Tivoli Maximo Asset Management – Functional workshop Exercise - 009

Work order

Creation, Actuals and Failure Reporting,

Quick Reporting, Work order Status Cycle

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Work Orders

Introduction This chapter covers the Work Order Tracking application.

Exercise 9.1
Opening Work Follow the steps below to create a work order.
Orders

Step Action
1. Click the Start Center on the Navigation Bar.

Result: You are returned to the Start Center.

2. Click Go To on the Navigation Bar
3. Select Work Orders > Work Order Tracking.

Result: The Work Order Tracking Application launches in query

mode.
4. Click the insert button.
5. Enter the following in the Work Order Description field:
Description - “Problem in work area”
Note down the workorder number. ………………………..

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6. Enter the following Asset field:

“AHU-100”
Note: This is the same asset that we had created before.
Result: The Asset & location gets populated
7. Select the worktype as ‘CM’ for corrective maintenance.

8. Save the work order

Plans The Plans tab includes the planned Tasks, Labor, Materials, Services, &
Tools.

Planned Tasks Tasks are the step-by-step tasks required to complete a work order. You can
be as detailed as needed or required.

Step Action
9. Click the Plans tab.

10. Look for the blue bar titled ‘Tasks for Work Order ….’. The
workorder, which has been created just now. .

11. Click on the New Row button.

Result: the Task detail screen opens

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12. Enter a Task Description and Estimated Duration.

Task Description – ‘Isolate the equipment’

Estimated duration – 2 hours

13. Optional: Enter additional information as required.

14. Click Save on the toolbar.
Note: You can add additional tasks by clicking the New Row
button.
15. Close the task detail by clicking the orange View Detail arrow

Planning Here you complete the planned labor for the work order.
Labor

Step Action
16. Click the New Row button.

Result: a new row opens in the labor sub tab.

17. In the Labor field, click Select Value field assistant.

Result: The Labor value list is displayed.

18. Select a valid labor code.

Select labor as ‘SMITH’

Result: the record is placed in the work order populating the Rate
field.

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19. Enter the 2.25 hours in the Regular Hours field.

20. Click the Tab key twice.

Note: the hours multiply the rate giving a Line Cost value.

(labor entered)
21. Save the work order.

Note: You can add additional labor or craft by clicking either New
Craft or New Row buttons.
22. Close the labor detail by clicking the orange View Detail arrow.

Planning for There are four buttons to add materials to a work order. They are:
Materials
• Select Materials
• Select Asset Spare Parts
• New Row

The following tables below teach you through each method.

Select Here you complete the planned materials for the work order using the Select
Materials Materials button.

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23. Click the Materials sub-tab.

24. Click the Select Materials button.

Result: the Select Materials value list is displayed.

25. Select an item from the list.

Note: You can select more than one item.

26. Click the OK button.

Result: the item is placed on the work order.

27. Enter a Reference Quantity.
28. Enter a valid Storeroom. E.g. ‘CENTRAL’
Note that unit cost for each item would appear after selection of
appropriate storeroom.
29.
Save the work order.

Select Asset This function is used when an asset has a spare parts list.
Spare Parts

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New Row You can add items by adding a New Row.

Step Action
30. Click the New Row button.

Result: the material detail line expands.

31. Add the following item: ‘FIL-100’ [item that you had created in
previous exercise]
Note the populated fields.
32. Enter a valid Storeroom. E.g. storeroom ‘CENTRAL’ for ‘FIL-100’

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33. Save the work order.

Result: the work order is saved and the items are charged to the
work order.

Printing a Here you learn how to print a work order.

Work Order

Step Action
34. Click the ‘Direct Print - Work Order Details toolbar button.

Result: the work order is sent to the Report Server, launching

Adobe Reader.

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35. Your screen should look similar to this:

You may get some error messages as printer is not attached with
your machine. Just cancel.
36. Click ‘Select Action’ > Run Report

37. Click on ‘Work Order Details’ report

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38. On next screen, you can choose to run it immediately or schedule

it to run at a later point of time.

39. Click ‘Submit’ with ‘immediate’ option.

40. Report will be displayed.

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In previous exercise, we created a work order and filled out all the resources
[labor, tools, material and services] details. Now, in this exercise let’s make use
of a job plan to fill out these resources details.

Exercise 9.2 – Create work order and use Job plan

Step Action
1 Click the Start Center on the Navigation Bar.

Result: You are returned to the Start Center.

2 Click Go To on the Navigation Bar
3 Select Work Orders > Work Order Tracking.

Result: The Work Order Tracking Application launches in query

mode.
4 Click the insert button.
6 Enter the following in the Work Order Description field:
Description - “Problem in work area ”
Note down the work order number. ………………………..
7 Enter the following Asset field:
“AHU-100”
Note: This is the same asset that we had created before.
Result: The Asset & location populate
8 Attach the job plan ‘JP-XX-MON’ which you created in previous
exercise.

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9 Click on ‘Plans’ tab.

You would see that all the labor and material that was attached
with the job plan, got copied to this work order.
This detail is now called as ‘work plan’ and can be edited, If
required. You can add/modify/remove any of the labor, craft,
materials, and tools details.
This modification would be confined to this work order. The
original job plan would remain unchanged. However, users have
an option to create a new job plan using the workplan details [if
required]. Check the option ‘Create Job Plan’ through ‘Select
Action’ tab.
10 Save the record.

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Work Orders, Continued

Work Order To build a work order hierarchy you create the top level work order, then
Hierarchy create or associate child work orders.

Work order hierarchies are created in a number of different ways. You can
create a work order hierarchy using any of the following methods:
• Creating children on the Plans tab via the New Row button on the
Children table window
• Associate existing work orders with a parent via the Select Actions >
Assign to New Parent action
• Associate existing work orders with a parent via the Select Work Orders
button

This section teaches you each method of creating a Parent/Child work order
relationship.

Example For example, your company has decided to change to more energy efficient
lighting, which requires replacing the lighting fixtures for the entire plant.

You might create a work order for the entire project, and a child work order
for each building location. Each child work order could have a work plan
(tasks) detailing the steps at each location. This lets you track the costs of the
work done at each building location and also keep a running total of costs for
the entire project.

Before You You must create and save the parent work order. For training purposes
Begin create a work order with the following information:

Exercise 9.3

Field Value
WO Description XX-Parent-WorkOrder
(where XX are your initials)
Asset 7506

Record Your Work Order here: ____________________________

Include the required details and save the record.

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Create child Here you will create a new Work Order and associate it with an existing
work order Parent.

Step Action
1 Click Insert New Work Order.

2 Type the following in the Work Order Description field:

XX-Child-WO#2 (where XX are your initials)
3 Add an Asset. E.g. 7506
4 Click Save.
5 Click on the Plans tab.
6 Click Select Action > Assign to New Parent.

Select here.

Result: an Assign to New Parent value list is displayed.

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Follow Up Follow-up work orders associate work orders and tickets with each other,
Work Orders but keep them in separate hierarchies and not roll up their costs to the same
parent. You may create a follow-up work order when you complete a job but
notice that additional work is needed on the same asset or location.

Exercise 9.4
Creating a When you create follow-up work orders, Maximo copies the asset, location,
Follow Up and GL account from the originating work order to the follow-up work
Work Order order.
You can view work orders and tickets that were created within a work order
or ticket on the Related Records tab of the originating record.

You can display the details of the related ticket or work order by clicking
Detail Menu on the related record's identifier field and selecting Go To and
choose that record's application.

Step Action
1 Display the record from which you want to create a work order.

2 Click Select Action > Create > Work Order.

Result: Maximo creates the work order and gives it a status of

WAPPR.
3 Click the Related Records tab. The work order you created is
displayed in the Related Work Orders table.

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Quick Reporting

Introduction The Quick Reporting application is another way to process work orders.
Quick Reporting allows you to create work orders for emergencies, for jobs
that have happened after the fact, or to report actuals and failure on any
open work order.

Work Orders entered in Quick Reporting automatically have a status of

“IN PROGRESS”. When reporting actual labor, materials, or tools to an open
work order, you can copy information from an existing work plan to enter
actual labor and material usage, (Select Planned Labor).

Tabs Since using Quick Reporting has so many assumptions (work already done
or in progress), the Quick Reporting application has only 3 tabs.

Tab Description
List Search Maximo for specific records or group of records
that meet your criteria.
Quick Reporting Create and modify work order information about
locations, assets, tasks, labor and material usage, and
failure reporting.
Specifications To classify the work order based on the classification
values

Sub Tabs On the Quick Reporting tab there are four sub tabs. You recall you learned
about them in Work Order tracking.

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Creating Here you learn how to create a work order for emergency work. Our
Emergency assumption is since it was an emergency; the actual work had already been
Work performed. You are now reporting the work after the fact. Follow the steps
below:

Exercise 9.5

Step Action
1 From the Start Center click Go To > Work Orders > Quick
Reporting.

Result: The application opens to the List tab.

2 Click ‘New Work Order’ icon.

Result: A new work order is displayed and its status is

“IN PROGRESS”

3 In the Description field, enter ‘Power Failure in Building 560’.

4 In the Location field, select Building 0560-XX.

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5 Click Save.

Record your work order number here: _____________

Result: Your screen should look similar to this.

Reporting Next we record who executed the work.

Labor

Step Action
6 With the Labor sub tab selected (default), click the New Row
button.

Result: The Labor sub tab expands.

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7 Enter the following data:

Field Value
Labor ADAMS (Hank Adams)
Regular Hours 3.0

8 Click the Detail Menu field assistant button on the ‘labor’ field.
9 Click Select Value.

Result: A Select Value dialog box opens, as shown below,

containing Hank Adams.

10 Select the Valid GL code and Click Save.

e.g. - 6000-200-300

Reporting Next we record the materials used to execute the work.

Materials

Step Action
11 Click the Materials sub tab.
12 Click the New Row button.

13 Enter the following data:

Field Value
Item FIL-100
Transaction Type Issue
Storeroom CENTRAL
Quantity 1

Select a valid GL debit account code before save. E.g. 6000-200-

000

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14 Click Save.

Result: Your screen should look similar to this:

Changing the Finally, you will change the status of the work order to close as all of the
Work Order work is completed.
Status

Step Action
15 Click the Change Status tool bar button.

16 Click the New Status drop down menu and select “Completed”

17 Click OK.

Result: The status of the work order has been changed and is now
closed.
18 Click on Start Center.

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Recording Actuals

Introduction As learned earlier, good work management practices includes not only
the
planning of the work, but also the recording of Actuals in Maximo.
These actuals are the who, what, where, when and why of a work order.
Below is a table that illustrates the actuals that are recorded and the
corresponding applications where they are reported.

Recording… Where It Can Be Reported

Labor • Labor Reporting
• Work Order Tracking Actuals tab
• Assignment Manager
Materials • Work Order Tracking Actuals tab
• Quick Reporting
Tools • Work Order Tracking Actuals tab
• Quick Reporting

Accepting Each work order record has an Accepts Charges? check box which
Charges specifies whether or not you can report actuals against the work order.

If the check box is:

• Checked (default), you can charge actuals against the work order.
• Unchecked, you cannot enter charges against the work order. If the
work order is a child work order and the check box is cleared,
actuals are reported against the parent work order.

Where to Workers, supervisors, or managers can report “actuals” against work

Report orders in:
• Work Order Tracking
• Quick Reporting

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Recording Actuals, Continued

Changing In Maximo there are different ways to indicate that the physical work
Work to has been completed. You can:
Completed
• Manually change the status in the Work Order Tracking or
Quick Reporting applications, by clicking on the Change
Status button

• Completing a work assignment in the Assignment Manager

application by clicking on the Complete Assignment button.

Changing Changing work orders to a closed status can be done by:

Work to
Closed • Manually change the status in the Work Order Tracking or
Quick Reporting applications, by clicking on the Change
Status button.

• Completing a work assignment in the Assignment Manager

application by having set your preference to Close on a
finished assignment, so when clicking on the Complete
Assignment button ( ), it changes the work order to CLOSE
status.

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Recording in Work Order Tracking

Introduction In this section you will learn how to record actual labor and materials using
the Work Order Tracking application.

Exercise 9.6
How to Select Here you learn “How To” report planned labor using the Work Order
Planned Labor Tracking program.

Step Action
1. Go To the Work Order Tracking application.
2. Retrieve your work order record for the “Problem in Work Area.”
Result: Your Work Order tab should look like the one below.

This is the workorder that you created in exercise 1 and have

added labor and materials under plans tab. Before posting.
‘Actuals’, ensure that the workorder is in ‘APPROVED’ status.
If you find it in ‘WAPPR’ status, change status to ‘APPR’.

3. Click the Actuals tab, and in the Labor sub-tab.

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4. Click on the Select Planned Labor button.

Result: the Planned Labor dialog box displays showing all labor
that was planned earlier.
5. Check the planned labor check box.

Note: In case you had planned ‘craft’, then choose the appropriate
‘labor’ details who has performed the work.
6. Click OK.
7. Click the blue View Details button to expand the row.

8. Check to see a GL Account is assigned, if not assign one by

clicking the Detail Menu field assistant.

6000-200-300

9. If the actual time was different than the original 2:25 hours
planned you can enter a different value in the Regular Hours
(opt)
field.
10. Click Save.

How to Select Here you learn how to charge time to someone who was not planned on the
Unplanned original work order. You will continue to use the same work order as the
Labor previous exercise.

Step Action

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11. To enter unplanned or unassigned labor, you can add it, by

clicking
on the:
• Select Labor button

• New Row button

Using either method enter ‘SATTLER’ as having worked four (4)

hours.

12. Check to see a GL Account is assigned, if not assign one by

clicking the Detail Menu field assistant.
13. Click Save.

How to Here you learn how to charge reserved materials planned on the original
Charge work order.
Materials
Remember Materials were reserved in the storeroom when the work order’s
status was changed to an Approved level.

Step Action
14. Click on the Materials sub tab.

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To enter reserved materials, click on the Reserved Materials

button.

Result: Materials planned and put on reserve are displayed.

Select ITEM ‘FIL-100’

15. Check the reserved item and click OK.

16. Click the blue View Details button to expand the row.

17. Check to see a GL Account is assigned, if not assign one by

clicking the Detail Menu field assistant.
18. Click Save.

Failure Reporting

To report asset and location failures to help identify breakdown

patterns or trends.

You use the Failure Reporting tab to record and view asset and
location problems, causes, and remedies. This data enables you to
identify trends and isolate probable causes of breakdowns.
Failure data must belong to one or more failure hierarchies, which
you create in the Failure Codes application. The failure hierarchy
is identified by its top-level failure code, called a failure class.
When you report failures, you use the failure hierarchies created

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in the Failure Codes application.

Specification
Specifications tab in the Work Order Tracking application is used
to classify (or reclassify) a work order and specify attributes to
define it further. For example, a work order might involve the
classification of a laptop, with attributes of memory, disk space,
and speed, for which you can define values. Attributes and their
values help to categorize work orders, which makes it easier to
find and manage work orders.
Note: You also can classify a work order using the Work Order
tab, but to manage attributes for the work order, use the
Specifications tab.
The Specifications tab also lets you specify attributes for job plan
tasks that you classify on the Plans tab.

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