Enterprise Asset Management

Facilities Asset Management (FAM) involves providing optimal management of the University's physical assets to maximize value. Systems such as Maximo and SuiteReq support this element of OPP's mission.

 

Maximo News

3/4/2019

Notice of Maximo Outage - Security Audit Changes Deployment

*Edited: Deployment date has been delayed to 3/27/2019


On the evening of Wednesday, March 27, 2019, FAM Enterprise Asset Management team will deploy changes to Maximo as a result of an Access Control Initiative, also known as the Maximo Security Audit. This audit was performed as a stewardship and risk reduction effort with an end goal of streamlining Maximo’s user right settings. By streamlining the authorization and management of user rights within the system, the team is ensuring users have proper access to perform their daily tasks while reducing risks and costs associated with having unnecessary rights.

 
What should users expect as a result of the security audit changes?
In the ideal situation, users should not notice a major difference. Users should still be able to perform required functions of work in Maximo. However, users may notice some minor changes to their start centers (title or name), a reduction in the number of start centers available (fewer tabs at the top of landing page when you sign in), and/or a reduction in the modules or applications in the left navigation bar.
 

In the event a Maximo user encounters any unforeseen issue(s), they should take one of the following three courses of action:

  • Immediate Work Stop – If the new security changes eliminate your ability to perform required work in Maximo, please come in person to OPP 126 between 7am and 4pm. The Maximo team will have computers available for you sign-in so they can see and address your issue.
  • Something is not quite right/Potential Issue – Send an email to the Maximo team at  oppmaximo@psu.edu with the subject line “Security Audit Issue.” Provide a screen shot,if possible, and a description of the potential issue or steps to recreate what you did/experienced. The team will be working to catalogue and address these issues as soon as possible.  
  • General Questions – Email the Maximo team at oppmaximo@psu.edu with the subject line “Security Audit Question.”

 

11/13/2018

Sprint 2 Status Report

Check out the status report below with all of the customer ticket requests the EAM team tackled as part of the second development Sprint deployed in early November. 

 

IT Ticket Number

Description of Change

Category

Application

Application

386389 Auto-populated "Created By," "Created Date," "Changed By," and "Changed Date" attributes have been added to job plans and PMs. Preventative Maintenance/job plans PM, JP Preventative Maintenance, Job Plans
386390 A "Schedule Locked?" attribute has been added to PMs and job plans to help manage regulatory compliance and seasonal maintenance records. Preventative Maintenance/job plans PM, JP Preventative Maintenance, Job Plans
419226 Tools can be used in job plans and again generate properly to PMs. Preventative Maintenance/job plans PM Preventative Maintenance
419309 Customer Billing Number is an available job plan attribute. When a value is provided, it will populate a Work Order when a job plan is associated. If a PM is used to generate a work order, the PM value will take precedence over a CBN provided via a JP. Preventative Maintenance/job plans WO, PM JP Work Order Tracking, Preventative Maintenance, Job Plans
419018 and 419227 PMs now require a location, an asset, or a route before it can be made active. A Planner Notes memo is now available to share program details with other Planners. This memo field does not become a part of Work Order tracking. Preventative Maintenance/job plans WO, PM JP Work Order Tracking, Preventative Maintenance, Job Plans
9851 Restrictions will help prevent DRs, PRs, and POs from being placed against completed, waiting close, or closed status work orders. Purchasing/Requisition DR, PR, PO Desktop Requisitions, Purchase Requisitions, Purchase Orders
418942 A larger clipboard icon will appear when there is a long description populated in any long description field.  Purchasing/Requisition All All
418947 Purchase priority functionality has been added to Req and PO applications and purchasing start center portlet.  Priority should be added to all orders that are submitted to OPP Stores.  The priority will default to "3 - Routine" and should only be changed for a true urgent need. This does not replace the process of communicating with Stores if there is an Urgent or Overnight need. Purchasing/Requisition DR, PR, PO Desktop Requisitions, Purchase Requisitions, Purchase Orders
418952 PR descriptions will auto-populate with work order, location, and request information Purchasing/Requisition PR Purchase Requisitions
418953 "OPP Store Buyer" attribute added to PO Purchasing/Requisition PO Purchase Orders
419285 Advanced search PR ICD invalid binding notification in field fixed Purchasing/Requisition PR Purchase Requisitions
419314 When an item is being phased out, Pending Obsolescence status will allow reservations if storeroom balances remain. "Inactive" status has been removed from Items to avoid reservation on Items that are no longer available. Purchasing/Requisition Item Master Item Master
419403 PunchOut Field Highlighting Purchasing/Requisition PO Purchase Orders
418406, 418949, and 419167 Improve Start Center for Stores and processing for Desktop Requisitions and Purchase Requisitions Purchasing/Requisition DR, PR Desktop Requisitions, Purchase Requisitions
418943 and 418400 Desktop Req screen redesign to streamline submittal.  Equipment information added. Restrictions will help prevent stocked reservations from creating PRs. Purchasing/Requisition DR, PR Desktop Requisitions, Purchase Requisitions
418014 In Work Order Tracking under More Actions (left side of screen) Create -> Work Order wording changed to Create -> Follow-up Work Order. Work Orders WO Work Order Tracking
418528 Child work orders are now set by default NOT to inherit parent status. This option must be actively selected, if desired. This has been implemented for the different ways to create and assemble parent/child records in new and existing Work Orders, Plans and Actuals, Apply Route, PM, and nested job plan functions.  Work Orders WO, PM JP Work Order Tracking, Preventative Maintenance, Job Plans
386194, 386356, 386357, 419309, and 419310 Child Work Order creation - Added additional fields to the Children of Work Order XXXXXXX area on the Plans Tab. If a user selects new row all fields identified as necessary are available to populate. Prior to this improvement, users could create a new child work order in this section but then had to move to the newly created work order record in order to complete all necessary fields. Work Orders WO Work Order Tracking

 

 

8/23/2018

Shutdown Request Tracking Application Now in Maximo

What does this mean?

All shutdowns/Crane Lift/ Fire Alarm Testing will be submitted via Maximo to be processed by the shutdown staff.

Utility Interruption Notification forms (excel or web) will no longer be used to submit request.  

Timeline Info:

Shutdown staff is currently meeting with OPP Departments to introduce the new SDR track during Staff Meetings.

Former paper/web form process will no longer be accepted starting Oct. 1st  

Training

The Shutdown team in coordination with FAM training will offer three upcoming one hour instructor-led sessions. They will be provided on August 30th from 9-10am & 2-3pm and September 6th from 10-11am in OPP’s training trailer. A self-guided training document titled, “OPP-FAM Shut down Request Training in Maximo,” is also available on the LRN. It is a step-by-step instructional guide for how to submit a shutdown request. The document also outlines the roles and responsibilities of those involved in the process. Register for an Instructor led session or view the self-paced training material on the Learning Resource Network.

Any Questions regarding the new SDR track, please contact the Shutdown Staff.

Contact Information

Tammy Maslanik - Shutdown Coordinator (867-6133)

Janice McMahon - Shutdown Specialist (867-6132)

7/13/2018

Maximo Change: Actual Start Auto-Populate

To increase the accuracy of our Actual Start and Actual Finish dates on work orders, we implemented a change to Maximo on Thursday, July 12th. Work Orders in APPR status with labor charged to the work order were automatically changed to INPRG status and a timestamp of approved labor was added to the Actual Start date field on that work order. We also noticed that any Child work orders who had the checkbox selected to Inherit Status Changes? (see screenshot 1 below) and whose Parent work order had charged labor also were changed to INPRG status and time stamped for Actual Start (see screenshot 2 below). Please note, by default when a Child work order is created the Inherit Status Changes? checkbox is selected. If you do not want this to happen on future Child work orders, unselect the Inherit Status Changes? checkbox upon creation.

If you have questions, feel free to contact the Maximo Group at oppmaximo@mymail.psu.edu.

 

Screen shot of the Inherit Status check box on a work order.

Screen shot showing the actual start date field

4/30/2018

Mobile Maximo Project Update 

On March 29th, 2018, the Maximo Mobile implementation team in conjunction with PSU Purchasing, distributed a request for proposal (RFP) to (4) Maximo Mobile Solution vendors. This proposal’s intent is to procure a new Maximo Mobile solution that will be implemented to deliver simple and efficient Maximo capabilities to mobile workers throughout OPP including technicians and staff. Over the next few months the implementation team will review submitted proposals, in-house demonstrations by the vendors, and score each vendors capabilities to deliver a valuable solution for OPP. Ultimately a new solution will be selected and implemented, replacing the current mobile system and delivering a new mobile experience to make day to day work easier while supporting the Asset Management strategy of OPP and the mission of OPP and PSU.

 

1/16/2018

New Report Available - [PSU-N] PM Record Defect Elimination Report

PM records allow work orders to be automatically generated, usually based on a calendar or meter reading basis.  However, defects in the record will cause system errors that prevent work orders from being generated, or create work orders that will have workflow issues.  This report provides a list of active PM records that have defects in the record that may cause errors or problems with work orders.

The expected user group for this report is Planning & Scheduling, and particularly the Reliability Planner group.  This report should be scheduled to run on a regular basis to identify PM records that need to be modified.

The report can be found by navigating to Reports >Preventive Maintenance>Preventive Maintenance.

Image depicts choosing Preventive Maintenance report option from the Maximo report icon on the top, right navigation bar.

In the dialog box, select [PSU-N] PM Record Data Defect Elimination Report and click on the report name to run the report.

Maximo dialogue box to search reports in the PM application.

The report output shows all PM records that have missing or incorrect data to be corrected in order to allow work order generation:

Sample output of Maximo report, PM record data defect elimination.

The PM record number and Description are shown in the first two columns on the left.  The remaining columns are various fields on the PM record, with missing or incorrect data highlighted.  The last column all the way to the right indicates whether the location record associated with the asset on the PM has a problem or is correct (a location record with no problems is indicated as ‘OK’).

  In the example above, the two highlighted records are missing Work Type data.  Once these fields are populated, the PM record will be cleared from the defect report.

 

1/9/2018

Desktop Requisition Reminder:

When entering a Freight Line on Desktop Requisitions (000000 in the item number field), you need to also enter a vendor on that line. If you do not enter the vendor,  a separate Purchase Requisition will be created for each freight line instead of one Purchase Requisition to the vendor with multiple line items. Questions related to ordering freight on a Desktop Requisition can be directed to OPP Stores.

 

1/4/2018

User Acceptance Testing of Maximo 7.6.08 Update to begin January 9th, 2018

User Acceptance Testing (UAT) is one of the final phases of rolling out new software or software updates. UAT is a process where users test the software to make sure it meets the business needs of their user group (i.e. users test that they can perform their typical daily work tasks without an issue).  In coordination with units across OPP, the FAM group will be facilitating UAT testing of the 7.6.08 update in both Dev and QA environments starting January 9th. If your participation was requested in UAT, you would have received a calendar appointment several weeks ago. The FAM team is requesting that UAT participants review their list of test scripts (i.e. the list of daily tasks they perform in Maximo to be used to test the functionality of the software update) to ensure their testing will be comprehensive to the tasks they perform in the system on a daily basis. The test scripts can be found in the following Box folder: https://psu.box.com/s/dpyrsy1gllehbt8lxydl8xzpax44sa80.

Questions regarding UAT or the 7.6.08 update can be directed to OPPmaximo@psu.edu or received in person by the FAM team located in OPP 126. 

 

12/20/2017

New Report Available – [PSU - N] Ready Backlog Weeks - Craft

The “Ready Backlog Weeks” report is found in the Work Order Tracking application. The targeted user group of this report is Planning and Scheduling. This report is intended to complement and support the planning initiative within Work Control to maintain and control an upper limit of work orders waiting to be planned.  It is generally understood that for scheduling to be effective, a robust and varied “ready” backlog of work (fully planned work ready for assignment to work groups based upon importance to the mission and relative to other competing work order activities and university’s needs) should be available.  This report may be helpful to trades supervisor to monitor how much backlog work is available and share with their crew the amount of future work to be accomplished.

The report indicates, by craft, how many weeks of ready backlog work are waiting to be planned.  It is important that planning be done to the lowest skill level required to accomplish the task as a lower planned work can be assigned to a higher graded labor resource.  Two (2) important features of this report and provide direction to Planning where to expend effort are the “Ready Backlog Weeks” and “Additional Planned Hours Required” columns.  The first indicates backlog by craft calculated from the sum of waiting scheduling planned labor hours divided with a target start date in the next four (4) weeks divided by the weekly craft availability.  Availability is determined as # FTE x 40 hours per week x (1 – Absence Rate).  The second feature dictates how many additional planned hours by craft is required to achieve the three weeks of backlog threshold.

In conjunction with Planning ensuring we maintain three weeks ready backlog for all crafts and secondarily focused on managing the maximum waiting planning work order count, this report will provide insight on organization staffing needs.

The screenshots below demonstrate how to run the report in the Work Order Tracking application and a sample of the report output.

Maximo 7.6 Start Center image demonstrating how to navigate to reports in the work order tracking application by using the bar graph icon in the upper right corner.

You can navigate to the report search in the Work Order Tracking application from the report icon (bar graph icon) on the top right. Or by navigating to the application another way and selecting the Run Reports option under More Actions on the left side navigation panel.

You can search for a report titled, "[PSU - N] Ready Backlog Weeks - Craft" by searching "ready backlog". Click on the words of the report to select it.   A report request dialogue box will appear and you will have an option to enter specific craft of interest or leave blank to return all crafts.  You can select the schedule and email options for running the report and click submit.

Reports and Schedules dialogue box to search for specific reports.  Request Page Dialogue box demonstrating how to enter report parameters for the Ready Backlog Weeks Report.  You can enter one or multiple craft codes and choose to run the report immediately, at a specific time or on a particular recurring basis.

The report output shows the current Ready Backlog Weeks.  Each Craft specified (all crafts if not indicated) is represented along with the craft description and FTE quantity, the calculated weekly hours of availability, the sum of PM backlog hours for the next four weeks, sum of Non-PM (work types:  CM, SVC, EV, KEY, MP, TS, JOB) backlog hours for the next four weeks, calculated backlog weeks and the additional hours required, if necessary, to achieve the desired three week backlog.

The report output shows the current Ready Backlog Weeks.

 

11/15/17

New Report Available - PSU Cost by Building

A new report is available in the Work Order Tracking application titled, "PSU Cost by Building.” The report may be most helpful to Maximo users in Enginereeing Services or Work Control.  The screenshots below demonstrate how to run the report in Work Order Tracking application and provide a sample of the report output.

Screen shot of navigating the Maximo start center to the Work Order Tracking Application from the bar graph icon on the top right navigation bar.

You can navigate to the report search in Work Order Tracking application from the report icon (bar graph icon) on the top right. Or by navigating to the application another way and selecting the Run Reports option under More Actions on the left side navigation panel. You can search for a report titled, "PSU Cost by Building," and click on the words of the report to select it.   A report request dialogue box will appear and you will need to enter a location as a parameter of the report.  If you use the 7-digit building code and end it with % your report will include all the maintenance costs for a building, regardess of budget.  If you exclude the %, then you will only get maintenance costs associated with the exact location you enter.

Report dialogue box for searching for a specific report in a Maximo application.              Demonstrating entering a parameter when running the PSU Maintenance Cost by Building report.

The report output looks like this:

Sample report of the PSU Cost by Building. The report is separated by location and includes CSI division, Major maintenance code and various cost breakdowns.

 

11/15/2017

New Report Available - Building Preventive Maintenance Strategy

The “Building Preventive Maintenance Strategy” report is found in the Preventive Maintenance application. This report may be most helpful to Maximo users in Work Control, Engineering Services, Environmental Health & Safety, Buildings & Grounds and customers.  The screenshots below demonstrate how to run the report in the Preventive Maintenance (PM) application and provide a sample of the report output.

Maximo 7.6 Start Center image demonstrating how to navigate to reports in the work order tracking application by using the bar graph icon in the upper right corner and selecting the Preventative Maintenance.

You can navigate to the report search in the PM application from the report icon (bar graph icon) on the top right. Or by navigating to the application another way and selecting the Run Reports option under More Actions on the left side navigation panel.You can search for a report titled, "Building Preventive Maintenance Strategy" cost by searching "building." Click on the words of the report to select it.   A report request dialogue box will appear and you will need to enter a building number in the location field. No wildcard (i.e. %) is needed. You can select the schedule and email options for running the report and click submit.

Report dialogue box for searching for a specific report in a Maximo application.          Report parameters dialogue box to enter location(s) parameter and schedule the report immediately, at a specific time or on a recurring basis.

 

The report output shows all of the preventive maintenance records for the building.  Each PM record is represented along with every Job Plan record associated with that PM.  Note that a PM record can be associated with an asset, a location, or a route, which is why some PM records only have an asset, only have a location, or only have a route shown.

Sample output of the Building Preventative Maintenance Strategy Report.

9/6/2017

System Enhancements

During the Maximo maintenance outage on Septermber 6, 2017, Maximo Production was taken offline to apply the following system enhancements:

  • Adding a PM tab in the Asset Application
    • This deployment provides PM information on the asset record; avoiding the need to copy an asset number from the asset application then move to the PM application to search for related PMs. The information is presented on every asset record.
  • Adding a PM tab in the Job Plans Application
    • The deployment also presents PM information on a JP record.  This provides immediate visibility to planners or engineers that may be modifying or reviewing a JP as to how many PM records are related to a JP.  This summary presents information that cannot be searched in Maximo directly, since it provides info from a non-visible table (PMSEQUENCE).

  • Adding attributes to the Work Order database table to further allow for scheduling queries in Akwire to show when a work order is sent to Scheduling and who routed that work order to Scheduling.

SuiteReq News

11/6/2017

Self-Guided SuiteReq Training available on LRN

If you are an autherized SuiteReq User and need help getting started with how to use the interface, a self guided training document is available on the Learning Resource Network. Click on the Learning Resource Network words to directly link to the document.  OR Navigate to lrn.psu.edu and search "SuiteReq" in the upper right search bar.

Non-OPP customers seeking access to SuiteReq to enter work orders need to reach out to their facility coordinator for approval first. 

 

Resources
FAM Systems Change Log (Read Only View)
FAQs
Maximo Help Center (Box Folder with Help Documents)

 

People In Unit

Shauna Nevel,  PSU FAM Business Analyst
Maximo Business Analyst
(814) 865-2596
Joel Myers, PSU FAM Business Analyst
FACILITIES SPECIALIST
(814) 867-5943
Facilities Specialist 4