psu planner training manual

8/19/2019 PSU Planner Training Manual

1/136

Penn State University (PSU)

FAM - Planner Training Manual

Prepared By


2/136

2 Planner Training Manual

Revision History

Revision Date: March 11, 2014

Revision Number: 1

Revision # Date Collaborator Description

1.0 March 11, 2014 EDI Initial Document

Click here to enter

a date.

Record of Review

Date Reviewer Purpose

Click here to enter

a date.

Click here to enter

a date.

Click here to enter

a date.

Click here to enter

a date.


3/136

Planner Training Manual 3

Training Guide Contents

1 FAM - Work Reception Center Training ......................................................................................... 9

1.1 FAM Project Overview ....................... ......................... .......................... ......................... 9

1.2 Maximo Overview .......................... .......................... ........................ ......................... ..... 9

1.3 Work Reception Center Training Manual ....... ......................... ........................... ............ 9

2 OPP Work Order Management ..................................................................................................... 10

2.1 Overview of Work Orders and Workflow .............................. .......................... .............. 10

2.2 Work Types .......................... .......................... ......................... ......................... ........... 11

2.3 Work Order Workflow Process for On Demand Work (CM, SVC, TS, MP, and EV) ...... 12

2.3.1 Phase 1 – Triage and Planning .................................................................................................... 15

2.3.1.1 WRC Triages ........................................................................................................................................ 15

2.3.1.2 Planner Plans (Optional) ................................................................................................................. 17

2.3.1.3 EXERCISE: Plan CM Work Order and Route for Scheduling ....... ...... ....... ...... ....... ...... ....... . 19

2.3.1.4 EXERCISE: Plan CM Work Order and Route for Approval ....... ...... ....... ...... ...... ....... ...... ..... 27

2.3.1.5 EXERCISE: Plan CM Work Order and Place in Backlog ...... ....... ...... ....... ...... ....... ...... ....... .... 29

2.3.1.6 Approval (Optional) .......................................................................................................................... 33

2.3.2 Phase 2 – Scheduling and Execution........................................................................................ 35

2.3.2.1 Scheduler Schedules (Optional).................................................................................................... 36

2.3.2.2 Supervisor Assigns ............................................................................................................................ 37

2.3.2.3 Craftsperson Executes/Updates ................................................................................................... 39

2.3.3 Phase 3 – Post Completion Review and Closure................................................................ 43

2.3.3.1 Planner Post-Completion Review (Optional) ........................................................................... 43

2.3.3.2 Final Billing Complete (Integration) ........................................................................................... 44


4/136


2.3.3.3 Work Order Closed ............................................................................................................................ 44

2.4 Work Order Workflow for Key Request Process ........................ ........................ ........... 45

2.4.1 Phase 1A – Non-OPP Request Triage and Approval ........................................................ 47

2.4.1.1 P & PS Reviews Request .................................................................................................................. 47

2.4.1.2 OPP Approval of Controlled Keys ................................................................................................. 51

2.4.2 Phase 1B – OPP Request Triage and Approval ................................................................... 55

2.4.2.1 OPP Access Coordinator Creates Key Request......................................................................... 55

2.4.2.2 OPP Access Coordinator Coordinates Approval for Key Request .......... ...... ....... ...... ....... . 56

2.4.3 Phase 2–

Planning, Scheduling and Execution .................................................................. 60

2.4.4 Phase 3 – Key Pick Up and Closure ........................................................................................... 60

2.4.4.1 Work Reception Center Records Pick Up Information ......................................................... 60

2.4.4.2 Final Billing Complete (Integration) ........................................................................................... 61

2.4.4.3 Work Order Closed ............................................................................................................................ 62

2.5 Work Order Workflow Process for Preventive Maintenance................... ....................... 63

2.5.1 Phase 1 – Work Order Generation ............................................................................................ 64

2.5.2 Phase 2 – Planning, Scheduling and Execution .................................................................. 64

2.5.3 Phase 3 – Post-Completion Review and Closure ............................................................... 64

2.6 Work Order Workflow Process for Jobs ..... .......................... .......................... .............. 65

2.6.1 Phase 1 – Create Job ......................................................................................................................... 67

2.6.1.1 OPP Accounting Creates Job ........................................................................................................... 67

2.6.2 Phase 2 – Planning, Scheduling and Execution .................................................................. 68

2.6.3 Phase 3 – Post-Completion Review and Closure ............................................................... 68


5/136


2.7 Work Order Workflow Process for Fixed Tasks ........................................ .................... 69

2.7.1 Phase 1 – Create Fixed Task ......................................................................................................... 70

2.7.2 Phase 2 – Execution .......................................................................................................................... 70

2.7.3 Phase 3 – Closure ............................................................................................................................... 71

2.9 Components of a Work Order .......................... ........................ ......................... ........... 72

2.9.1 Work Order Tab – Header Section ............................................................................................ 72

2.9.2 Work Order Tab – Job Details Section .................................................................................... 73

2.9.3 Work Order Tab – Budget Section ............................................................................................ 74

2.9.4 Work Order Tab–

Priority Section ........................................................................................... 75

2.9.5 Work Order Tab – Scheduling Information Section ........................................................ 76

2.9.6 Work Order Tab – Responsibility Section............................................................................. 77

2.9.7 Plans Tab – Tasks Section ............................................................................................................. 77

2.9.8 Plans Tab – Labor Section ............................................................................................................. 78

2.9.9 Plans Tab – Material Section ........................................................................................................ 78

2.9.10 Assignments Tab – Assignments Section .............................................................................. 79

2.9.11 Actuals Tab – Labor Section ......................................................................................................... 80

2.9.12 Actuals Tab – Materials Section ................................................................................................. 80

2.9.13 Cost Tab – Current Billing Section ............................................................................................ 81

2.9.14 Cost Tab – Fiscal Work Order Costs Section ........................................................................ 82

2.9.15 Cost Tab – Work Order Costs Section ..................................................................................... 83

2.9.16 Log Tab – Work Log Section......................................................................................................... 84

2.9.17 Failure Reporting Tab ..................................................................................................................... 85


6/136


3 Classifications .............................................................................................................................. 87

3.1 Overview of Classifications ......................... ......................... ......................... ............... 87

3.2 Working with Classifications ............................ ........................ ......................... ........... 87

3.2.1 Creating Classifications .................................................................................................................. 87

3.2.1.1 Exercise: Create an Asset Classification ..................................................................................... 87

3.2.2 Updating Classifications ................................................................................................................. 89

3.2.2.1 Exercise: Update an Asset Classification to Add an Attribute....... ....... ...... ....... ...... ...... ...... 90

5 Locations ...................................................................................................................................... 92

5.1 Overview of Locations ................................................................................................. 92

5.2 Location Types .......................... ......................... ......................... ......................... ....... 93

5.3 Working with Locations ........................... ......................... ......................... ................... 94

5.3.1 Creating Locations ............................................................................................................................ 94

5.3.1.1 Exercise – Creating a Location ...................................................................................................... 94

5.3.1.2 Exercise – Associating a Location to a System ......................................................................... 97

5.3.2 Update or Inactivate Location ..................................................................................................... 98

5.3.2.1 Exercise – Updating the Priority on a Location ....................................................................... 99

5.3.2.2 Exercise – Inactivating a Location................................................................................................ 99

5.4 Components of a Location .......................... ......................... ......................... ............. 101

5.4.1 Location Tab – Header Section .................................................................................................101

5.4.2 Location Tab–

Systems, Parent, and Children Sections ..............................................102

5.4.3 Assets Tab – Assets Section ........................................................................................................103

5.4.4 Assets Tab – History Section ......................................................................................................103


7/136


5.4.5 Specifications Tab – Header and Specifications Section .............................................104

6 Assets ......................................................................................................................................... 105

6.1 Overview of Assets ........................ ......................... ......................... ......................... . 105

6.2 Asset vs. Locations........................ ......................... ......................... ......................... . 106

6.3 Working with Assets .................................................................................................. 107

6.3.1 Creating Assets..................................................................................................................................107

6.3.1.1 Exercise – Creating an Asset ....................................................................................................... 107

6.3.1.2 Exercise – Moving an Asset ......................................................................................................... 110

6.3.1.3 Exercise – Decommissioning an Asset ..................................................................................... 112

6.4 Components of an Asset ........................................................................................... 113

6.4.1 Assets Tab – Details Section .......................................................................................................113

6.4.2 Asset Tab – Purchase Information, Budget and Costs Sections ...............................114

6.4.3 Spare Parts Tab – Subassemblies and Spare Parts Sections .....................................115

6.4.4 Meters Tab – Meters Section......................................................................................................115

6.4.5 Specifications Tab – Header and Specifications Section .............................................116

7 Job Plans .................................................................................................................................... 118

7.1 Overview of Job Plans ....................... ......................... .......................... ..................... 118

7.2 Creating and Activating a Job Plan .......................... ......................... ........................ . 119

7.2.1 Planner Creates New Job Plan ...................................................................................................120

7.2.1.1 Exercise: Create Job Plan and Submit for Approval ....... ...... ....... ...... ....... ...... ....... ...... ....... 120

7.2.1.2 Exercise: Activate Job Plan that has been Approved by all Reviewers ...... ....... ...... ...... 123

7.3 Revising a Job Plan ....................... ......................... ......................... ......................... . 124


8/136


7.3.1 Planner Creates Job Plan Revision ..........................................................................................126

7.3.1.1 Exercise: Create Job Plan Revision and Submit for Approval ...... ....... ...... ....... ...... ...... ... 126

7.3.1.2 Exercise: Activate Job Plan Revision that has been Approved by all Reviewers ....... 127

7.3.2 Planner Inactivates Job Plan ......................................................................................................128

7.3.2.1 Exercise: Inactivate Job Plan ...................................................................................................... 128

8 Preventive Maintenance ............................................................................................................. 129

8.1 Overview of Preventive Maintenance ........................... ......................... ..................... 129

8.2 Working with PMs .......................... .......................... ........................ ......................... . 130

8.3 Creating and Activating a Preventive Maintenance Record ....................... ................. 130

8.3.1 Planner Creates New PM .............................................................................................................132

8.3.1.1 Exercise: Create PM and Submit for Approval ....... ...... ....... ....... ...... ...... ....... ....... ...... ...... .... 132

8.3.1.2 Exercise: Activate PM that has been Approved by all Reviewers..... ....... ...... ....... ...... .... 134

8.4 Revising a PM ........................... ......................... ......................... ......................... ..... 135

8.4.1 Planner Creates Job Plan Revision ..........................................................................................135

8.4.1.1 Exercise: Modify PM Frequency ............................................................................................... 135

8.4.2 Planner Inactivates Job Plan ......................................................................................................136

8.4.2.1 Exercise: Inactivate PM................................................................................................................ 136


9/136


1 FAM - Work Reception Center Training

1.1 FAM Project OverviewFAM (Facilities Asset Management System) is a major step forward in the evolution of

Enterprise Asset Management (EAM) at Penn State. The FAM system is built on the Maximo

7.5 platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work

management tasks will be critical to realizing the goals of the FAM project.

1.2 Maximo Overview

IBM® Maximo® Asset Management is an integrated productivity tool and database that

helps you manage all of your asset types on a single software platform. Built on a service-oriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of

all asset types, their conditions and locations, and the work processes that support them, to

provide you with optimal planning, control, audit, and compliance capability.

The Maximo database provides critical information about assets and locations, includingkey attributes, their configuration, and their physical and logical relationships to other

resources. Using Maximo, you can manage and track events related to your assets from

cradle to grave including creating, assigning, monitoring, notifying, and reporting on key

work and work support processes such as work orders and purchase orders, including

status, from start to finish.

1.3 Work Reception Center Training Manual

This training manual focuses on the role of the Planner user as it executes functions in theFAM system. This manual will cover the applications and use cases that a Planner user willbe expected to perform, on regular basis, inside of the system. The manual may not cover

some functionality that the Planner has access to if it is not directly related to a common

activity that they are expected to perform.

Specifically, this manual covers overviews, processes and specific exercise associated with

the following topics:

Work Management

Locations

Assets

Classifications

Job Plans Preventive Maintenance


10/136


2 OPP Work Order Management

2.1 Overview of Work Orders and Workflow

Work Orders are used to identify, plan, schedule, execute and track the work that

is performed at Locations and/or on Assets and systems throughout the campus.

Initially, a work order is a request for work to be performed. Once completed, awork order is a record of activities performed that make up the history of our

Locations, Assets and systems.

The information that is contained on a work order includes the following:

The tasks that were performed

The labor hours involved in performing the work

The services used, if any

The materials used, if any

The tools required to do the work

The assets worked on

The locations where the work was performed

When you create a work order, you initiate the work management process and

create a historical record of the work requested and performed. The work

management process in the FAM system is controlled by an electronic workflow

process. This workflow, based on work types, ensures the right steps are

performed, by the right people, in the right order and at the right time. At certain

times in the workflow, direct assignments will determine who is to take action on

a record. At other times, information on the work order including status,

responsible group/individual, and assignment status will determine who is to take

action. At all times, any status changes to be performed on a work order record

will be done using workflow options.

As a work order record is processed through the work management workflow,

more sections of the work order record will be populated with the information

about what was both planned to be done and what was actually done.

In this section of the training manual you will learn about the basic components of

Work Order and Job records, the different Work Types, and the workflow

processes for each Work Type.


11/136


2.2 Work Types

Work Types are assigned to Work Orders to categorize them by the nature of the

work being performed. Ultimately, this serves two very important purposes:

Categorization of Work

Processing of Work

Categorization is the concept that it allows you to sort the work already

performed or still in progress to determine how your facilities are performing. For

example, is most of the work you are doing trouble or breakdown work or is most

of it preventive maintenance. An organization that is trying to establish an

Enterprise Asset Management (EAM) program and not just a repair service

considers this type of informatiProcessing of work is the concept that different types of work require different

pre-, post-, and in progress processing tasks. For example, a corrective

maintenance work order to repair a failure requires planning to analyze the failure

and identify a fix. Whereas, a preventive maintenance work order already has a

plan defined for it and does not need any planning prior to execution. In order to

ensure that the right steps are done by the right people at the right time, we must

have processes that dictate what those steps are based on work type.

Along with the FAM implementation, the following Work Types will be used for

work orders:

Work Type Abbr. Definition

Corrective

Maintenance

CM Work to return an asset/location to its designed

intent after a failure.

Service Work SVC Work that does not affect the reliability or

maintenance history of any assets/locations and is

not related to a failure. Typically driven by

customer request.

Minor Project MP Smaller changes, enhancements, and upgrades toassets/locations that do not require a contract.

May require some design assistance and level 1

permitting, but limited to work with a single funding

source.


12/136


Work Type Abbr. Definition

Trouble

Shooting

TS Performance of an assessment in support of the

planning process prior to performing another work

type. Should be a child to a work order of another

type.

Event EV Work related to a distinct event that does not

affect the reliability or maintenance history of any

assets/locations.

Preventive

Maintenance

PM Proactive work to maintain an asset/location in

performance of its designed intent.

Job JOB Larger changes, enhancements, and upgrades to

assets/locations that require a contract. Require

design assistance, permitting beyond level 1, and

may involve multiple funding sources. Typically

associated with a Tririga Contract Number.

Fixed Task FT Routine, recurring, operational work. (Also known

as Standing Orders.)

Key Request KR Work related to new keys or re-keying generated

from a Key Request.

The following sections will describe how each of the above work types are

processed. Note that Corrective Maintenance (CM), Service Work (SVC), Minor

Project (MP), Trouble Shooting (TS), and Event (EV) work orders all follow the

same workflow process and are collectively referenced as On-Demand Work in

the following section.

2.3 Work Order Workflow Process for On Demand Work (CM, SVC,TS, MP, and EV)

On-demand work (CM, SVC, TS, MP and EV work types) is typically initiated

based on a customer request, tradesperson problem report, or as a follow up

work order. For this reason, these work orders must be triaged and, in some

cases, planned before they are assigned and executed. It should be noted that

any work order that is submitted without a work type will initially follow this


13/136


workflow. From start to finish, work orders with these work types may proceed

through the following phases, each of which will be described in greater detail:

Phase 1 – Triage and Planning Triage

Planning

Approval

Phase 2 – Scheduling and Execution Scheduling

Assignment

Execution

Phase 3 – Post-Completion Review

and Closure

Post-Completion Review

Closure

The workflow is being presented in phases because the workflow is set up to

behave a little differently in each of these phases.

During Phase 1 – Triage and Planning, workflow is set up to make discrete

assignments to individuals and groups where the assigned individuals are the

1 - Triageand Planning

2 -Scheduling

andExecution

3 - Reviewand Closure


14/136


only users that can access the workflow options for the record. During this

phase, workflow actions show exactly who is assigned and records reside in

specific users’ workflow inbox.

During Phase 2 – Scheduling and Execution, work orders are not actively in a

workflow, meaning that there are not discrete assignments to individuals orgroups and anyone with appropriate permissions is allowed to access the

workflow options for the record. During this phase, users that are responsible

for the record are engaged via Start Center result sets and/or saved queries in

the appropriate applications. During this phase, users primarily use specific

function-based applications like Scheduler, Assignment Manager, Mobile Work

Manager, or Quick Reporting to interact with the record. Whenever a status

change is required, the user still uses workflow, but is presented with all of the

available status change options at that particular point in the process. The

reason for this design is to allow applications like Assignment Manager and

Mobile Work Manager to function most efficiently without workflow getting in theway.

During Phase 3 – Post-Completion Review, workflow is again set up to make

discrete assignments to individuals and groups where the assigned individuals

are the only users that can access the workflow options for the record. During

this phase, workflow actions show exactly who is assigned and records reside in

specific users’ workflow inbox. Once the Work Order is in a waiting to be closed

(WCLOSE) status, the work orders are not in workflow at all. At this point, work

orders are sitting in a “Waiting to Close” status and will automatically be close

when an integration informs Maximo that billing is complete.


15/136


2.3.1 Phase 1 – Triage and Planning

2.3.1.1 WRC Triages

The workflow begins when a work order is submitted via SuiteReq, a mobile

device, or created directly in Maximo and routed. The workflow first assigns the

record to the Work Reception Center (WRC) person group. Every person in this

person group will receive an assignment for the work order and it will be

displayed in their workflow in-box. Any user from that group can perform the

next step in workflow to take ownership of the record for triage, which will end

the assignment for all other users of the group and remove it from their workflow

in-boxes. Once one of the users from the group has taken ownership of the

record via workflow, the record will move into a status of “TRIAGE” and reside

only in the owners workflow in-box.

Note: The owner will be the only user that can perform the next routing

step.

At the “Triage” step in the workflow, the WRC can review and make updates to

the record. Key fields to review/update:

WRC Triages

PlannerPlans

(Optional)

Approval(Optional)

On to Phase2 -

Schedulingand

Execution


16/136


Key Fields for Triage Step:

Description/Long Description Work Type

Asset/Location GL Account/Customer Billing Number

Urgency/Priority Target Start/Finish

Responsibility Fields

Once the WRC has completed their updates to the record, they have a limited

number of workflow routing options that are described below:

Option What Happens Next Dependencies

Cancel the Work Order Work Order Status goes

to Cancel (CAN) and

workflow stops.

Process ends.

Not required, but might

populate Work Log

section with reason for

cancellation.

Emerging work – Route

directly to Work Group

Work Order Status goes

to Approved (APPR) and

workflow stops.

Work Order goes directly

to Phase 2 of process.

Must do either of the

below first:

Populate the Work

Group Field OR

Create

assignment for

Technician

(Emergencies)

Not Emerging work –

Route to Planner Group


to Waiting Planning

(WPLAN) and gets

assigned to the specified

Planner Group.

Must populate the

Planner Group field first.

Place Work Order back

into WRC Queue.


back to New (NEW) and

gets assigned to the

WRC Person Group.

N/A


17/136


Note: It should be noted that the “Emerging Work” option would be

selected in the case of an emergency Work Order, where the dispatched

Technician has already been assigned.

2.3.1.2 Planner Plans (Optional)

If the “non-Emerging” option is selected, workflow will assign the Work Order to

the Planner Group person group identified on the Work Order. Every person in

this person group will receive an assignment for the work order and it will be

displayed in their workflow in-box. Any user from that group can perform the next

step in workflow to take ownership of the record for planning, which will end the

assignment for all other users of the group and remove it from their workflow in-

boxes. Once one of the users from the group has taken ownership of the record

via workflow, the record will move into a status of “PLANNING” and reside only in

the owners workflow in-box.


step.

At the “Planning” step in the workflow, the Planner can review and make

updates to the record. Key fields/sections to review/update:

Key Fields/Sections for Planning Step:


Asset/Location Urgency/Priority

Target Start/Finish Job Plan

Duration Work Group

Plans Tab – Steps Plans Tab - Labor

Plans Tab – Materials

Once the Planner has completed their updates to the record, they have a limited

number of workflow routing options that are described below:


18/136



Cancel the Work Order Work Order Status goes

to Cancel (CAN) and

workflow stops.

Process ends.


populate Work Log


cancellation.

Route Work Order for

Waiting to be Scheduled


to Waiting to be

Scheduled (WSCH) and

workflow stops.

Work Order goes to

Phase 2 of process.


populate the following

first:

Work Group

Scheduler Group

Place the Work Order

into Backlog.


to Backlog (BACKLOG)

and workflow stops.

Work Order can be

resubmitted to workflow

at any time and it will go

back to the Planner.

Must populate the

Backlog Reason field

first.

Route the Work Order for Approval

Work Order Status goesback to Waiting Approval

(WAPPR) and gets

assigned to the Person in

the Approver field.

Must populate Approverfield first.

Place the Work Order

Back into the Waiting

Planning Queue


back to Waiting Planning

(WPLAN) and gets

assigned to the Planner

Person Group on the

Work Order.

N/A


19/136


2.3.1.3 EXERCISE: Plan CM Work Order and Route for Scheduling

Work Orders that require planning will be located in your “Inbox/Assignments”

portlet on your Start Center with a description of “Work Order [Work Order #]

Needs to be Planned.”

1. Log in to Maximo with your username and password.2. In your “Inbox/Assignments” portlet, click on the Work Order that you will

start planning.

3. Click on the “Route Workflow” Icon on the toolbar.4. With “Take Ownership of Work Order for planning” selected, click on “OK”.

NOTE: Performing this step takes the record out of the Planner Groupqueue and assigns it directly to you. This reduces the possibility ofmultiple users trying to plan the same Work Order.

Typically, at this point in the process, the Planner user would review and update

key fields on the Work Order prior to routing it on to the next step. In thisexercise, you will be asked to populate some these fields. Please note thatdepending on the record you selected, these fields may already have the values

specified in them.

Before proceeding with planning the Work Order, you would want to review and

validate the following:


20/136


The Asset or Location is precise and accurate for the work being

requested or problem reported.

The Work Type is accurate.

Next you would determine if “Extensive” or “Minimum” planning is required. Thisdrives how much time you will invest in planning the record and, therefore, whichsteps you will perform as well as how much time you will invest in performingthose steps. (This is really a sliding scale and should be defined by your

organization. Sample definitions provided below.)

Minimum –

o Work has no historical value.o Work estimate is not more than 4 total work hours.o While parts may be required, no ordering is necessary.

Extensive – o All other work.

o How much time you spend on the additional planning steps wouldbe a sliding scale related to the size and complexity of the job.

Important: Minimum planning still REQUIRES some definition of

scope and REQUIRES identification of planned labor. ALL Work

Orders that go through planning should have planned labor even if it is

an educated guess. This is critical information for scheduling.

For this exercise, we will assume that “Extensive” planning is required.

For extensive planning, you would review the work history of the Asset orLocation in Maximo to determine trends and conditions. This can be done manyways in Maximo. The simplest being:

5. Select “View Work Details” from the lookup on the Location or Asset fieldon the Work Order.


21/136


6. When done reviewing the work history, select “OK.”

Typically, for extensive planning, you would also perform a field inspection tovalidate the request/problem, begin scoping the work, and identify potentialconstraints.

7. To define the scope of work, you can update the short description of theWork Order by entering text in the Description field. (You can click on theLong Description icon to add additional text, if necessary)

Note: Scope should be limited to a very high-level definition of

actions or repairs to be executed (not step-by-step) including prep,coordination and wrap-up activities as well as actual work. Itshould also include identification of critical coordination elements

for the work like access restrictions or required clearances.

8. Save the record .9. Navigate to the Plans tab of the Work Order by clicking on it to begin

planning the work.


22/136


To create the steps to perform the work:

10. Select New Row in the Tasks section of the Plans tab.

11. Enter text into the Task Summary f ield to describe the first step of theWork Order.

Note: For complex jobs, you may want to populate the duration for

each step. This would simply be done to make calculating theoverall job duration easier.

Also, if there is a condition monitoring point reading to be recorded,the ID of the Condition Monitoring Point can be entered in theMeasure Point field.

12. Repeat steps 9 and 10 to add two additional steps to the Work Plan.

Alternate Method: If a suitable Job Plan for the work alreadyexists, attach it by populating the Job Plan ID in the Job Plan field

on the main Work Order tab.

Note: if “minimum” planning, do not spend time searching for a JobPlan. Only attach if already known.

13. Save the record .


23/136


To identify the Materials required for the work:

14. Open the Materials tab on the Plan tab by clicking on it.

15. Select New Row on the Materials tab of the Plans tab.16. Enter ‘821630’ in the Item Number field, enter ‘2’ in the Quantity field, and

enter ‘Area 1’ in the Storeroom field.

17. Select New Row on the Materials tab of the Plans tab.18. In the Line Type field, open the drop-down list and select Material.


24/136


19. Enter ‘Sealant’ in the Item Description field, enter ‘1’ in the Quantity field,enter ‘EA’ in the Order Unit field, enter ’25’ in the Unit Cost field, and enter‘4105’ in the Vendor field.

Alternate Method: You can also select materials to plan for theWork Order by using the “Select Materials” or “Select Asset Spare

Parts” buttons.

Note: Tools can be added on the Tools tab of the Plan tab in asimilar fashion. Add a new row for each planned tool from the Toolroom and enter the Tool ID and quantity. (If special tools are goingto be required, but do not need to be issued from the Tool room,include in the Work Order Description.)


To identify the Labor required for the work:

21. Open the Labor tab on the Plan tab by clicking on it.

22. Select New Row on the Labor tab of the Plans tab.


25/136


23. Select the Select Value icon next to the Skill Level field to bring up a listof available Craft/Skill combinations.

24.Select the “Carpentry Field – 301 – 00” Craft/Skill by clicking on it.

25.Enter ‘1’ in the Quantity field (already populated) and enter ‘1’ in the

Regular Hours field to indicate that you will need one this Craft/Skill forone hour.

Note: In most cases, for labor durations, an educated guess by theplanner is sufficient. This is particularly true for “minimum” plannedWork Orders. For “extensive” Work Orders you might look at histor ical

actuals from similar jobs.


26/136


Important: Craft, Quantity and Duration will be critical information forevaluating resource demand when scheduling and assigning usingScheduling and Dispatch applications. This information should beprovided on ALL work orders!


To enter additional Planning/Scheduling/Routing information:

27. Navigate back to the main Work Order tab by clicking on it.

28. Enter ‘1’ in the Duration field in the Scheduling Information section tosignify that the Work Order should take 1 hour to complete, once started.

Note: Duration is the duration of the Work Order from start to finish.This is not the total effort. This is the amount of time that will elapsefrom when the work is initially started to when it can be called

complete.

Also, you may optionally populate the Customer Reqd Start and Finish

Dates at this time. This is the allowable maintenance window for whenthis work can be scheduled.

29.Enter ‘GENERAL’ in the Work Group field to identify the Work Group that

is to be responsible for the work.


To indicate that the Work Order is now planned and ready for scheduling:


27/136


31. Select the Route Workflow icon .32.Select the “Proceed to Available Routing Options” option and select OK.

33.Select the “Work Order planned. Ready for scheduling.” option and select

OK.

Planning on this Work Order is now complete and the planner’s responsibility isdone. This Work Order will now be picked up a by a scheduler to definescheduled start and finish dates.

2.3.1.4 EXERCISE: Plan CM Work Order and Route for Approval

In this exercise, the Work Order that is planned will need to be routed for

Approval before it can be scheduled.

1. Log in to Maximo with your username and password.

2. In your “Inbox/Assignments” portlet, click on the Work Order that you willstart planning.


28/136



5. Utilize what you learned in the previous exercise to plan this Work Order.Including:

Defining Scope

Adding Work Plan Tasks

Adding Planned Materials

Adding Planned Labor Identifying Duration and Work Group


To route the Work Order for approval:

7. Enter ‘UATSUP1’ in the Approver field in the Responsibilities section ofthe main Work Order tab.

Note: The person entered into the Approver field is the person

responsible for obtaining any necessary approvals prior to


29/136


beginning work. The Work Order record will be assigned to thespecified individual in workflow and they will need to use workflowto indicate the Work Order is approved.

8. Select the Route Workflow icon .

9. Select the “Proceed to Available Routing Options” option and select OK.

10.Select the “Work Order requires approval. Route to assigned Approver.”option and select OK.

Planning on this Work Order is now complete and the planner’s responsibility is

done. This Work Order will now be reviewed and approved by the reviewer and

routed on for scheduling if approved. If it is not approved, it will return to the

planner for additional planning or cancellation.

2.3.1.5 EXERCISE: Plan CM Work Order and Place in Backlog

In this exercise, the Work Order that is planned will be placed into backlog after

planning is complete.

1. Log in to Maximo with your username and password.


30/136


2. In your “Inbox/Assignments” portlet, click on the Work Order that you willstart planning.


5. Utilize what you learned in the previous exercise to plan this Work Order.Including:

Defining Scope Adding Work Plan Tasks

Adding Planned Materials

Adding Planned Labor

Identifying Duration and Work Group


To place the Work Order in backlog:

7. Select the Select Value icon next to the Backlog Reason field on the main

Work Order tab of the Work Order.


31/136


8. Select a Backlog Reason of “Other” by clicking on it.

Note: If “other” is selected as the Backlog Reason, the planner

should provide a note in the Work Log explaining the situation.

9. Navigate to the Log tab by clicking on it.

10. Select New Row in the Work Log section.11.Enter ‘UPDATE’ in the Type field. Enter a reason for placing the Work

Order in backlog in the Summary field.


32/136


12. Select the Route Workflow icon .13.Select the “Proceed to Available Routing Options” option and select OK.

14.Select the “Place Work Order in Backlog.” option and select OK.

Planning on this Work Order is now complete and the planner’s responsibility isdone, for now. This Work Order is no longer in workflow and is in a status ofBACKLOG. Workflow can be restarted on this Work Order at any time. When

workflow is restarted the record will be routed back to the Planner that placed it inbacklog to review and take action on.


33/136


2.3.1.6 Approval (Optional)

If the “Route for Approvals” option is selected, workflow assigns the Work Order

to the individual identified as the Approver on the Work Order.

Note: At this point, the Work Order will reside only in the Approversworkflow in-box. The Approver will be the only user that can perform the

next routing step.

At the “Approval” step in the workflow, the Approver user would review all of the

information provided on the Work Order and coordinate any necessary

approvals that are exterior to the Maximo system.

Once the Approver has decided if they approve of the Work Order, they have a

limited number of workflow routing options that are described below:


Approve the Work Order Work Order Status goes

to Waiting to be

Scheduled (WSCH) and

workflow stops.

Work Order goes to

Phase 2 of process.

N/A

Not Approve the Work

Order


back to the Planning

(PLANNING) status and

is assigned to the

Planner that planned the

Work Order


populate Work Log


not approving.

At the end of this phase of the process, the Work Order will be in one of the

following conditions:

Possible Ending Conditions for Phase1 of Process

Next Steps

1. Canceled status with workflow

stopped.

N/A


34/136


Possible Ending Conditions for Phase

1 of Process

Next Steps

2. Approved status with workflow

stopped.

Supervisor picks up Work Order in saved

queries to be assigned. (Phase 2)

3. Waiting to be Scheduled status

with workflow stopped.

Scheduler picks up Work Order in saved

queries to be scheduled. (Phase 2)

4. Backlog Status with workflow

stopped.

Planner picks up Work order in saved

queries to be restarted at Planning step.

(Phase 1)


35/136


2.3.2 Phase 2 – Scheduling and Execution

As described above, during this phase, work orders are not actively in a workflow

in between actions.

Note: This means that there are not discrete assignments to individuals

or groups. It also means that anyone with appropriate permissions is

allowed to access the workflow options for the record.

During this phase, users that are responsible for the record find their records via

Start Center result sets and/or saved queries in the appropriate applications.

During this phase, users primarily use specific function-based applications like

Scheduler, Assignment Manager, Mobile Work Manager, or Quick

Reporting to interact with the record.

Important: Whenever a status change is required, the user uses the

workflow button and is presented with all of the available status change

options at that particular point in the process.

Once an option is selected, the workflow fires to make the status change and

then immediately stops again. The reason for this design is to allow applications

like Assignment Manager and Mobile Work Manager to function most efficiently

without workflow getting in the way.

In Phase 2 – Scheduling and Execution, a work order can begin in one of two

places. Either:

Scheduler Schedules(Optional)

Supervisor AssignsCraftsperson

Executes/UpdatesCraftsperson

CompletesOn to Phase 3 -

Review and Closure


36/136


1. A Work Order requires scheduling and comes into the process in a

Waiting to be Scheduled status (WSCH)

OR

2. The Work Order is emerging work and comes into the process in the

Approved (APPR) status.

Note: Work Orders in an Approved status bypass the scheduling steps

and go directly to the Supervisor.

2.3.2.1 Scheduler Schedules (Optional)

For Work Orders in a Waiting to be Scheduled (WSCH) status, Schedulers would

utilize a Start Center Result Set, Saved Query in Work Order Tracking, or Saved

Query in a Scheduling application to identify which Work Orders are ready to bescheduled. They would use either Work Order Tracking or a Scheduling

application to update the following Key Fields:

Key Fields for Scheduling Step:

Scheduled Start Scheduled Finish

Duration Work Group

Once the Scheduler has completed their updates to the record, they have a

limited number of workflow routing options that are described below:


Route Work Order for

Execution


to Approved (APPR) and

workflow stops.

Supervisor picks up

Work Order in saved

queries to be assigned.

Must populate Work

Group field.

Not required, but should

populate the following

first:

Scheduled Start

Scheduled Finish


37/136



Route the Work Order

back to the Planner

Group for additional

planning


back to Requires Re-

planning (REPLAN) and

gets assigned to thePlanner Person Group

on the Work Order.

Work Order goes back to

Phase 1.

Must populate the

Planner Group first.

2.3.2.2 Supervisor Assigns

All work that is in an approved status is ready to be assigned to craftspeople.This includes Work Orders that have been scheduled, like in the previous step, or

Work Orders that were identified as “Emerging” and routed directly to approved

from the “Triage” steps in Phase 1.

To assign approved Work Orders, Supervisors would typically utilize a Saved

Query in the Assignment Manager application to identify which Work Orders are

ready to be assigned.

Note: a Supervisor might also use a Start Center Result Set or Saved

Query in Work Order Tracking to catch one-off Work Orders that need to

be assigned.)

In Assignment Manager , the Supervisor would assign the Work Order to a

craftsperson or craftspeople.

Key Fields for Assignment Step:

Laborer Assignment Start Date

Note: Often, this step will be performed across multiple records at the

same time.

Important: There is no need for a Supervisor to change the status of the

Work Order at this point, if the work is assigned. Craftspeople will see

their assigned records on the Mobile Device or in their Saved Queries

regardless of status.


38/136


The Supervisor does have the following workflow options available to them, if

they choose to exercise them:

Note: All of these options only change the status of the record and then

workflow stops immediately again.


Change Status to

“Rescheduling Required”


to Rescheduling

Required (RSCH) and

workflow stops.

Scheduler picks up Work

Order in saved queries to

be scheduled.


populate Work Log


rescheduling.

Change Status to

“Reassignment

Required”


to Reassignment

Required (REASSIGN)

and workflow stops.

Supervisor picks up

Work Order in saved


If moving to another

Work Group, must

populate Work Group

field.

Change Status to

“Waiting Materials”


to Waiting on Materials

(WMATL) and workflow

stops

Supervisor/Technician

picks up Work Order in

saved queries when

materials arrive.

N/A


39/136



Change Status to “In

Progress”


to In Progress (INPRG)

and workflow stops.

Technician continues to

process Work Order just

like APPR.

N/A

Note: The Supervisor Assigns step could be executed more than

once on a Work Order. This is particularly true for multi-craft Work

Orders or when work is interrupted across shifts.

Important: Emergency work (work that is dispatched before a WorkOrder is even created) will actually come out of the “Triage” steps

with a craftsperson already assigned and in the approved status.

These work orders will immediately show up as assigned for the

craftsperson.

2.3.2.3 Craftsperson Executes/Updates

Craftspeople will be able to see the Work Orders that are assigned to them inseveral locations:

Start Center Result Set

Quick Reporting (via Saved Query)

Mobile Work Manager

At this point in the process, craftspeople will begin preparing for and working on

their assigned Work Orders. They will utilize Quick Reporting or Mobile Work

Manager to perform updates like:

Key Fields/Sections for Updating Work Orders during Execution:

Labor Tab (Time Entries) Materials Tab

Failure Codes Work Log


40/136


Craftspeople via Mobile Work Manager and/or Quick Reporting have the ability

to make several status changes while in the “Execution” phase of the process.

The status changes will happen automatically based on actions in Mobile Work

Manager , but can be initiated in Quick Reporting via workflow.

Note: Not all of these status changes are required. They are available toprovide more information or alert the appropriate people of issues.


Change Status to

“Reassignment

Required”


to Reassignment

Required (REASSIGN)

and workflow stops.

Supervisor picks up

Work Order in saved


If moving to another

Work Group, must

populate Work Group

field.

Change Status to

“Waiting Materials”


to Waiting on Materials

(WMATL) and workflow

stops

Supervisor/Technician

picks up Work Order in

saved queries when

materials arrive.

N/A

Change Status to “In

Progress”


to In Progress (INPRG)

and workflow stops.


process Work Order justlike APPR.

N/A


41/136



Change Status to

“Received” (MOBILE

ONLY)


to Received

(RECEIVED).



like APPR.

Happens automatically

when a Work Order is

received on the Mobile

Device.

Change Status to

“Started” (MOBILE

ONLY)


to Started (STARTED).



like APPR.

Happens automatically

when a Work Order is

started on the Mobile

Device.

Change Status to “Hold”(MOBILE ONLY)

Work Order Status goesto Hold (HOLD).



like APPR.

Happens automaticallywhen a Work Order is put

on hold on the Mobile

Device.

Change Status to

“Complete”


to Complete (COMP).

Work Order enters backinto workflow for post-

completion processing,

Phase 3 of process.

Not required, but the

following should be

entered first:

Labor Time

Materials

Failure Codes

Work Log Updates

Note: Until the Work Order is in the complete (COMP) status, it might be

reassigned multiple times and be taken through several of the statuses

above. In some cases, it may even be taken the same status more than

once.

Once a Work Order is taken to the complete (COMP) status, the workflow will

automatically pick it up and take into Phase 3 of the process.

At the end of this phase of the process, the Work Order can only be in one

condition:


42/136



2 of Process

Next Steps

1. Complete status with workflow

restarted.

Workflow will evaluate the Work Order

for post-completion processing.

Important: When the Work Order is set to the Complete (COMP) status,

workflow will automatically uncheck the “Accepts Charges?” flag on the

work order. This is to protect against new charges potentially being

initiated after the financial system “final bills” the Work Order. All actuals

updates should take place before completing the Work Order.


43/136


2.3.3 Phase 3 – Post Completion Review and Closure

In Phase 3 – Post Completion Review and Closure, a work order is immediately

evaluated and routed one of two ways. Either:

1. If the “JP Changes?” box is checked on the Work Order, the workflow will

change the status to Waiting Review (WREVIEW) and assign the record

to the Planner person group identified on the Work Order.

OR

2. If the “JP Changes?” box is not checked on the Work Order, workflow will

change the status of the Work Order to waiting to be closed (WCLOSE)

and workflow will stop on the record.

2.3.3.1 Planner Post-Completion Review (Optional)

If a post-completion review is required, the workflow will assign the record to the

Planner person group identified on the Work Order. Every person in this person

group will receive an assignment for the work order and it will be displayed in

their workflow in-box.

Note: Any user from that group can perform the next step in workflow to

record the review as complete.

PlannerPerforms Post-

CompletionReview

(Optional)

Final BillingComplete

(Integration)

Work OrderClosed

(Automatic)Process Ends


44/136


A planner would review this Work Order to determine if, based on feedback from

the crafts, the associated Job Plan needs to be updated. (Or, potentially, other

updates that might be identified by the craft.) The following key fields should be

reviewed by the Planner in this situation:

Key Fields/Sections for Post-Completion Review Step:

Work Log (for Craft Comments) Plans Tab – Steps

Plans Tab - Labor Plans Tab - Materials

Actuals Tab – Labor Actuals Tab - Materials

Description/Long Description Job Plan

The only option available at this point in the process is to say that the review iscomplete, any actions as a result of the review take place independently of the

Work Order or workflow.


Mark Review as

Complete


to Waiting to be Closed

(WCLOSE) and workflow

stops.

N/A

2.3.3.2 Final Billing Complete (Integration)

Work Orders will remain in a waiting to be closed (WCLOSE) until they are “Final

Billed.” An integration with the VM system will update the billing information on

Work Orders and eventually mark the Work Order as “Final Billed”.

2.3.3.3 Work Order Closed

An escalation will monitor the system for Work Orders that are in the waiting to

be closed (WCLOSE) status and are marked as “Final Billed” and will

automatically change the status of these records to closed (CLOSE.)


45/136


2.4 Work Order Workflow for Key Request Process

Key request work (the KEY work type) is initiated based on a customer request

and requires a review for validity. For this reason, these work orders must be

triaged before they are planned, assigned and executed. There are also some

specific steps to perform prior to closure for these Work Orders. From start to

finish, work orders with these work types may proceed through the following

phases, each of which will be described in greater detail:

Phase 1A – Non-OPP Request Triage

and Approval

Triage

Approval

Phase 1B – OPP Request Triage and

Approval

Triage

Approval

Phase 2 – Planning, Scheduling and

Execution

Planning

Scheduling

1A - Non-OPP

RequestApproval

1B - OPPRequest

Approval

2 -Planning,

Scheduling,Execution

3 - KeyPick Up

andClosure


46/136


Assignment

Execution

Phase 3 – Key Pick Up and Closure Key Pick Up

Closure

The workflow is being presented in phases because the workflow is set up to

behave a little differently in each of these phases.

During Phases 1A or 1B – the workflow is set up to make discrete assignments

to individuals and groups where the assigned individuals are the only users that

can access the workflow options for the record. During this phase, workflow

actions show exactly who is assigned and records reside in specific users’

workflow inbox.

During Phase 2 – Planning, Scheduling and Execution, KEY Work Orders follow

the exact same process as “On-Demand Work” described in the previous

section. Once a Work Order leaves Phase 1A or 1B of this process, it starts at

the “WPLAN” step of the “On-Demand Work” process and follows the same

steps of that process until the Work Order is completed (COMP) at the end of

Phase 2.

During Phase 3 – Key Pick Up and Closure, workflow is again set up to make

discrete assignments to individuals and groups where the assigned individuals

are the only users that can access the workflow options for the record. During

this phase, workflow actions show exactly who is assigned and records reside in

specific users’ workflow inbox. Once the Work Order is in a waiting to be closed

(WCLOSE) status, the work orders are not in workflow at all. At this point, work

orders are sitting in a “Waiting to Close” status and will automatically be closed

when an integration informs Maximo that billing is complete.


47/136


2.4.1 Phase 1A – Non-OPP Request Triage and Approval

2.4.1.1 P & PS Reviews Request

The workflow begins when a Key Request is submitted via SuiteReq. The

workflow first assigns the record to the Police and Public Services (P&PS)

person group. Every person in this person group will receive an assignment for

the work order and it will be displayed in their workflow in-box.

Exception: The assignment list for Master Keys will be a smaller sub-set

of the P&PS Person group and is dictated by membership in the

P&PSMAST person group.

Any user from that group can perform the next step in workflow to take ownership

of the record for review, which will end the assignment for all other users of the

group and remove it from their workflow in-boxes. Once one of the users from

the group has taken ownership of the record via workflow, that record will only

reside in the owners workflow in-box.


step.

P & PSReviewsRequest

P & PSApprovesRestricted

Keys(Optional)

OPP Approvalfor Controlled

Keys

(Optional)

Phase 2 -Planning

Schedulingand Execution


48/136


At the “P&PS Review” step in the workflow, the P&PS user can review and make

updates to the record. Key fields to review/update, most of which reside on the

“Keys” tab of Work Order Tracking:



Asset/Location Grand Master?

Building Master? Animal Facility?

Athletic Facility? Leased Property?

Building Entry? Can Be Facilitated Electronically?

Under AC’s Dept. Control? Mechanical, Electrical or Tele. Room?

Note: The Key Request should also have a Key Request Form attached

to it that should be reviewed.

Once the P&PS user has completed their review/updates to the record, they will

have a series of workflow routing options that are described below:

The initial options available to the user are:

1. The request is for non-Restricted Key.

OR

2. The request is for a Restricted Key.

Based on their selection, their next routing options are different.

If Non-Restricted Key is Selected


Requester is authorized

to request for building

specified.


to Waiting to be Planned

(WPLAN) and is


Group on the Work

Order.

The Work Order goes to

Phase 2.

Planner Group must be

identified on Work Order.


49/136



Requester is NOT

authorized to request for

building specified

THEN

External approval has

been received.



(WPLAN) and is

assigned to the PlannerGroup on the Work

Order.


Phase 2.



The person contacted for

approval should be

captured in the Work

Log.

Requester is NOT

authorized to request for

building specified

THEN

External approval has

NOT been received

Work Order status goes

to canceled (CAN).

Workflow stops.

A Cancellation Reason

should be captured in the

Cancel Reason field on

the Work Order.

Note: For the “Requester is NOT authorized to request for building

specified” options above. The Work Order will remain assigned to the

P&PS user immediately after this selection with instructions to get

approval. Once approval is obtained, the user can workflow the record to

indicate if approval was granted or not.

If Restricted Key is Selected


Key request is NOT for a

controlled key. Proceed

to options.

THEN

P&PS does not approve

request


to canceled (CAN).

Workflow stops.




the Work Order.


50/136





to options.

THEN

P&PS does not require

external approvals and

approves request.


to Waiting Planning

(WPLAN) and the record

is assigned to thePlanner Group on the

Work Order.


Phase 2.





to options.

THEN

External approvals are

required.

Work Order remains

assigned to P&PS user

until external approvals

are obtained. User can

then use workflowoptions to either approve

or cancel request.

If approving, Planner

Group must be identified.

If canceling, a Cancel

Reason should be

populated.

Key request IS for a

controlled key. Route for

approvals.

Work Order goes to a

Waiting Approval status

and is assigned to the

OPP Director of

Buildings and Grounds.

N/A

Note: The options with “THEN” in them above mean that the user is

presented with a second set of routing options after selecting the first

option.


51/136


A process flow summarizing the routing possibilities available in the P&PS

Review step is provided below:

2.4.1.2 OPP Approval of Controlled Keys

If the request is for an OPP Controlled key, the workflow will assign the record to

the OPP Director of Buildings and Grounds person group.

Note: It is expected that there is only one person in this group at any

time, but it is set up as person group to allow for easy change out of thename, when applicable.

Any user from that group can perform the next step in workflow which is to make

decisions on the level of approvals of required.

Request Owned

by P&PS User

for Review

Restricted

Key?

AC

Authorizedfor Building?

P&PS Obtains

External

Approval

RequestApproved. Work

Order to Waiting

Planning

(Phase 2)

Request

Rejected. Work

Order to

Canceled(END)

External

ApprovalsRequired?

OPP

ControlledKey?

P&PS Obtains

External

Approval

P&PS

Approves?

Request

Approved. Work

Order to Waiting

Planning

(Phase 2)

Request

Rejected. Work

Order to

Canceled

(END)

Request

Rejected. Work

Order to

Canceled(END)

Request

Requires OPPApproval. Phase

1 Continues.

Y

N N

Y

N

Y

Y

N Y N

YN

Y

N


52/136


At the “OPP Approval of Controlled Keys” step in the workflow, the Director can

review and make updates to the record. Key fields to review/update, most of

which reside on the “Keys” tab of Work Order Tracking:








Note: The Key Request should also have a Key Request Form attached

to it that should be reviewed.

Once the Director has completed their review/updates to the record, they will

have a series of workflow routing options that are described below:


1. The request is NOT for a Mechanical Room.

OR

2. The request is for a Mechanical Room.


If NOT a Mechanical Room Key is Selected


Appropriate approvals

have been obtained

outside the system.



(WPLAN) and is


Group on the Work

Order.


Phase 2.




53/136



Appropriate approvals

could NOT be obtained

outside the system


to canceled (CAN).

Workflow stops.




the Work Order.

Note: For the “Request is NOT for a Mechanical Room” option above.

The Work Order will remain assigned to the Directory immediately after

this selection with instructions to get approval. Once approval is obtained,

the user can workflow the record to indicate if approval was granted or

not.

If Mechanical Room Key is SelectedWorkflow will assign the record to users in each of the following person groups:

Director of Building and Grounds

EH&S

OPP Safety

At least one user from each group will have to go in and select a routing option

before the request can proceed. The options available to users is provided

below:


Request is approved. If all three reviews select

this option, the Work

Order status goes to

Waiting Planning

(WPLAN) and is


Group on the Work

Order.

The Work Order goes toPhase 2.




54/136



Request is NOT

approved.

If even one user selects

this option, the Work

Order status goes to

canceled (CAN) andworkflow stops.




the Work Order.

A process flow summarizing the routing possibilities available in the OPP Review

step is provided below:

Request Ownedby OPP Directorof Buildings and

Grounds forReview

MechanicalRoom?

Director ObtainsExternalApproval

RequestApproved. WorkOrder to Waiting

Planning(Phase 2)

RequestRejected. Work

Order toCanceled

(END)

All Approve?


Planning(Phase 2)


Order toCanceled

(END)

N

Y

Y

N

From P&PSReview, for OPPControlled Key

(WAPPR)

EH&S, OPPSafety, and

Director of B&GAll Review

N

Y


55/136





1A of Process

Next Steps

1. Canceled status with workflowstopped.

N/A

3. Waiting to be Planned (WPLAN)

status with Work Order assigned to

Planner Group.

Planner takes ownership of record to

plan Work Order.

2.4.2 Phase 1B – OPP Request Triage and Approval

2.4.2.1 OPP Access Coordinator Creates Key Request

Key Requests for OPP Employees are created directly in Maximo by an OPP

Access Coordinator (AC) based on a request from an OPP Employee (outside

system.) The OPP AC will use Work Order Tracking to create the Key

Request Work Order. Key fields to populate, most of which reside on the “Keys”

tab of Work Order Tracking:

OPP AccessCoordinatorCreates Key

Request

OPP AccessCoordinatorCoordinates

Approvals forKey Request

Phase 2 -Planning

Scheduling andExecution


56/136


Key Fields for Key Request Creation Step:

Description/Long Description Work Type = KEY

GL Account Urgency






Planner Group Work Group

Important: The Work Type of “KEY” must be entered and saved on the

new Work Order for Maximo to display the “Keys” tab that contains most

of the Key Request information.

Once the Key Request Work Order has been created, the OPP AC will start

workflow on the record by selecting the “Route Workflow” icon.

2.4.2.2 OPP Access Coordinator Coordinates Approval for Key Request

The workflow begins when a Key Request has been started in workflow by an

OPP AC. The workflow first assigns the record to the OPP Access Coordinator

person group. Every person in this person group will receive an ass ignment for

the work order and it will be displayed in their workflow in-box.

Any user from that group can perform the next step in workflow to take

ownership of the record for review, which will end the assignment for all other

users of the group and remove it from their workflow in-boxes. Once one of the

users from the group has taken ownership of the record via workflow, the record

will only reside in the owners workflow in-box.Note: The owner will be the only user that can perform the next routing

step.

At the “OPP AC Review” step in the workflow, the OPP AC user can review and

make updates to the record, if needed.


57/136


Once the OPP AC user has completed their review/updates to the record, they

will have a series of workflow routing options that are described below:


1. The request is NOT for a Special Key.

OR

2. The request is for a Special Key.


If Non-Special Key is Selected


Key Request is

approved.



(WPLAN) and isassigned to the Planner

Group on the Work

Order.


Phase 2.



Key Request is NOT

approved.


to canceled (CAN).

Workflow stops.




the Work Order.

If Special Key is Selected

The Work Order remains assigned to the OPP AC with instructions to obtain the

appropriate approvals outside the system. Once the appropriate people have

been contacted, the OPP AC will have the following workflow routing options.


58/136



Key Request is approved

by outside approvers.



(WPLAN) and is

assigned to the PlannerGroup on the Work

Order.


Phase 2.



The people providing

approval should be

captured in the Work Log

of the Work Order.

Key Request is NOT

approved by outside

approvers.


to canceled (CAN).

Workflow stops.




the Work Order.


59/136


A process flow summarizing the routing possibilities available in the OPP AC

Approval step is provided below:




1A of Process

Next Steps

1. Canceled status with workflow

stopped.

N/A

3. Waiting to be Planned (WPLAN)

status with Work Order assigned to

Planner Group.

Planner takes ownership of record to

plan Work Order.

Request Owned

by OPP AC andfor Review/

Coordination

Special Key?OPP AC Obtains

ExternalApproval


Planning

(Phase 2)


Order toCanceled

(END)

Approve?

RequestApproved. Work

Order to Waiting

Planning(Phase 2)


Order toCanceled

(END)

N

Y

Y

N

Y

N


60/136


2.4.3 Phase 2 – Planning, Scheduling and Execution

Phase 2 of the Key Request workflow process begins with the Work Order being

assigned to the Planner Group in a Waiting to be Planned (WPLAN) status.

From this point, Phase 2 of the Key Request workflow process is identical to the“On Demand Work Management” process for planning, scheduling, and

execution. The Work Order will follow those process steps until it reaches the

status of Complete (COMP). Please see the appropriate steps of that section to

see how a Key Request is planned, scheduled and executed.

When the Work Order reaches the complete (COMP) status, Phase 3 of the Key

Request Process begins.

2.4.4 Phase 3 –

Key Pick Up and Closure

2.4.4.1 Work Reception Center Records Pick Up Information

In Phase 3 – Key Pick Up and Closure, a Work order is initially assigned to the

Work Reception Center person group. Every

psu planner training manual

Documents