order you are now trapping information that will be useful for you to progress to level 2. 

Level 2

The second step is to add the craft and crew type, their hours and quantities, and the material requirements for the job plans. If you had reached Assign-Level 2, then you should be able to analyse the actual hours, and materials issued or ordered on previous work orders to determine what should be entered on the job plan. Don’t forget to adjust the duration, the duration is important because a zero duration in one of the graphical tools of Maximo Scheduler is a vertical line, it is much easier to see and grab a rectangle of 1 hour.

In Maximo, when a job plan is applied to a work order it creates both the work plan and if there are craft or crew type requirements, then also the assignment records, at waiting assignment status. Similarly, when the work order is approved, work plan material requirements will create the storeroom reservations or if direct issue then they will raise a purchase requisition. That is a lot of automation, from a little bit of planning.

A Planning-Level 2 maturity should also have a work priority set on the job plan as in scheduling you will probably want to order work by location/asset priority and work priority, in order to determine which work orders to perform first. If you are planning on the Work Order Tracking application, then there is an action that will create a job plan from the work plan.

Level 3

The third step in planning work is to develop the job plan further, with a particular focus on providing additional details that will benefit the technician in the execution of their work and ensuring that you are capturing costs. Assume here that you are planning for your technicians to use mobile devices, even if they do not currently.

  • Adding tasks and their long descriptions to step the technician through the work they need to perform
  • Linking tasks to inspection forms, for example an inspection form could be used for a simple risk assessment, or an after-work quality assessment.
  • Adding precedence logic for more complex work orders perhaps where tasks can be performed in parallel and adding Flow Control so that one task cannot be started until its predecessor(s) have finished, for example, where isolation of assets is needed.
  • Indicating whether asset downtime or an appointment is required or whether the work needs to be scheduled in a maintenance window.
  • Adding the specialist tools and services needed to perform the work. In Maximo this will create a reservation for the tool and a purchase requisition for the service.
  • All labor, material, service and tool records should have cost rates applied. You should be aiming to manage work against a maintenance budget, even if you do not need to formerly do so, perhaps because it is handled in another system. You should be able to understand life cycle costs for assets, in order to make better decisions on when to repair and when to replace.

Level 4

The fourth planning level is adding control to the approval process of the job plan and using revisions to draft changes. Also, you tend to create a lot of job plan records, and there are some ways of reducing the number of records to make them easier to manage. 

  • Similar job plans can be consolidated by applying conditions on tasks, labor, material, service or tool records. When the job plan is applied to a work order if the condition on the task evaluates as true then the task will be added to the work order, similarly for the conditions on labor, material, service or tool records.
  • Dynamic Job Plans is where the labor, material, service or tool resource requirements are calculated when the job plan is applied to the work order and this is based on the number of work units required. This is most likely to be associated with linear assets; roads, rail tracks, cables, pipes, overhead lines, or areas; grounds, car parks, runways, floor area, scaffolding, etc. But it could be based on the volume of assets being inspected, for example, electric Portable Appliance Testing. Using dynamic job plans can help to reduce the volume of records.
  • If you have multiple similar job plans where they differ based solely on the language used, then using a language table for the job plan description or task description or their long descriptions, can help to reduce the number of records to manage.