Вы находитесь на странице: 1из 376

User’s Guide

Release 4.1.1

Copyright 2001, MRO Software, Inc.


This document and its publication do not constitute or create a contract. MRO Software, Inc. makes no
warranties, express or implied, regarding the accuracy or completeness of this document or of the related
program material.
© 2001 MRO Software, Inc. All rights reserved. Contains Trade Secret Information of MRO Software, Inc.
Use, transfer, disclosure, or copying without MRO Software, Inc.’s express written permission is strictly
forbidden.
Restricted Rights Legend: Use, duplication, or disclosure by the U.S. Government is subject to restrictions
as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and Computer Software clause at DFAR
252.227-7013.
Trademarks: MAXIMO®, INTERMAT®, Struxure®, MAXIMO® Enterprise™, MAXIMO® Extended
Enterprise™, MAXIMO® for Integrated Supply™, MAXIMO® Scheduler™, MAXIMO® Workflow™,
MAXIMO® Analyzer™, MAXIMO® Buyer™, MAXIMO® Fleet Manager™, MAXIMO® Aviation
Manager™, mroManufacturer™, mroDistributor™, mroConnect™, mroRFQ™, mroHosting CenterSM,
Illustrated Parts Catalogue™, Standard Modifier Dictionary™, and Autocon™ are trademarks of MRO
Software, Inc.
Other products and brand names are trademarks or registered trademarks of their respective companies; some
are noted below.
Third Party Technology: Certain MRO Software, Inc. products contain technology provided under license
from third parties, as noted below:
MRO Software Third Party Technology Information
Products
MAXIMO Portions © 2000 Brio Technology Brio.Report Builder™ provided by Brio Technology, Inc.
All Portions © 1995-2000 BroadVision, Inc. BroadVision Business Commerce, BroadVision One-
to-One Enterprise, BroadVision One-to-One Publishing, BroadVision Tools provided by
BroadVision, Inc.
MAXIMO Portions © 1996 by Centura Software Corporation.
AutoVue Portions © 1989-1998 Cimmetry Systems, Inc. AutoVue™ , AutoVue Professional provided
by Cimmetry Systems, Inc.
Analyzer Portions © 1999 Cognos Incorporated.
MAXIMO 4i Portions © 1994-1999 Citrix Systems, Inc. MetaFrame, Citrix WinView and WinFrame
provided by Citrix Systems, Inc.
Scheduler Portions © 1999 MERANT ODBC DataDirect™ provided by MERANT
MAXIMO Portions © 1998, 1999 NETRONIC Software GmbH.
Workflow
Crystal Report Portions © 1999 Seagate Software Information Management Group Holdings, Inc.
Writer Seagate Crystal Reports™ provided by Seagate Software.
MAXIMO Buyer Portions © 2000 Verity, Inc. Verity® Search™ provided by Verity, Inc.
All products Portions © 2000 webMethods, Inc. webMethods B2B Developer™, webMethods B2B
Integration Server provided by webMethods, Inc.
MAXIMO Portions © 1995-2000 Actuate Corporation.
mroRFQ Portions © 1998-2000 Moai Technologies, Inc. Moai LiveExchange™ provided by Moai
Technologies, Inc.
mroDistributor & Portions © TAXWARE International, Inc. TAXWARE® VERAZIP™ Sales/User, STEP
mroManufacturer provided by TAXWARE International, Inc.
CONTENTS

CHAPTER 1 INTRODUCTION
OVERVIEW..................................................................................................................... 19
IN THIS USER’S GUIDE ................................................................................................ 21
How to Use This Guide ................................................................................................ 22
RELATED DOCUMENTATION .................................................................................... 23

CHAPTER 2 MAXIMO AND WINDOWS


OVERVIEW..................................................................................................................... 25
STARTING THE APPLICATIONS ................................................................................ 26
Change Nonprivileged User Password.................................................................................... 27
Starting an Application ................................................................................................. 27
APPLICATION SCREENS.............................................................................................. 28
Parts of an Application Screen...................................................................................... 29
The Application Bar................................................................................................................ 29
Tabs......................................................................................................................................... 30
Table Windows............................................................................................................. 32
The Status Column.................................................................................................................. 35
Default Table Data .................................................................................................................. 36
The Detail Button ......................................................................................................... 37
FIELDS............................................................................................................................. 38
The Key Field ............................................................................................................... 39
Field Icons .................................................................................................................... 39
Field Data Types........................................................................................................... 40
Alphanumeric Fields ............................................................................................................... 40
Numeric Fields........................................................................................................................ 41
Date and Time Fields .............................................................................................................. 43
Yes/No Fields ......................................................................................................................... 45
Read/Write and Read-only Fields ........................................................................................... 45
Required Fields ....................................................................................................................... 46

3
Contents

Value List Fields..................................................................................................................... 47


Long Description Fields.......................................................................................................... 48
Hyperlink Fields..................................................................................................................... 49
Application Launch Fields............................................................................................ 51
Hidden Fields................................................................................................................ 51
GL Account Fields........................................................................................................ 52
Tracking GL Accounts ............................................................................................................ 52
Entering Account Codes Using the GL Account Navigator.................................................... 56
Display of Account Codes in the GL Account Navigator Dialog Box.................................... 58
Meaning of Red Dots.................................................................................................... 59

CHAPTER 3 THE MAIN MENU


OVERVIEW..................................................................................................................... 61
MAIN MENU SCREEN................................................................................................... 62
Menu Bar ...................................................................................................................... 62
Menu Bar on Main Menu Screen.................................................................................. 62
File Menu on Main Menu Screen ........................................................................................... 62
Help Menu on the Main Menu................................................................................................ 63
Module Icons ................................................................................................................ 63
Modules, Applications, Screens, and Tabs ................................................................... 64
WORK ORDERS ............................................................................................................. 65
PMs................................................................................................................................... 66
INVENTORY................................................................................................................... 66
EQUIPMENT ................................................................................................................... 67
PURCHASING................................................................................................................. 69
PLANS ............................................................................................................................. 70
LABOR............................................................................................................................. 71
CALENDARS .................................................................................................................. 71
RESOURCES ................................................................................................................... 72
CUSTOM APPLICATIONS ............................................................................................ 72
SETUP.............................................................................................................................. 73
UTILITIES ....................................................................................................................... 74

CHAPTER 4 GETTING AROUND IN MAXIMO


OVERVIEW..................................................................................................................... 75
WINDOWS STANDARDS.............................................................................................. 76
Menu Bar on Application Tabs..................................................................................... 76
Menu Bar Items ............................................................................................................ 76

4
Contents

FILE MENU ..................................................................................................................... 78


Save (Record) ............................................................................................................... 78
Send (Record) ............................................................................................................... 78
Run Reports .................................................................................................................. 79
Print Form..................................................................................................................... 79
Print Documents ........................................................................................................... 80
Open Database/Close Database .................................................................................... 81
Exit (Application Name)............................................................................................... 82
Exit All ......................................................................................................................... 82
EDIT MENU .................................................................................................................... 82
Clear All ....................................................................................................................... 83
Find (Record)................................................................................................................ 83
Delete Row ................................................................................................................... 83
Undelete Row ............................................................................................................... 84
Delete Document Registration ...................................................................................... 85
Delete Document Link.................................................................................................. 85
Set Linked Document Version...................................................................................... 85
Delete (Record)............................................................................................................. 86
VIEW MENU................................................................................................................... 87
(Record) List................................................................................................................. 87
Current Query ............................................................................................................... 89
Saved Queries ............................................................................................................... 89
Refresh (Record)........................................................................................................... 89
Count (Records)............................................................................................................ 89
ACTIONS MENU ............................................................................................................ 91
Application Actions ...................................................................................................... 92
INSERT MENU ............................................................................................................... 92
New (Record) ............................................................................................................... 92
New (Record) with AutoNumber.................................................................................. 93
Duplicate (Record) ....................................................................................................... 94
Connections to Other Records ................................................................................................ 95
New Row ...................................................................................................................... 95
New Row with AutoNumber (Work Orders Module Only) .......................................... 96
Document Registration ................................................................................................. 96
Document Link ............................................................................................................. 97
NAVIGATE MENU......................................................................................................... 98
Next (Record) ............................................................................................................... 98

5
Contents

Previous (Record) ......................................................................................................... 99


Hyperlink ...................................................................................................................... 99
Return to Originating Application .............................................................................. 102
Return with Selection.................................................................................................. 102
Return with Selection and Exit ................................................................................... 103
Main Menu ................................................................................................................. 104
Scroll to Column......................................................................................................... 104
(Application) Extra Form Window............................................................................. 104
SETUP MENU ............................................................................................................... 104
Save Desktop .............................................................................................................. 105
Set Field Defaults ....................................................................................................... 105
Define Document Types ............................................................................................. 106
Specify Document Confirmations............................................................................... 107
Define Filter................................................................................................................ 107
HELP MENU ................................................................................................................. 107
Contents and Index ..................................................................................................... 108
(Application) Help ...................................................................................................... 108
Overview..................................................................................................................... 108
MRO Software Home Page ........................................................................................ 109
Support ....................................................................................................................... 109
About .......................................................................................................................... 109
TOOLBAR ..................................................................................................................... 109
KEYBOARD COMBINATIONS................................................................................... 114
Keyboard and Editing ........................................................................................................... 115
Keyboard and Value Lists..................................................................................................... 115
Keyboard and Table Windows.............................................................................................. 116

CHAPTER 5 THE STATUS BAR


OVERVIEW................................................................................................................... 119
MODES OVERVIEW .................................................................................................... 120
QUERY MODE.............................................................................................................. 121
Basic Querying ........................................................................................................... 122
Using Operators .................................................................................................................... 124
Using Wildcards.................................................................................................................... 125
Steps for Querying by Using On-Screen Fields .................................................................... 126
Advanced Querying .................................................................................................... 128
Sample Where Clauses.......................................................................................................... 129
Steps for Querying Using the Where Clause......................................................................... 130

6
Contents

Editing a Where Clause......................................................................................................... 131


Saving a Where Clause ......................................................................................................... 133
Where Clause Listing............................................................................................................ 134
BROWSE MODE........................................................................................................... 134
MODIFY MODE............................................................................................................ 135
INSERT MODE ............................................................................................................. 136
MESSAGES AND MESSAGE ICONS.......................................................................... 136
Field Icons .................................................................................................................. 137

CHAPTER 6 REPORTS
OVERVIEW................................................................................................................... 139
RUNNING, VIEWING, AND PRINTING A REPORT ................................................ 140
Registered Reports...................................................................................................... 140
The (Application) Reports Dialog Box....................................................................... 140
Displaying a List of Other Applications................................................................................ 141
The SQR Options Dialog Box .................................................................................... 141
REPORT LIST BY MODULE....................................................................................... 142
Work Order Reports ................................................................................................... 143
Preventive Maintenance Reports ................................................................................ 145
Inventory Reports ....................................................................................................... 146
Equipment Reports ..................................................................................................... 149
Purchasing Reports ..................................................................................................... 153
Resources Reports ...................................................................................................... 155
Setup (Database Configuration) Reports .................................................................... 156

CHAPTER 7 WORK ORDERS


OVERVIEW................................................................................................................... 157
Categories of Work Orders ......................................................................................... 158
DOWNTIME REPORTING........................................................................................... 158
Why Is It Important to Report Unplanned Downtime? ............................................... 159
Reporting Unplanned Downtime .......................................................................................... 159
How Unplanned Downtime Is Calculated................................................................... 159
Analyzing Unplanned Downtime................................................................................ 160
WORK ORDERS MENU ITEMS.................................................................................. 161
Work Orders and Other Modules................................................................................ 161
Work Orders and Preventive Maintenance ........................................................................... 161
Work Orders and Job Plans................................................................................................... 162
Work Orders and Operating Locations ................................................................................. 162

7
Contents

Work Orders and Equipment ................................................................................................ 163


Work Orders and Inventory .................................................................................................. 163
Work Orders and Labor ........................................................................................................ 163
The MAXIMO Scheduler ........................................................................................... 164
WORK ORDER TRACKING APPLICATION ............................................................. 164
WORK ORDER TRACKING TABS............................................................................. 164
Toolbar.................................................................................................................................. 165
USING WORK ORDER TRACKING ........................................................................... 166
Work Plans ................................................................................................................. 166
Duplicating Work Order Records ............................................................................... 166
Parent and Child Work Orders.................................................................................... 167
When to Use a Parent Work Order ....................................................................................... 167
Actions........................................................................................................................ 167
Copy Methods....................................................................................................................... 167
Move/Modify Equipment...................................................................................................... 168
PLANS TAB................................................................................................................... 168
ACTUALS TAB............................................................................................................. 169
USING THE ACTUALS / LABOR TAB....................................................................... 169
Restricting Access....................................................................................................... 169
Additional Validation ................................................................................................. 169
Actions........................................................................................................................ 170
Select Work Plan Components ............................................................................................. 170
USING THE ACTUALS / MATERIALS TAB ............................................................. 170
Actions........................................................................................................................ 170
Select Work Plan Components ............................................................................................. 170
USING THE ACTUALS / TOOLS TAB ....................................................................... 171
Select Work Plan Components ............................................................................................. 171
FAILURE REPORTING TAB ....................................................................................... 172
QUICK REPORTING APPLICATION ......................................................................... 172
QUICK REPORTING APPLICATION TABS .............................................................. 172
Toolbar.................................................................................................................................. 172
USING THE QUICK REPORTING APPLICATION ................................................... 173
Creating a New Work Order ....................................................................................... 173
Reporting on an Open Work Order............................................................................. 174
WORK MANAGER APPLICATION ............................................................................ 175
WORK MANAGER APPLICATION TABS................................................................. 175
Toolbar.................................................................................................................................. 176
Finishing Assignments, Closing Work Orders............................................................ 177

8
Contents

Actions Menu.............................................................................................................. 178


Assign Labor (Self-Dispatch Mode) ..................................................................................... 178
Start Assignment ................................................................................................................... 179
Interrupt Assignment............................................................................................................. 179
Finish Assignment ................................................................................................................ 181
View Submenu...................................................................................................................... 182
WORK ORDER LIST/LABOR LIST ............................................................................ 184
Toolbar.................................................................................................................................. 184
USING THE WORK ORDER LIST/LABOR LIST ...................................................... 184
Actions........................................................................................................................ 184
Work Order List Submenu .................................................................................................... 184
Labor List Submenu.............................................................................................................. 187
Modify Labor Availability .................................................................................................... 188
Assign Labor......................................................................................................................... 189
Start Assignment ................................................................................................................... 191
Interrupt Assignment............................................................................................................. 191
Finish Assignment ................................................................................................................ 193
WORK ORDER REPORTS ........................................................................................... 194
Daily Maintenance Schedule by Supervisor Report.............................................................. 194
Equipment Cost Rollup Report............................................................................................. 194
Delinquent Work Order Report............................................................................................. 195
Estimated vs. Actual Work Order Costs Report.................................................................... 195
Weekly Maintenance Schedule by Craft Report ................................................................... 195
Work Order Material Check.................................................................................................. 195
Standard Work Order Report ................................................................................................ 195
Work Order Status Change Report ....................................................................................... 196
Employee Job Assignments Report....................................................................................... 196
Daily Work Order Assignments Report ................................................................................ 196

CHAPTER 8 PREVENTIVE MAINTENANCE


OVERVIEW................................................................................................................... 197
Preventive Maintenance and Other Modules .............................................................. 198
Preventive Maintenance and Job Plans ................................................................................. 198
Preventive Maintenance and Equipment............................................................................... 198
Preventive Maintenance and Work Orders ........................................................................... 198
PREVENTIVE MAINTENANCE TABS ...................................................................... 199
Toolbar.................................................................................................................................. 199
Define Filter Dialog Box ............................................................................................ 200
Restarting a Job Plan Sequence .................................................................................. 200
PREVENTIVE MAINTENANCE REPORTS ............................................................... 200

9
Contents

Projected PM Labor Requirements ....................................................................................... 200

CHAPTER 9 PLANS
JOB PLANS ................................................................................................................... 201
Overview..................................................................................................................... 201
Job Plans and Other Modules ............................................................................................... 202
Job Plan Tabs.............................................................................................................. 202
Toolbar.................................................................................................................................. 203
SAFETY PLANS............................................................................................................ 203
Overview..................................................................................................................... 203
Safety Plan Tabs ......................................................................................................... 204
SAFETY HAZARDS ..................................................................................................... 204
Overview..................................................................................................................... 204
Safety Hazards Tabs ................................................................................................... 205
SAFETY PRECAUTIONS............................................................................................. 205
Overview..................................................................................................................... 205
Safety Precautions Tabs.............................................................................................. 206
LOCK OUT / TAG OUT................................................................................................ 206
Overview..................................................................................................................... 206
Lock Out / Tag Out Tabs ............................................................................................ 207
PLANS REPORTS ......................................................................................................... 207

CHAPTER 10 EQUIPMENT
OVERVIEW................................................................................................................... 209
HIERARCHIES.............................................................................................................. 211
EQUIPMENT ASSEMBLY STRUCTURES................................................................. 211
EAS Elements ............................................................................................................. 212
Top EAS Element ................................................................................................................. 212
Subassemblies ....................................................................................................................... 212
Inventory Items or Spare Parts.............................................................................................. 213
LOCATION SYSTEMS................................................................................................. 213
THE DRILLDOWN DIALOG BOX.............................................................................. 214
Displaying the Drilldown Dialog Box ........................................................................ 215
Displaying the Drilldown in Equipment and Operating Locations ....................................... 215
Displaying the Drilldown in Other Applications .................................................................. 216
Icons Used on the Drilldown Dialog Box ................................................................... 217
Drilldown Area Icons............................................................................................................ 217
Control Area Icons................................................................................................................ 218

10
Contents

Viewing Locations and Viewing Equipment .............................................................. 219


Viewing Locations ...................................................................................................... 220
Viewing Locations by System............................................................................................... 222
Viewing Locations by Type .................................................................................................. 223
Switching Between the System and Type Views .................................................................. 223
Viewing Equipment .................................................................................................... 224
Drilling Down the Equipment Hierarchy .............................................................................. 225
Switching Between the Location and Equipment Views............................................. 225
Right Mouse Button Menu.......................................................................................... 226
View Work Orders and PMs................................................................................................. 226
View Location Information................................................................................................... 227
View Parents for Networked Location.................................................................................. 227
View Location’s Path............................................................................................................ 227
View Locations From Parent Level ...................................................................................... 228
View Equipment Information ............................................................................................... 228
View Equipment’s Path ........................................................................................................ 228
The Options Dialog Box............................................................................................. 229
Changing Location Systems.................................................................................................. 229
Showing the Location Path ................................................................................................... 229
Viewing Top-level Equipment.............................................................................................. 230
DOWNTIME REPORTING........................................................................................... 230
Why It Is Important to Report Unplanned Downtime................................................. 231
Reporting Unplanned Downtime ................................................................................ 231
How Unplanned Downtime Is Calculated................................................................... 231
Analyzing Unplanned Downtime................................................................................ 232
TRACKING COSTS ...................................................................................................... 232
EQUIPMENT MODULE MAIN MENU ITEMS.......................................................... 234
Equipment and Other Modules ................................................................................... 234
Equipment, Locations, and Work Orders.............................................................................. 234
Equipment, Locations, and Preventive Maintenance ............................................................ 234
Equipment, Locations, and Resources .................................................................................. 235
Equipment and Inventory Control......................................................................................... 235
EQUIPMENT APPLICATION ...................................................................................... 235
EQUIPMENT TABS...................................................................................................... 236
Toolbar.................................................................................................................................. 236
Actions........................................................................................................................ 237
Apply Item Assembly Structure ............................................................................................ 237
Move/Modify Equipment...................................................................................................... 239
View Equipment Move History ............................................................................................ 243

11
Contents

EQUIPMENT LOCATIONS.......................................................................................... 244


Operating Locations.............................................................................................................. 244
Other Equipment Type Locations ......................................................................................... 244
Storeroom Locations............................................................................................................. 244
Other Inventory Type Locations ........................................................................................... 245
OPERATING LOCATIONS APPLICATION ............................................................... 245
OPERATING LOCATIONS TABS ............................................................................... 246
Toolbar.................................................................................................................................. 246
Actions........................................................................................................................ 247
Apply Item Assembly Structure ............................................................................................ 247
Other Dialog Boxes .................................................................................................... 249
The Choose System for Relation Dialog Box ....................................................................... 249
The Select Rotating Item Dialog Box ................................................................................... 250
The Select Child Location Dialog Box ................................................................................. 250
FAILURE CODES APPLICATION .............................................................................. 251
FAILURE CODES TABS .............................................................................................. 251
Toolbar.................................................................................................................................. 251
CONDITION MONITORING APPLICATION ............................................................ 252
CONDITION MONITORING TABS ............................................................................ 252
Toolbar.................................................................................................................................. 252
ROUTES APPLICATION.............................................................................................. 253
ROUTES TABS ............................................................................................................. 253
EQUIPMENT REPORTS............................................................................................... 254
Detailed Equipment Failure Report by Machine................................................................... 254
Equipment Hierarchy Report ................................................................................................ 254
Equipment History Graphs.................................................................................................... 254
Equipment Measurement Report........................................................................................... 255
Maintenance Cost by Equipment .......................................................................................... 255
Failure Count by Equipment ................................................................................................. 255
Detailed Failure Report by Location..................................................................................... 255
Material Related Issues Report ............................................................................................. 256
Maintenance Cost by System ................................................................................................ 256
Location Hierarchy Report.................................................................................................... 256
Failure Code Hierarchy Report ............................................................................................. 256

CHAPTER 11 INVENTORY
OVERVIEW................................................................................................................... 259
Inventory Main Menu Items ....................................................................................... 260
Inventory and Other Modules ..................................................................................... 260
Inventory and Purchasing ..................................................................................................... 261

12
Contents

Inventory and Work Orders .................................................................................................. 261


Inventory and Equipment...................................................................................................... 262
INVENTORY CONTROL APPLICATION .................................................................. 262
INVENTORY CONTROL TABS .................................................................................. 263
Toolbar.................................................................................................................................. 264
USING THE INVENTORY CONTROL APPLICATION ............................................ 264
Actions........................................................................................................................ 264
Reorder Items........................................................................................................................ 264
Issue Current Item................................................................................................................. 268
View Item Availability.......................................................................................................... 270
View Vendor Analysis .......................................................................................................... 274
REORDER DETAILS TAB ........................................................................................... 277
Vendors Group Box.................................................................................................... 277
Using the Vendors Group Box.................................................................................... 278
Select Value Dialog Box............................................................................................. 279
Select Order Unit Values and Select Issue Unit Values Dialog Boxes ....................... 279
ISSUES AND TRANSFERS APPLICATION............................................................... 280
ISSUES AND TRANSFERS TABS............................................................................... 280
Toolbar.................................................................................................................................. 281
USING THE ISSUES AND TRANSFERS APPLICATION ISSUES TAB .................. 281
Issuing and Returning Rotating Equipment ................................................................ 282
Do Not “Double-record” Item Usage.......................................................................... 283
Actions........................................................................................................................ 283
Select Reserved Items ........................................................................................................... 283
TRANSFER OUT TAB.................................................................................................. 286
Actions........................................................................................................................ 286
Select Reserved Items ........................................................................................................... 286
TRANSFER IN TAB...................................................................................................... 287
Actions........................................................................................................................ 287
Select Items for Transfer ....................................................................................................... 287
Select Receipts From Transit Location Dialog Box.............................................................. 287
ITEM ASSEMBLY STRUCTURES APPLICATION................................................... 288
ITEM ASSEMBLY STRUCTURES TABS................................................................... 288
Toolbar.................................................................................................................................. 288
Rotating Items and Rotating Equipment ..................................................................... 289
USING THE ITEM ASSEMBLY STRUCTURES APPLICATION ............................. 289
Actions........................................................................................................................ 290
Select Top-level Item for New IAS....................................................................................... 290
ASSET CATALOG SETUP APPLICATION................................................................ 291

13
Contents

ASSET CATALOG SETUP TABS................................................................................ 291


INVENTORY REPORTS .............................................................................................. 292
Goods Received Note............................................................................................................ 292
Inventory Pick Report ........................................................................................................... 292
ABC Analysis Report............................................................................................................ 293
Inventory Cycle Count Report .............................................................................................. 293
Economic Order Quantity Report ......................................................................................... 293
Suggested Order Report ........................................................................................................ 294
Reorder Point Report ............................................................................................................ 294
Inventory Valuation Report .................................................................................................. 294
Item Order Status .................................................................................................................. 294
List of Expired Items............................................................................................................. 294
Item Availability at All Locations......................................................................................... 295
Storeroom Material Check Report ........................................................................................ 295
Where Used Report............................................................................................................... 295

CHAPTER 12 PURCHASING
OVERVIEW................................................................................................................... 297
Purchase Requisitions and Purchase Orders ............................................................... 297
Receiving Materials and Services ............................................................................... 298
Requests for Quotation ............................................................................................... 298
Invoices....................................................................................................................... 299
Currencies................................................................................................................... 299
Purchasing Main Menu Items ..................................................................................... 300
Purchasing and Other Modules................................................................................... 301
Purchasing and Inventory ..................................................................................................... 301
Purchasing and Companies ................................................................................................... 302
Purchasing and Work Orders ................................................................................................ 302
PURCHASE REQUISITIONS APPLICATION ............................................................ 302
PURCHASE REQUISITIONS APPLICATION TABS................................................. 302
Toolbar.................................................................................................................................. 303
USING THE PURCHASE REQUISITIONS APPLICATION ...................................... 303
Reordering by Batch ................................................................................................... 303
PR LINES TAB .............................................................................................................. 304
Item and Location ....................................................................................................... 304
REQUEST FOR QUOTATION APPLICATION .......................................................... 304
REQUEST FOR QUOTATION APPLICATION TABS ............................................... 306
Toolbar.................................................................................................................................. 306
RFQ LINES TAB ........................................................................................................... 307

14
Contents

Actions: Add/Modify Offerings.................................................................................. 307


Define Online RFQ Defaults................................................................................................. 307
Add/Modify Offering Information ........................................................................................ 308
Offering Information Tab...................................................................................................... 309
Offering Details Tab ............................................................................................................. 309
Attached Documents Tab ...................................................................................................... 310
Manage Offerings ................................................................................................................. 310
Synchronize Vendors Dialog Box......................................................................................... 312
PURCHASE ORDERS APPLICATION........................................................................ 314
PURCHASE ORDERS APPLICATION TABS............................................................. 315
Toolbar.................................................................................................................................. 315
PO LINES TAB.............................................................................................................. 316
View Vendor Analysis for Item .................................................................................. 317
PO MATERIAL RECEIPTS TAB ................................................................................. 318
PO SERVICE RECEIPTS TAB ..................................................................................... 319
COPY PR LINE ITEMS TO PO DIALOG BOX........................................................... 320
Set Blank Vendor to Primary Vendor ......................................................................... 320
INVOICES APPLICATION........................................................................................... 320
INVOICES APPLICATION TABS ............................................................................... 321
Toolbar.................................................................................................................................. 321
INVOICE LINES TAB................................................................................................... 322
Distribute Costs Dialog Box ....................................................................................... 323
Copy PO Lines to Invoice Dialog Box ....................................................................... 326
Materials Tab ........................................................................................................................ 326
CURRENCY MANAGEMENT APPLICATION .......................................................... 331
USING THE CURRENCY MANAGEMENT APPLICATION .................................... 332
Define Filter................................................................................................................ 332
PURCHASING REPORTS ............................................................................................ 333
Standard Purchase Requisition ............................................................................................. 333
Quotation Analysis................................................................................................................ 333
Request for Quotation ........................................................................................................... 333
Goods Received Note............................................................................................................ 333
Inventory Receipt Register.................................................................................................... 334
Direct Purchase Back Order Report ...................................................................................... 334
Standard Purchase Order....................................................................................................... 334
Purchase Order Status Report ............................................................................................... 334
Purchase Orders by Vendor .................................................................................................. 335
SELF SERVICE APPLICATIONS OVERVIEW .......................................................... 335
E-Commerce Capability Using MAXIMO ................................................................. 335

15
Contents

CHAPTER 13 LABOR
OVERVIEW................................................................................................................... 339
Labor Menu Items....................................................................................................... 340
Labor and Other Modules ........................................................................................... 340
LABOR APPLICATION................................................................................................ 341
LABOR APPLICATION TABS..................................................................................... 341
CRAFTS APPLICATION .............................................................................................. 341
CRAFTS APPLICATION TABS ................................................................................... 341
LABOR REPORTING APPLICATION ........................................................................ 342
LABOR REPORTING APPLICATION TABS ............................................................. 342
Actions........................................................................................................................ 342
Select Operation.................................................................................................................... 342
LABOR GROUPS APPLICATION ............................................................................... 343

CHAPTER 14 CALENDARS
OVERVIEW................................................................................................................... 345
Shifts........................................................................................................................... 346
Holidays and Nonworking Time................................................................................. 346
Sequence for Creating Records................................................................................... 347
Sequence for Applying Records to a Calendar ........................................................... 347
Calendars and Other Modules..................................................................................... 347
Calendars and Labor ............................................................................................................. 348
Calendars and Equipment ..................................................................................................... 348
CALENDARS AND THE MAXIMO SCHEDULER .................................................... 348
Overview of the Scheduling Process........................................................................... 348
Craft and Labor Availability and the Scheduler.......................................................... 349
Equipment Availability and the Scheduler.................................................................. 350
Guidelines ............................................................................................................................. 351
If You Are Going to Schedule Work Orders......................................................................... 352
CALENDARS APPLICATION TABS .......................................................................... 353
Toolbar.................................................................................................................................. 353

CHAPTER 15 RESOURCES
OVERVIEW................................................................................................................... 355
Resources Menu Items................................................................................................ 355
Resources and Other Modules .................................................................................... 356
COMPANIES APPLICATION ...................................................................................... 356
COMPANIES APPLICATION TABS ........................................................................... 357

16
Contents

USING THE COMPANIES APPLICATION ................................................................ 357


Entering a Storeroom Location as a Company............................................................ 357
Setting up a Supplier Company for E-Commerce....................................................... 358
TOOLS APPLICATION ................................................................................................ 358
TOOLS APPLICATION TABS ..................................................................................... 359
SERVICE CONTRACTS APPLICATION .................................................................... 359
SERVICE CONTRACTS APPLICATION TABS......................................................... 359
RESOURCES REPORTS............................................................................................... 360
Purchase Orders by Vendor .................................................................................................. 360
Summary of Inventory Values by Vendor............................................................................. 360

INDEX ........................................................................................................................... 361

17
Contents

18
CHAPTER 1

INTRODUCTION

OVERVIEW
MAXIMO 4i is an integrated software package that brings convenient,
automated management of maintenance activities to the computer desktop. The
applications’ Windows format and relational database simplify the process of
maintenance management and provide improved control. You do not need
programming expertise to become an expert applications user.
The applications bring you the advantages of the Company’s many years of
Computerized Maintenance Management System (CMMS) experience in a
variety of maintenance environments, including companies where ISO 9000
standards must be met. Your company can benefit significantly by implementing
MAXIMO 4i to manage everything from work orders and job plans to
purchasing and storeroom inventory.
The software is designed to meet the maintenance needs of discrete
manufacturing industries such as automotive manufacturing, process industries
such as oil and gas, steel, and utilities, and service industries such as universities,
hospitals, and municipalities.

19
Chapter 1

The applications can handle all maintenance aspects of your operation,


including:
• Work order management
• Planning and scheduling
• Asset management and tracking
• Safety measures and DOT inspections
• Purchasing and invoicing
• Resource management
• Reports and analysis
• Integration with a financial system
The applications support the implementation of sound management principles
known as Total Productive Maintenance (TPM), primarily by facilitating the
consistent and timely collection of data that is central to TPM. Via easy-to-use
data entry screens, operations and maintenance employees can quickly record
every equipment failure and downtime occurrence, including minor but costly
recurring problems. From this data, you can develop accurate, detailed downtime
and failure analyses.
By tracking and analyzing equipment availability, total equipment downtime,
and operational downtime to identify the root causes and frequency of failures
and downtime, you can decide upon appropriate action for reducing problems;
you may want to institute new preventive maintenance programs or accelerate
existing ones, or even replace parts or equipment. The results: your equipment
performs more effectively, your operations run more smoothly, and your overall
maintenance costs are substantially reduced.
General ledger accounting practices are supported so that you can integrate the
applications with a financial application.
The optional MAXIMO Scheduler, a sophisticated tool for resource planning,
helps you produce realistic plans while optimizing personnel, craft, and other
resource allocations.

20
Introduction

The MAXIMO 4i system is composed of several interconnected modules tied to


one of the following databases: Oracle or SQL Server. The modules are
interconnected so you can easily move back and forth between them to look up
and retrieve information. You can run multiple modules simultaneously, move
directly from one module to another, and launch other applications such as
graphics, CAD, or spreadsheet programs, from within any module.
The applications are designed for any level of user. Even with the applications’
high level of sophistication they are easy to learn to use for such routine tasks as
data entry and maintenance reporting. You can even customize your screens so
users see only the information that is important to them.
NOTE: The screens in your own MAXIMO 4i may look different from the ones
in this guide. MAXIMO 4i comes with two different looks, or color
schemes (which can be changed via the MAXIMO.INI file). Regardless
of the appearance of the MAXIMO 4i screens, the fields and
functionality are the same.

IN THIS USER’S GUIDE


This user’s guide focuses on the use of specific modules such as Work Orders
and Inventory. Each module corresponds to a chapter. The chapters and modules
are:
Chapter 1. Introduction
Chapter 2. MAXIMO and Windows
Chapter 3. The Main Menu
Chapter 4. Getting Around in MAXIMO
Chapter 5. The Status Bar
Chapter 6. Reports

21
Chapter 1

Chapter 7. Work Orders


Chapter 8. Preventive Maintenance
Chapter 9. Plans
Chapter 10. Equipment
Chapter 11. Inventory
Chapter 12. Purchasing
Chapter 13. Labor
Chapter 14. Calendars
Chapter 15. Resources

How to Use This Guide


The intent of this user’s guide is to provide you with an overview of the
applications and each of the modules, but not to provide details on the modules’
use. MAXIMO 4i contains an extensive on-line Help system that provides
detailed instructions on how to use the modules and applications.
This guide is designed to function together with the on-line Help system, and can
best be used to help orient you with the applications. It contains descriptions of
the modules and applications, as well as general information about their use and
relationships. Each chapter also contains a list of reports that you can be generate
from each module, and there is a chapter listing all the reports with instructions
for their display, use, and distribution. For certain topics, the user’s guide does
provide detailed information to supplement on-line Help. In general, however,
this guide provides an introduction to the applications with on-line Help
providing the detail.

22
Introduction

RELATED DOCUMENTATION
This section lists the documentation that may accompany your MAXIMO 4i
User’s Guide:
• The System Administrator’s Guide provides information on system
administrator functions such as implementing security and managing the
database. It covers the customization of the system and the utilities that come
with the applications. It also gives instructions for creating reports and
custom applications.
• An Installation Guide or Installation and Upgrade Guide tailored to your
database is provided to you or your system administrator.
• The online Help system provides extensive information available at the click
of a button. You can display information on applications, screens, and fields.
Each on-screen field has an associated Help message.
• The MAXIMO Finance Manager’s Guide discusses the financial data
collection functionality in MAXIMO 4i. It explains how General Ledger
(GL) account codes default as a result of standard MAXIMO 4i processes.
• If you have the optional MAXIMO Scheduler, the MAXIMO Scheduler
User’s Guide is included with the documentation.
• If you sign up for training courses, you will be provided with training
materials matched to the course or courses you participate in. These course
books are designed specifically to accompany training.
The MAXIMO User’s Guide and other printed documentation is also available to
you in an on-line format, accessible via the Acrobat Reader. You can look up
information and print files or portions of files as needed.
In addition to the documentation, you should have available a copy of the
Microsoft Windows User’s Guide. It provides complete documentation of all the
Windows features that the applications take advantage of.

23
Chapter 1

24
CHAPTER 2

MAXIMO AND WINDOWS

OVERVIEW
MAXIMO running on Windows provides great power and flexibility. You can
run more than one application at a time, move from one application to another,
transfer data, copy, cut and paste data, and duplicate records—all with just a
click of the mouse.
MAXIMO is designed to be consistent with other Microsoft Windows
applications. Most general procedures, such as selecting screens and editing
data, are performed using Windows standards.
This chapter describes features unique to the applications. For general Windows
features, see your Windows documentation.

25
Chapter 2

STARTING THE APPLICATIONS


At some sites, the applications are already installed and set up so that when your
PC is turned on, you are directly routed to the logo screen. At other sites, you
start the applications from within the Program Manager or Windows Explorer
window. You can find instructions on how to install the applications in the
System Administrator’s Guide.
To log in to the applications, use the three fields in the database login dialog
box: Database, User, and Password.
NOTE: Depending on how your system is configured you may have system-
supplied values in one or more fields in the Login dialog box. The
example below describes the default configuration provided with your
software.
1. The first two fields, Database and User, typically display default values, and
the cursor is in the Password field. (Your system administrator might not
specify default values for these fields; in this case, the cursor appears in the
first blank field.)

2. The Database field displays the name of the database you want to access
(typically provided by your system administrator). The production database
supplied with the software is called MAXIMO although your site may assign
it a different name. Usually, you access the default database established by
your system administrator.
If you want to connect to the database displayed, go to step 3 (entering your
user name).
If you want to connect to a different database, such as MAXDEMO, clear the
default database name and type in the database you want.

3. The User field may display your user name (provided by your system
administrator). Otherwise, enter your user name here.

26
MAXIMO and Windows

4. In the Password field enter your password. The password is not displayed as
you type; for each character you type, an asterisk (*) is displayed.
5. Click OK or press [Enter]. This connects you to the specified database and
displays the Main Menu.
If you enter data that is not valid, an error message appears. You can type the
information again in case you made a mistake, or you can exit by choosing
Cancel, clicking the Close button, or pressing the [Esc] key.

Change Nonprivileged User Password


As a security precaution, your system administrator probably installed the
applications with a requirement that users change their passwords at regular
intervals. The applications provide the ability for nonprivileged users (someone
with a user name other than SYSADM or MAXIMO) to easily change a
password.
1. From the login screen, enter the login information as described above; then,
before clicking OK, click the Change Password check box to change your
password. This feature is disabled if the user name is SYSADM or MAXIMO.
2. When you have entered a valid password and you click OK, the Change
Password dialog box is displayed. Enter a valid new password and verify.
Close the screen by clicking the Change button.
3. Your password has now been changed. The next time you log in to the
applications, the new password is required.

Starting an Application
To start an application, click the module you want to work in, then click the
application.

27
Chapter 2

APPLICATION SCREENS
You can accomplish all the tasks for which you use the software via the
application screens. Most of the screens are used to enter and/or display database
data for a particular application. (Some screens are used to configure or add
tables to the database itself.)
You can use an application screen to look up records in the database, insert new
records, view and modify information, and access other screens. Figure 2.1
shows a typical application screen.

Figure 2.1 Equipment Application Screen

28
MAXIMO and Windows

Parts of an Application Screen


This section describes the basic parts and functions of an application screen.
These parts and functions are common throughout application screens and
conform to general Windows standards.

Each screen is identified by name in the title bar at the top of the screen, as
shown in Figure 2.2.

Figure 2.2 The Title Bar, the Menu Bar, and the Toolbar

The menu bar is the horizontal bar just below the title bar. You use selections
from the menu bar to work with applications and data. For more information on
the menu bar, see Chapter 3 ,“The Main Menu,” and Chapter 4, “Getting Around
in MAXIMO.”

The toolbar, the row of buttons just beneath the menu bar, lets you quickly
initiate frequently used functions. You can perform functions such as switching
to Insert mode, saving data, printing the data from the current tab, running
reports, or moving to the next or previous record, by clicking the buttons on this
toolbar. For more information, see Chapter 4, “Getting Around in MAXIMO.”

The Application Bar


The Application bar is the vertical, toolbar-like area at the left of the screen in
each application. The Application bar allows you to move between modules and
applications without having to return to the main menu.
The bar has two views, Modules and Applications, each accessed by a small
rectangular button on the Application bar. Click the Modules button to display
the module icons; click a module icon to display a menu of the applications
available in that module, just like on the main menu. Click the Applications
button to display icons for all the applications; click an application icon to open

29
Chapter 2

that application. The modules and applications are displayed in the same order as
on the main menu. To view more icons, you can scroll up or down using the
arrows at the top and bottom of the bar.
The Application bar is visible by default, and appears at the left of the screen.
However, it can be hidden, moved to the right side of the screen, or resized.
• To hide the Application bar, right-click any unused area of the screen and
click Hide Application bar on the popup menu; follow the same process to
display it again.
• To move the Application bar, click an unused portion of the bar and, holding
the mouse button down, drag the bar to the other side of the screen.
• To resize the Application bar, move the cursor over the right edge of the bar.
When the cursor changes to the resize cursor (two parallel lines between
arrows pointing left and right), click and drag the border to resize it.
Each application screen has its own Application bar. If you move it or hide it in
one application, it will not be moved or hidden in other applications. Also, the
bar’s default settings are restored when you exit the application.

Tabs
Each application screen is comprised of one or more tabs, displayed at the top of
the working area of the screen. Tabs are also referred to as “forms.” Logical
groups within the same application use tabs to organize and display information.
The first tab contains the main information for the application, and is always
displayed first when the application is opened. Subsequent tabs contain
secondary, related information.
Tabs can, in turn, have subtabs, to display additional information. All subtabs
contain data pertinent to the main tab. Figure 2.3 shows a tab with subtabs.

30
MAXIMO and Windows

Figure 2.3 Tab with Subtabs

The main part of each tab (Figure 2.4) contains labeled fields. These are used to
enter, display, or query for application database information. In Figure 2.4 the
Equipment field is highlighted.

On this tab, the Equipment field is the key field. The key field contains the
identifier that makes a record distinct from all others in the database table. More
detailed information about fields is provided later on in this chapter.

31
Chapter 2

Figure 2.4 Equipment Tab on the Equipment Application Screen

The status bar (Figure 2.5) is the bar at the bottom of the application screens. It
shows the current mode, which tells you whether you are adding a record to the
database, browsing through records, modifying a record, or looking up records. It
also provides a message when appropriate, and displays field icons. For more
information, see Chapter 5, “The Status Bar.”

Figure 2.5 Status Bar

Table Windows
Table windows display multiple records from a database table simultaneously.
The top row of a table window lists column headings; these are the field labels
for each record displayed in the table window. The rest of the table displays
rows of data, each row representing one record. Figure 2.6 shows the Vendors
table window, from the Reorder Details tab in the Inventory Control application.

32
MAXIMO and Windows

Figure 2.6 Vendors Table Window

NOTE: If a table window has more fields than can be displayed at one time,
you can scroll left and right to view all the fields. The key field (and
sometimes one or more additional fields) remains displayed, so that
you always know which record you are viewing information for. This
feature is known as “column locking.”
Some fields in table windows are filled in automatically. They might display
information entered in other screens if you’ve entered the name of an already
existing record in the leftmost column. You cannot modify or delete any data in
these fields displayed from existing records. If you’re entering a new record,
some table window fields are filled automatically with default values. These
values can be changed.
Some table windows are read-only; you use them simply to view information.
Other table windows allow you to perform one or more of the following actions:

33
Chapter 2

• Modify the data in one or more fields of a displayed record.


• Delete a record from the table window.
• Insert a new record in the table window.
To modify or select data:
• To modify a read/write field, move the cursor into the field you want to
change. You can now enter, edit, or delete data in that field.
• To select an individual field in a row, click in that field. If you are using the
keyboard, tab to the table window, use the arrow keys to move to the desired
row, then tab to the desired field in the row.
• Use [Shift] + the spacebar to select an entire row. To deselect the row, press
the spacebar. The cursor will move to the first field in that row. Once a row
is selected you can use [Shift] + the up or down arrow keys to select multiple
contiguous rows.
Insert and delete rows in table windows with selections from the Insert and Edit
menus, respectively, on the menu bar. These menus are discussed in Chapter 4,
“Getting Around in MAXIMO.”
You can use the vertical and horizontal scroll bars to display fields and/or rows
that are not currently shown in a table window.

34
MAXIMO and Windows

The Status Column


The leftmost, unlabeled column in a table window is called the status column.
When appropriate, the status column provides information about its respective
row in the table window. This column is present on all table windows in which
you can insert, delete, or modify rows. One of three symbols can appear in this
column:

Symbol Description

→ This row is designated for insertion into the database. To designate a row
for insertion, choose New Row from the Insert menu, click an empty row
and enter information, or press the keyboard Insert key.

! This row has been modified.

x This row is designated for deletion from the database. To mark a row for
deletion, choose Delete Row from the Edit menu, or press [Ctrl]+ [D].

The applications automatically assign a symbol to the status column depending


on what action you have initiated. For example, if you change the data in a field,
a check mark (!) is displayed in that row’s status column. If you then decide you
want to delete that record, and select Delete Table Row from the Table menu,
the symbol in the status column changes to an “ x. ”

35
Chapter 2

If you choose Undelete Row to mark a row for “undeletion,” the status marker
for that row will revert to its state prior to being marked for deletion. That is, if it
was a new row, the arrow will be redisplayed. If it had been modified, the check
mark will be redisplayed. If it was an existing row that had been marked for
deletion, then marked for undeletion, the status column will return to containing
no symbol.
NOTE: Neither insertion, deletion, nor modification actually takes place in the
database until the change is saved. (See Database Menu in Chapter 4,
“Getting Around in MAXIMO,” for more information.)
You can insert up to 32,000 rows in a table window. However, the
maximum number of rows that can be retrieved from the database and
displayed is variable.

Default Table Data


On some table windows you can specify values to be used as field defaults. For
example, on the Purchase Orders Material Receipts tab (Figure 2.7), you can
specify up to five values to be used as defaults in the corresponding table fields:
Received By, Bin, Packing Slip, Received Date, and To Lot. Default table data
in some table windows contain system-supplied values; for example, Received
By (defaults to login user name) and Received Date (defaults to the system date).
However, you can modify these values.
When you enter a row in the table window, the default values will be entered for
you when you insert a new record, but will remain editable so that you can enter
another value.

36
MAXIMO and Windows

Figure 2.7 Purchase Orders Material Receipts Tab

The Detail Button


The Detail button is the button with the ellipsis (three dots) found at the right of
many fields.
The detail button is used in several ways on screens. For example, if you click
the detail button in a description field for the key field, the long description field
is displayed. If you click it in a hyperlink field, you can access a list of valid
values for the field. In some fields you use the detail button to display a value
list.

37
Chapter 2

FIELDS
Fields are the labeled areas on the screen that let you enter, view, modify, delete,
and query for data from the database (see Figure 2.4). Fields correspond to
specific tables and columns in the database.
Every field has at least three characteristics or attributes:
• It accepts or displays information of a specific data type.
• It is either read/write or read-only.

• It is either a required field (meaning a null value will not be accepted by the
database), or it is not required.
A field can have one or more additional characteristics. For example, it can:
• be a value list field.
• have an associated long description field.
• be a hyperlink field.
The applications have certain fields hidden by default, but they may be made
visible for particular business requirements. See Hidden Fields for additional
information.

The status bar displays field icons that tell you the field data type, whether the
field is read/write or read-only, and if it is required. See Chapter 5, “The Status
Bar,” for more information about the status bar.

The applications provide a help message for each field on the screen. Move the
cursor to the field and press F1, or right-click in the field and select What’s This
from the popup menu. The help message is displayed in a popup box.

38
MAXIMO and Windows

The Key Field


Most applications have a key field (see Figure 2.4). The key field contains the
identifier that makes a record distinct from all others in its associated database
table—it is the key to a unique record. (The Inventory Control application has
two key fields: Item and Storeroom; see Chapter 11 for a detailed discussion of
the Inventory module.) The key field usually appears in the upper left-hand
corner of the tab, and has a blue field label
Within an application, the key field value remains the same when you switch
tabs. This lets you know you are viewing information associated with the same
equipment record even though it is on a different tab.
The key field is a required field—you cannot save a record to the database
without a key.

Field Icons
Field icons are symbols that show you information about the current field (where
the cursor is). The field icons are displayed at the right end of the status bar.
When you become familiar with the field icons you will be able to tell at a
glance all the pertinent information about the current field. Depending on the
field, the icons display different attributes.
The Field icons occupy certain positions, left to right, on the status bar,
according to the attributes they display.
• The first icon, i.e., the leftmost icon, always indicates the data type required
for current field (e.g., decimal, alphanumeric, currency, etc.).
• The second icon always indicates whether the current field is or is not
editable, i.e., whether the field is read/write or read-only.
• If the current field is required, that icon will be displayed in the third position
(except in Query mode).

39
Chapter 2

• Last may be icons indicating the presence of a value list, hyperlink, or other
additional information.
Some fields may possess more attributes than just those displayed by icons in the
status bar.

Field Data Types


All fields accept a specific type of data. A field icon represents each data type.
The first (leftmost) icon on the status bar indicates the data type of the current
field.

Alphanumeric Fields
The applications provide two kinds of alphanumeric fields, which accept any
combination of typed letters, numbers, spaces, and symbols.

Icon Description

Uppercase text fields store and display alphanumeric text with all
letters in uppercase. If you type in lowercase text, the applications
accept it, but convert it to uppercase.

Mixed-case text fields store and display alphanumeric text with


letters in uppercase and/or lowercase. Data is stored exactly as
entered.

Lowercase text fields (fields that store and display alphanumeric text with all
letters in lowercase) can be configured in the application database. As shipped,
the applications do not contain any lowercase text fields.

40
MAXIMO and Windows

NOTE: We recommend that you avoid using commas (,) and double-quotes (“)
in alphanumeric fields. Using these characters can cause problems
when exporting and importing data; this is especially important in
description and long description fields, where commas and double-
quotes are most likely to be used.

Numeric Fields
Three kinds of numeric fields accept only numeric data. All numeric formatting
is controlled by settings included in the [Intl] section of your WIN.INI file. See
the System Administrator’s Guide for more information.

Icon Description

Integer value fields accept and display only positive or negative


whole numbers. Negative values are denoted by the minus sign (–).
If you enter a decimal value in an integer field, the applications
round the decimal value to the nearest integer.
A thousands separator (for example, the comma in “1,000”) may be
entered if one is specified in the WIN.INI file.
Example: WO Priority field on the Work Order tab in the Work
Order Tracking application.

Decimal value fields accept and display positive or negative


decimal values. Negative values are denoted by the minus sign (–).
The decimal separator used is specified in the WIN.INI file.

41
Chapter 2

If you enter a whole number in a decimal field, the applications


provide a decimal separator and two zeroes to its right (or the
number of zeroes specified by the database column’s scale
configuration). If you enter more than the configured number of
digits to the right of the decimal separator, the applications round
the number to two digits to the right of the decimal separator. You
can enter a thousands separator if the field has been so configured
in the WIN.INI file.
Example: Current Balance field on the Storeroom tab in the
Inventory Control application.

The decimal value field icon is also used to indicate floating point
value fields, which accept and display positive and negative
numeric data in floating point representation.
Example: Use Rate field on the Metered Material Usage screen.

Amount fields, or cost fields, are used for currency amounts. They
accept and display numbers, a decimal separator, and a number of
digits to the right of the decimal separator (this number is specified
by the associated database column’s scale configuration). Two
digits are the typical number of digits displayed to the right of the
decimal separator.
Amount fields handle integers the same ways as decimal fields
(described above). If you enter a whole number, the applications
provide the decimal separator and two zeroes to its right. The
currency notation, the dollar sign ($), for example, may be
displayed (depending on your system configuration).
Example: Average Cost field on the Item Catalog tab in the
Inventory Control application.

42
MAXIMO and Windows

Date and Time Fields


Four kinds of fields accept only a date and/or a time.

Icon Description

Date fields contain only dates, expressed in up to 11 characters.


When specifying the month alphanumerically, you can use either
uppercase or lowercase letters.
You should enter dates in the date format set up in the WIN.INI file
(via the Windows Control Panel). Although the applications accept
a number of other date formats, in some cases you could get an
Invalid DATE TIME message on the status bar.
Pressing [+] enters the current date if the field is empty. If a date is
in the field, [+] moves the date ahead a day. Pressing minus ([-])
moves the date back a day.
Example: Start Date field on the Calendar tab in the Calendars
application.

Time fields accept and display the time of day in hours and
minutes, using a 12-hour or 24-hour format, depending on your
system configuration. The value in a time field consists of one or
two digits representing hours (00 through 23), a colon, and two
digits representing minutes (00 through 59). If you enter only the
hour, the applications provide the colon and two zeroes to its right.
You should enter times expressed in the time format set up in the
WIN.INI file (via the Windows Control Panel). Although
applications accept a number of other time formats, in some cases
you could get an Invalid DATE TIME message on the status bar.
Example: Start Time field on the Labor Reporting screen.

43
Chapter 2

A time field can also be used to express duration, i.e., a calculated


time based on time values entered in other fields. For example, on
the Labor Reporting screen, the Hours field displays the total
number of hours worked on a work order based on the values
entered in the Start Time and Finish Time fields. You can override
the calculated time by manually entering a value for the Hours
field.
Example: Hours field on the Labor Reporting screen.

Date/time fields accept and display both the date and time. If no
time is specified, the time defaults to midnight (displayed as 12:00
AM or 00:00 depending upon the settings in your WIN.INI file).
Example: Last Issue Date on the Storeroom tab in the Inventory
Control application.

For date/time fields you might want to modify the date and time display to
include leading zeroes. The leading zeroes will allow for a more readable field
display. The date and time display is controlled by the [Intl] settings in your
WIN.INI file; these values are established using the International dialog box in
the Windows Control Panel.

44
MAXIMO and Windows

Yes/No Fields
One other type of data can be entered or displayed in a field: yes or no.

Icon Description

Yes/No fields accept only “Y” or “y” (for “yes”) or “N” or “n” (for
“no”). In addition to the icon in the status bar, Yes/No fields are
indicated by a question mark (?) in the field label. (For non-English
systems, the system administrator can configure Yes/No fields to
accept different values.)
Example: Equipment Up? field on the Work Order tab in the Work
Order Tracking application .

Read/Write and Read-only Fields


Each field is defined as being either read/write or read-only. An icon in the
second position from the left on the status bar tells you whether the current field
is read/write or read-only. A field might be read/write in some instances, and
read-only in others. For example, you can enter data for a key field in Insert
mode, but once the record is saved to the database the key field is read-only.

Icon Description

Read/write fields allow you to enter, modify, or delete data.

Read-only fields do not allow you to enter, modify, or delete data.

45
Chapter 2

Required Fields
Some fields on screens are designated as required fields.

Icon Description

Required fields are fields in which data must be entered in order


for the record to be saved to the database. If the current field is a
required field, the required field icon is displayed in the third
position from the left on the status bar.
The key field is always a required field. An application can have
one or more required fields in addition to the key field. In the case
of the key field, data is not only required, it must be unique for the
database table, so that the record is distinct from all other records.
For example, you cannot call three different work orders “1.”
Other required fields do not have to contain unique data. For
instance, on the Inventory screen, Location is a required field. The
Location field entry can be the same for many item records.

46
MAXIMO and Windows

Value List Fields

Icon Description

Value list fields accept and display only predefined values, stored
in a value list (see Figure 2.8). To display a value list, right-click
the field and choose Select Value from the field menu.

Figure 2.8 Example of Value List

If there are more values than can be displayed at once in the on-
screen value list, you will be able to scroll on the value list to see
more values.
You can also use the keyboard to navigate within the list.
Use To move
up arrow up one item
down arrow down one item
[Page Up] to top of page
[Page Down] to bottom of page
[Home] to beginning of list
[End] to end of list
To enter data in a value list field, you can either select a value from
the list or type data directly into the on-screen field. The data you
enter in the value list field must be in the value list, or the
applications do not accept it. When you select a value from the list,
it is entered in the field as if you had typed it; validation will occur,
and reformatting may occur.

47
Chapter 2

Using value lists can save data entry time, and it ensures that fields
will contain only valid values. If the current field is a value list
field, the status bar displays the value list field icon.
The applications supply some default values for value list fields. Your system
administrator can provide additional values. Also, your system administrator can
configure any field to be a value list field.

Synonym value lists are value lists permanently established in the applications.
You can assign synonyms to internal values via the Database Configuration
application. These synonyms could be translations or categories of the
permanent value.
For example, the Status field in Work Orders has a synonym value list. The
values “Printed” and “Issued” could be added as synonyms of the internal value
INPRG (In Progress) to better describe a work order’s status in your own
processing cycle. In this case, the synonym value list will contain INPRG,
PRINTED, and ISSUED.

Long Description Fields

Icon Description

Long description fields provide room for the entry of more


extensive data than can fit in the associated on-screen Description
field. Long description fields are provided as an attribute of all
description fields.
Note that the on-screen field and the associated long description
field are not the same field. Data that appears in the on-screen field
does not appear in the long description field, and vice versa. They
are paired fields. The on-screen Description field can be thought of
as the heading for additional data you can enter in the long
description field.

48
MAXIMO and Windows

To display the long description field, click the detail button in the
on-screen Description field, or choose Long Description from the
field menu. You can scroll vertically and horizontally on the long
description field.
Besides key field descriptions there are other fields that have
associated long description fields. For example, the Special Skills
field on the Labor screen has an associated long description. If the
current field is a long description field, the status bar displays the
long description field icon.

Hyperlink Fields

Icon Description

A hyperlink field is a field that lets you quickly access a list of


records (value list) or another application so that a value can be
found and entered in the originating field.

You can display a list of records either by clicking the detail button
in a hyperlink field, or by clicking the right mouse button and
choosing Select Value from the displayed menu.

! Example 1. On the Work Order tab in the Work Order Tracking


application, the key field is Work Order; the Job
Plan field is a hyperlink field, containing the key to a
record in another application (Job Plans).
2. If you click the detail button in the Job Plan field, the
value list shown in Figure 2.9 is displayed. This list
is also available, in the Select Value dialog box, by
choosing Select Value on the menu displayed with
the right mouse button, as described above.

49
Chapter 2

Figure 2.9 Value List Dialog Box Displayed from


Job Plan Field

3. You can scroll through the list to look for the


value you want. Highlight a row and double-
click (Select Value dialog box only) or click OK
to return the value to the field from which you
displayed the list.
4. Use the Filter By fields to enter criteria that you
want all the values in the list to match.

You can also use a hyperlink field to access another application


quickly. To do this, click the right mouse button in the hyperlink
field and select Hyperlink from the displayed menu. For example,
if you click the right mouse button while you are in the Job Plan
field on the Work Order tab in the Work Order Tracking
application, then select Hyperlink from the menu, the Job Plans
screen will be displayed.

50
MAXIMO and Windows

If you prefer, your system administrator can modify the


MAXIMO.INI file setting to specify that clicking the detail button
in a hyperlink field displays the hyperlink application rather than
the value list. See the System Administrator’s Guide for more
information on this subject.
For more information on using hyperlinks, see Chapter 4, “Getting
Around in MAXIMO.”
If the current field is a hyperlink field, the status bar displays the
hyperlink field icon. For additional information on the status bar,
refer to Chapter 5, “The Status Bar.”

Application Launch Fields


Depending on how your system is configured, you can directly access other
applications by right-clicking in a data field on a screen and selecting Hyperlink
from the dropdown menu. This feature is known as “application launch.” Please
refer to the System Administrator’s Guide for more information on application
launch.

Hidden Fields
The screens sometimes contain fields that you do not generally need to access.
These fields can have the attributes of any of the fields described in this chapter,
but they are hidden by default. Since they continue to function as ordinary fields,
however, and since they can be made accessible as business needs dictate, some
of these are described in the appropriate sections of this User’s Manual.

51
Chapter 2

GL Account Fields
Many screens and table windows have one or more GL (general ledger) account
code fields. These fields are in place to hold general ledger account codes, used
by the accounting department to track costs. They specify which account or cost
center gets charged for work or a service or equipment, and which account gets
credited.
GL account fields typically are used only when your system interfaces with a
separate accounting system. If that is the case, your system manager will have set
up the applications so that many GL account fields will be filled in
automatically. In other instances you may, depending on your editing privileges,
have to enter account codes manually.
The following is a brief discussion of GL account codes and how you as a user
might use them.

Tracking GL Accounts
The applications use records to represent various elements, such as items or
services, throughout the system. For example, you create work order, equipment,
and invoice records to keep track of elements such as items or services.
The applications also use records to represent the combination of, for example,
an item or service and any transaction used to track the costs incurred by
ordering or receiving the item or service. You use GL account fields so that your
financial system is able to track these costs.
The applications provide general ledger account fields on the screens used for
creating or tracking these records:
• work orders
• equipment (hidden)
• locations
• labor (hidden)

52
MAXIMO and Windows

• tools (hidden)
• inventory (hidden)
• purchase requisitions
• purchase orders
• invoices
• companies
To fully understand how Chart of Accounts works, you should refer to the
System Administrator’s Guide, particularly Chapter 2, “Security,” the GL
Account Configuration section in Chapter 4, “Database Configuration,” and
Chapter 11, “Chart of Accounts.” The GL Account Configuration section
explains how account codes are broken into segments, whether they are required
or not, the use of delimiters, etc. The Chart of Accounts chapter details how you
can integrate a particular financial system into the applications, and the Security
chapter explains how you can manage user access.

Account Components
Each general ledger account code is represented by a number of distinct
components (also called segments). Each component relates to a specific part of
the accounting system and may be used to tag a particular transaction, such as
the purchase of an item, to a particular cost center, department, type of account,
or anything else that is set up by the financial system and integrated into the
applications by the system administrator.
To make it easier to identify account components, delimiters are often used
between components when account codes are displayed on the screen. For
example, you might use hyphens to separate components: 6100-400-SAF.

Component Sequence
Account components are displayed in a sequential format, with the leftmost
component in the string representing the highest level. For example, in the demo
database, there are four component levels defined:

53
Chapter 2

• Component 1 = Cost Center


• Component 2 = Activity
• Component 3 = Resource
• Component 4 = Element
Since account components are concatenated (linked), with the highest level
component at the left, you read the demo database account 6100-400-SAF in this
manner:

component 1 component 2 component 3 component 4


6100 400 SAF
Cost Center Activity Resource Element

The component codes in this example refer to Administration, Supplies, and


Safety, respectively. The fourth component does not appear as part of the GL
Account because it is an optional component and no values have been assigned
to it in Chart of Accounts. If you access the fourth component using the GL
Account Navigator dialog box (described later on in this chapter), it is filled with
placeholder characters.

54
MAXIMO and Windows

Mandatory and Optional Components


Within an account, a component may be mandatory or optional.

• A mandatory component requires a value for the account to be fully


defined. When you display an account on screen, any unknown mandatory
components contain the placeholder character set by the system
administrator.

• An optional component does not require a value in order for the account to
be fully defined. When you display an account on screen, any unknown
optional components are not displayed at all. For example, in the demo
database, the fourth component is optional, and so you often see account
codes in that database consisting of just the first three components.

Fully and Partially Defined Accounts


In establishing rules for the general ledger accounts, the system administrator
specifies whether an account code is acceptable when partially defined, or only
if it is fully defined.

• A fully defined account has no unknown characters in mandatory


components. A fully defined account returns a direct match of a single
instance from the Chart of Accounts table. For example, this account in the
demo database is fully defined (the fourth component is optional): 6100-200-
450.

• A partially defined account may contain an undefined mandatory


component, which is filled with placeholder characters. For example, this
account in the demo database is partially defined: 6100-???-450. The second
component is mandatory, but placeholder characters are acceptable.
Depending on how the accounts are set up and the status of a record, you may or
may not have to define all components in a GL account field. For example, work
orders and purchase orders require the GL account fields to be fully defined

55
Chapter 2

before they can be approved; these accounts can remain partially defined (or
undefined) until approval.
The system administrator in the Chart of Accounts application will have defined
any account code components you enter. The system administrator may also
restrict the component combinations you can enter. If the system administrator
specifies that only certain component combinations are valid, then you will only
be able to enter combinations that match an already existing account in Chart of
Accounts. Otherwise, you will be able to enter a GL account code that does not
match any one account in Chart of Accounts, but whose individual components
are all valid.

Entering Account Codes Using the GL Account Navigator


If you need to enter or edit an account code in a GL Account field, use the
following procedures:
1. Double-click in the GL Account field to display the GL Account Navigator
dialog box (Figure 2.10).
This dialog box is used to build or edit an account from valid components
previously established by your system administrator.

56
MAXIMO and Windows

Figure 2.10 GL Account Navigator Dialog Box

The GL Account Navigator dialog box displays the GL account code in the
Select Component field, with placeholder characters in undefined
components (the format of the account code is shown above it, with 0’s for
integer values and X’s for alphanumeric values). The Valid Values for
Selected Component list box shows all the valid values for a particular
account component.
You select components in the Select Component field by moving the cursor
to a component and clicking on Select (or just double-clicking on the
component). This displays the component name and valid values in the Valid
Values for Selected Component list box.
2. Select the account code component you want to add or edit and specify its
component value by highlighting an entry in the Valid Values for Selected
Component list box and clicking on Select Value (or just double-click the
value). The applications insert the selected value into the account code. You
can clear a value in the account code by selecting the component and clicking
on Clear.

57
Chapter 2

3. Specify any other components in the same way and click OK.
NOTE: You can access optional components by placing the cursor at the
end of the displayed GL account code (in the Select Component
field) and clicking on Clear. Select the optional component and the
Valid Values for Selected Component list box displays the existing
values, if any.
The number of components required to build a valid account code varies,
depending on how your company has implemented its accounting system.
The system administrator may have restricted the account codes you can enter to
only valid combinations of components. In that case, you will not be able to
enter just any valid components—and the values displayed in the Valid Values
for Selected Component list box will only be the ones that form valid
combinations with the account code’s other defined components. For example, if
the account code has no values in any components and you select the second
component you will see all valid values for that component. If, however, the first
component already has a value in it and you select the second component, only
those values that form valid combinations with the existing first component will
be displayed.

Display of Account Codes in the GL Account Navigator Dialog Box


As described earlier, double-clicking on a GL account field accesses the GL
Account Navigator dialog box. The current form of the account code in the field
you double-click determines which component (if any) is highlighted in the
Select Component field when the dialog box opens, and which component values
are shown in the Valid Values for Selected Component list box.
• If the account code you double-click has one or more empty components, the
initial display of the account code highlights the first empty component. For
example, if you double-click in a GL account field showing 6210-???-300,
the GL Account Navigator highlights the second component and lists the
valid component values in the associated Valid Values list box.

58
MAXIMO and Windows

• If the account code you double-click has no empty components, the GL


Account Navigator doesn’t highlight any component, but positions the cursor
at the end of the account code and displays the valid component values for
the first optional component (if any) in the Valid Values list box (with the
first value highlighted).
When you select a component in the Select Component field of the GL Account
Navigator, the applications highlight that component in the list of values
displayed in the Valid Values list box. If the component you select is empty (has
only placeholder characters), the applications highlight the first component value
in the Valid Values list box.

Meaning of Red Dots


For some fields, there might be additional relevant information that is not
displayed in the field itself. In such cases, the applications display a red dot in
the field; double-clicking in the field will display the additional information. The
red dot is only displayed if there actually is additional information; i.e., even
though a field may contain additional information, no red dot appears unless
there is additional information.
The additional information that is displayed depends on the field. For example:
• If a red dot appears in a long description field, you can double-click in the
field to view the long description. If no long description exists, no red dot
will appear.
• A red dot in the Bin field on the Issues and Transfers screen in the Inventory
module indicates that there is more than one bin number for this item.
Double-clicking on the Bin field will display the other bin numbers for the
item.
If no red dot appears, there are no other bins for the item.

59
Chapter 2

• If a red dot appears in the Line # field on the Invoices Line Items screen, it
indicates that the invoice line has been distributed to multiple general ledger
accounts, work orders, locations, or pieces of equipment. Double-clicking in
this field displays the Distribute Costs dialog box.
If the Invoice line has not been distributed, no red dot appears.

60
CHAPTER 3

THE MAIN MENU

OVERVIEW
The Main Menu is displayed after you log in to the applications. The Main Menu
provides access to each module. Clicking an icon on the Main Menu displays a
pop-up menu, listing one or more applications available within the module.
This chapter gives a brief overview of each module and discusses the pop-up
menus available. Later chapters of this manual describe the most commonly used
modules in detail.
The Custom Applications, Setup, and Utilities modules are covered in detail in
the System Administrator’s Guide.

61
Chapter 3

MAIN MENU SCREEN


Menu Bar
The menu bar (Figure 3.1) is the horizontal bar across the top of the screen, just
beneath the title bar. On the Main Menu screen, the menu bar displays two menu
names: File and Help. See Chapter 4, “Getting Around in MAXIMO,” for a
description of each menu item on the Main Menu screen.

Menu Bar on Main Menu Screen


On the Main Menu, the menu bar (Figure 3.1) displays two menu names: File
and Help.

Figure 3.1 Menu Bar on Main Menu

File Menu on Main Menu Screen


The File menu has five items: Open Database, Close Database, Save Desktop,
Exit Main Menu, and Exit All.
• Open Database and Close Database let you open a new database or close the
current database without closing the applications. Open Database and Close
Database allow you a number of options: you can log off the system and
leave it in a ‘suspended’ state, log on as a different user, or log on as the
same user, but on a different database.

Choosing Open Database displays the warning message: “All MAXIMO


applications will be closed. Continue?” Click Yes to close all applications (if any
are open) and display the Application Database Login dialog box. Enter the
name of the new database, your user name, and your password, and click OK.
The Main Menu is again displayed, for the new database. Click No to return to

62
The Main Menu

the Main Menu (or the current application, if you selected Open Database from
within an application), and remain in the current database.

Choosing Close Database displays the warning message: “All MAXIMO


applications will be closed. Continue?” Click No to return to the Main Menu.
Click Yes to shut down the Main Menu and any open applications, but keep
MAXIMO open.

• If you have resized or repositioned the Main Menu, choose Save Desktop to
make it reappear this way whenever you open MAXIMO.

• Choose Exit Main Menu to close the Main Menu, but leave applications
open.

• Choose Exit All to end the MAXIMO session.


If you do not have any unsaved modifications, choosing Exit All exits the
program and automatically closes all open applications.
If you have unsaved modifications, choosing Exit displays the message, “Exit
MAXIMO? (Modifications will be lost.)” Click Yes to exit without saving
changes. Click No to return to the Main Menu.

Help Menu on the Main Menu


The Help menu on the Main Menu has six items: Contents and Index, Main
Menu Help, Overview, MRO Software Home Page, Support, and About…. See
Chapter 4, “Getting Around in MAXIMO,” for a description of each Help menu
item.

Module Icons
There are twelve icons displayed on the Main Menu screen, each one
representing a separate module. The twelve modules are: Work Orders, PMs,
Inventory, Equipment, Purchasing, Plans, Labor, Calendars, Resources, Custom

63
Chapter 3

Applications, Setup, and Utilities. An overview of each module is provided in


this chapter.
Beneath each icon is a module name. Selecting a module displays the pop-up
menu for that module. The module menu displays one or more choices from
which you can select the application you want.

Modules, Applications, Screens, and Tabs


MAXIMO consists of modules, applications, screens, and tabs.

A module consists of one or more applications that deal with similar types of
data. For example, the Purchasing module has four applications, Purchase
Requisitions, Purchase Orders, Invoices, and Currency Management.

The terms application and screen are used more or less interchangeably. An
application, or screen, consists of one or more tabs that deal with data about a
particular thing – a piece of equipment, for example. Whether the application
has one tab or multiple tabs, all the information on the tab(s) usually refers to a
single record. For example, the Purchase Orders application has five tabs, each
with a different purpose, yet the information on all five tabs relates to a single
purchase order.

A tab displays one set of related data. Typically, a tab contains part or all of the
information about a specific record. Each application has a main tab, and most
applications have additional, secondary tabs.

In addition to tabs, the applications use dialog boxes to convey or request


additional information. Many dialog boxes are displayed by selecting an option;
others are displayed by clicking the Detail button in a field; some appear
automatically.

64
The Main Menu

WORK ORDERS
Work orders are the core of maintenance management. A work order specifies a
particular task to be accomplished, and the labor, material, and tools needed to
do the work. The applications recognize these general categories of work orders:
• Corrective and emergency maintenance work orders are created for a specific
job or repair (emergency, breakdown, or scheduled work).
• Event report work orders represent any unscheduled event that stops work
(production) but does not require a maintenance crew to fix.
• Preventive maintenance masters are used over and over on a periodic basis to
generate preventive maintenance work orders.
Choosing the Work Orders icon displays a pop-up menu of three items:

• Work Order Tracking – Designed primarily for maintenance planners and


schedulers, you use this application to perform every function related to
processing work orders. These tasks include creating, approving, and
initiating work orders, checking their status history, and closing or reworking
them when appropriate.

• Quick Reporting – This application is intended for use by clerks and shop
floor personnel, to report the work done on an open work order or a small
job that may not have had a pre-existing work order, or to report equipment
failures/downtime in which no maintenance department work is involved.

• Work Manager – This application allows you to specify which labor you
want applied to specific work orders at specific times. It lets you dispatch
one or more laborers to top-priority jobs on an as-needed basis, and even lets
you interrupt other jobs in order to make labor available for more crucial
work.
The Work Orders module is described in Chapter 7.

65
Chapter 3

PMs
Many locations and pieces of equipment require periodic maintenance to ensure
uninterrupted efficiency and to guard against breakdowns. You can use the
Preventive Maintenance (PM) application to create PM records and generate
work orders from them. PM records are templates that contain job plan and
scheduling information for your work assets. You copy this information to other
PM records or to work orders you generate from the PM records. A PM record
specifies work to be performed regularly based on elapsed time or on meter
readings that may indicate service hours or mileage. You can set up a PM record
for either a piece of equipment or a location, but not both.

Choosing the PMs icon displays a pop-up menu with one item: Preventive
Maintenance.
The Preventive Maintenance module is described in Chapter 8.

INVENTORY
An important part of maintenance management is keeping track of inventory.
The applications keeps track of items (stocked, nonstocked, and special order
items) and indicates when stock falls below a specified reorder point so you
know when to reorder.
Choosing the Inventory icon displays a pop-up menu with four items:

• Inventory Control – Enter, display, and update information on each


inventory item. You can view master inventory item records (information
about items, irrespective of their storeroom location), or item/location
records (information about an item at a specific storeroom location). You
can track :
• vendors that supply an item
• item balances down to the bin and lot level for each storeroom location

66
The Main Menu

• alternate items
The Inventory Transactions screen lists all inventory transactions that move
items in or out of inventory, or from one location to another.

• Issues and Transfers – Issue stock directly from inventory, with or without a
work order. (Items can also be issued from the Purchase Order Receipts
screen of the Purchase Orders application.) You can also transfer stock from
one storeroom location to another; balances are adjusted accordingly. In
addition, you can trace the transfer of stock from one storeroom to another
by transferring to and from “transit” locations (i.e., COURIER, LABOR).

• Item Assembly Structures – Create or view item assembly structures. IASs


allow you to model your equipment using inventory items. These can then be
used as templates to help you quickly build equipment and location
hierarchies.

• Asset Catalog Setup – Classify assets using specification templates. You can
define specification templates to include up to five classification levels and
as many attributes as necessary to describe each asset. Once you define these
specification templates, you associate them with the appropriate assets. This
allows you to locate specific assets quickly and easily.
The Inventory module is described in Chapter 11.

EQUIPMENT
In the Equipment module you can add new pieces of equipment and location
records to the database, establish relationships between equipment, between
locations, and between equipment and locations, track maintenance costs, and
enter and review meter readings. Choosing the Equipment icon displays a pop-up
menu of five items:

67
Chapter 3

• Equipment – Store equipment numbers and corresponding information such


as equipment class, location, vendor, up/down status, and maintenance costs
for each piece of equipment. Screens in the Equipment application enable
you to build the equipment assembly structures (EASs). EASs are
hierarchical arrangements of buildings, departments, equipment, and
subassemblies. The Drilldown dialog box makes it easy to find a particular
equipment number.

• Operating Locations – Create records for the operating locations of


equipment, and track equipment that might be used in multiple locations.
Operating Locations lets you specify the hierarchical organization of all the
equipment operating locations in your plant. It can be used in conjunction
with the Work Manager application, and provides a means of grouping
equipment locations into areas of responsibility.

• Failure Codes – Build and display failure hierarchies, which help you
construct an accurate history of the types of failures that affect your
equipment and operating locations. After analyzing failure trends, you can
take preventive measures.

• Condition Monitoring – Display measurements taken on equipment. You


can generate PM work orders from this screen to address problem conditions
indicated by out-of-range measurements.

• Routes – List related work assets, which are considered "stops" along the
route. These route stops represent assets such as equipment or locations. The
list of work assets can be related by location, such as all pumps and motors
in a room, or by type of equipment, such as all fire extinguishers located
throughout the site. Routes make it easy to build simple hierarchies of work
orders for inspections.
The Equipment module is described in Chapter 10.

68
The Main Menu

PURCHASING
Use the Purchasing module to prepare and generate purchase requisitions and
purchase orders, report receipt of both items and services, match invoices with
purchase orders and receipts, and define and convert currencies.
Choosing the Purchasing icon displays a pop-up menu of five items:

• Purchase Requisitions – Create and process purchase requisitions for items


or services. These requisitions can be turned into purchase orders.

• Request for Quotation – Use the Request for Quotation (RFQ) application
to send requests out to suppliers for prices and conditions for items or
services. You can then compare the responses to make the best purchasing
decision.

• Purchase Orders – Create and process purchase orders for items or services.
Create POs from purchase requisitions or from scratch. Record receipts of
items and services on the Material Receipts tab and the Service Receipts tab.

• Invoices – You can request three-way matches between the purchase order,
the receipts (materials or services), and the invoice. Requesting just a two-
way match can be useful for matching a service receipt to an invoice. You
can also enter an invoice for bills, such as rent or phone bills, which do not
require purchase orders or receipts.

• Currency Management – Use the Currency Management screen to define


currencies and specify exchange rates. Once currencies and exchange rates
are established, you can enter purchase requisitions and issue purchase
orders in the currency of the vendor, while also tracking costs in your base
currency.
The Purchasing module is described in Chapter 12.

69
Chapter 3

PLANS
Choosing the Plans icon displays five pop-up menu items:

• Job Plans – A job plan is a detailed description of work to be performed for a


work order. Use the Job Plans module to create, modify, or delete a job plan
record. Job plans generally contain operations—procedures—along with lists
of estimated material, labor, and tools required for the work. Use job plans
as templates for work order-specific work plans.

• Safety Plans – Associate safety requirements and procedures with work


orders, to fulfill regulatory requirements of agencies such as OSHA and
EPA. You can define the safety information necessary to follow a specific
job plan on a work asset. You can then associate defined safety plans with
specific job plans in the Job Plans application.

• Safety Hazards – Define hazards that exist in the workplace, associate


preventive measures with these hazards, and connect the hazards with more
detailed information.

• Safety Precautions – Lets you define safety precautions against hazards in


the workplace. You can then associate these safety precautions with
workplace hazards in the Safety Hazards application.

• Lock Out/Tag Out – A tag out procedure is designed to take work assets out
of service or place them back in service, when this is required to ensure a
safe work environment. You define a tag out procedure to eliminate a
defined hazard on a specific piece of equipment or at a specific location.
Lock out operations are steps in a tag out procedure. To define a tag out
procedure, you describe the lock out operations needed to accomplish the tag
out.
The Plans module is described in Chapter 9.

70
The Main Menu

LABOR
The Labor module stores information about employees, contractors, and crafts.
Choosing the Labor icon displays a pop-up menu of four items:

• Labor – Create, modify, and view employee records. You can provide
detailed information about an employee’s pay rate, overtime worked and
refused, and special skills and certifications.

• Crafts – Create and work with craft records. A craft represents a group of
employees. Typically, the craft name reflects the type of work done by these
employees and may also indicate a ranking by expertise.

• Labor Reporting – Report labor usage by employee or craft from outside of


the Work Orders module. You can use the Labor Reporting screen for
“timecard” reporting.

• Labor Groups – Displays existing Labor Groups and allows you to define
new ones.
The Labor module is described in Chapter 13.

CALENDARS
In the Calendars module, you establish calendar records to indicate working time
for equipment, location, craft, and labor records.
A start date, an end date, and the shift to be worked define a calendar in the
applications. You can choose to apply vacations and holidays to designate
nonworking time. Note that in calculating downtime for a piece of equipment,
the applications check the equipment’s calendar to see when the equipment is
supposed to be operational.

Choosing the Calendars icon displays one pop-up menu item: Calendars.

71
Chapter 3

The Calendars module is described in Chapter 14.

RESOURCES
The applications provide three resource screens that contain information
involved in everyday maintenance management:

• Companies – Establish and update data on vendors and other companies.


This information is accessed by several other applications.

• Tools – Create and maintain information on the tools used on jobs. This
information is referenced in job plans and on work orders.

• Service Contracts – Specify information on service contracts with vendors


or manufacturers. These contracts can be referenced from the Equipment
module and the Work Orders module.
The Resources module is described in Chapter 15.

CUSTOM APPLICATIONS
Custom applications make it possible for your system administrator to create
customized database tables and application screens. The customized screens can
be accessed from any application, or from within the Custom Applications
module itself. Two types of Custom Applications tables can be created:
• General purpose, stand-alone Custom Application tables that can contain any
kind of information.
• Extra tables, each associated with a specific application.
Custom Applications is described in the System Administrator’s Guide.

72
The Main Menu

SETUP
Use the Setup module to configure your database, assign security, and set up
applications for the application launch feature. All the items listed here are
described in the System Administrator’s Guide.
Choosing the Setup icon displays a pop-up menu of six items:

• Reports and Other Apps – Use Reports and Other Apps to register report
writers and other applications. Reports are described in Chapter 6.

• Chart of Accounts – Ensure that your accounting system’s general ledger


accounts are properly represented; add or modify accounts; set up financial
periods; enter inventory accounts, company accounts, and resource recovery
accounts; and define tax codes and rates.

• Signature Security – Establish each user’s access rights to modules,


applications, screens, and options.

• Database Configuration – Customize the database, including such things as


adjusting field lengths and modifying data types.

• Application Setup – Change the positions of icons and menu items on the
Main Menu screen. You can also “clone” an application for customization.

• Hyperlink – Connect third-party applications to data fields and push buttons


within applications. A variety of Windows applications can be used, such as
graphic programs, word processors, or spreadsheets (any application
available from the Windows Program Manager).

• Workflow Designer– The administrator’s tool for visually defining and


building automated workflow processes that reflect how your organization
executes and manages its maintenance activities. A Workflow process is a
list of steps that directs a record, such as a PO or a work order.

73
Chapter 3

UTILITIES
The Utilities module contains features that allow the system administrator to
customize your system and maintain your database.
Choosing the Utilities icon displays a pop-up menu of four items:

• Interactive SQL – Access the database for such database management


functions as import/export and backup.

• Screen Editor – Display a screen on which you can select an application to


customize.

• Archive – Remove records from the database and store them for future
reference.

• Workflow Inbox–Displays a list of all Workflow tasks (e.g., work order or


PO approval) assigned to the person who is logged in. Included with this list
of assignments is information on the assignments’ priority and current status.
All utilities are described in the System Administrator’s Guide.

74
CHAPTER 4

GETTING AROUND IN MAXIMO

OVERVIEW
The menu bar, toolbar, and function keys enable you to use the application
tabs in every module. You can use the menu bar, toolbar, and function keys to
perform many similar functions. For example, you can save data by using a
function key, clicking Save Record button from the toolbar, or selecting Save
(application name) from the File menu.
The menu bar, toolbar, and function keys enable you to use tab and field
features, and to move between tabs and from one application to another. You can
insert new records, view records, delete records, and manipulate the data of
records currently in the database.
This chapter describes how to use the menu bar, toolbar, function keys, and
keyboard combinations to get around in the program.
For information on the Main Menu bar and an introduction to modules,
applications, and tabs, see Chapter 3, “The Main Menu.”

75
Chapter 4

WINDOWS STANDARDS
The application screen, menu bar, and toolbar conform to Microsoft Windows
standards. For general Windows features, see your Windows documentation.

Menu Bar on Application Tabs


The title bar at the top of each tab shows the application name and the name of
the tab you are in, for example, “Companies - [Main]” or “Inventory Control -
[Item Balances].”

The menu bar (Figure 4.1) is the horizontal bar across the top of the screen, just
beneath the title bar. Each item on the menu bar is summarized in the next
section, Menu Bar Items, and is described in detail in subsequent sections of this
chapter.

Figure 4.1 Menu Bar on Application Tab

To display a menu from the menu bar, click (choose) the menu bar item.
NOTE: For ease of use, the toolbar and function keys provide duplicate ways
to do many of the procedures available via the menu bar items. For
each menu item, button function, and function key, this chapter cross-
references the alternate methods.

Menu Bar Items


This section briefly describes the purpose of each menu bar item. For more
information about an item, see subsequent sections of this chapter.

76
Getting Around in MAXIMO

Menu Contains Selections for These Purposes

File Perform file-specific functions, such as save, open database, close


database or application, print, and run reports.

Edit Edit a single field, row, or the entire record.

View List or count the number of records in the current application; display
current or saved SQR Where clauses; update the current record.

Actions Work with records in the current application. Application-specific


actions are described in later chapters.

Insert Add or duplicate records, rows, or documents.

Navigate Open the next or previous record; jump to another application; return to
a previous application; move to the main menu; move to a selected
column in a table window; open extra forms.

Setup Save the layout of an application; specify default values for fields; define
types of documents to be linked to the application; define confirmation
messages that will appear when a document is attached to an application;
define properties of records you want to view.

Help See Help for an application; access the company web site; run the
Overview.

NOTE: The Actions menu and Navigate menu contain items specific to each
application or tab. These are the only two menus whose selections
differ from each application. All other menus contain the same
selections.

77
Chapter 4

FILE MENU
The File menu (Figure 4.2) contains functions that connect you with other tabs
and applications.

Figure 4.2 File Menu

Save (Record)
Choosing Save (record) stores data that is displayed on the screen, and on any
other open tabs in the current application.

Send (Record)
Choosing Send (record) from the File menu allows you to send the current
record to a specified destination using your local email system.

78
Getting Around in MAXIMO

Run Reports
Choosing Run Reports from the File menu displays the Reports dialog box
(Figure 4.3), which lists all reports for the current application. You can choose a
report from this list and run it.
You can run each report as is, or have your system administrator customize it to
meet your company’s needs. Each report is run from within the application, from
the Reports dialog box. Where you view or print the report depends on the report
type, and the kind of report software you are running: Excel, SQR, or Quest.
Reports can also be run from Reports and Other Apps, in the Setup Module.
See Chapter 6, “Reports,” for instructions on how to run, view, and print reports,
and for a list and descriptions of the reports.

Figure 4.3 Reports Dialog Box

Print Form
Choosing Print Form from the File menu displays a dialog box (Figure 4.4) that
allows you to print one or more copies of the form (the screen), with two print
options. You can print the form in draft mode or in high-resolution mode. You
can also specify the number of copies to print. Click OK to print the form.

79
Chapter 4

Figure 4.4 Print Form Dialog Box

Print Documents
Choosing Print Documents from the File menu while on the Linked Documents
tab displays the Print Documents dialog box (Figure 4.5), which allows you to
print either the current document, or all documents that have been identified as
requiring printing in the document properties dialog box. You may also select
the option of printing all documents for the entire result set for the current
application. You must have signature security to select this option.

80
Getting Around in MAXIMO

Figure 4.5 Print Documents Dialog Box

When a document is linked to an object, you can specify that it should be


printed. When you then select Print Documents, all documents that have been
marked for printing and are either directly or indirectly linked to the object will
be printed.

Open Database/Close Database


Open Database and Close Database function the same as on the Main Menu; see
File Menu on Main Menu Screen in Chapter 3.

81
Chapter 4

Exit (Application Name)


Choosing Exit (application name) from the File menu closes the application.

Exit All
Choose Exit All from the File menu to exit MAXIMO and close all open
applications.

EDIT MENU
The Edit menu (Figure 4.6) contains functions that affect a single field, or the
entire record. This chapter describes features unique to the application. For more
information on general Windows features such as undo, cut, copy, and paste, see
your Windows documentation.

Figure 4.6 Edit Menu

82
Getting Around in MAXIMO

Clear All
The Clear All menu item clears data from all fields of the displayed record. All
tabs have their fields cleared. Choosing Clear All places the application in Query
mode. If you are entering data in fields in Query mode or Insert mode, you can
choose Clear All to clear the screen. Clear All also works in Modify and Browse
Mode.
NOTE: Clear All only clears data displayed on screen; it does not delete data
from the database. To delete data from the database, choose Delete
(Record) (see below).
Choosing Clear All from the Edit menu performs the same function as:
• pressing [ESC]
• choosing Clear Screen on the toolbar

Find (Record)
Find (record) allows you to search for a specific record. Choosing Find (record)
from the Edit menu saves all changes to the current record, closes the record, and
puts the application into Query mode. Find (record) performs the same function
as choosing the Find button on the toolbar.

Delete Row
To delete a row from a table window, highlight the row by clicking in the status
column at the far left of the row, then choose Delete Row. When you choose
Delete Row, all highlighted rows are marked for deletion. An “×” appears in the
status column of any row selected for deletion. The row will be deleted from the
database when you select Save (Record) from the File menu (or use the Save
button on the toolbar).
You can select multiple rows from a table window for deletion or undeletion.

83
Chapter 4

• To select multiple rows using the mouse, hold down the [SHIFT] key and click
the left mouse button on the status column of each row to be deleted or
undeleted. The rows will be highlighted.
• To select multiple rows using the keyboard, hold down the [SHIFT] key and
press the space bar to select a row. To select multiple adjacent rows, use the
[SHIFT] key and the arrow keys.
Note that for selecting multiple rows using the keyboard, you can only select
adjacent rows at any one time.
Delete Row is grayed for table windows that don’t allow deletion of records.
Choosing Delete Row from the Edit menu performs the same function as
pressing [CTRL] + [D].

Undelete Row
NOTE: Choose Undelete Row to change the status of the highlighted row(s)
from “to be deleted” to “not to be deleted.” Since a row is not actually
deleted until you choose Save (Record), this feature gives you the
chance to change your mind or correct a mislabeled row. Undelete
Row can only protect rows from deletion prior to choosing Save
(Record). It cannot be used to recover rows deleted from the database.
You can select multiple rows from a table window for deletion or undeletion.
• To select multiple rows using the mouse, hold down the [SHIFT] key and click
the left mouse button on the status column of each row to be deleted or
undeleted. The rows will be highlighted.
• To select multiple rows using the keyboard, hold down the [SHIFT] key and
press the space bar to select a row. To select multiple adjacent rows, use the
[SHIFT] key and the arrow keys.

84
Getting Around in MAXIMO

Note that for multiple rows using the keyboard, you can only select adjacent
rows at any one time.
When you choose Undelete Row, the status column of each highlighted row
reverts to its status prior to being marked for deletion (i.e., either blank, or
marked as modified, or marked for insertion).
Choosing Undelete Table Rows performs the same function as pressing [CTRL] +
[U].

Delete Document Registration


Delete Documentation Registration allows you to mark a document registration
record for deletion. Selecting this option from the Edit menu removes the
selected document from the database, along will all references (links) to that
document. You must have signature security to access this function.

Delete Document Link


Delete Document Link allows you to mark for deletion a link between a
document and another record. Choosing this option from the Edit menu removes
the link between the currently selected record and its associated document. You
must have signature security to use this option.

Set Linked Document Version


Set Linked Document Version allows you to set the version number of
documents linked from a document management system (DMS).
Some applications require that they ‘lock in’ specific versions of their linked
DMS documents. When you select Set Linked Document Version from the Edit
menu, the Set Linked Document Version dialog box is displayed as shown in

85
Chapter 4

Figure 4.7. The dialog box shows the latest version of the current record’s DMS
links. The document descriptions are also shown. Using this dialog box, you can
set the document version you want linked to the current record.

Figure 4.7 Set Linked Document Version dialog box

Delete (Record)
Choosing Delete (Record) displays a dialog box that asks if you really want to
delete the record. Responding Yes deletes the current record from the database.
Responding No returns you to the record with no changes. The Delete (Record)
menu item is grayed when the screen is blank, or when Insert mode or Query
mode is active. There are also some tabs on which Delete (Record) is grayed
because deletion is prevented for that application.

86
Getting Around in MAXIMO

NOTE: To clear displayed data from the screen without deleting, use Clear All
from the Edit menu.

VIEW MENU
The View menu (Figure 4.8) lets you display a list of records, perform Queries,
and refresh the current record.

Figure 4.8 View Menu (Work Order Tracking Screen)

(Record) List
The (record) List menu item displays a list of all the records that match the
current query. If you have not executed a query (the default), choosing the
(record) List menu item will display the View List dialog box (Figure 4.9) with a
list of all records for the current application.

87
Chapter 4

Figure 4.9 View List Dialog Box

Initiate a query by entering search criteria in fields on an application tab or by


executing a SQL Where clause from the View Current Query or View Saved
Queries dialog box.
You can create a new result set by highlighting records in the View List dialog
box, then clicking OK. The default View List Overview dialog boxes normally
display two columns of data: the identifier field and the description. Your system
administrator can customize any application’s Overview dialog box to display up
to 15 columns of data.
Choosing (record) List from the View menu performs the same function as:

88
Getting Around in MAXIMO

• clicking the View List button on the toolbar


• pressing [Ctrl] + [L]

Current Query
Choosing Current Query displays the Structured Query Language (SQL) text of
the current query (i.e., the “Where” clause conditions), and lets you modify,
save, or execute the query. Modifying the Where clause conditions requires
familiarity with SQL and the mnemonics for field names. If you are familiar with
both SQL and mnemonics, you can also choose Current Query to specify
complex Where clause conditions directly. For more information, see Query
Mode in Chapter 5, “The Status Bar.”

Saved Queries
Choosing Saved Queries displays a list of Where clauses. The list includes any
SQL Where clauses that you have previously saved (via the Current Query
dialog box) and Where clauses that are available to all users. After highlighting a
Where clause in the table window, you can execute, edit, or delete it. For more
information, see Query Mode in Chapter 5, “The Status Bar.”

Refresh (Record)
Choosing Refresh (record) lets you refresh, or redisplay, the current record with
the current database information.

Count (Records)
Choosing Count (records) counts the records in the current result set. This
function is very useful before you execute a query, since it shows how many
records will be included in the result set.

89
Chapter 4

• If you have not issued a query, choosing Count (records) counts all records
for the current application (e.g., in Equipment, all the equipment records). In
this case, Count (records) will return the number of records in the default
result set.
• If you have specified data for a query, choosing Count (records) counts the
records that match the selection criteria in your query. It will count the
matching records both before and after you actually execute the query, i.e.,
before you click Get Next Record, as well as after you click Get Next
Record.

! Example You need to determine how many in-progress work orders are in your
database.

1. Use Count Work Orders before specifying any query criteria—on a


blank screen—to show the number of records that currently exist in the
database.

2. In the Work Order Tracking application, in Query mode, enter INPRG in


the Status field.

With the query specified, use Count Work Orders again, to see how
many records match the query. The result set of this query will include
only those work order records with a status of INPRG.

You can use Count Work Orders before or after clicking Get Next
Record. Count Work Orders now shows a smaller number of records
matching the current Where clause.

3. Now you want to find out how many of the in-progress work orders
have a work type code of EM (for emergency maintenance). Choose
Clear All from the Edit menu (or the Clear Screen button on the toolbar,
or press [ESC]).

4. Enter INPRG in the Status field again and enter a work type of EM in
the Work Type field.

90
Getting Around in MAXIMO

5. Using Count Work Orders again might show that even fewer records
now match the selection criteria. However, if all INPRG work orders are
EM work orders, the count would be unchanged from the original query.

ACTIONS MENU
The Actions menu (Figure 4.10) contains actions that are specific to the current
application. Actions unique to a particular tab or application are described in
their respective chapters.

Figure 4.10 Actions Menu for Work Order Tracking Screen

91
Chapter 4

Application Actions
Most applications and many tabs have actions specific to that application or tab.
The actions generally display a dialog box that lets you use one of the
application’s functions. These are listed on the Actions menu.

INSERT MENU
The Insert menu lets you insert a new record, duplicate the current record, insert
a new table row, and insert a document registration or link.

Figure 4.11 Insert Menu (Work Order Tracking Application)

New (Record)
New (Record) places the application in Insert mode, the mode for adding new
records to the database. Choosing New (Record) automatically clears any data
from the screen and sets any default fields to their default values. You can then
create a new record by specifying a unique identifier and entering any other data
you want.

92
Getting Around in MAXIMO

NOTE: In each of the applications of the Work Orders module, and in the
Purchase Requisitions, Request for Quotation, and Purchase Orders
applications in the Purchasing module, choosing the Insert button on
the toolbar places the application in Insert mode, and automatically
generates a new record number. These are the only modules where this
happens automatically.
New (Record) performs the same function as:
• choosing the New button on the toolbar
• pressing [Ctrl]+[N]

New (Record) with AutoNumber


The New (record) with AutoNumber menu item automatically provides a
sequential value for the identifier field of the record you are inserting. If there is
data already in the identifier field (a coding prefix, for example) the system-
supplied value will be appended to that. Your system administrator establishes
the starting point for the system-supplied numbering.
In each of the applications of the Work Orders module, and in the Purchase
Requisitions, Request for Quotation, and Purchase Orders applications in the
Purchasing module, choosing the Insert Record button on the toolbar acts as New
(record) with AutoNumber, and automatically generates a new record number.
These are the only modules where this happens automatically.
Choosing New (record) with AutoNumber performs the same function as:
• pressing [CTRL]+[N]
• choosing the Insert Record button on the toolbar (for the applications
mentioned above only)

93
Chapter 4

Duplicate (Record)
Choosing Duplicate (record) from the Insert menu makes a copy of the current
record. You must assign a unique identifier to the new record.

To duplicate a record:
1. When you choose Duplicate (record), the application displays the Duplicate
dialog box (Figure 4.12). This dialog box contains two fields—the Old Key
field displays the current identifier of the record to be duplicated; the New
Key field is blank, for the new identifier of the record being created.
2. To enter a new identifier, you can either manually enter a value, or the
AutoNumber button to assign a value to the new record automatically. Either
way, the new record is generated and added to the database, and the dialog
box closes automatically.

Figure 4.12 Duplicate Dialog Box

3. The newly added record is displayed on the screen, so you can modify field
information as needed. Some fields that are read-only except in Insert mode
can be modified immediately after a record has been duplicated.

94
Getting Around in MAXIMO

Connections to Other Records


Duplicating a record maintains (duplicates) connections to other records where
required. For example, duplicating an inventory record keeps intact the
association with the Companies table so that the vendor description can be
copied from the appropriate record there. In some cases it is inappropriate to
maintain certain connections, so some data is not duplicated. In most cases,
duplicating a record duplicates all the information appearing on the primary and
secondary tabs for that record. Exceptions to this are noted throughout this
manual.

New Row
Choose New Row to insert a row in a table window. This highlights the first
field in a blank row, and places the cursor in the first field. You can then type in
the information you want to add to the table. To move from field to field in the
row, use the [TAB] key or click each field.
Some table windows, such as Balances in Inventory Control, have certain fields
in the row you are inserting that are already filled in with default values. Some
defaults are read-only, while others can be modified. Other table windows, like
Issues and Transfers in Inventory, let you specify some of the default values. See
Chapter 2 for more information on default table data.

An arrow (→) appears in the status column of the row to be added. The row will
be added to the database when you choose Save (record) from the File menu or
click the Save Record button on the toolbar.
Choosing New Row from the Insert menu performs the same function as
pressing the Insert key.

95
Chapter 4

New Row with AutoNumber (Work Orders Module Only)


This menu choice is only active when you are on the WO Hierarchy tab in the
Work Order Tracking application. Choosing New Row with AutoNumber allows
you to insert a child work order of the current work order in the Children table
window, and automatically provide a new work order number for it.

Document Registration
Document Registration allows you to insert an already existing network file,
Web address or DMS document into the document registry. To access this
function, you need signature security.
Selecting Document Registration from the Insert menu displays the Document
Registration dialog box (Figure 4.13). The three tabs represent the three
categories of documents that can be registered and linked. Each table window is
slightly different based on the unique characteristics of the category.

96
Getting Around in MAXIMO

Figure 4.13 Document Registration Dialog Box

You can register documents simply by dragging them from the Windows
Explorer into a table row. They will be given a number and have their
description set to the file name (without the path).

Document Link
Choosing Document Link displays the Insert Document Link dialog box, which
allows you to link a registered document to the currently selected application.
The document can be a network file, a web address, or a DMS document. To use
this option, you must have an application and document type selected, and you
must have signature security.

97
Chapter 4

NAVIGATE MENU
The Navigate menu (Figure 4.14) lets you view and move to database records,
move within a table, and open extra forms.

Figure 4.14 Navigate Menu

Next (Record)
The Next (record) menu item displays the next record from the current query.
Next (record) is also used to begin the search process once you have specified
the selection criteria for a query you want to execute. It displays the first record
matching those criteria, assuming one is found.

! Example On the Work Order Tracking tab, you want to query for work order 1001.

1. In Query mode, enter 1001 in the Work Order field.

2. Choose Get Next Record on the toolbar (or Next (record) from the
Navigate menu). Work order 1001 is displayed.

98
Getting Around in MAXIMO

When you have executed a query, Next (record) and Previous (record) operate
only within that subset of records—the result set of the current query. To return
to the larger set of records, choose Clear All from the Edit menu, or the Clear
Screen button. Next (record) and Previous (record) can then be used to view
records from the entire set of records for that application.
Choosing Next (record) from the Navigate menu performs the same function as:
• choosing the Get Next Record button on the toolbar
• pressing [Enter]

Previous (Record)
Previous (record) displays the previous record from the current query. Previous
(record) is only active once you have displayed more than one record.
When you have executed a query, Next (record) and Previous (record) operate
only within that subset of records—the result set of the current query. To return
to the larger set of records, select Clear All from the Edit menu. Next (record)
and Previous (record) can then be used to view records from the entire set of
records for the application.
Using Previous (Record) on the Navigate menu performs the same function as:
• choosing the Get Previous Record button on the toolbar
• pressing [Shift] + [Enter]

Hyperlink
Every record has a unique identifier that distinguishes it from all other records in
the database. For example, every piece of equipment, and its record, has a
distinct equipment number. The equipment number can also appear as a field on
other records in other applications.

99
Chapter 4

Choosing Hyperlink displays the primary tab of the hyperlink field. The
Hyperlink menu item is grayed unless the current field is a hyperlink field.
Choosing Hyperlink performs the same function as choosing Hyperlink from the
hyperlink field drop-down menu.

! Example The Equipment field on the Work Order Tracking tab is a hyperlink field,
containing the identifier of a record in another application (Equipment). See
Figure 4.15.

Figure 4.15 Work Order Tracking Tab

1. If you choose Hyperlink with the cursor in the Equipment field on the
Work Order Tracking tab, the main tab of the Equipment application
(Figure 4.16) will be displayed.

If the Equipment field is blank, the Equipment tab will be blank, and you
can either click the Get Next Record button or insert a new record. If
there is an identifier in the Equipment field, the record for that piece of
equipment will be displayed.

100
Getting Around in MAXIMO

2. To return to the Work Orders module, choose one of these items from
the Navigate menu or the toolbar:

• Return to Originating Application– you are returned to the Work


Order Tracking tab without the value from the Equipment tab, and
the Equipment tab remains open.

• Return with Selection – you are returned to the Work Order


Tracking tab with the value from the Equipment tab, and the
Equipment tab remains open.

• Return with Selection and Exit (not available from the Toolbar) –
you are returned to the Work Order Tracking tab with the value from
the Equipment tab, and the Equipment tab is closed.

Figure 4.16 Equipment Tab

3. If you enter an invalid hyperlink identifier and then use Hyperlink, an


error message is displayed on the Status Bar, the hyperlinked
application opens, and a warning message displays “No Records
Found.”

101
Chapter 4

Return to Originating Application


Return to Originating Application is active only when you invoke the current tab
from the hyperlink field of another tab. Choosing Return to Originating
Application from the Navigate menu returns you to the originating tab without
bringing back a unique identifier (see the example above in the Hyperlink
section). Using Return to Originating Application keeps the hyperlinked tab
open. (Hyperlink fields are discussed in Chapter 2, “MAXIMO and Windows.”)
For example, if you use Hyperlink on the Primary Vendor field in the Inventory
Control application, you are transferred to the identifier field of the Companies
tab. Using Return to Originating Application returns you to the Inventory
Control application without bringing back a value for the Primary Vendor field,
and it leaves the Companies tab open.
Choosing Return performs the same function as choosing the Return to
Originating Application button on the toolbar.
NOTE: Double-clicking on the Control box at the upper left corner of the
hyperlinked tab returns you to the originating tab without bringing
back a value and closes the hyperlinked tab. (You can think of this as
Return and Close.)

Return with Selection


Return with Selection is active only when you invoke the current tab from the
hyperlink field of another application. Choosing Return with Selection from the
Navigate menu returns you to the originating application with a unique identifier
(see the example in the Hyperlink section). Using Return with Selection keeps
the hyperlinked application open. (Hyperlink fields are discussed in Chapter 2,
“MAXIMO and Windows.”)
For example, if you use Hyperlink on the Primary Vendor field in the Inventory
Control application, you are transferred to the identifier field of the Companies

102
Getting Around in MAXIMO

tab. Using Return with Selection returns you to the Inventory Control application
with a value for the Primary Vendor field, and it leaves the Companies tab open.
• Choosing Return with Selection performs the same function as choosing the
Return with Selection to Originating App button on the toolbar.

! Example You are in the Work Order Tracking application. You need to specify a job
plan, and need to see the job plan operation in order to know which one is
appropriate.

1. With the cursor in the Job Plan field (a hyperlink field in Work Orders),
choose Hyperlink from either the drop-down menu or the Navigate
menu. This displays the Job Plans tab.

2. Display job plan records by using Next Job Plan, by choosing them
from the View List dialog box, or by creating a query to select them
(after creating the query, use Next Job Plan or View List to access the
desired job plan). The equipment number is the hyperlink value.

3. Once you’ve located the correct job plan, choose Return with Selection
from the Navigate menu, or the Return with Selection to Originating
App button on the toolbar, to return to the Work Order Tracking
application with the selected job plan number, which will be inserted in
the Job Plan field. Note that the Job Plan tab remains open.

Return with Selection and Exit


Return with Selection and Exit is active only if you invoke the current tab from a
hyperlink field. Choosing Return with Selection and Exit from the Navigate
menu returns you to the originating application with a unique identifier, and
closes the application from which you just exited.

103
Chapter 4

Main Menu
Choosing Main Menu displays the Main Menu. All tabs in all applications have
access to the Main Menu. Choosing Main Menu from the Navigate menu
performs the same function as pressing [CTRL] + [M].

Scroll to Column
When you are in a table window, choosing Scroll to Column from the Navigate
menu opens the Scroll to Column dialog box, which lists the columns in the table
window. Choosing a column from the list brings that column into the visible
portion of the table window.

(Application) Extra Form Window


This menu option allows you to open extra forms for the current application.

SETUP MENU
The Setup menu allows you to save the layout of an application, specify default
values for fields, define types of documents linked to an application, define
confirmation messages that will appear when a document is attached to an
application, and define properties of records you want to view.

104
Getting Around in MAXIMO

Save Desktop
If you have resized or repositioned an application tab, you can choose Save
Desktop to make it reappear this way whenever you open an application; the size
and location of the application will be the same whenever you open it.
NOTE: This option applies only to the application you are in when you select
Save Desktop.

Set Field Defaults


Choosing Set Field Defaults displays the Set Field Defaults dialog box (Figure
4.17).

Figure 4.17 Set Field Defaults Dialog Box

You can use this dialog box to specify a default value for the current field to be
used when inserting new records. The Field Name field displays the database
name of the current field. The Field Default group box lets you specify one of
four choices as the default value for the current field:
• User Default (you enter the default value in the associated field)
• System Date/Time
• Current User Name
• No default (the default choice)

105
Chapter 4

Choose Save to put in place the specified default for the current field.
NOTE: Specifying or changing a field default puts that default in place for all
members of your group. (The system administrator establishes groups
and their members.) You should be sure that any field default you
specify is appropriate for all users in your group.
There is also a Groups button, which is hidden unless you are logged in as the
system administrator (SYSADM). Only the system administrator can set field
defaults for groups other than his/her own. The system administrator also
determines who else is to be allowed to specify field defaults. See the System
Administrator’s Guide for information on using the Groups button to set field
defaults by group.
The Field Defaults dialog box remains displayed if you activate a different field
on the screen. Thus you can set several different field defaults for a tab without
having to choose Set Field Defaults for each one. If the current field has a user-
defined default value, that will appear in the User Default field on the Field
Defaults dialog box. If you change the value, be sure to choose Save before
moving to another field.
Choose Close to close the dialog box when you are finished setting field default
values. When you subsequently choose Insert, the default values you have
specified will be in place. They will remain default values for insertion of
records until you, someone else in your group, or the system administrator
changes them.

Define Document Types


Define Document Types allows you to define for each application categories of
documents within which you can specify the actual documents to be linked to
records.

106
Getting Around in MAXIMO

Specify Document Confirmations


Specify Document Confirmations allows you to define confirmation messages
(by document type) that will come up when a document is attached to an
application.

Define Filter
Selecting Define Filter displays a dialog box (Figure 4.18) that allows you to
determine the criteria to be used for inclusion of records in the default result set.
For example, you can use Define Filter in the Labor application to determine
whether you will include labor, crafts, or both in the default query result set.
Define Filter is only listed on the Options menu on tabs to which it applies.

Figure 4.18 Define Filter Dialog Box for Labor

HELP MENU
The Help menu gives you access to a variety of on-screen information . You can
browse through the Help system, search for a specific topic, or use jumps
(underlined words or phrases) to display new, related topics. You can move,
resize, or maximize the Help window, just like any other window.

107
Chapter 4

In addition to the Help menu, you can also display specific Help information by
pressing [F1] when your cursor is in a field or dialog box, or you can find Help
topics pertinent to the current application by clicking How Do I…? at the far
right of the toolbar.

Figure 4.19 Help Menu

Contents and Index


Opens up introductory help for all the applications.

(Application) Help
Detailed help on that particular application including information on tabs and
step-by-step instructions for major tasks you can perform in an application

Overview
This can be accessed from the Help menu on the Main Menu screen. Select this
menu item to start the Overview, a useful tutorial that introduces you to many
features and applications that make up the software. The Overview shows you
the menu and toolbar features that are common to all applications. The Overview
is broken down into four parts:
• Getting Around in MAXIMO

108
Getting Around in MAXIMO

• Work Orders, Equipment, and Operating Locations


• Labor and Other Building Block Applications
• Materials Management and Purchasing
You will see how the menus, toolbar buttons, and applications work together to
help you make a success of your maintenance operation.

MRO Software Home Page


This takes you to the company’s corporate website.

Support
This takes you to the MAXIMO support website.

About
The About dialog box lists the MAXIMO version you are running, your
company name, and the serial number for your copy of the software.

TOOLBAR
The toolbar (Figure 4.20) lets you quickly initiate frequently used functions.
With a click of the mouse, you can perform functions such as switching to Insert
mode, saving data, clearing the screen, running reports, or moving to the next or
previous record. The toolbar buttons perform the same functions as commonly
used menu items and keyboard keys.

109
Chapter 4

Figure 4.20 Standard Toolbar Buttons

The toolbar on each application contains the standard buttons shown in Figure
4.20. Each application’s toolbar may also have one or more buttons specific to
the application. This section provides a description of each button shown in
Figure 4.20, with cross-referencing for menu bar items and function keys.
Individual module chapters describe the buttons specific to each application. The
Menu Bar section, earlier in this chapter, provides a complete description of each
function.

110
Getting Around in MAXIMO

Button Description

Insert Record Places the application in Insert mode, the mode for adding new
records. Choosing Insert clears any data from the screen and sets any
default fields to their default values. If you have any unsaved
changes, they are automatically saved when an application goes into
Insert mode. Performs the same function as:
• New (record)—Insert menu
• New button on the toolbar
• [CTRL]+[N]
NOTE: In the Inventory, Purchase Requisitions, Purchase Orders,
and Work Orders modules, selecting the Insert button from
the toolbar is the same as selecting the New (record) with
AutoNumber menu item, in which case a value for the
identifier field will be generated automatically.

Save Record Stores the data displayed on all tabs in the current application,
whether new or updated, in the database. Performs the same function
as:
• Save (record)—File menu
• [Ctrl]+[S]

Clear Screen Clears data from all fields of the displayed record. All tabs have
their fields cleared. Choosing Clear places the application in Query
mode. If entering data in fields in Query mode or Insert mode, you
can click Clear to clear the screen. Clear also works in Browse and
Modify mode. Performs the same function as:
• Clear All—Edit menu
• [ESC] key

NOTE: Clear only erases data displayed on-screen; it does not


delete data from the database. To delete data, choose
Delete (record) from the Edit menu.

111
Chapter 4

Button Description

Print Form Displays a dialog box that allows you to print one or more copies of
the form (the screen), with two print options. You can print the form
in draft mode or in high-resolution mode. You can also specify the
number of copies to print. Click OK to print the form.

Performs the same function as:


• Print Form—File Menu
• [CTRL]+[P]

Run Reports Displays the Reports dialog box (Figure 4.3), which lists all reports
for the current application. You can choose a report from this list
and run it.

You can run each report as is, or have your system administrator
customize it to meet your company’s needs. You run each report
from the Reports dialog box. Where you view or print the report
depends on the report type, and the kind of report software you are
running with an application: Excel, SQR, or Quest. You can also run
Reports from Reports and Other Apps, in the Setup Module.

Performs the same function as:


• Run Reports—File Menu

Cut Transfers selected data from the current field to the Clipboard.

Performs the same function as:


• [CTRL] + [X]

Copy Copies selected data from the current field to the Clipboard.

Performs the same function as:


• [CTRL] + [INSERT]
• [CTRL] + [C]

112
Getting Around in MAXIMO

Button Description

Paste Inserts the contents of the Clipboard into the current field.

Performs the same function as:


• [SHIFT] + [INSERT]
• [CTRL] + [V]

Get Previous Displays the previous record in the current result set. Performs the
Record same function as:
• Previous (record)—Navigate menu
• [SHIFT] + [ENTER]

Get Next Displays the next record in the current result set. Performs the same
Record function as:
• Next (record)—Navigate menu
• [ENTER]

View List Displays the View List dialog box, which lists all records from the
current result set. Choose one or more records for display by
highlighting them and clicking on OK, or by simply double-clicking
on the record(s). This returns you to the tab with the record(s).
Performs the same function as:
• (Record) List—View menu

Return to Active only when you invoke the tab from the hyperlink field of
Originating another tab; returns to the originating tab, leaving the hyperlinked
Application tab open. Performs the same function as:
• Return to Originating Application—Navigate menu

Return Active only when you invoke the tab from the hyperlink field of
Selection to another tab; returns to the originating tab with the record identifier
Originating and leaves the hyperlinked tab open. Performs the same function as:
Application • Return with Selection—Navigate menu

113
Chapter 4

In addition to the above, there are three more toolbar buttons, displayed at the far
right of the toolbar, that are common to all applications. These are shown in
Figure 4.21, below.

Figure 4.21 Additional Standard Toolbar Buttons

New Same as Insert Record

Find Allows you to search for a specific record. Clicking Find


saves all changes to the current record, closes the record, and
puts the application into Query mode. Performs the same
function as:
• Find (record)—Edit menu[SHIFT]

How Do I…? Displays a list of Help topics pertinent to the current application.

Performs the same function as:


• How Do I…?—Contents tab—(Application)
• Help—Help menu

KEYBOARD COMBINATIONS
Many application menu items and toolbar buttons also have associated keyboard
combinations that perform the same function. If the function of a menu item can
also be performed with a keyboard combination, the keys are listed next to it on
the menu. This section provides a list of commonly used keyboard combinations.

114
Getting Around in MAXIMO

To do this: Use this keyboard combination:

display next record [CTRL] + [N] or [ENTER]

print form [CTRL] + [P]

display View list [CTRL] + [L]

Save the current record [CTRL] + [S]

Keyboard and Editing

To do this: Use this keyboard combination:

undo the last typed character [CTRL] + [Z]

cut highlighted item [CTRL] + [X]

clear data from all fields on-screen [ESC]

copy highlighted item [CTRL] + [C] or [CTRL] + [INSERT]

paste item in Clipboard [CTRL] + [V] or [SHIFT] + [INSERT]

Keyboard and Value Lists

To do this: Use this keyboard combination:

move to top of displayed window [PAGE UP]

move to top of entire list [HOME]

move to bottom of displayed window [PAGE DOWN]

115
Chapter 4

To do this: Use this keyboard combination:

move to bottom of entire list [END]

move up one item in a value list field [CTRL] + up arrow

move down one item in a value list field [CTRL] + down arrow

move up one item in a value list dialog box up arrow

move down one item in a value list dialog box down arrow

Keyboard and Table Windows

To do this: Use this keyboard combination:

move to beginning of a field [HOME]

move to end of field [END]

move up one row up arrow

move down one row down arrow

move from field to field [TAB]

scroll up one window in table [PAGE UP] — row must be selected

scroll down one window in table [PAGE DOWN] — row must be selected

highlight an entire row [SHIFT] + [SPACEBAR]

remove highlighting from row [SPACEBAR]

extend highlight up one window [SHIFT] + [PAGE UP] — row must be selected

116
Getting Around in MAXIMO

To do this: Use this keyboard combination:

extend highlight down one window [SHIFT] + [PAGE DOWN] — row must be
selected

highlight multiple rows [SHIFT] + arrow keys — row must be selected

insert a row [INSERT]

delete a row [CTRL] + [D]

undelete a row [CTRL] + [U]

117
Chapter 4

118
CHAPTER 5

THE STATUS BAR

OVERVIEW
At the bottom of every application is the status bar (Figure 5.1). The status bar
shows the mode the applications are in, provides a message when appropriate,
and displays icons. When a message is displayed, an accompanying message
icon is shown. Field icons are displayed at the right end of the status bar.

Figure 5.1 The Status Bar

The leftmost text field on the status bar is the mode field. The mode field
specifies which of the four modes the applications are currently in:
• Query
• Browse
• Modify
• Insert

The longer text field is the message field. The message field gives you
information about your interaction with the applications. When a message is
displayed, an accompanying message icon indicates the type of message—

119
Chapter 5

information, warning, etc. The message icon appears between the mode field and
the message field.

Field icons provide information about the characteristics of the current field—
the field the cursor is in. The field icons are displayed to the right of the message
field. (The icons themselves are illustrated and described in Chapter 2,
“MAXIMO and Windows.”)

MODES OVERVIEW
The applications are always in one of four modes—Query, Browse, Modify, or
Insert. The mode field is never blank—it always tells you which mode you are
in.
The applications’ mode is determined by selections you make from the menu bar
or toolbar and actions you take on the screen. The mode field is read-only; it
automatically reflects any mode change you make on the screen. You cannot
change modes by modifying the information in the mode field.

• Query mode—All applications open in Query mode. When the applications


are in Query mode, specify which records from the database you want to
view or modify. Within the applications, you can query in one of two ways:
1. In one or more fields, enter data or criteria to which records should
conform; for example, enter an equipment number in the Equipment
application.
2. Access the Current Query option from the View menu to build more
sophisticated queries.
If you do not specify any selection criteria, all records will be selected. That
is, the default query selects all the records in the database for the current
application.

120
The Status Bar

NOTE: There are a few exceptions to this. Some modules, such as Work
Orders, have a Define Filter option with a default setting of a
generally more useful subset of all the records.)
Once you have established the selection criteria, click the Get Next Record
button on the toolbar. This executes the query and displays the first record
that matches your selection criteria. The applications are now in Browse
mode and you can “browse” through the selected records by clicking the Get
Next Record button on the toolbar. If you don’t specify any selection criteria,
Get Next Record displays the first record in the database.

• Browse mode—The applications are in this mode when you use Next and
Previous to display records from the application database.

• Modify mode—The applications enter this mode as soon as you make any
change to a displayed database record—when you edit information in a field,
or enter data in a previously blank field. The applications remains in Modify
mode until you save or cancel the changes you made.

• Insert mode—The applications enter this mode when you click the Insert
Record or Get Next Record buttons on the toolbar, or by select New (record)
from the Insert menu. Use Insert mode to add a new record to the database.
After you save the record, the applications return to Browse mode.

QUERY MODE
All applications open in Query mode. In Query mode you can select and sort
records from the database in various ways.
To enter Query mode if data is displayed on the screen, you must clear the data
in one of three ways:
• Select Clear All from the Edit menu.
• Press [F3].

121
Chapter 5

• Click the Clear Screen button on the toolbar.

A query is a request for one or more records from the database. Querying means
specifying which record or records you want to see. You can do this by entering
sample data in the fields in the application, or by directly specifying a SQL
Where clause. The SQL Where clause limits the request for records to only
those that meet the conditions specified in the Where clause. The record(s)
whose data match the criteria specified are selected from the database. Clicking
Get Next Record displays the first record in that result set. You can query at a
basic level or at an advanced level:
• Basic level—you simply enter data in the fields in the application.
• Advanced level—if you know Structured Query Language (SQL), you can
query the database by constructing Where clauses. SQL is the language that
the applications use to manage the database.

The result set of a query consists of those records that match the specifications
you have entered. The current query is the selection criteria that are currently
active; it yields the current result set. The default result set is, in most cases, all
the records in the database that are related to the current application—if you do
not specify selection criteria, all records are included. To view the list of records
contained in a result set, choose (Record) List from the View menu, or click the
View List button on the toolbar.

Basic Querying
At the basic level you can look up a particular record, or you can select all
records that satisfy one or more specific criteria. For instance, to query for a
particular piece of equipment, enter the equipment number in the Equipment
field in the Equipment application, then click Get Next Record.
You can also query on one or more non-identifier fields. For instance, to see the
records of all equipment manufactured by Ingersoll-Rand, enter IR in the
Manufacturer field, then click Get Next Record.

122
The Status Bar

You can query for records that meet more than one criterion. For instance, if you
enter a vendor code and a location on the Equipment tab, you will select all
records that meet both those criteria.

All records that satisfy the selection criteria make up the result set. Get Next
Record displays the first record in the result set and places the applications in
Browse mode. You can then display records from the result set one at a time. If
no records meet the specifications, the applications notify you that no records
were found.
Here is an example of a basic query.

! Example You want to look at work order 1007.

1. Display the Work Order Tracking application.

2. If the application is not in Query mode, you can change to that mode in
one of three ways—select Clear All from the Edit menu, press [F3], or
click the Clear Screen button on the toolbar.

3. Type 1007 in the Work Order field.

4. Click Get Next Record. The record for work order 1007 is displayed.

NOTE: When you build a basic query, the application actually builds the SQL
Where clause for you. To see the SQL Where Clause statement, choose
Current Query from the View menu to get the View Current Query
dialog box once the query has been executed.

123
Chapter 5

Using Operators
Use these arithmetic operators to search for a range of values when querying:

This Operator Means

!= is not equal to

> is greater than

< is less than

>= is greater than or equal to

<= is less than or equal to

You do not need to use the equals sign (=) when querying for equivalent values.
The applications assume that if there is no operator specified, you want records
with data that matches the criterion you enter.
Using operators to query on numeric or cost fields is straightforward. For
example, to query for all equipment records whose replacement cost is more than
$5,000, enter >5000 in the Replacement Cost field in the Equipment application.
It is also possible to use the arithmetic operators for querying on alphanumeric
fields. This lets you select and sort alphabetically. However, if you have
numbers stored in alphanumeric fields, familiarity with the ASCII order of
characters is necessary to use the arithmetic operators successfully. Otherwise,
using them in queries can produce surprising results. For example, when ordered
“alphabetically,” 9 “is greater than” 200 because the character “9” comes after
the character “2” in the ASCII order of characters.

124
The Status Bar

Using Wildcards
SQL allows the use of wildcard characters in query specifications. Wildcard
symbols indicate that any character or string of characters in a given position is
acceptable (i.e., matches the specification). There are two wildcard characters:

This Wildcard Accepts

_ (underscore) Any single character in this position. There must be one


character, and only one, for a match.

% (percent sign) Any string of characters in this position. A match occurs if there
are multiple characters, a single character, or no characters in this
position.

! Example Review these sample queries using the wildcard characters “_ “ and “%”.

This
Query Selects This Result Set

_ All records with a single character in the field:


“A”, “b”, “8”, “#”, etc.

% All records. The record can have anything in the field, or


nothing in the field.

2_ All records whose data in this field is two characters, with


a first character of “2”:
“23”, “2A”, “2+”, (but not “2” or “200”).

2% All records that begin with “2” in the field:


“2”, “2j”, “2000”, “2 1/2-inch bit”, etc.

125
Chapter 5

This
Query Selects This Result Set

_a_ All records whose data in the field is three characters, with
a middle character of “a”.

%a% All records with an “a” anywhere in the field.

Steps for Querying by Using On-Screen Fields


To query by using the on-screen fields, follow these steps:
1. If the applications are not in Query mode, select Clear All from the Edit
menu, press [F3], or click the Clear Screen button from the toolbar. The
applications clear any data from the screen. The applications are now in
Query mode.
2. Select the field you want to query on and enter the search criteria. You can
include operators (<, >, !=, etc.) and wildcard characters ( _ and %) in the
specification. (Arithmetic operators are listed earlier in this section.
Relational operators are listed in the next section, Advanced Querying.)
3. Repeat Step 2 with any other fields you want included in the search criteria.
4. Select Get Next Record to begin the search process.
The applications automatically display the first record that meets the criteria
you entered. Once a record is displayed, the applications are in Browse mode.
Use Get Next Record and Get Previous Record to view other records in the
result set. Get Next Record and Get Previous Record now operate only on the
result set of the current query.
If no records match the criteria, a message box displays the message “No
records found.”

126
The Status Bar

5. To find out how many records are in the current query result set, select Count
(Records) from the View menu. (You can do this either before or after the
first time you click Get Next Record.)
6. To perform another query, repeat the steps.

! Example Executing a query with the selection criteria shown in Figure 5.2 returns a
result set of inventory records with the following characteristics:

• item number has “11” as the first two characters


• vendor is Westinghouse (the vendor code is “WES”)
• economic order quantity (EOQ) is less than 20

Figure 5.2 Sample On-screen Query

127
Chapter 5

Advanced Querying
Advanced querying allows you to specify the Where clause of a Structured
Query Language (SQL) query. To enter a complex query use the View Current
Query dialog box (Figure 5.3) from the View menu. Type the query into the
empty dialog box and click the Execute button.

Figure 5.3 View Current Query Dialog Box

The data that you are searching for must be entered exactly as it is stored in the
database. For example, if you are searching for the company “WES” and you
entered it in the database with all capital letters, you must use all capital letters
when specifying that company in your query statement.
To indicate the field(s) you want to query on in a Where clause, use the field’s
mnemonic. Mnemonics are names that the applications use to represent fields in
database tables. Each field is represented as a column in a table. To obtain a list
of all database table and field (column) names, run the Quest report MAXCOLS
from the Reports and Other Apps application, or the SQR report LISTTABL
from the Database Configuration application, both in the Setup module. For
more information about running reports, see Chapter 6, “Reports”, or, to see the
table and field (column) names for an individual field, click in the field, then
press [F1] or right-click and choose What’s This? from the Help menu. The
Help message for every field shows the database table and column names.

128
The Status Bar

In addition to the arithmetic operators, you can also use the following relational
operators in a Where clause (individually or in combination) to query on a
variety of criteria.

This Operator Queries for Records That

AND meet all criteria specified

OR meet at least one criterion specified

BETWEEN...AND... fall within the specified range

LIKE are “like” the specification, which may make use of one or
more wildcard characters

IN are in the specified list of values for a field

Sample Where Clauses


This section presents a few examples of how to query with the Where clause.
• This Where clause queries for equipment numbers between 10000 and 13000.
The mnemonic for the Equipment field (column) in the Equipment table is
EQNUM; specified values are enclosed in single quotes:
WHERE EQNUM BETWEEN ‘10000’ AND ‘13000’
• The LIKE operator allows you to query for a single wild character or for a
string. In this Where clause, only one character can be wild and it must
appear where indicated:
WHERE ASSETNUM LIKE ‘100_’
When using wildcard characters in queries, you must use the LIKE operator.
If you were to use the equals sign (=) in the above query, instead of the LIKE

129
Chapter 5

operator, the applications would search for records whose asset number is
literally “100_”, with an underscore as the fourth character.
• This Where clause searches for asset numbers beginning with a capital A.
The percent sign (%) indicates that the other character(s) can be anything.
WHERE ASSETNUM LIKE ‘A%’
• This Where clause searches for equipment that meets two criteria: equipment
that has a classification of PUMPS and the manufacturer is Ingersoll-Rand:
WHERE CLASSIFICATION = ‘PUMPS’ AND
MANUFACTURER = ‘IR’
• Quotes are only needed around alphanumeric values. If the field or column
holds numeric or cost values, the quotes are unnecessary and will cause a
SQL error. For example, no quotation marks are needed around the number
5000 in the following Where clause, since the Replacement Cost field
accepts only numeric data.
WHERE REPLACECOST > 5000

Steps for Querying Using the Where Clause


1. If the applications are not in Query mode, select Clear All from the Edit
menu, press [F3], or click the Clear Screen button on the toolbar. The
applications clear any data from the screen. The applications are now in
Query mode.
2. Choose Current Query from the View menu. The applications display the
View Current Query dialog box.
3. Type the complete Where clause.
4. Click Execute. The query is executed and the first record in the result set is
displayed.

130
The Status Bar

If no records meet the query criteria, a dialog box is displayed with the
message “No records found.”
If your query has an error, a dialog box is displayed noting the error. For
example, an error message might tell you of an invalid character or a missing
right parenthesis. Click the More button to view more information on the
Where clause error, or click OK to close the dialog box.
5. Select Get Next Record to display the next record in the result set (if one
exists). Get Next Record and Get Previous Record now operate only on the
result set.
6. To find out how many records are in the current query result set, select Count
(Records) from the View menu. (You can do this either before or after you
first click Get Next Record.)
7. To perform another query, or to return to the larger set of records, select
Clear All from the Edit menu, press [F3], or click the Clear Screen button on
the toolbar. When you clear the data from the screen, the applications return
to Query mode.

Editing a Where Clause


Selecting Current Query from the View menu lets you specify selection criteria
for a query. While creating a SQL Where clause from scratch requires familiarity
with SQL and the applications’ mnemonics, you can edit one built by the
applications from query criteria you have entered in fields on the screen.
You can display a Where clause by selecting Current Query from the View
menu. You can then edit the clause if you want. This lets you incorporate
operators that are otherwise unavailable (unless you know SQL).
Note that when the applications build a Where clause, it includes the table name
in addition to the column name—PM.EQNUM, for example, not just EQNUM.

131
Chapter 5

! Example You want to see all preventive maintenance records that are for equipment
number 12500, or that have a priority of 9.

1. On the PM tab in the Preventive Maintenance application, in Query


mode, type 12500 in the Equipment field.

2. Type 9 in the WO Priority field.

3. Select Current Query from the View menu. The View Current Query
dialog box displays the current Where clause:

WHERE PM.EQNUM = ‘12500’ AND PM.PRIORITY = 9

If you were to select Execute at this point, you would get records that
meet both criteria: PMs for equipment number 12500 that are priority 9
(if any were found in the database)., You want records, however, that
meet either criterion.

4. Edit the SQL Where clause—erase AND and type in OR.

5. Select Execute. The application displays the first PM that is for


equipment number 12500, or that has a priority of 9.

! Example You want to see how many of your current work orders are for corrective
maintenance or emergency maintenance, but you can only enter one value
in the Work Type field. One way to do this is to execute two queries, one
for CM and one for EM, use Count (Records) for each query, and add the
two figures. It is faster, however, to edit the SQL Where clause:

1. In the Work Order Tracking application, in Query mode, type CM in the


Work Type field.

2. Select Current Query from the View menu.

3. Edit the SQL Where clause. After this line:

WHERE WORKORDER.WORKTYPE = ‘CM’

132
The Status Bar

delete the remainder of the SQL Where clause and type this additional
criterion:

OR (WORKTYPE) = ‘EM’

4. Execute the query.

5. Select Count Work Orders. The message field tells you the number of
records that match the current query, i.e., how many work orders are
for corrective or emergency maintenance.

Saving a Where Clause


You can save a Where clause in the View Current Query dialog box for use in
subsequent queries.
1. Choose Current Query from the View menu. The View Current Query dialog
box is displayed.
2. Enter the Where clause that you want to save.
3. Click the Save button; the Save Query dialog box (Figure 5.4) is displayed.

Figure 5.4 Save Query Dialog Box

4. Enter a name and description for the Where clause. Use the optional For Use
By Everyone check box to give other users access to the Where clause.
5. Click OK to save your Where clause. The name and description of the saved
Where clause will now appear in the View Saved Queries dialog box when
you choose Saved Queries from the View menu.

133
Chapter 5

Where Clause Listing


When you choose Saved Queries from the View menu, a list of saved Where
clauses is displayed. After highlighting a Where clause in the table window, you
can execute, edit, or delete it. Selecting Edit brings up the View Current Query
dialog box. After editing a clause, you can execute it or save it again.

BROWSE MODE
The applications are in Browse mode when you are just looking at records.
Enter Browse mode by displaying a record with Get Next Record. Browse mode
is active as long as you use Get Next Record and Get Previous Record to look at
database records.
If you execute a query, then select Get Next Record, the applications will again
be in Browse mode, but now you will see only those records that form the result
set of your query. To return to the entire default set of records, go into Query
mode by clearing the screen. If you select Get Next Record while in Query
mode, the applications return to Browse mode; you can once again view all the
records in the table.
When you reach the last record in the result set, the status bar displays the
message “At last record.” Remember that Get Next Record and Get Previous
Record operate on the result set of the current query only.

! Example 1. The result set of a query for work order 1007 is one record. You cannot
use Get Next Record or Get Previous Record to see another record;
you are at the first record and the last record of the current query’s
result set.

2. Select Clear All from the Edit menu to return to Query mode, where
choosing Next will put the application in Browse mode with the
complete default set of work order records.

134
The Status Bar

MODIFY MODE
Use Modify mode to make changes to an existing record. You can only enter
Modify mode from Browse mode (there must be a record from the database
displayed on the screen).
You enter Modify mode as soon as you change a record. Changes consist of:
• altering data in a field
• supplying additional data to a field
• clearing data from a field
• entering data in a previously blank field
Note that you cannot make changes to read-only fields.
When you have made changes, save the modified record in one of three ways:
• Select Save (Record) from the File menu.
• Press [F5].
• Click the Save Record button on the toolbar
The actual record in the database will not be updated until you save your
changes.
If you do not want to save the changes, you can select Get Next Record or Get
Previous Record to return to Browse mode. You can also enter Query mode or
Insert mode. In each case, you will be notified that modifications will be lost.
Click OK to proceed to another mode without saving changes.
Modify mode stays in effect until you save the changes or enter a different mode.

135
Chapter 5

INSERT MODE
Use Insert mode to add new records to the database. Enter Insert mode in one of
three ways:
• Choose New (Record) from the Insert menu.
• Press [F2].
• Click the Insert (Record) button on the toolbar.
When you enter Insert mode, the applications display a blank screen on which
you can enter a new record from scratch. (Remember that in the Work Orders
module, and in the Purchase Requisitions, Request for Quotation, and Purchase
Orders applications in the Purchasing module, pressing [F2], or selecting the
Insert button from the toolbar automatically places a value in the identifier field.)
Be sure that you have entered a unique value in the identifier field and filled in
any required fields. The applications will check to make sure that all required
information is supplied and will prompt you to enter any that is missing. Some
fields are read-only in Insert mode. Any information in read-only fields is filled
in automatically by the applications.
To add a new record to the database, you must save it in one of three ways:
• Select Save (Record) from the File menu.
• Press [F5].
• Click the Save Record button on the toolbar.
When you save a record the applications return to Browse mode.

MESSAGES AND MESSAGE ICONS


The long text field on the status bar is the message field. The applications
display information, instructions, or warnings here when appropriate. The
message field is read-only. A message can be about the current field (“Field is

136
The Status Bar

read-only”), the current screen (“Insert new record”), or the database (“At last
record”). It can be an error message (“Invalid equipment number”) or a message
about an action that you initiated (“Record added to the database”).
Whenever a message is displayed, a message icon is shown next to it on the
status bar, between the mode and message fields. Message icons indicate the
nature of the message, letting you know whether the message is simply
informational, a warning, or an error message.

Icon Description
This message is informational or provides instructions.

This is a warning message. It could affect how you want to


proceed.

This is an error message. It generally indicates that you must


take an action or change something in order to proceed.

Field Icons
Field icons are symbols that show you information about the current field—the
field the cursor is in. The field icons are displayed in the boxes located at the
right end of the status bar. When you become familiar with the field icons you
will be able to tell at a glance all the pertinent information about the current
field. Depending on the field, the icons will display different attributes.
Additionally, the icons will occupy certain positions, left to right, on the status
bar, according to the attributes they display. Some fields may possess more
attributes than just those displayed by icons in the status bar. The kinds of fields,
their associated icons, and icon position on the status bar are described in detail
in the Fields section in Chapter 2, “MAXIMO and Windows.”

137
Chapter 5

138
CHAPTER 6

REPORTS

OVERVIEW
The applications provide a wide variety of reports. You can run each report as is,
or your system administrator can customize it to meet your company’s needs.
Your site or company may have created additional reports that are also available
to you.
This chapter gives a brief overview of the applications’ reports capability, and
provides a list of the reports by module, with a brief description of each report.
For detailed instructions on how to run a report, where to view and print a report,
how to use e-mail to mail SQR reports to others, and how to use report routing
for SQR reports, refer to on-line help or Chapter 9 in the System Administrator’s
Guide.

139
Chapter 6

RUNNING, VIEWING, AND PRINTING A REPORT


The applications are provided with SQR so that you can run all SQR reports.
You can run most reports within the applications, from the Reports dialog box
available from the File menu.
Depending on how your system is set up, each application gives access to an
appropriate subset of reports that will be useful to you when using that
application. For example, in the Purchase Requisitions application, you can run
the Standard Purchase Requisition report, which is the primary printout for
purchase requisition information. Your system administrator determines the
number and kind of reports available to you within each application. The setup
for this is done in the Reports and Other Apps application.
Reports can also be run directly from the Reports and Other Apps application in
the Setup module. Refer to your System Administrator’s Guide for more
information about selecting reports for applications and printing reports directly
from the Reports and Other Apps application.

Registered Reports
A registered report is one that has been made available to be run from within a
certain application. The report name will appear in the (application) Reports
dialog box for that application. For detailed information on how to register
reports, see online help or the System Administrator’s Guide.

The (Application) Reports Dialog Box


The Run group box at the right side of the Reports dialog box contains three
choices: Reports, Custom Applications, and Other Applications. The default
selection type matches the displayed operation; for example, if the Reports
dialog box is displayed, the default type is Reports.

140
Reports

It is possible to change the Run setting; if you select Custom Applications or


Other Applications, a list is displayed of the Custom Applications or the non-
MAXIMO applications you can run from this dialog box.

Displaying a List of Other Applications


To display a list of other applications, and to run them from within an
application:
1. Select Other Applications from the Run group box to display the Other
Applications dialog box. This lists the other applications registered to that
particular MAXIMO application and those registered to all MAXIMO
applications.
2. Highlight the application you want to run and click on Run. A Dialog box
will prompt you for information if user prompts were specified in the Specify
User Prompts dialog box when the application was registered.

NOTE: Using the panel of Run radio buttons, you can toggle between the
Reports dialog box, the Custom Applications dialog box, and the Other
Applications dialog box.

The SQR Options Dialog Box


The SQR Options dialog box displays print and data range options. Depending
on the report type, some of the options may be unavailable.
The Preview option allows you to preview the report on-screen.
The Print option controls whether or not you print the report directly from the
application. If you click the Print button, the Copies field becomes available.
Enter the number of copies that you want to print. When you click OK, the
report will be routed directly to your default system printer or another printer
you have selected, and the requested number of copies will be printed.

141
Chapter 6

Once the report has finished printing, the applications return to the Reports
dialog box.
Other options allow you to e-mail SQR reports to other users, fax reports to a fax
number, and to route reports to specified printers. For more information on these
options, see online help or Chapter 9 in the System Administrator’s Guide.
The data range options are No Input, Current Record, and Selected Records.
These options determine the data to be used in the report. Your system
administrator sets the default data range.

• No Input means that the report will determine what data it needs to run
the report, or you will be prompted for input.

• Current Record means the applications will build the report using the
data from the current record.

• Selected Records means that the report will use the data in the current
result set.

REPORT LIST BY MODULE


This section lists reports by module and provides the file name of each report,
the application the report is registered to, and a description of each report.
Modules are listed in the order in which they appear on the Main Menu.
NOTE: You must have Crystal software on your PC to run and view the
Crystal-formatted reports. The Crystal runtime integration necessary
to run these reports is available from MRO Software, Inc.

142
Reports

Work Order Reports

File Name Application Report Name and Description

DAYSCH WOTRACK Daily Maintenance Schedule by Supervisor—Lists


a schedule of all open work orders for a specified
date, by supervisor. The report lists the work order
number and description, the location, equipment
number, the scheduled start time and duration,
priority, and estimated craft usage.

DBROLLUP WOTRACK, Equipment Cost Rollup Report—This report rolls


QUICKREP, up equipment costs incurred since the last date you
WORKMAN ran the report. It rolls costs up through all
equipment hierarchies to their top levels. The
report’s output is a statement that you completed
the rollup report successfully.

DELINQWO WOTRACK Delinquent Work Order Report—Lists all unclosed


work orders whose target completion date is earlier
than the date the report is run. This report also
includes days overdue, estimated hours, and actual
hours logged.

ESTVSACT WOTRACK Estimated vs. Actual Work Order Costs— Lists a


cost summary of outstanding work orders. The
report displays estimated and actual costs for each
work order by tool, labor, and material, and
provides grand totals for these costs for all work
orders combined.

143
Chapter 6

File Name Application Report Name and Description

WKSCH WOTRACK Weekly Maintenance Schedule by Craft—Lists a


schedule of all open work orders for the specified
week, by craft. For each work order, for each craft,
the report lists the work order number and
description, the priority, the location, the equipment
number, the scheduled start and finish, an alternate
indicator of target date use, the duration, and the
total craft hours.

WOMATBAL WOTRACK Work Order Material Check—This report


calculates the storeroom balance expected at the
time the work order starts using reservations and
expected receipts. It reports on whether the
expected balance will be sufficient for the planned
materials for the current work order.

WOPRINT WOTRACK, Standard Work Order Report—Provides a way for


QUICKREP, a maintenance department to print all outstanding
WORKMAN work orders. Each work order specifies the
location, the equipment, work type, priority, and
other general information, and details the work
plan, listing operations and the estimated labor,
items, and tools required to complete the work.
Areas are provided on each work order to enter
actual labor, item, and tool usage.

WOSTATUS WOTRACK Work Order Status Change Report—Lists all work


(Crystal Only) orders, grouped by supervisor, whose status has
changed within the past seven days. The report lists
the work order number, description, status, status
change date, equipment number, location, lead
craft, and target completion date.

144
Reports

File Name Application Report Name and Description

DISPCHLB WORKMAN Employee Job Assignments—Lists labor codes that


have job assignments for the specified date or date
range. The report is sorted by craft, with the labor
code and name listed, followed by the work
order(s) to which that person is assigned. The
report shows the work order number and
description, the location, the equipment number,
the start date/time, and the estimated hours.

DISPCHWO WORKMAN Daily Work Order Assignments—Lists work orders


that have labor assignments for the specified date.
For each work order, the work order number and
description, location and description, equipment
number and description, and the scheduled start
date are listed. The labor assignment information
for each work order shows the labor code and
name, the scheduled start date/time, and the
estimated hours, for each assignment.

Preventive Maintenance Reports

File Name Application Report Name and Description

PMLABOR PM Projected PM Labor Requirements—Lists the labor


requirements, in work hours, for each craft for PMs
due to be generated over the next six weeks. Total
work hour requirements for all crafts for each week
and for each craft for all weeks are also listed.

145
Chapter 6

Inventory Reports
A location must be specified for many inventory reports if the selection criteria
is not set to choose inventory records in a defined storeroom location. Thus, for
these reports, if the selection criteria is defined as “No Location—Item Master
Information Only,” the user must provide location information. The following
reports require a location to be specified, either through selection criteria, or
when entering criteria for the report: Inventory ABC Analysis Report, Economic
Order Quantity Report, Reorder Point Report, Inventory Valuation Report, and
the Item Order Status report.

File Name Application Report Name and Description

GOODSREC INVENTOR Goods Received Note— This report notifies


requestors that their goods have been received. The
PO reports can be run individually or in batch mode.
Each report is collated separately so that each user
will receive e-mail or paper report containing only
that user’s parts received since the last time you ran
the report.

INPICK INVENTOR Inventory Pick Report—A pick list, by work order,


for all items needing to be pulled from a designated
storeroom’s inventory for work orders having a target
start date of the specified date.
• Both SQR and Crystal versions of the report
prompt for the date and storeroom location.
• The Crystal version of the report displays all item
locations; the default date is the current system
date.

146
Reports

File Name Application Report Name and Description

INVABC INVENTOR Inventory ABC Analysis Report—Lists, for a given


storeroom location, inventory items’ ABC analysis
information. Running the report determines the ABC
category that an item falls into (A, B, or C). Analysis
is based on the quantity of each item ordered year-to-
date and its last cost. The report lists the ABC
category and the cycle count frequency (CCF) of
each included item, both prior to and after running
the report. The ABC type is based on the number of
items selected, multiplied by the ABC breakpoints
specified in Application Setup. Optionally, the
database is updated with new ABC and CCF values.

INVCYCNT INVENTOR Inventory Cycle Count Report—Lists, for a specified


storeroom, all inventory items that are due to be
cycle-counted, based on the cycle count frequency
and the last count date. Listed are the item number,
location, bin, item description, last count date, and a
column to enter the new count quantity.

INVEOQ INVENTOR Economic Order Quantity Report___ For a given


storeroom location, displays the optimum economic
ordering quantity for items in the selected result set.
The EOQ defines the point at which inventory
ordering costs and carrying costs are in balance. The
report lists the EOQ values both prior to and after
running the report. Optionally, the database can be
updated with the new EOQ values.

147
Chapter 6

File Name Application Report Name and Description

INVROP INVENTOR Reorder Point Report—Lists the selected set of items


and the optimum minimum level to have in stock
based on demand, lead delivery time, and a reserve
safety stock. The report lists the ROP and safety
stock values both prior to and after running the
report. Optionally, the database can be updated with
the new safety stock and ROP values.

INVVAL INVENTOR Inventory Valuation Report—Gives an accounting of


the cost of current inventory, for the set of inventory
records in a designated storeroom location. For each
item, the item number, description, current balance,
unit cost, and total cost (value) are listed. Item cost
totals are added to provide total inventory cost by
location.

ITEMSTAT INVENTOR Item Order Status—Lists all items on order. For each
item, the PR number, status, and quantity are listed.
If a PO has been issued, the PO number, status,
quantity, and vendor delivery date are listed.

STINVBAL INVENTOR Storeroom Material Check—Checks reservations


against expected receipts and current stock to predict
shortages in the immediate future. The user enters the
number of days to check.

148
Reports

Equipment Reports

File Name Application Report Name and Description

EQFAIL EQUIPMNT Detailed Equipment Failure Report by Machine—


Provides a list of all failure reports for the current
piece of equipment for the specified time period. For
each piece of equipment, the report lists the
equipment number and description, then lists each
individual failure grouped by problem code. For each
failure, the problem code, the cause code, and the
remedy code are listed, as well as the downtime and
the work order number and location. For each
problem code, the report summarizes the total
number of failures, the average downtime, and the
MTBF (mean time between failures).

EQHIER EQUIPMNT Equipment Hierarchy Report—Lists all equipment in


the EAS (equipment assembly structure). The
equipment number, location, and equipment
description are shown. Top-level equipment is listed
at the far left, with its child equipment indented
beneath it. Equipment at each level in the hierarchy
(up to five levels) is indented beneath its parent
equipment.

149
Chapter 6

File Name Application Report Name and Description

EQHSTGRA EQUIPMNT Equipment History Graphs—A graphical report in


histogram format that displays equipment breakdown
history over a specified time period. Five histograms
are shown; each histogram has a column for each
included piece of equipment. Equipment must have
some or all of the following written against it in order
to be included: labor hours, response time, downtime,
mean time to repair, and mean time between failures.
The report graphs the following information:
• total labor hours
• mean response time for emergency work orders
• total downtime hours
• mean time to repair
• mean time between failures

EQMEAS EQUIPMNT Equipment Measurement Report—A tabular list and


description of each measurement point for a piece of
equipment and the history of measurements taken for
that point; the date and measurement are shown.
Values that exceeded the upper and lower warning or
action limits set for the measurement point are
indicated. The warning and action limit values are
shown at the top of the measurement list. The report
shows each point number and description for an
included piece of equipment, units of measure for the
point, the equipment number and description, and the
associated PM number and description.

150
Reports

File Name Application Report Name and Description

EQROLLUP EQUIPMNT Maintenance Cost by Equipment—Lists transaction


costs for selected equipment in the specified date
range. Also provides a separate cost calculation for
the equipment and all of its children. The report
shows the top-level equipment, equipment
description, costs on the equipment, and costs on the
equipment and children.

LOCFAIL EQUIPMNT Detailed Failure Report by Location—The report


lists all failures for the selected locations and its
children that are part of a hierarchical system. If the
user specifies a system, but not a location, the
summary will include all locations in the system. The
report displays the system, system description, and
specified date range. For each selected location, the
report lists the location and description, then each
individual failure grouped by problem code. For each
failure, the problem code, cause code, remedy code,
downtime, work order number, and equipment are
listed. For each problem code, the report summarizes
the total number of failures, the mean time between
failures, and the average downtime.

MTRISSUE EQUIPMNT Material Related Issues Report—This report gives


you a record of material usage and meter readings
entered together in Issues &Transfers. For example,
you can see Miles/Gallon of fuel where the miles are
a meter reading on a vehicle and gallons are the
quantity of fuel issued to the vehicle.

151
Chapter 6

File Name Application Report Name and Description

SYROLLUP LOCATION Maintenance Cost by System—The report lists total


costs reported in a given date range for locations in
the selected hierarchical system. If the user specifies
a system, but not a location, the cost summary
includes all locations and their children in the system.
If the user specifies a location and system, the report
gives cost information for that location and children
within the selected system. Information displayed is
the system name, description, system total cost,
selected date range, location cost, and location and
children cost.

SYSTEM LOCATION Location Hierarchy Report—Lists member locations


of a hierarchical system displayed in a hierarchical
way. If the user specifies a system, but not a location,
the list includes all locations and their children in the
system. If a location is specified, that location and its
children within the system are displayed. Top-level
locations are displayed at the far left, with child
locations indented beneath them.

FAILHIER FAILURE Failure Code Hierarchy Report—Lists failure codes


in each level of the failure code hierarchy. For each
failure class, the problem codes and descriptions are
listed. Indented beneath each problem code are the
associated cause codes and descriptions. Indented
beneath each cause code are the associated remedy
codes and descriptions.

152
Reports

Purchasing Reports

File Name Application Report Name and Description

PRPRINT PR Standard Purchase Requisition—The primary


printout for a purchase requisition; this report
includes vendor and shipping information as well as
information for each item requested.

QUOTANAL RFQ Quotation Analysis— This report offers a detailed


analysis of the quotations received to help in
deciding which quotation is best. The information
contained in the report can vary, depending on the
needs of individual users or sites. Analysis can be
done based on price, lead time, delivery date,
percentage of items that can be supplied, etc.

RFQPRINT RFQ Request for Quotation— This report contains the


RFQ information for each vendor listed in the RFQ
Vendor list. The quotation may be sent to any
number of listed vendors, and may go by fax, e-mail,
or printed paper. The RFQ report will give the
information needed for the vendor to give the quote.
The report will have extra blank columns for the
vendors to enter a response and be able to send it
back in the form sent. This would allow faxing, e-
mailing or sending back the same form.

GOODSREC PO Goods Received— This report notifies requestors


that their goods have been received. The reports can
INVENTOR be run individually or in batch mode. Each report is
collated separately so that each user will receive an e-
mail or paper report containing only his/her received
parts since the last time the report was run.

153
Chapter 6

File Name Application Report Name and Description

INVRECVD PO Inventory Receipt Register—Lists all purchase orders


and inventory received for the user-specified time
frame. Displays item, item description, received
location, inventory quantities received and rejected,
and purchasing quantities received and ordered.
Totals are generated by purchase order.

PARTSDUE PO Direct Purchase Back Order Report— Provides a list


of all items ordered as a direct purchase (any ordered
specifically for a work order, which is listed on the
PO line) not received by the required delivery date.
The report includes this information: the work order
number, the PO number, the item number, the order
date, the required date, the vendor, the vendor
delivery date, the quantity ordered, and the quantity
received.

POPRINT PO Standard Purchase Order—The primary printout for a


purchase order; this report includes vendor and
shipping information, as well as information on all
items to be purchased.

154
Reports

File Name Application Report Name and Description

POSTAT PO Purchase Order Status Report—Lists all purchase


(SQR file orders whose status has changed during a certain time
name) period. There are two versions of this report:

POSTATUS • The SQR version lists all purchase orders whose


(Crystal file status has changed within the user-specified date
name) range; the status change is based on the status date.
The purchase orders are sorted by status, and for
each, the description, the ordered date, required
date, vendor, and base cost are shown.
• The Crystal version lists all purchase orders whose
status has changed on the current system date; the
status change is based on the status date.

Resources Reports

File Name Application Report Name and Description

VENDORPO COMPANY Purchase Orders by Vendor—Lists each purchase


(SQR file order, by vendor. You can choose whether to have
name) line items listed or not. For each vendor, the report
lists the vendor name and address and the contact.
VENDPO For each PO for each vendor, the report lists the PO
(Crystal file number and description, the PO status, and the order
name) date if the PO was approved. The total number of
POs for each vendor is also provided (SQR only). If
line items are listed, the item number and description,
the unit cost, and the total line cost are shown.

155
Chapter 6

File Name Application Report Name and Description

VENDSUM COMPANY Summary of Inventory Values by Vendor— Lists the


cost of inventory, by vendor. The report also shows
details of the expected cost based on on-order
quantities on outstanding approved POs, the cost of
the minimum inventory level, and the cost of
inventory above the minimum level.

Setup (Database Configuration) Reports

File Name Application Report Name and Description

LISTTABL CONFIGUR Database Column List by Table (SQR)/Application


(SQR file Database Columns (Crystal) —Lists the database
name) table names and the column or field names for each
table. For each field (column) name, the report lists
MAXCOLS the data type, the field length, and a “remark,” which
(Crystal file is typically the on-screen name for the field.
name)

156
CHAPTER 7

WORK ORDERS

OVERVIEW
Work orders are essential elements of maintenance management. Work orders
serve to track both events that have occurred and work that has been performed.
• Event tracking consists of recording occurrences of problems via failure
reporting and reporting the downtime resulting from the problem.
• Tracking of work includes specifying the tasks to be accomplished, the labor,
items, and tools needed to do the work, and the equipment or location to be
worked on.
When you create a work order in Work Order Tracking, you initiate the
maintenance management process and/or create a historical record of work that
has been performed. Work orders can be created for pieces of equipment,
locations, or general ledger (GL) account codes.
You can create a work order “on the fly” with Quick Reporting. This feature is
particularly convenient when unplanned maintenance work is required
immediately on a shop floor or other work area. For creating work orders that
require planning and scheduling, or for adding data to a work order created
through Quick Reporting, use the more detailed Work Order Tracking.

157
Chapter 7

Categories of Work Orders


There are several categories of work orders:

• Corrective and emergency maintenance work orders are created for a


specific job or repair (emergency, breakdown, or scheduled work). You may
enter these types of work orders in the Work Order Tracking or Quick
Reporting.

• Event report work orders are intended to represent any unscheduled event
that stops work (production) but does not necessarily require a maintenance
crew to fix. For example, a tube that delivers materials to a work area has
jammed, causing work to stop. Although a line worker can quickly fix the jam
and no maintenance crew is involved, you may want to record this event and
its associated downtime because work has been stopped. You would be likely
to create an event report work order via the Quick Reporting application.

• Preventive maintenance records are used over and over on a periodic basis
to generate preventive maintenance work orders. However, you process a
preventive maintenance work order Work Order Tracking or Quick
Reporting.

DOWNTIME REPORTING
Work Order Tracking lets you report both planned and unplanned downtime:

• planned downtime—the equipment is scheduled to be down and available


for maintenance work to take place.

• unplanned downtime—the equipment goes down unexpectedly.

158
Work Orders

Why Is It Important to Report Unplanned Downtime?


Reducing unplanned downtime saves you money. To reduce costs caused by
unplanned downtime, you can use Work Order Tracking to report downtime,
then analyze downtime trends and take action to reduce unplanned downtime in
the future.

Reporting Unplanned Downtime


Work Order Tracking offers two ways of reporting unplanned downtime:
• To report a change in downtime status when it occurs—a piece of equipment
has gone down or been brought back up—use the Change Equipment
Up/Down Status action in Work Order Tracking.
You enter the date of the status change. If you are bringing equipment up,
Work Order Tracking calculates the downtime.
• To report on unplanned downtime after the fact, when you know all the
details of the downtime event, use the Report Downtime action.
Either enter the downtime start and end times, and have Work Order Tracking
calculate the duration, or enter the duration of the downtime yourself. To
label the downtime, specify an optional downtime type code. You can also
indicate the nature of the downtime—operational or non-operational.

How Unplanned Downtime Is Calculated


Work Order Tracking calculates equipment downtime in the following ways:
• If the equipment record has a calendar, downtime equals the number of
elapsed work hours between Down and Up equipment transactions. Work
hours are hours that the equipment’s calendar specifies as operational time.

159
Chapter 7

• If the equipment record does not have a calendar, downtime equals the
elapsed system time between Down and Up equipment transactions.

Analyzing Unplanned Downtime


Once you have reported unplanned downtime for a piece of equipment, you can
analyze downtime trends. Two reports that you may find especially helpful are
the Detailed Failure Report by Location and the Detailed Equipment Failure
Report by Machine.
You might look for this type of data in your analysis:
• What is the total downtime for the piece of equipment?
• What is the average downtime for the piece of equipment?
• Have you identified items or subassemblies that are contributing to or causing
the equipment downtime?
• What is the downtime on this equipment or operation costing the company?
Once you have analyzed the downtime trends for a piece of equipment and have
determined the cause(s), you can make a plan for reducing downtime. You may
decide to:
• accelerate the preventive maintenance schedule for the equipment.
• buy new inventory items or parts, or a new subassembly.
• replace the entire piece of equipment.

160
Work Orders

WORK ORDERS MENU ITEMS


Three applications are available from the Work Orders menu:

• Work Order Tracking is intended for maintenance supervisors, planners,


and schedulers to plan, review, and approve work orders. For example, you
might want to check actual labor usage against planned labor usage. You can
use Work Order Tracking to perform every function related to processing
work orders—creating, approving, and initiating them, checking status
history, and closing or reworking them when appropriate.

• Quick Reporting is intended for clerks and shop floor personnel to report on
open work orders or small jobs that may not have had a pre-existing work
order. The Quick Reporting application facilitates creation of work orders
“on the fly.” You can quickly enter actual labor and actual material usage, or
report events such as equipment failures or downtime in which no
maintenance department work is involved.

• Work Manager is intended to allow maintenance supervisors, planners,


schedulers, and dispatchers to specify which labor to apply to specific work
orders at specific times. It allows you to dispatch one or more laborers to top-
priority jobs on an as-needed basis, and even lets you interrupt other jobs in
order to make labor available for more crucial work.

Work Orders and Other Modules


The Work Orders module interacts with practically every other module.

Work Orders and Preventive Maintenance


In the Preventive Maintenance module, you create PM records. These records
are then used to generate work orders. Every work order generated from a PM
record indicates what record and associated job plan were used to create the
work order and corresponding work plan. Unless another status is specified, a

161
Chapter 7

work order generated from a PM record has an initial default status of waiting to
be scheduled (WSCH), and displays the PM record identifier of the PM record
on which it is based. (Report actual labor, materials, etc., in Quick Reporting or
Work Order Tracking.)

Work Orders and Job Plans


A job plan describes the operations, estimated labor, materials, and tools needed
to perform a work order. A job plan serves as a template. When you specify a job
plan in a work order, the contents of the job plan are copied to a work plan for
that work order. You can modify a work plan so that its procedures, tools,
materials, and labor are more specific to the work order than the original job
plan.
The work plan can also serve as a data source for reporting on the actual labor,
items, and tools used to complete a work order. Thus, you can use a job plan as
your starting point, modify the work plan for this work order, and leave the
original job plan (template) unchanged.

Work Orders and Operating Locations


A work order can be written against a location, such as a building or a floor in a
building. The work may also be done on equipment in the location; if there is
only one piece of equipment at the location, Work Order Tracking will
automatically fill in the equipment number.
Work order data is incorporated into the location history as follows:
• Failure reporting—the process of associating location-specific problem codes
with specific work orders—is done in the Work Orders module.
• Actual labor, tool, and material costs are recorded in the Work Orders module
(in the case of labor, in the Labor module as well; for material, in Issues and
Transfers).

162
Work Orders

Work Orders and Equipment


Work orders may be written for a specific piece of equipment. Work order data
is incorporated into the equipment history as follows:
• Equipment downtime reporting can only be done from the Work Orders
module; Work Order Tracking retains downtime statistics for each piece of
equipment.
• Failure reporting—the process of associating equipment-specific problem
codes with specific work orders—is done in the Work Orders module.
• Actual labor, tool, and material costs are recorded in the Work Orders
module. (Labor costs are also recorded in the Labor module, and material
costs in the Issues and Transfers application.)

Work Orders and Inventory


Work orders typically make use of inventory items. Regardless of whether these
items are included in the work plan, or simply used as needed and then reported
via the Quick Reporting application (or the Issues and Transfers application in
Inventory), any items used on work orders are deducted from inventory. In
addition, the Direct Issue? setting on the Plans/Materials tab determines whether
nonstocked and special order items should be reordered when the Reorder Items
routine is run from Inventory.

Work Orders and Labor


Work plans typically make use of the craft and labor records that are created in
the Labor module. In addition, actual labor usage for a given work order can be
entered in the Labor Reporting application in the Labor module.

163
Chapter 7

The MAXIMO Scheduler


The Scheduler is an optional module that enables you to schedule work orders
based on the availability of the equipment and of the labor or crafts required to
complete the work. Certain Scheduler functions are performed from actions in
the Work Order Tracking, and use data from fields in the Work Order Tracking.
Refer to the MAXIMO Scheduler User’s Guide for more information.

WORK ORDER TRACKING APPLICATION


Use the Work Order Tracking application to plan, review, and approve work
orders for equipment, locations, or general ledger accounts. When you create a
work order, you initiate the maintenance process and create a historical record of
work that is performed. You can use several applications to create work orders.

WORK ORDER TRACKING TABS


The Work Order Tracking application is comprised of eight tabs:

• Work Order – Create and modify work orders. View identifiers for an
applied job plan and safety plan. View PM and scheduling information. If this
is a follow-up work order, view the identifier of its originating work order.
Identify the failure hierarchy for the work asset.

• Plans – main Enter, view, and modify job operations and labor, material, and
tool requirements for the work plan.

• Actuals – main Enter, view, and modify actual work order start and finish
times, labor hours and costs, material quantities, locations, and costs, and tool
quantities, hours, and costs.

164
Work Orders

• Costs – View hours and costs for estimated and actual labor, and costs for
materials, tools, and services used on a work order.

• WO Hierarchy – Enter, view, and modify information on work orders in a


hierarchy. Build work order hierarchies.

• Safety Plan – Enter, view, and modify safety information on the work order.

• Failure Reporting – Report equipment and location failures so that you can
identify trends for equipment and location breakdowns.

• Linked Documents –View documents associated with work orders.

Toolbar
In addition to the standard toolbar buttons, the following buttons are available
from Work Order Tracking:

• Approve Work Order – Displays the Approve dialog box, used to approve a
work order.

• Initiate Work Order – Displays the Initiate dialog box, used to begin work
on a work order.

• Complete Work Order – Displays the Complete dialog box, used to


complete a work order.

• Close Work Order – Displays the Close dialog box, used to close a work
order.

• Generate Follow Up Work Order – Displays the Generate Follow Up Work


dialog box, used to generate follow up work orders.
NOTE: The Insert button functions in a unique way in Work Orders. When you
click Insert here, you access the Autonumber function and the system
automatically supplies a unique work order number in the Work Order

165
Chapter 7

field. To enter Insert mode without accessing Autonumber, select Insert


Record from the Database menu or press [F2].

USING WORK ORDER TRACKING


Work Order Tracking is intended for maintenance supervisors, planners, and
schedulers to plan, review, and approve work orders. For example, you might
want to check actual labor usage against planned labor usage. Work orders that
address conditions detected through condition monitoring are generated from the
Condition Monitoring application. Preventive maintenance work orders are
created in the Preventive Maintenance application.

Work Plans
When you specify a job plan number in your work order, a copy of a pre-existing
job plan is generated and assigned to the work order. This copy is called a work
plan. The advantage of work plans is that they allow you to modify the
operations or any other component of a job plan for a specific work order, while
still leaving the “template” job plan intact. You can specify a job plan until the
work order is approved, unless a work plan already exists.
When a job plan record is modified in the Job Plans module, the changes do not
apply to any work plan based on it. However, you can modify any aspect of the
work plan.

Duplicating Work Order Records


Duplicating a work order record copies the work plan and data from the Work
Order Tracking application only. Safety Plans are duplicated; actuals, failure
reports, follow up work orders, and parent and child work orders are not.

166
Work Orders

Parent and Child Work Orders


A parent work order allows you to track costs, materials, and labor hours for a
group of related work orders, called child work orders. The parent work order
serves as a template for generating child work orders.
You can view the actuals for the parent, as well as the combined totals of the
parent and all of its child work orders via the Grand Totals action. When you
close a parent work order, you will be warned if the parent has any outstanding
child work orders. You can choose to close the parent anyway.

When to Use a Parent Work Order


A large job often requires a parent work order. For example, re-lamping an entire
plant might necessitate a child work order for each building location. This allows
you to keep track of the cost for the work done at each building location and also
keep a running total of costs for re-lamping the plant. With the exception of
detail-type work orders, any work order can be used as a parent, unless the work
order has a Canceled or Closed status.

Actions
Copy Methods
Many actions display dialog boxes with table windows listing records. You can
generally copy one or more rows into a screen from a dialog box using one of
these methods:
• To copy a single row, double-click it, or highlight it and click Copy.
• To copy multiple rows, click the desired rows while holding down the [Shift]
key, then click Copy.
• To copy all rows, click Select All and then click Copy.

167
Chapter 7

Move/Modify Equipment
The Move/Modify Equipment action displays the Move/Modify Equipment
dialog box. You use this dialog box to record move transactions of equipment on
the work order. Move transactions include changes to the equipment’s physical
location, changes of its parent or location in an equipment hierarchy, or both. By
creating transaction records for each change, you can accurately keeping track of
equipment history. You can use Move/Modify Equipment to move a single piece
of equipment, or multiple pieces of equipment.

PLANS TAB
Use the Plans tab in Work Order Tracking to insert, view, and modify lists of
estimated job operations, labor and crafts, materials, and tools for the work
order's work plan. When you insert a job plan on a work order or generate a work
order that already has a job plan, Work Order Tracking inserts a copy of the job
plan, called a work plan, on the work order. The work plan contains work
operations and labor, materials, and tool requirements that were on the job plan.
View the work plan on the Plans tab of the work order.
Work Order Tracking may also copy a measurement point and a default safety
plan with the work plan. View the measurement point in the Operations table
window of the Plans tab. View the identifier of the safety plan on the Work
Order tab, and the details of the safety plan on the Safety Plan tab.

NOTE: Changes you make to the work plan and safety plan remain with the
work order; Work Order Tracking does not copy them to either the Job
Plans or Safety Plans application. If you record a new measurement
value for a measurement point, Work Order Tracking copies it to the
Measurement table.

168
Work Orders

ACTUALS TAB
Use the Actuals tab in Work Order Tracking to enter, view, and modify lists of
job operations, labor and crafts, materials, and tools used on the work order. If
there is a work plan, Work Order Tracking copies data from the Operations table
window of the Plans tab to the Operation table window of the Actuals tab.
To report actual labor, material, and tool usage, click the appropriate subtab.
You can then use dialog boxes available from the tabs to copy plan data, or insert
different or additional information on usage. The work order must be approved
before you can report actuals. You can modify most fields until you save the
change. The Equipment, Location, and GL Account fields can be modified until
the work order is in the status specified in the Work Plan Edit Options dialog
box in Application Setup. Selecting Edit History from the Actions menu can
make changes to reported actuals or to a closed work order.

USING THE ACTUALS / LABOR TAB

Restricting Access
Your system administrator can restrict a user’s access to certain labor and craft
records by registering labor/craft codes in Signature Security. For more
information, refer to the System Administrator’s Guide.

Additional Validation
As you work with the Start Date, Start Time, Finish Date, and Finish Time
fields, keep in mind the additional validation that Work Order Tracking performs
on the actual labor record when you enter a start time, finish time, or finish date.
If you enter any data that would not make sense, such as a start date and time
later than the finish date and time, Work Order Tracking displays an error

169
Chapter 7

message and you have to clear the field or change your entries in order to
continue.

Actions
Select Work Plan Components

Planned Labor
Displays the Select Planned Labor dialog box, which lists all labor specified in
the work plan for the current work order.
All fields are read-only. However, you can copy rows from this dialog box into
the Labor table window. Note that this action is available only when a work plan
exists and the work order has a status of APPR or greater but is not yet in
History.
To copy a row to the Labor table, use one of the methods described in Copy
Methods, above. To leave the dialog box without taking any action, click the
Cancel button.

USING THE ACTUALS / MATERIALS TAB

Actions
Select Work Plan Components

Reserved Items
This action displays the Select Reserved Items dialog box. This dialog box lists
all the items specified in the work plan for the current work order. All fields are

170
Work Orders

read-only. However, you can copy items into the Materials table window. Note
that this action is available only when a work plan exists and the work order has
a status of APPR or greater but is not yet in History.
To copy a row into the Materials table, use one of the methods described in
Copy Methods, above. To leave the dialog box without taking any action, click
the Cancel button.

Negative Availability Dialog Box


When copying from the Select Reserved Items dialog box to the Materials table
window, Work Order Tracking checks the quantity of each item to see if it would
cause the current balance to drop below zero at the location specified. If it
would, the Negative Availability dialog box may appear. (Your system
administrator may have hidden this dialog box during Application Setup.) When
you click OK, you return to the Material tab, where you can change the quantity
value or proceed.

USING THE ACTUALS / TOOLS TAB


Select Work Plan Components

Planned Tools
This action displays the Select Planned Tools dialog box. This dialog box lists
all tools in the work plan for the current work order. All fields are read-only.
You can copy tools listed here into the Tools table window. Note that this action
is available only when a work plan exists and the work order has a status of
APPR or greater but is not yet in History.
To copy a row into the Tools table window, use one of the methods described in
Copy Methods. To leave the dialog box without taking any action, click the
Cancel button.

171
Chapter 7

FAILURE REPORTING TAB


Use the Failure Reporting tab in Work Order Tracking to record and view
equipment and location problems, causes, and remedies. This data enables you to
identify trends and isolate probable causes of breakdowns.

QUICK REPORTING APPLICATION


Use Quick Reporting to create or report on open work orders or small jobs. You
can enter actual labor and material usage information, or report events such as
equipment failures or downtime that do not involve maintenance department
work.
This application contains a subset of fields available in Work Order Tracking,
and has probably been configured to meet the needs of your site.

QUICK REPORTING APPLICATION TABS


The Quick Reporting application is comprised of two tabs:

• Quick Reporting
• Linked Documents

Toolbar
In addition to the standard toolbar buttons, the following buttons are available in
the Quick Reporting application:

• Complete Work Order – Displays the Complete dialog box, on which you
can change the status of the work order to Complete.

172
Work Orders

• Close Work Order – Displays the Close dialog box, on which you can close
the work order and send the work order record to history.

• Report Equipment Downtime – Displays the Report Downtime dialog box,


on which you can report operational or non-operational downtime for the
current piece of equipment.

• Generate Follow Up Work Order – Displays the Generate Follow Up Work


dialog box, used to generate follow up work orders.

USING THE QUICK REPORTING APPLICATION

Creating a New Work Order


1. To create a new work order, click Insert. A work order number will be
automatically generated and displayed in the Work Order field, and (unlike
Work Order Tracking) the work order will automatically be assigned a status
of INPRG (in progress).
2. You can change the work order’s status by using the Complete dialog box or
the Close dialog box (available from the toolbar), or by selecting Change
Status from the Actions menu.
3. A value is required in either the Location, Equipment, or GL Account field.
The Location and Equipment fields are hyperlinks to the Operating Locations
and Equipment applications, respectively. Click the Detail button in these
fields to display the Drilldown dialog box; you may enter a location or
equipment identifier directly, or copy one into the fields from the Drilldown.
When you enter identifiers in these fields, the corresponding location or
equipment descriptions are displayed in the read-only Description fields.

173
Chapter 7

You can click the Detail button on the GL Account field to display the GL
Account Navigator, from which you can select a GL Account code, if
necessary.
4. The Report Date field will display the current date, but you may edit it.
5. After entering required data, you can enter any actuals data you wish, using
Insert/New Row or simply clicking in the appropriate fields to add rows to
the appropriate tables.
6. If a failure class has been specified for a location or piece of equipment, you
can make a failure report by clicking the Failure Codes button and selecting
the appropriate failure codes.
7. If the work order is for a piece of equipment, you can enter meter readings in
the Meter 1 (and, if displayed on your screen, Meter 2) fields. These fields
display the last reading and reading date, regardless of whether they were
entered on the current work order.
8. You can also report equipment downtime using the Report Downtime action.

Reporting on an Open Work Order


To report on an open work order, enter the work order number in the Work
Order field, or query on any of the available fields to retrieve it.
In the Actual table windows, you can enter data directly or copy it from the
Select Planned Labor, Select Reserved Items, or Select Equipment Spare Parts
dialog boxes. You can access these by clicking the Plan Labor, Reserved Items,
and Equipment Parts buttons. These buttons correspond to the actions listed on
the Actions menu.

174
Work Orders

WORK MANAGER APPLICATION


The Work Manager application allows you to specify which labor you want
applied to specific work orders at specific times. You can use the Work Manager
to dispatch one or more laborers to top-priority jobs on an as-needed basis, and
even interrupt other jobs to make labor available for more crucial work. Work
Manager has two main methods functioning. It can be used in Dispatching mode
or in Planning mode.
In Dispatching mode, Work Manager can be used by dispatchers and/or workers
who self-dispatch themselves to a job. When using Dispatching mode,
assignments are intended to be carried out as soon as possible. Work Manager
begins tracking labor time on the job from the time you use the Start button on
the tool bar to start the assignment. This default calculation of labor time can be
revised when the work is reported as finished. To use the Work Manager in
Dispatching mode, choose Dispatching on the Work Manager Criteria dialog
box.
In Planning mode, you make labor assignments for work on shifts other than the
present one, and/or for work on future days. Work Manager does not provide the
Start, Interrupt, and Finish tools that are available in Dispatching mode. To use
the Work Manager in Planning mode, choose Planning on the Work Manager
Criteria dialog box.

WORK MANAGER APPLICATION TABS


The Work Manager application is comprised of two tabs:

• Work Order – The Work Order tab is used to create work orders and assign
labor to work orders. It is also used to review outstanding work orders, add or
modify information on work orders, and assign labor to them.

• Linked Documents – View documents associated with work orders.

175
Chapter 7

Toolbar
In addition to the standard toolbar buttons, the following toolbar buttons are
available from the Work Manager application.

• Assign Labor – Displays the Assign Labor dialog box (in Central
Dispatching mode) or the Assign Individual dialog box (in Self-Dispatching
mode).

• Start Labor Assignment – Displays the Initiate dialog box, which you use to
start the selected labor assignment(s) on the work order. This changes the
status of the work order to in progress (INPRG).

• Interrupt Labor Assignment – Displays the Interrupt Assignment dialog


box, which can be used to interrupt the use of labor on a work order so that it
is available for another assignment. You can also use this action to specify a
different status for a labor requirement. (Interrupt is only available in
Dispatching mode.)

• Finish Labor Assignment – Select this button to display the Finish


Assignment dialog box, which you use to record as finished some or all labor
assignments on the work order. If all assignments are recorded as finished
and if there are no remaining requirements for the work order, this also
completes or closes the work order. (The Finish dialog box is only available
in Dispatching mode.)

• Go to Work Order/Labor List – Displays the Work Order/Labor List table


window.

• Define Filter – Use the Define Filter Dialog box to select a group of work
order records to view or modify.
NOTE: In the Work Manager application, as in other applications for records
that require an approval process (purchase requisitions and purchase
orders), the fields are open to change until the record is approved
(APPR). Any exceptions to this rule are noted in the field descriptions

176
Work Orders

available in on-line Help. Once the work order is approved, these


fields become read-only. Since Work Manager inserts work orders with
a status of “approved” (APPR), some fields may become read only
when you save a new work order.

Finishing Assignments, Closing Work Orders


Choose Finish Assignment, or click the Finish toolbar button, to display the
Finish Assignment dialog box, which you use to report that one or more work
order requirements are completed. (Finish is only available in Dispatching
mode.) If you record all requirements as complete, this action also completes or
closes the work order, depending on which radio button you choose on the dialog
box. Depending on the mode from which you select Finish, there are some
differences in which requirements are displayed in the dialog box.
Selecting Finish from the main Work Manager application will display all
requirements for the current work order. You can report any or all requirements
as finished. Finishing an assignment results in actual labor hours being recorded
in the Actual Labor table window. By default, the labor time is figured as the
duration from the start date/time (that is, the time the assignment was made) to
the finish date/time. These fields can be edited on the Finish dialog box to
provide a more accurate picture of actual labor time, if you want.
Selecting Finish from the Work Order List will display the dialog box showing
only the highlighted rows from the Work Order List, even if there are other
assignments for the work order(s).
Similarly, selecting Finish from the Labor List will display the Finish dialog box
displaying only the labor assignments highlighted in the Labor List.

177
Chapter 7

Actions Menu
Assign Labor (Self-Dispatch Mode)
In Self-Dispatch mode, choose Assign to display the Assign Individual dialog
box, used to assign one labor code to a work order or a set of work orders. To
use the Work Manager application in Self-Dispatch mode, deselect the
Centralized Assignments check box on the Define Preferences dialog box.
The default value for the Labor Code field is the log-in name, but you can edit
this field. The entry in the Labor Code field must be a valid labor code for the
assignment to be accepted. This means that if you wish to use the default log-in
name for self-assignment, you must be sure that name is entered in Labor as a
valid labor code.
The default value for the Date field is the current date and time, but you can edit
this field. By default, the Current Record button is selected. To assign a labor
code to multiple work orders, choose Selected Records. Choosing OK assigns
the specified labor code to all work orders in the current result set.
The Assignment Options dialog box is displayed when you click OK under the
following conditions:
• The work order has one or more craft requirements listed, but the craft of the
labor code does not match any of them.
• There is already at least one assignment for the work order, and there are no
unassigned craft requirements listed.
Note that if you are assigning the labor code to multiple work orders, Work
Manager will check each one to see if the Assignment Options dialog box should
be displayed, and can display the dialog box several times, for different work
orders. The Assignment Options dialog box operates the same in Self-Dispatch
mode as it does for an individual labor code in Centralized Dispatch mode.

178
Work Orders

If no craft requirements are listed, and there is no existing labor assignment,


Work Manager assumes that this assignment matches the need and the
Assignment Options dialog box is not displayed.
The Work Manager application Assign action is the only Assign action that can
be used to assign labor to a new work order while you are still in Insert mode.

Start Assignment
Displays the Initiate dialog box, which you use to start the selected labor
assignment(s) on the work order. This changes the status of the work order to in
progress (INPRG).

Interrupt Assignment
Displays the Interrupt Assignment dialog box, which you can use to interrupt
(cancel or postpone) the assignment of one or more labor codes currently
assigned to the current work order. This makes the labor available to be assigned
to other work orders.
NOTE: Interrupt Assignment is only available in Dispatching mode.
When you display the dialog box, all labor currently assigned to the work order
is selected (highlighted) by default. If you want to interrupt all labor, simply
click OK and all selected labor codes are interrupted and available for
assignment. You can also select or deselect any labor code for interruption. To
select multiple codes for interruption, press the [Shift] key while clicking each
row you want to select.
By default, the status of those labor assignments reverts to WAITASGN, and the
time the labor spent on the job is recorded in the Actual Labor table window.
The actual labor time is calculated as the time from the assignment to the
interruption, which defaults to the current date and time. You can edit the Start
Date and/or the Interrupt Date fields if you want. Note that if you do not want

179
Chapter 7

the time from the original assignment to the interrupt time to be recorded as
actual labor hours, you should change the Start Date or Interrupt Date field entry.
The interrupted labor code(s) will now appear on the Labor List without an
associated work order, and will be listed and available for selection when you
choose Assign Labor or click the Assign button.
The interrupted labor codes will also be listed in the Actual Labor table window
on the Work Manager application, with the associated Hours field entry
determined from the Start and End fields on the Interrupt Assignment dialog box.
You should check the Start and End fields before clicking OK to be sure they
represent the correct actual labor time.
You can use the WO Status field to display a drop-down list of work order
statuses (and their synonyms, if any). You can select one of these to be the new
status of the work order(s) being interrupted. You need to have signature security
to grant the selected status in order for this action to be available. If the WO
Status field is left blank, the status of the interrupted work order(s) will not
change.
Note that only work orders currently having a status that matches a status in the
list will change. That is, you can change an approved (APPR) work order to
waiting for materials (WMATL), or a WMATL work order to in progress
(INPRG). You cannot change a completed (COMPL) work order to any of the
statuses, nor change any status work order to COMPL—COMPL is not in the
drop-down list, so is not a work order status eligible to be changed to or changed
from.
Use of the WO Status field to change work order status can be useful for
someone dispensing inventory; you can change an approved work order to
WMATL if needed items were unavailable, then change that work order to
APPR or INPRG when the items come in.
You can display the Interrupt dialog box even if there are no assignments, just
requirements specified. You can make an entry in the Schedule Date field to
indicate when the work order should be rescheduled. This can relocate the work

180
Work Orders

order in the Work Order List so that it is likely to be near the top of the list when
the required labor is available for assignment, the next day, for example.

Finish Assignment
Displays the Finish Assignment dialog box, which you use to record one or more
labor codes as finished on the current work order.
The hours are recorded in the Actual Labor table window. By default, the dialog
box appears with all labor requirements selected. If all listed labor requirements
are recorded as finished, the work order is also completed or closed, depending
on the Work Order group box setting.
NOTE: Finish Assignment is only available in Dispatching mode.
Click OK to record the highlighted labor codes as complete, with the duration to
be calculated from the date and time in the Start Date and Completion Date
fields. The Completion Date field defaults to the current date and time, but you
can edit it; you can also edit the Start Date field. Labor time is calculated from
the start date and time to the completion date and time. You can enter a note in
the Memo field. Note that it is possible to finish a listed requirement even if
there is no associated assignment.
Click Cancel to close the dialog box without taking any action. Click the
Defaults button to return the Work Order and Copy Estimates to Actuals group
box settings to their defaults.
If the work order has a work plan (specified in Work Order Tracking), you have
the choice of copying the applicable labor, materials, and tools estimates to the
Work Order Actuals tables.

181
Chapter 7

View Submenu

View Failure Codes


The View Failure Codes action displays the Select Failure Codes dialog box.
The dialog box lists the failure codes for the hierarchy level below the type listed
in the Failure Report table window. To move to the next lower level in the
failure hierarchy, highlight a failure code and click OK. When you do,
MAXIMO copies the highlighted failure code to the Failure Report table
window, and the Select Failure Codes dialog box displays the next lower level of
failure codes.

View Equipment Spare Parts


The View Equipment Spare Parts action displays the Select Equipment Spare
Parts dialog box.
This dialog box displays the items listed on the Subassemblies and Spare Parts
tab for the piece of equipment referenced in the work plan. Any items listed here
were specified via the Subassemblies and Parts tab in the Equipment module or
the Where Used tab in Inventory.
This action is available only when the work order has a status of WAPPR
(waiting for approval). By default, items for the current piece of equipment are
listed, but you may enter any valid ID in the Equipment field and that
equipment’s items will be listed. This action is also available as an on-screen
button (Equip Parts).
To copy a row into the Plans/Materials table window, use one of the methods
described above. To leave this dialog box without taking any action, click the
Cancel button.

182
Work Orders

View Planned Labor


Displays the Select Planned Labor dialog box, which lists all labor specified in
the work plan for the current work order. You can also click the Plan Labor
button to display the List Planned Labor dialog box.
All fields are read-only. However, you can copy rows from this dialog box into
the Actuals/Labor table window. Note that this action is available only when a
work plan exists and the work order has a status of APPR or greater but is not
yet in History.
To copy a row to the Actuals/Labor table window, use one of the methods
described previously in Copy Methods. To leave the dialog box without taking
any action, click the Cancel button.

Select Reserved Items


Displays the Select Reserved Items dialog box, which lets you view information
about items that have been reserved for work orders. For items reserved for work
orders, you can view the item number, location, description, quantity, and
operation number for every item listed in the work plan. All the reservation
information is specific to the storeroom location on the Issues and Transfers tab.
You can select one or more reservations and copy them to the Issues and
Transfers tab.

View Planned Tools


Displays the Planned Tools dialog box, which lists all tools in the work plan for
the current work order. All fields are read-only. You can copy tools listed here
into the Actual Tool Usage table window. Note that this option is available only
when a work plan exists and the work order has a status of APPR or greater but
is not yet in History.

183
Chapter 7

WORK ORDER LIST/LABOR LIST


The Work Order List/Labor List Table Window displays Work Orders and Labor
Codes. Use the Define Filter dialog box to determine which records are included
in the list. Use this table window to match labor with work orders.

Toolbar
Most of the Work Order List/Labor List’s actions are available via toolbar
buttons, as well as from the Actions menu.
NOTE: All fields on the Work Order List table window are read-only; you
cannot add work orders or modify them via this screen.

USING THE WORK ORDER LIST/LABOR LIST

Actions
Work Order List Submenu

Select Work Order List Rows


Used to select one or more work orders from the Work Order List. If you choose
Select with a single work order in the Work Order List highlighted, that work
order will be displayed in the Work Manager application. If you select multiple
work orders then choose Select, those work orders become the result set of work
orders for Work Manager.
You can also double-click a row in the list to select and display that work order
in the Work Manager application.

184
Work Orders

Match Labor List to Work


Choose this action to temporarily filter the Labor List so that it displays only
labor codes with the particular location group code and crafts that match those of
the work order requirement highlighted in the Work Order List.
The Match Labor List to Work action is available only when both the Work
Order List and the Labor List are open, and when a single row is highlighted in
the Work Order List.
Match Labor List to Work is a handy way to temporarily restrict the Labor List
to showing only labor codes that match the selected Work Order List
requirement. You can then select any row from the Labor List and assign it to the
highlighted work order requirement, knowing the labor matches the requirement.
The next time the Labor List is refreshed (either automatically or by clicking the
Labor List Refresh button), the temporary filter will no longer be in place, and it
will again show the labor specified by the Labor Selection Criteria settings.

Refresh Work Order List


Immediately refreshes the Work Order List; that is, it causes the Work Order List
to be updated from the database. This operates just as does the automatic refresh,
which is configured in the Setup dialog box.

Sort Work Order List By Submenu


The Sort By submenu presents six different ways to sort the Work Order List
rows. The sort method currently being used has a check mark next to it. To
choose a different sort method, click or otherwise highlight the desired sort.

Priority
Sorts and displays the work orders or work order requirements in the Work
Order List by descending order of work priority. This is the default sort method.

185
Chapter 7

Respond By
Sorts and displays the Work Order List in ascending order of the Respond By
time; the work orders with the least time left to respond are at the top of the list.

Location
Sorts and displays the Work Order List alphabetically by location group. Within
each location group, work orders are sorted by the work priority.

Equipment
Sorts and displays the Work Order List by equipment number, in ascending
order.

Work Order
Sorts and displays the Work Order List by work order number, in ascending
order.

Craft
Sorts and displays the Work Order List by craft code, i.e., by requirement.

Reschedule Assignment
Displays the Reschedule Assignment dialog box, which you can use to
reschedule existing assignments to another time or date or shift, or to reassign
work to a different labor code, or both. Select one or more assigned requirements
from the Work Order List then choose Reschedule Assignment to display the
dialog box.

186
Work Orders

Split Assignment
Displays the Split Assignment dialog box, which you can use to divide single
labor requirements or assignments into multiple assignments; it lets you divide
up assigned or unassigned work.

Delete Assignment
Displays the Delete Assignment dialog box, which you can use to delete one or
more of the labor assignments highlighted in the Work Order List.

Labor List Submenu

Select Labor List Rows


Used to select one or more rows from the Labor List for display in the Work
Manager application. Note that there must be an entry in the Work Order field
for the row to be included.
If you click the Select button with a single row in the Labor List highlighted, that
work order will be displayed in the Work Manager application. If you select
multiple work orders then click Select, those work orders become the result set
of work orders for Work Manager; you are returned to the Work Manager
application where the first selected work order is displayed.

Match WO List to Labor


Choosing this action temporarily filters the Work Order List so that it displays
only work orders or requirements that match the location group code and craft of
the highlighted row in the Labor List.
The Match WO List to Labor action is only available when both the Work Order
List and the Labor List are open, and when a single row is highlighted in the
Labor List.

187
Chapter 7

Match Work Order List to Labor is a handy way to temporarily restrict the Work
Order List to show only craft requirements that match the selected labor code’s
craft and location group. You can then select any row from the Work Order List
and assign it to the highlighted labor code, knowing the labor matches the
requirement.
The next time the Work Order List is refreshed (either automatically or with the
Work Order List Refresh button), the action will no longer be available, and the
Work Order List will again show the work orders or requirements specified by
the Work Selection Criteria settings.

Refresh Labor List


Immediately refreshes the Labor List; that is, it causes the Labor List to be
updated from the database. This operates just as does the automatic refresh,
which is configured in the Setup dialog box.

Modify Labor Availability


Displays the Modify Labor Availability dialog box. Use this dialog box to add
labor codes to the Labor List. By default, the Add/Modify Labor table window
shows all labor codes not in the current Labor List, either because they are on a
shift or in a location group not included in the Labor List, or because they were
removed from the Labor List with the Remove Labor action.
The Labor Selection Criteria group box lets you further limit the Modify Labor
Availability list. You can limit the labor codes to those belonging in a single
location group by specifying that location group in the Location Group field.
You can type in the location group, or choose it from the drop-down list.
Similarly, you can filter the list to see a single craft, location, or type. You can
use any single field, or use any combination of fields to filter the list. Once
you’ve specified how you want to filter the list, click Refresh to refresh the list
according to your specifications. (Any unsaved table window changes will be
lost.)

188
Work Orders

The Include Labor Not in Current Labor List check box is checked by default;
only labor codes not presently in the Labor List are shown in the dialog box. If
you uncheck the box and choose Refresh, the Add/Modify Labor list will show
labor codes that are in the Labor List as well as those not in the Labor List, as
long as they meet any limitations you have specified in the Labor Selection
Criteria group box.
To add labor to the Labor List, highlight one or more rows and choose Add to
Labor List. The added labor will stay in the Labor List until the end of the shift.
You can also edit most fields of the records in the Modify Labor Availability list
(the Labor Code, Location Group, and Shift fields are read-only). If you click
Save, the changes will be saved to the labor record.

NOTE: If you change the Calendar column for a labor code on the Add/Modify
Labor dialog box, that can cause a permanent change of shift for that
person, and he or she will be permanently added to the specified
calendar/shift, and removed from the previously specified one. If that
change of shift means the labor code should be added or deleted from
the Labor List, it will be added or deleted as appropriate.
Click Close to close the dialog box.

Assign Labor
Use this action or click the Assign toolbar button to assign a labor code to a
work order. If you highlight a work order (with a labor requirement) in the Work
Order List, then highlight a labor code whose craft matches the requirement, then
choose Assign, the labor is assigned to the highlighted work order. If the craft of
the labor code doesn’t match the requirement, the Assignment Options dialog
box is displayed. You have the choice of adding a craft requirement, replacing
the existing requirement, or assigning the requirement to a different craft. You
can click Cancel to close the dialog box without taking action.

189
Chapter 7

If you have checked the Assigned check box on the Criteria dialog box, the
Labor List will include labor codes currently assigned to work orders. You can
assign these labor codes to other work orders if you want. The labor code
appears in the Labor List once for each assignment.
If there is no work order highlighted in the Work Order List, choose Assign to
display the Assign Work Order to Labor dialog box.
Use this dialog box to assign the selected labor code(s) to a work order. The
dialog box shows work orders that have a requirement that matches the craft of
the highlighted labor code(s). A plus (+) in the status column at the left of the
work order number means that this work order has one or more requirements in
addition to the one matching the craft of the selected labor code. If no work order
has a craft requirement matching the craft of the highlighted labor, no work
orders will appear.
If you click OK and you have selected a labor code for which there is not a
matching requirement on the work order, the Assignment Options dialog box is
displayed. The work order number and selected labor code and craft are
displayed. By default, the Add New Craft Requirement button is available. If you
click OK, the assignment is made, even though no craft requirement had been
listed in the Requirements and Assignments table window. This dialog box is
also displayed if you select more labor codes for assignment than match the
requirements listed. This feature allows you to make assignments directly,
without first specifying the craft requirements in the Craft field of the
Requirements and Assignments table window.
Note that if you are inserting a work order in the Work Manager application, the
Assign action chosen from the Labor List will not apply to the Work Manager
application work order. To assign labor to a work order while still in Insert
mode, you must use the Assign action in the Work Manager application.

190
Work Orders

Assigning Labor in Planning Mode


In Planning mode, it’s best to check the Assigned check box on the Labor
Selection Criteria dialog box, so that labor for the shift always appears in the
Labor List, whether assigned to work or not. Work Manager calculates and
displays in the Available Hours field the number of unassigned hours remaining
for the labor codes on the specified shift. This lets you match requirements with
labor codes that have enough available hours for the work order. You can assign
labor to multiple work orders, each assignment reducing the available hours.
Unassigned labor shows available hours as the number of hours from shift start
to shift end.
If you are in Planning mode, and make an assignment for a craft requirement that
is more than the labor code’s remaining availability (e.g., assign someone to a
craft requirement of 12 hours, or assign someone to a requirement of 8 hours
when his Available Hours field reads 4.0), Work Manager automatically displays
the Split Planned Assignment dialog box.

Start Assignment
Displays the Initiate dialog box, which you use to start the selected labor
assignment(s) on the work order. This changes the status of the work order to in
progress (INPRG).
NOTE: Start Assignment is only available in Dispatching mode.

Interrupt Assignment
Displays the Interrupt Assignment dialog box, which you can use to interrupt
(cancel or postpone) the current assignment of the labor code or codes
highlighted in the Labor List. The rows highlighted in the dialog box will be
interrupted when you click OK; rows not highlighted will remain assigned. By
default, the dialog box is displayed with all selected assignments highlighted. If
you want to interrupt all labor, simply click OK and all selected labor codes are
interrupted and available for assignment. You can also select any single labor

191
Chapter 7

code for interruption, or select multiple codes. To select multiple codes for
interruption, depress the [Shift] key while clicking each row you want to select.

NOTE: Interrupt Assignment is only available in Dispatching mode.


Interrupting labor makes it available to be assigned to other work orders. If only
one labor code is highlighted in the Labor List, it remains highlighted after you
interrupt the labor, so you can immediately assign it to another work order if you
want. Note that if you do not want that labor code assigned with your next
assignment, you should click the row to remove highlighting or click another
row.
The status of the interrupted labor assignments reverts to WAITASGN, and the
time the labor spent on the job is recorded in the Actual Labor table window of
the associated work order. The actual labor time is calculated as the time from
the assignment to the interruption, which defaults to the current date and time.
You can edit the Start Date and/or the Interrupt Date fields if you want. Note that
if you do not want the time from the original assignment to the interrupt time to
be recorded as actual labor hours, you should change the Start Date or Interrupt
Date entry.
The interrupted labor code(s) will now appear on the Labor List without an
associated work order, and will be listed and available for selection when you
choose Assign Labor or click the Assign button.
You can use the WO Status field to display a drop-down list of work order
statuses (and their synonyms, if any). You can select one of these to be the new
status of the work order(s) being interrupted. You need to have signature security
to grant the selected status in order for this action to be available. If the WO
Status field is left blank, the status of the interrupted work order(s) will not
change.
Note that only work orders currently having a status that matches one in the list
will change. That is, you can change an approved (APPR) work order to waiting
for materials (WMATL), or a WMATL work order to in progress (INPRG). You
cannot change a completed (COMPL) work order to any of the statuses, nor

192
Work Orders

change any status work order to COMPL—COMPL is not in the drop-down list,
so is not a work order status eligible to be changed to or changed from.
Use of the WO Status field to change work order status can be useful for
someone dispensing inventory; you can change an approved work order to
WMATL if needed items were unavailable, then change that work order to
APPR or INPRG when the items come in.

Finish Assignment
Displays the Finish Assignment dialog box, which you use to record one or more
labor codes as finished on their respective work order(s). By default, the dialog
box appears with the labor codes selected on the Labor List highlighted in the
table window.
NOTE: Finish Assignment is only available in Dispatching mode.
Click OK to record the highlighted labor codes as complete, with the duration to
be calculated from the date and time in the Completion Date field. The
Completion Date field defaults to the current date and time, but you can edit it.
Labor time is calculated from the start date and time to the completion date and
time. You can enter a note in the Memo field. The hours are recorded in the
Actual Labor table window of the associated work order. If no outstanding
requirements remain for the associated work order, the work order is also
completed or closed.
Choose Cancel to close the dialog box without taking any action. The Defaults
button returns the Work Order and Copy Estimates to Actuals group box settings
to their defaults.
If the work order had a work plan (specified in Work Order Tracking), you have
the choice of copying the applicable labor, materials, and tools estimates to the
work order Actual Usage tables. The default is to use the work type defaults.
There are settings in Application Setup that specify default estimates for each

193
Chapter 7

work type (corrective maintenance, emergency maintenance, etc.), to be copied


to the actual usage tables, in cases where a work plan exists.
The Copy Estimates to Actuals group box lets you specify whether to use those
work type defaults, or whether to copy only certain work plan estimates, or all
work plan estimates, to the actuals, no matter what is copied to actuals based on
the work type default settings in Application Setup.
Finishing labor makes it available to be assigned to other work orders. If only
one labor code is highlighted in the Labor List, it remains highlighted after you
record the labor as finished, so you can immediately assign it to another work
order if you want. Note that if you do not want that labor code assigned with
your next assignment, you should click the row to remove highlighting.

WORK ORDER REPORTS


The following reports are available in the Work Orders module.

Daily Maintenance Schedule by Supervisor Report


Lists a schedule of all open work orders for a specified date, by supervisor. The
report lists the work order number and description, the location, equipment
number, the scheduled start time and duration, priority, and estimated craft
usage.

Equipment Cost Rollup Report


This report rolls up equipment costs incurred since the date you last ran the
report. It rolls costs up through all equipment hierarchies to their top levels. The
report’s output is a statement that the rollup report was completed successfully.

194
Work Orders

Delinquent Work Order Report


Lists all unclosed work orders whose target completion date is earlier than the
date the report is run. This report also includes days overdue, estimated hours,
and actual hours logged.

Estimated vs. Actual Work Order Costs Report


Lists a cost summary of outstanding work orders. The report displays estimated
and actual costs for each work order by tool, labor, and material, and provides
grand totals for these costs for all work orders combined.

Weekly Maintenance Schedule by Craft Report


Lists a schedule of all open work orders for the specified week, by craft. For
each work order, for each craft, the report lists the work order number and
description, the priority, the location, the equipment number, the scheduled start
and finish, an alternate indicator of target date use, the duration, and the total
craft hours.

Work Order Material Check


Calculates the storeroom balance expected at the time the work order starts using
reservations and expected receipts. It reports on whether or not the expected
balance will be sufficient for the planned materials for the current work order.

Standard Work Order Report


Provides a way for a maintenance department to print all outstanding work
orders. Each work order specifies the location, the equipment, work type,
priority, and other general information, and details the work plan, listing
operations and the estimated labor, items, and tools required to complete the
work. Areas are provided on each work order to enter actual labor, item, and tool
usage.

195
Chapter 7

Work Order Status Change Report


Lists all work orders, grouped by supervisor, whose status has changed within
the past seven days. The report lists the work order number, description, status,
status change date, equipment number, location, lead craft, and target completion
date.

Employee Job Assignments Report


Lists labor codes that have job assignments for the specified date or date range.
The report is sorted by craft, with the labor code and name listed, followed by
the work order(s) to which that person is assigned. The report shows the work
order number and description, the location, the equipment number, the start
date/time, and the estimated hours.

Daily Work Order Assignments Report


Lists work orders that have labor assignments for the specified date. For each
work order, the work order number and description, location and description,
equipment number and description, and the scheduled start date are listed. The
labor assignment information for each work order shows the labor code and
name, the scheduled start date/time, and the estimated hours, for each
assignment.

196
CHAPTER 8

PREVENTIVE MAINTENANCE

OVERVIEW
Many locations and pieces of equipment require periodic maintenance to ensure
uninterrupted efficiency and to guard against breakdowns. You can use the
Preventive Maintenance (PM) application to create PM records and generate
work orders from them. PM records are templates that contain job plan and
scheduling information for your work assets. You copy this information to other
PM records or to work orders you generate from the PM records. A PM record
specifies work to be performed regularly based on elapsed time or on meter
readings that may indicate service hours or mileage. You can set up a PM record
for either a piece of equipment or a location, but not both.
Master PM records are templates for other PM records, called associated PM
records. You can create associated PM records from master PM records, or make
associations between existing PM records. Use the scheduling information on a
master PM record to update its associated PM records.
You can use non-master and associated PM records to generate work orders. You
can also organize non-master PM records into PM hierarchies, from which you
generate corresponding work order hierarchies. Once generated, preventive
maintenance work orders are processed in Work Order Tracking, Quick

197
Chapter 8

Reporting, or the Work Manager. You can also use a PM record in Condition
Monitoring.
To display the Preventive Maintenance application, choose Preventive
Maintenance from the PMs icon on the Main Menu.

NOTE: The MAXIMO Scheduler is an optional software package that also


enables you to schedule work orders based on the availability of the
resources required to complete them. Refer to the Scheduler User’s
Guide for more information.

Preventive Maintenance and Other Modules


The Preventive Maintenance module interacts with several other modules.

Preventive Maintenance and Job Plans


When creating a PM record, you specify one or more job plans (which are
created in the Job Plans module). You may associate a single job plan with a PM
record, or you may specify a job plan sequence for the PM record.

Preventive Maintenance and Equipment


Each PM record must specify the equipment or the location on which work is to
be performed. You can also add Routes to a PM.

Preventive Maintenance and Work Orders


PM records generate work orders at whatever frequency you specify. The
generated work order contains a field indicating the PM record on which it is
based. Once the work order is created, Preventive Maintenance treats it like any
other work order. You can change its status, report actual material, labor, and
tool usage, and perform every other work order function.

198
Preventive Maintenance

PREVENTIVE MAINTENANCE TABS


The Preventive Maintenance application is comprised of the following tabs:

• PM – Create PM records and associate them with equipment, locations, or


GL accounts.

• Frequency – Enter scheduling criteria to use when generating work orders.

• Job Plan Sequence – Build sequences of job plans and associate them with
PM records.

• PM Hierarchy – Build PM hierarchies to generate scheduled work order


hierarchies.

• Master PM – Create PM scheduling templates and insert and update


associated PM records.

• Linked Documents – View documents associated with PM records.

Toolbar
In addition to the standard toolbar buttons, these toolbar buttons are available
from the Preventive Maintenance application:

• Generate WO – Displays the Generate Work Order dialog box, which allows
you to generate work orders from PM records.

• View Job Plan Sequence – Displays the View Sequence dialog box, for
viewing the job plan sequence assigned to a PM. This button is active only on
the Job Plan Sequence tab.

199
Chapter 8

Define Filter Dialog Box


The Define Filter Dialog box is available from the Setup menu in Preventive
Maintenance. Use this dialog box to change the default set of records you see on
the PM tabs. By default, Preventive Maintenance shows only top-level PM
records when you query for records by selecting View/PM List, Navigate/Next
PM, and Navigate/Previous PM.

Restarting a Job Plan Sequence


If you want to restart an entire job plan sequence, change the First Start Date
field (on the Frequency tab) to tomorrow’s date (the current date + 1). This will
automatically reset the Counter field to 0.
Alternatively, you can use Actions/Set PM Counter on the Frequency tab. This
action displays the Set PM Counter dialog box. You may want to use this dialog
box to assign a specific job plan from a sequence of job plans.

PREVENTIVE MAINTENANCE REPORTS


The following report is available in the Preventive Maintenance module.

Projected PM Labor Requirements


This report lists the labor requirements, in work hours, for each craft for PM
records due to be generated over the next six weeks. Total work hour
requirements for all crafts for each week and for each craft for all weeks are also
listed.

200
Lock-out
CHAPTER 9

PLANS

JOB PLANS

Overview
A job plan is a detailed description of work to be performed on a job. A job plan
typically includes procedural descriptions and lists of estimated materials, items,
labor, and tools to be used on the job. You can think of a job plan as a template
available for assignment to work orders.
When you assign a job plan to a work order, its resource estimates and
operations are copied into a work plan for the work order. You can modify a
work plan so that its procedures, items, labor, and tools are more specific to the
work order than the original job plan might be. In this way you are able to use a
job plan as your starting point, modify the work plan for the work order, and
leave the original job plan (the template) as it was.

Each job plan can be divided into a sequence of operations, or numbered tasks,
which need to be performed to complete the job plan. You can assign the
operation’s number to any estimated items, labor, and tools that are associated
with the operation. This is helpful if you want to report and track information by
operation.

201
Chapter 9

The View Totals action displays estimated totals for materials, labor, and tools
used on the current job plan. Job Plans retrieves the most current rates and costs
from the database to ensure that your estimates are as accurate as possible.
Select the Job Plans icon from the Main Menu screen to invoke the Job Plans
application.

Job Plans and Other Modules


Job plans draw on data stored in a variety of tables, and are used in several
modules.
• Material, labor, and tool estimates in a job plan draw on data that is entered
in the Inventory, Labor, and Resources modules, respectively.
• The job plans you create are referenced in work orders (Work Orders
module), PM masters (Preventive Maintenance module), and Routes
(Equipment Module).

Job Plan Tabs


The Job Plans application is comprised of the following tabs and subtabs:

• Job Plan – To create, modify, or delete a job plan record. This tab displays
basic information about the job plan, and is the tab on which you specify the
job plan operations.

• Labor – maintains a list of labor and crafts for the job plan.

• Materials – maintains a materials list for the job plan.

• Tools – maintains a tool list for the job plan.

• Work Assets – To associate work assets and safety plans with job plans.

• Linked Documents – To view other documents associated with job plans

202
Plans

Toolbar
In addition to the standard toolbar buttons, the following toolbar button is
available from the Job Plans application:

• View Totals – Brings up the View Totals dialog box, in which you can view
the estimated totals for the current job plan record.

SAFETY PLANS

Overview
You must clearly associate safety requirements and procedures with work orders,
to fulfill regulatory requirements of agencies such as the Occupational Safety
and Health Administration (OSHA) and the Environmental Protection Agency
(EPA) in the US. You need to show that employees have been informed of
hazards they might encounter while performing work, as well as actions they
need to take to prevent accidents.
In the Job Plans application, you can develop step-by-step procedures to do a
particular type of work. In the Safety Plans application, you can define the safety
information necessary to follow a specific job plan on a work asset. You can
then associate defined safety plans with specific job plans in the Job Plans
application.

203
Chapter 9

Safety Plan Tabs


The Safety Plans application is comprised of the following tabs:

• Safety Plan – To define safety plans and to view work assets associated with
a selected safety plan

• Hazards and Precautions – To define and view hazards associated with the
selected safety plan and to view precautions against those hazards that have
been defined in the Safety Precautions application

• Hazardous Materials – To define and view details about hazardous


materials associated with the selected safety plan

• Tag Outs – To view hazards defined for each work asset and tag out
procedures associated with each hazard

• Linked Documents – To view other documents associated with safety plans

SAFETY HAZARDS

Overview
The Safety Hazards application lets you define hazards that exist in the
workplace, associate preventive measures with these hazards, and connect the
hazards with more detailed information.
By defining a hazard, you ensure that employees working with work assets are
notified of the potential dangers associated with the hazard. When you associate
a precaution or tag out procedures with a hazard, you enable the employee to
reduce or eliminate the risks involved with the asset. Use the Linked Documents
tab to associate the hazard with more information in the form of a word
processing file, a spreadsheet, or a web page.

204
Plans

Safety hazards you define here can be associated with work assets in the
Equipment application or the Operating Locations application. Then, in the
Safety Plans application, you can define a set of safety information necessary to
follow a given job plan on a given piece of equipment or at a particular location.
Finally, in the Job Plans application, you can associate defined safety plans with
specific job plans.

Safety Hazards Tabs


The Safety Hazards application is comprised of the following tabs:

• Hazards – To indicate whether precautions or tag out procedures can be


associated with the selected hazard and whether there is hazardous materials
information for the hazard.

• Precautions – To associate previously defined safety precautions with the


hazard.

• Tag Outs – To view tag out procedures that have been associated with all
assets related to the hazard.

• Linked Documents – To view other documents associated with safety


hazards.

SAFETY PRECAUTIONS

Overview
The Safety Precautions application lets you define safety precautions against
hazards in the workplace. You can then associate these safety precautions with
workplace hazards in the Safety Hazards application.

205
Chapter 9

When you define precautions and then associate them with workplace hazards,
you enable employees to reduce or eliminate hazards involved with workplace
operations. Using the Linked Documents tab, you can also associate the
precaution with more information in the form of a word processor file, a
spreadsheet, or a web page.

Safety Precautions Tabs


The Safety Precautions application is comprised of the following tabs:

• Precaution – To define safety precautions


• Linked Documents – To view other documents associated with safety
precautions

LOCK OUT / TAG OUT

Overview
A tag out procedure is designed to take work assets out of service or place them
back in service, when this is required to ensure a safe work environment.
You define a tag out procedure to eliminate a defined hazard on a specific piece
of equipment or at a specific location. To define a tag out procedure, you
describe the lock out operations needed to accomplish the tag out.
Lock out operations are steps in a tag out procedure. A lock out operation can
apply to any of the following:
• Equipment listed in the Equipment application
• Location listed in the Operating Locations application

206
Plans

• Description of a locking device not in either the Equipment or the Operating


Locations application
• Description of an action to be taken, not referring to any device or asset

Lock Out / Tag Out Tabs


The Lock Out / Tag Out application is comprised of the following tabs:

• Lock Out / Tag Out – To create, modify, or delete tag out procedures

• Linked Documents – To view other documents associated with tag outs

PLANS REPORTS
The following report is available in the Plans module.

Campaign Generation – This report generates work orders using a campaign


job plan for all the selected equipment records. The work orders include any
labor or parts requirements in the campaign job plan. In work orders assigned to
a campaign job plan, labor and materials warranty fields are set to O (covered
under OEM).

207
Chapter 9

208
CHAPTER 10

EQUIPMENT

OVERVIEW
The Equipment module enables you to keep and update records of all your
equipment and operating locations. You can add new pieces of equipment to the
database, define relationships among pieces of equipment, enter and review
meter readings, enter and track equipment operating locations, and create
systems of these operating locations. You can also enter and review failure codes
for use in failure reporting. The Equipment module contains four applications:
• Equipment
• Operating Locations
• Failure Codes
• Condition Monitoring
When you create a work order, you can identify the piece of equipment or
location that the work order affects. Equipment tracks labor, tools, materials, and
service charges related to the equipment and/or location via transaction records.
Equipment maintains a complete maintenance history on equipment via work
orders, which helps you make decisions on replacing or repairing equipment.
This detailed level of reporting can save much time in analysis during an
equipment life cycle.

209
Chapter 10

All work orders must apply to a location, a piece of equipment, or a GL account.


Equipment lets you organize equipment into hierarchies and operating locations
into systems, to better monitor the history of work on those locations and the
equipment in them.

The Equipment application lets you create and maintain records of the
equipment at your site. You can specify the location of the equipment, and its
vendor and manufacturer. You can connect the equipment to an equipment
hierarchy by specifying which equipment it belongs to (its parent), and/or which
equipment belongs to it (its children).

The Operating Locations application lets you create records for the operating
locations of equipment, and provides a way to track equipment that might be
used in multiple locations. Operating Locations lets you specify the hierarchical
organization of all the equipment operating locations in your plant and arrange
them into a primary system. You can also organize locations into other systems.
The primary system can be used in conjunction with the Work Manager
application to select or plan work based on areas of responsibility. For example,
a plant might be divided into three location groups—Central, East, and West—
with a dispatcher or planner for each. In the Work Manager application, the
dispatcher or planner would specify to which location group(s) he or she wanted
to assign labor for work orders—Central, East, or West—depending on the
dispatcher’s area of responsibility or the day of the week.

The Failure Codes application provides a means of building failure hierarchies.


Failure hierarchies are used for reporting failure data on work orders; the
hierarchies help you track failure information in various ways. If you report
equipment failures over a significant period of time, you will be able to analyze
the data (via failure analysis graphs and other reports) to see if any breakdown
trends exist. Once you identify recurring problems, you can figure out the causes
and take preventive measures.

In the Condition Monitoring application you can set an unlimited number of


measurement points for each piece of equipment. These measurement points

210
Equipment

make it possible to determine if the equipment is operating within safe


parameters (for example, within the proper temperature range).

HIERARCHIES
Three of the four applications in the Equipment module use the concept of
hierarchies of elements or records. Family trees and organizational charts are
common examples of hierarchies. Family trees “begin” with a set of ancestors,
and extend into branches containing children, grandchildren, and so on.
Organizational charts have a president or CEO at the top, vice presidents at the
next level, and extend on down through directors, managers, etc.
Organizing equipment records, operating locations, and failure codes in such a
way lets you use specific functionality. To organize records into hierarchies, you
need to create “parent-child” relationships—you need to specify which locations,
for instance, “belong to” another location. For example, Floor 1 and Floor 2
logically belong to Building A (and not vice versa). You create these
relationships via Belongs To or Parent fields and Children table windows within
the applications.

EQUIPMENT ASSEMBLY STRUCTURES


An equipment assembly structure, or EAS, is simply a hierarchical listing of
equipment records. An EAS is a logical organization of pieces of equipment into
a unit that reflects their physical connection. In addition to equipment, you can
also include inventory items or spare parts in an EAS. You can create equipment
assembly structures in the Subassemblies and Spare Parts application, or in the
main Equipment application. To organize an entire plant or site into locations
and systems, use the Operating Locations application.

211
Chapter 10

EAS Elements
As shown below, there are three possible elements in an EAS: the top EAS
element, subassemblies, and inventory items or spare parts.

Top EAS Element

Spare Part Subassembly

Spare Part

Figure 10.1 Equipment Assembly Structure

Top EAS Element


There is a single element at the top level of each EAS. Any equipment record
entered in the Equipment database and not specified as “belonging to” any other
equipment is a top-level EAS element.
If you are using both equipment hierarchies and location systems, it is best to
keep your equipment assembly structures relatively small and discrete,
representing actual physical units. In general, an operating locations hierarchy or
system is intended to be used to represent larger entities such as a whole building
or facility.

Subassemblies
Subassemblies are entities that “belong to” another piece of equipment. A
subassembly can have one or more other subassemblies belonging to it. This type
of relationship is referred to as a “parent-child relationship.” A parent piece of
equipment can have one or more subassemblies (children) belonging to it, but a
subassembly belongs to only one parent.

212
Equipment

Inventory Items or Spare Parts


You can also include inventory items or spare parts in an EAS. An item can
belong to any piece of equipment—the top EAS element or a subassembly, or
both. Unlike individual pieces of equipment, spare parts can be entered multiple
times in an EAS. For example, both a motor and the motor housing might require
two half-inch nuts as parts; the nuts can be entered as spare parts for both pieces
of equipment. Use the Subassemblies and Spare Parts application to link or
“attach” spare parts to equipment.

LOCATION SYSTEMS
A system is an organization of locations. Establishing one or more systems of
locations allows you to build a logical model of the locations at your site.
Locations can be placed in more than one system. For example, Office2A might
belong to the primary system, as well as to the heating system and the electrical
system. Establishing such systems lets you track equipment as it moves from one
location to another, and lets you see how a work order could affect equipment,
locations, or systems beyond the specific equipment or location the work is to be
done on.
A system starts out as a hierarchy. A system becomes a network if any of its
locations has more than one parent, or if there is more than one top-level
location. A piping system might be organized as a network.
NOTE: You specify the system to be used as your primary system via an option
in Application Setup. See the System Administrator’s Guide for more
information.

213
Chapter 10

THE DRILLDOWN DIALOG BOX


When you select Open Drilldown from the Actions menu or choose the
Drilldown toolbar button, the Drilldown dialog box is displayed. On the
Drilldown you can view location or equipment information. You can switch back
and forth between the two views via the Location and Equipment buttons. On the
Drilldown dialog box you can locate and select any piece of equipment by
“drilling” down through a location hierarchy to a particular location and then
viewing the equipment there, or by drilling down through an equipment
hierarchy.
If you have established equipment hierarchies and organized locations into
location systems, the Drilldown provides quick access to lots of useful
information.
• You can see the “siblings” and the “children” or subassemblies of a piece of
equipment.
• You can see the parent of a piece of equipment, and view the equipment’s
“ancestors,” or path, to the top of the structure.
• You can see what location a piece of equipment is in.
• You can see the siblings, the children, the parent(s), and the path or flow for
locations.
• You can see what equipment is in a given location.
• You can see which systems a location belongs to, and so see what systems
will be affected by work on equipment in that location. This could show you,
for example, that both the electrical system and the heating system will be
affected by a work order on equipment in a location belonging to both
systems.
• For a selected location or piece of equipment, you can see all open work
orders and PMs.

214
Equipment

Having all this information available with just a few clicks of the mouse lets you
make smarter decisions on how and when maintenance work should be done and
how to most effectively deploy your resources., Keep in mind, however, that for
the Drilldown dialog box to be most useful you do need to invest some thought
and time on the following:
• Organize equipment records into equipment hierarchies.
• Create operating location records, and carefully organize them into one or
more systems via the Operating Locations application.
• Specify the operating location for each piece of equipment—“move”
equipment into locations; you can do this when equipment records are
created, or you can use the Move/Modify dialog box.

Displaying the Drilldown Dialog Box


The Drilldown dialog box is available not only in the Equipment and Operating
Locations applications, but also in several other applications. In general, it is
available wherever you need to select a location or a piece of equipment. There
are a variety of ways you can display the Drilldown dialog box. In most cases,
you can click the Detail button on an Equipment or Location field to display the
Drilldown.

Displaying the Drilldown in Equipment and Operating Locations


In the Equipment and Operating Locations applications in the Equipment
module, in addition to clicking the Detail button, there are two other ways you
can display the Drilldown dialog box.
• Choose Open Drilldown from the Actions menu.
• Click the Drilldown button on the toolbar.

215
Chapter 10

When you choose Open Drilldown or click the Drilldown button, Equipment
always displays the Drilldown dialog box as if it had been called from the key
field of the Equipment or Operating Locations application (no matter what field
the cursor might be in). Click OK to return the selected equipment to the
Equipment field in Equipment; if the equipment has a location, the location is
returned to the Equipment application’s Location field. In Operating Locations,
click OK on the Drilldown to return the selected location to the Location field.
When you are in a non-key equipment or location field in Equipment and
Operating Locations, you can use field-related methods to display the Drilldown
from that field.
• Click the Detail button (or use [Ctrl] + [Enter]) on an Equipment or Belongs
To field.
• Click the Detail button (or use [Ctrl] + [Enter]) on a Location or Belongs To
field.
• Choose Value List from the Select menu with the cursor in an Equipment,
Location, or Belongs To field.
• Choose Value List from the field menu (right mouse button click) of an
Equipment, Location, or Belongs To field.

Displaying the Drilldown in Other Applications


The Drilldown dialog box is also available from the Equipment and Location
fields in many other applications. You must be in an Equipment or Location field
to display the Drilldown.
NOTE: The Drilldown dialog box is displayed from Location fields by clicking
on the Detail button or choosing Value List when the expected value
for that Location field is an operating location. In some applications,
some location fields display the Select Location dialog box or the
Select Inventory Location dialog box when the Detail button is clicked
or when Value List is chosen. When the expected kind of location is

216
Equipment

other than an operating location, Select Location or Select Inventory


Location is displayed.
Similarly, there are a few instances in which the Select Equipment
dialog box rather than the Drilldown is displayed from an Equipment
field. This usually happens when only a subset of equipment identifiers
(rotating equipment only, for example) are valid entries for that
Equipment field.

Icons Used on the Drilldown Dialog Box


A number of icons are used on the Drilldown dialog box, both within the white
drilldown area and also in the control area to the right of the display, where you
make choices that control how the Drilldown operates. Knowing what each of
these icons indicates is important if you are to understand the large amount of
information the Drilldown can display, and so make the most of this powerful
tool.

Drilldown Area Icons


Every piece of equipment or location displayed in the Drilldown area has an
associated icon. To the right of the icon is the identifier and description of the
equipment or location. The icons and what they mean are shown below.

This is a location; the plus sign (+) at the left means this
location has one or more child locations in the selected
system. You can click the Detail button on this location
to display the children.

This is a location; the minus sign (–) at the left means


this location has no child locations beneath it in the
selected system.

217
Chapter 10

This is a piece of equipment; the plus sign (+) at the left


means this equipment has one or more children
(subassemblies). You can click the Detail button on this
equipment to display the children.

This is a piece of equipment; the minus sign (–) at the


left means this equipment has no children
(subassemblies) in the hierarchy.

Control Area Icons


In the control area to the right of the Drilldown area, icons can appear next to the
Equipment button label, and next to the System field. When a location is
selected, an icon appears next to the word “Equipment” when equipment is in
that location, and gives some information about the equipment.
When the System radio button is selected, an icon appears next to the selected
system name to indicate whether the system is hierarchical or networked. In the
location view, a system icon is always present next to the selected system name.

Equipment Icons
There are three equipment icons that give you information about the equipment
in a location. Note that a location must be selected before an icon can appear
next to the word “Equipment.”
(No icon) There is no equipment directly associated with the
location highlighted in the drilldown; that is, no
equipment record names this location in its Location
field.

There is one piece of equipment at the highlighted


location, and it has no children.

218
Equipment

There is one top-level piece of equipment at the


highlighted location and it has at least one child piece of
equipment.

There is more than one top-level piece of equipment at


the highlighted location.

System Icons
When you click the System button, an icon next to the system name indicates the
type of system.

The selected system is a hierarchical system.

The selected system is a network system.

Viewing Locations and Viewing Equipment


The Drilldown dialog box displays either locations or equipment at any one time.
The tabs tell you which is the current view. You can switch back and forth
between the location view and the equipment view by clicking the Equipment
and Location tabs.
When you first display the Drilldown, the view defaults to either the equipment
view or the location view depending on how and from where you called the
Drilldown. Equipment uses the information you have provided in on-screen
fields, and which field (a Location field or an Equipment field) you called the
Drilldown from, to determine the most appropriate view—equipment or
locations.
In general, if you display the Drilldown from an Equipment field containing an
equipment number, you will initially see the equipment view; if you display it
from a Location field, you will initially see the location view.

219
Chapter 10

Viewing Locations
When the View Locations tab is selected, the drilldown area shows locations.
When the Drilldown dialog box is initially displayed, the locations view is
shown by default (and the Locations button is highlighted) in the following
cases:
• When you choose the Open Drilldown action or click the Drilldown button
on the Operating Locations application.
• When you display the Drilldown (via the Detail button or Value List) from a
Location field, either empty or with a location in it.
• When you display the Drilldown from an Equipment field, and both the
Equipment and Location fields are empty, or there is no Location field on the
screen. When this is the case, the location view is displayed even if the
Drilldown is called from an empty Equipment field because it is presumed the
most efficient way to locate a piece of equipment is via the location
hierarchy.
If the Drilldown comes up with the location view shown and you want to see
equipment at a location, select the location and then click the Equipment button.
See Switching Between the Location and Equipment Views for more
information.
The location that is initially displayed will either be the location in the on-screen
Location field or the top-level location in the primary system.
In general, the location from the screen is displayed when it belongs to a system.
If it doesn’t belong to a system or the field is empty, the top-level location in the
primary system is shown.

NOTE: The system you use for your primary system is established in
Application Setup. See the System Administrator’s Guide for
information on specifying the primary system.

220
Equipment

The following criteria determine which location and which system are shown:
• If the Drilldown is displayed from a Location field with an entry in it, that
location is shown when it belongs to a system. The primary system is
highlighted in the System list if the location belongs to that; another system is
highlighted if the location belongs to one or more other systems, but not to
the primary system.
• If the Drilldown is displayed from a Location field with an entry in it, but that
location doesn’t belong to any system, the top-level location in the primary
system is shown.
• If the Drilldown is displayed from an empty Location field, the top-level
location in the primary system is shown.
• If the Drilldown is displayed from an empty Equipment field, and the
Location field is also empty, the top-level location in the primary system is
shown.

Drilling Down the Location Hierarchy


You can drill down through the location hierarchy by clicking the Detail button
on a location. Click the Detail button to display the children of that location,
indented beneath the parent. The icon associated with a location tells you
whether or not it has children: a plus sign (+) means the location has children.
(Nothing happens when you click the Detail button on a location without
children).
You can follow a branch of a location hierarchy to the bottom of that branch or
to the specific location you are looking for. Click the Detail button on a location,
then on one of its children, and so on. When you have found the location you are
looking for, select it and click OK on the Drilldown dialog box to return it to an
on-screen location field.

221
Chapter 10

Expanding and Collapsing the Location Hierarchy View


Click the Detail button on an icon with a plus sign (+) next to it to display the
children of that location (or of the equipment, in the equipment view). You can
expand your view of the hierarchy more and more by clicking the Detail button
on locations with children. The child levels remain displayed until you collapse
the hierarchy, or switch to another system or to the equipment view.
To collapse your view of the hierarchy, simply click the Detail button on a
parent whose children are displayed. That location’s children (and the children’s
children, etc.) will be hidden from view. Clicking the Detail button on the
location at the very top of the hierarchy collapses the hierarchy completely, so
that only the top-level location is shown.
• Click the Detail button on a location to display the children when they’re
hidden.
• Click the Detail button on a location to hide the children when they’re
displayed.

Viewing Locations by System


You can view locations either by the locations’ type or the locations’ system.
The Drilldown defaults to displaying locations by system.
When a location is selected, the systems to which the selected location belongs
are displayed. The System field displays the primary system if the location
belongs to it, and the other systems are shown in the list box. You can click a
different system to have the Drilldown show the location’s place in that other
system.
If the Drilldown is displayed with no location selected and you then change
systems, the Drilldown will show the top-level location and its children for the
new system.
The icon to the right of the System field indicates whether the system is a
hierarchy or a network.

222
Equipment

Switching Systems
You can switch to another system that the selected location belongs to by
choosing that system from the System drop-down list. That list shows only
systems that the current location belongs to. When you switch systems, the
default is to show the location and its ancestors in the newly selected system;
that is, the path from the top of the system down to the selected location is
shown in the drilldown area. But this can be impractical in systems with many
levels. You can change this default setting on the Options dialog box so that the
entire path from the top level is not shown when switching systems. If you do
this, the selected location will be shown at the top of the drilldown area when
you switch systems.
To switch to a system to which the selected location does not belong (so is not in
the System drop-down list), choose the Options button.

Viewing Locations by Type


You can choose the Location Type button to view locations by type. This
displays a simple list of locations, not organized hierarchically. This is most
useful when you have locations that do not belong to any systems. For those
locations, choosing Type and then looking through the list allows you to find and
select any location of the selected type.
The default location type is Operating. For the typical purpose of finding a
location to be entered in a Location field (on a work order, for example),
operating locations are the type you will want to view. You can view a list of
locations of a different type (e.g., storeroom or salvage) by selecting that type
from the Location Type drop-down list.

Switching Between the System and Type Views


In the View Locations By group box you can choose System or Location Type.
The default setting when viewing locations in the Drilldown is to view by
system. Choose Type to view locations by type. When you choose Type, the

223
Chapter 10

default type of locations displayed is Operating. If you are switching from the
system view to the type view, the location highlighted in the system view will
also be highlighted in the list of locations by type (if it belongs to that type).
When you switch from the system view to the type view of locations, any
previous focus Equipment may have had on a piece of equipment at a location is
lost.
When Type is selected, you can scroll through the list of locations by type and
select a location and then choose OK to return that location to an on-screen
Location field. You can also highlight a location in the list to see the system(s) it
belongs to, then choose a system to switch back to the system view, with the
selected location shown at the top of the Drilldown dialog. You could then
choose View Location’s Path from the right mouse button menu to see the
location’s place in the selected system.

Viewing Equipment
When the View Equipment tab is selected, the drilldown area shows equipment.
When the Drilldown dialog box is initially displayed, the equipment view is
shown in the following cases:
• You choose Open Drilldown or click the Drilldown button in the Equipment
application in Browse mode, or when querying with data (i.e., with the
Equipment field filled and the Location field either empty or filled with a
location that belongs to a system).
• You display the Drilldown (via the Detail button or Value List) from an
Equipment field that has an equipment identifier in it.
• You display the Drilldown from an empty Equipment field, and there is a
location in the Location field; top-level equipment at that location is shown.
You can switch to the location view by choosing the Locations button.

224
Equipment

Drilling Down the Equipment Hierarchy


Drilling down through an equipment hierarchy is just like drilling down through
a location hierarchy: click the Detail button on any equipment icon with a plus
sign (+) next to it. The plus sign indicates the equipment has children, and
clicking the Detail button will display them, indented beneath the equipment.
You can drill down a single hierarchical branch, look at the children of different
equipment at the same level, or do both. To return an equipment identifier to the
on-screen Equipment field you called the Drilldown from, highlight the
equipment and choose OK.

Expanding and Collapsing the Equipment Hierarchy View


You can expand and collapse your view of an equipment hierarchy the same way
you can with locations.
• Click the Detail button on an equipment identifier to display the children
when they’re hidden.
• Click the Detail button on an equipment identifier to hide the children when
they’re displayed.

Switching Between the Location and Equipment Views


A powerful feature of the Drilldown dialog box that makes it especially useful is
its ability to show a location hierarchy one moment, and an equipment hierarchy
the next. This allows you to select a location, then switch views to see what
equipment is at that location. You can also drill down to a piece of equipment,
then switch views to see its location, and the system(s) that location belongs to.
To switch views, click the Equipment tab while viewing locations; or click the
Locations tab while viewing equipment.
When a location is selected, an icon is displayed to the right of the word
“Equipment” in the View group box when there is equipment at that location.

225
Chapter 10

Note that an icon appears there only if a location is selected. Click an identifier
in the Drilldown to select it.

Right Mouse Button Menu


Pressing the right mouse button while on the Drilldown dialog box displays a
menu of seven choices that provide access to functionality available only on the
Drilldown dialog box. The menu choices are available (black) or unavailable
(gray) depending on the selection in the drilldown area. The options relate
specifically to the equipment or location being viewed.
The first option, View Work Orders and PMs, is available for both locations and
equipment. The next four options apply only to locations. The last two options
apply only to equipment.

View Work Orders and PMs


This option displays the Work Orders and PMs dialog box. This option is
available for both location and equipment views (since work orders and PMs can
be written against locations and/or equipment). A piece of equipment or a
location must be selected for this option to be available.
The Work Orders table window shows all open work orders against the location
or equipment selected in the Drilldown area. The Start Date field in the Open
Work Orders table window displays the Scheduled Date field value from the
work order, if it is filled in; otherwise, the Target Start field’s date is shown. The
PMs table window shows all PMs against the selected location or work order.
If you check Include Children in Work Order and PM Selection, work orders and
PMs against any children of the selected location or work order will be included
in the lists. By default, the Include Children box is unchecked, so the table
windows show only work orders and PMs against the location or equipment
itself.

226
Equipment

Click Print to print a report that lists the work orders and PMs displayed on the
dialog box.

View Location Information


This option displays the Location Information dialog box, which shows a table
window displaying information from the Location record. Choosing this option
lets you quickly see the relevant information for the selected location, such as
the number of pieces of equipment at the selected location and the current status
of the location. This option is only available when a location is selected in the
drilldown area.

View Parents for Networked Location


This option displays the View Parents for Networked Location dialog box,
which shows the parents of the selected location. Locations that are part of
networked systems can have more than one parent. Choose this option to show
all the parents of the selected network location. This option is only available
when a location is selected, and that location belongs to a network system, and
you are viewing that network system.
NOTE: When a networked location is created (by specifying it as a child of
more than one parent location), the system becomes a network, and all
locations in the system are regarded as networked. The View Parents
for Networked Location dialog box is available for all locations in a
network system, whether or not the location actually has more than
one parent.

View Location’s Path


This option does not display a dialog box. It redisplays the drilldown area to
show the location hierarchy path for the current system from the top of the
hierarchy down to the selected location. No children of the selected location are

227
Chapter 10

shown. You can choose this option when you want to see the full path of the
location from the top level in the current system.
This option is also useful if you’ve drilled down several levels, then want to go
back to a higher level and drill down a different path. You can also use it when
you’ve accessed the Drilldown from a filled Location field, and you want to
view the path down to the selected location. This option is only available when a
location is selected.

View Locations From Parent Level


This option does not display a dialog box. It redisplays the drilldown area to
show two levels of the location hierarchy—the selected location and all its
siblings are shown, beneath the parent they all belong to. This is helpful when
you are viewing locations by path—you can choose this to quickly see all the
location’s siblings, since choosing this takes you up one level in the hierarchy.
This option is only available when a location is selected, and that location is not
the top of the hierarchy.

View Equipment Information


Displays the Equipment Information dialog box. The dialog box has a table
window showing information from the equipment record. This option is only
available when equipment is selected in the drilldown area.

View Equipment’s Path


This option does not display a dialog box. It redisplays the drilldown area to
show the equipment hierarchy path from the top of the current hierarchy down to
the selected equipment. No children of the selected equipment are shown.
This option can be useful if you’ve drilled down several levels of an equipment
hierarchy, then want to go back to a higher level and drill down a different path.
You can also use it when you’ve accessed the Drilldown from a filled Equipment

228
Equipment

field, and you want to view the path down to the selected equipment. This option
is only available when equipment is selected.

The Options Dialog Box


Click the Options button on the Drilldown dialog box to display the Options
dialog box. The options available on this dialog box affect the Drilldown dialog
box as a whole (as opposed to the right mouse button menu options, which
depend on the location or equipment selected).

Changing Location Systems


The Change System To box at the top of the dialog box lets you change systems.
This field is only available when viewing locations in the drilldown area. The
default system in the Change System To field is the current system. The Change
System To drop-down list displays all systems that are established for your site,
allowing you to change to any system, in particular, to a system to which the
selected location does not belong. When you select a new system and choose
OK, the drilldown area is redisplayed to show the top level of the location
hierarchy for that system.

Showing the Location Path


The Location group box on the Options dialog box lets you check Show
Location Path From Top (available only if the Drilldown is showing locations).
When this box is checked (the default setting), a location is selected, and then
you switch systems, the Drilldown will show the path from the top of the system
down to the selected location.
This default approach to showing the entire path above the selected location
when switching systems can be impractical if the location is far down in an
extensive hierarchy. When this is the case, you can uncheck Show Location Path
From Top and choose OK; then, when you switch systems, the selected location

229
Chapter 10

will be shown at the top of the drilldown area—no ancestors will be displayed.
(You can always view the ancestors by choosing Show Location’s Path from the
right mouse button menu.)
You can check Save Show Path Setting to save the current Show Location Path
setting from session to session.

Viewing Top-level Equipment


The Equipment group box on the Options dialog box has a check box that lets
you display all top-level equipment, in any location. The View All Top-level
check box is only available when the Equipment button is selected on the
Drilldown dialog so that the drilldown area is showing equipment, not locations.
Displaying all top-level equipment (equipment without a parent) lets you find
any piece of equipment. The equipment will either be in the list of top-level
equipment, or you can drill down to it from a top-level piece of equipment. Note
that if your site has a lot of equipment that is not listed as belonging to other
equipment, this list could be very long, so this would be an inefficient way to
locate an equipment record. If you have established a location hierarchy and
associated equipment with locations, the best way to find an equipment identifier
is usually via the location hierarchy.

DOWNTIME REPORTING
Equipment lets you report both planned and unplanned downtime:

• Planned downtime—The equipment is down and available for maintenance


work to take place.

• Unplanned downtime—The equipment goes down unexpectedly.

230
Equipment

Why It Is Important to Report Unplanned Downtime


Reducing unplanned downtime saves you money. To reduce costs caused by
unplanned downtime, you can use Equipment to report downtime, then analyze
downtime trends and take action to reduce unplanned downtime in the future.

Reporting Unplanned Downtime


Equipment offers two ways of reporting unplanned downtime:
• To report a change in downtime status when it occurs—a piece of equipment
has gone down or been brought back up—use the Change Equipment
Up/Down Status action in the Work Orders module
You will enter the date of the status change. If you are bringing equipment
up, Equipment calculates the downtime.
• To report on unplanned downtime after the fact, when you know all the
details of the downtime event, use the Report Downtime action in the Quick
Reporting application.
Either enter the downtime start and end times, and have Equipment calculate
the duration, or enter the duration of the downtime yourself. To label the
downtime, specify an optional downtime type code. You can also indicate the
nature of the downtime—operational or non-operational.

How Unplanned Downtime Is Calculated


Equipment calculates equipment downtime in the following ways:
• If the equipment record has a calendar, downtime equals the number of
elapsed work hours between Down and Up equipment transactions. Work
hours are hours that the equipment’s calendar specifies as operational time.

231
Chapter 10

• If the equipment record does not have a calendar, downtime equals the
elapsed system time between Down and Up equipment transactions.

Analyzing Unplanned Downtime


Equipment uses reported unplanned downtime for equipment to analyze
downtime trends. Two reports that you may find especially helpful are: the
Detailed Failure Report by Location report and the Detailed Equipment Failure
Report by Machine. You might look for this type of data in your analysis:
• What is the total downtime for the piece of equipment?
• What is the average downtime for the piece of equipment?
• What are the parts or subassemblies that are contributing to the equipment
downtime?
• What is the mean time between failures for the piece of equipment?
• What is the downtime on this equipment or operation costing the company?

Once you analyze the downtime trends for a piece of equipment and determine
the cause(s), you can make a plan for reducing downtime. You may decide to:
• accelerate the preventive maintenance schedule for the equipment
• buy new equipment spare parts or a new subassembly
• replace the entire piece of equipment

TRACKING COSTS
Equipment tracks equipment and location costs via transaction records. Multiple
reports are included with Equipment to provide you with cost information.
You can use the Maintenance Cost by Equipment report to generate a report that
shows you the cost of maintenance on equipment for the time period you specify.
Tracking costs against a location and the system it belongs to can be done via the
Maintenance Cost by System report.

232
Equipment

Equipment Cost Rollup does not produce an output file from which you can get a
printed report; it simply updates the Total Cost and YTD Cost fields on the
equipment record.
When maintenance work is done on a piece of equipment, the cost of that
maintenance is recorded in the actual material, labor, or tool usage transaction,
or the service receipt. To determine the total costs of these transactions for a
piece of equipment, run the Equipment Cost Rollup report. The report totals
costs of transactions recorded against the equipment that have not previously
been rolled up; costs against descendents of the specified equipment that have
not previously been rolled up are also included. The costs are written to the Total
Cost and YTD Cost fields of the equipment record, and, for equipment in
hierarchies, also rolled up to the parent equipment, and so on, to the top of the
EAS. At any time you can know the accumulated cost of maintenance for a piece
of equipment by running the Equipment Cost Rollup report.

233
Chapter 10

EQUIPMENT MODULE MAIN MENU ITEMS


Five applications are available from the Equipment menu.
• Equipment
• Operating Locations
• Failure Codes
• Condition Monitoring
• Routes

Equipment and Other Modules


When creating equipment and location records, it is important to understand the
relationship between equipment and locations and certain other functions: work
orders, PM masters, companies and service contracts, and inventory control.

Equipment, Locations, and Work Orders


Work orders are typically tied to equipment or a location; you cannot approve a
work order without specifying either the equipment, the location, or the
associated GL account against which the work is to be performed. Therefore,
there is an Equipment field and a Location field in all the Work Orders module
applications (Work Order Tracking, Quick Reporting, and Work Manager).

Equipment, Locations, and Preventive Maintenance


PM masters are generally associated with either equipment or a location. On the
PM master you specify the equipment or location on which the work is to be
performed. Note that it is possible to create a PM against a GL account,
specifying neither location nor equipment.

234
Equipment

Equipment, Locations, and Resources


If you have equipment service contracts with vendors or manufacturers, you
must specify the equipment number, the location, or the associated GL account
in the Service Contracts application in the Resources module.

Equipment and Inventory Control


Equipment records interact with inventory records in a few respects:
• If equipment is considered rotating—that is, a rotating asset that is tracked in
the Inventory module with a single item number as well as in the Equipment
module with multiple equipment numbers—then it should have an item
number. You can view equipment numbers for an item on the Rotating
Equipment tab, which is available in the Inventory module.
• If you choose to attach items or spare parts to equipment in the EAS, then
these item records must already exist in the Inventory table.

EQUIPMENT APPLICATION
The Equipment application is used to store equipment numbers and
corresponding information such as equipment class, location, vendor, up/down
status, and maintenance costs for each piece of equipment. Tabs in the
Equipment application enable you to build the equipment hierarchy, an
arrangement of buildings, departments, equipment, and subassemblies. The
equipment hierarchy provides a convenient way to roll up maintenance costs so
that you can check accumulated costs at any level, at any time. It also makes it
easy to find a particular equipment number.

235
Chapter 10

EQUIPMENT TABS
The Equipment application is comprised of nine tabs:

• Equipment – To view, modify, add, or delete the main record for a piece of
equipment.

• Spare Parts – To create the equipment hierarchy and view the subassemblies
and parts of a piece of equipment.

• PMs/Service Contracts – To view the PMs and service contracts for a piece
of equipment.

• Measurement Points – To view the monitoring points for a piece of


equipment.

• Safety – To view, modify, add, or delete safety records for a piece of


equipment.

• Meters – To view or add metering information for a piece of equipment.

• Routes – To view routes associated with a piece of equipment.

• Specification – To enter or view the specification for the equipment as


recorded in the Asset Catalog.

• Linked Documents – To view other documents associated with a piece of


equipment.

Toolbar
In addition to the standard toolbar buttons, these buttons are available from the
Equipment application’s toolbar:

236
Equipment

• Open Drilldown – Displays the Drilldown dialog box, on which you can
“drill” down through location and/or equipment hierarchies to find and select
pieces of equipment, or to find and select locations.

• Apply Item Assembly Structure – Allows you to associate the top-level


item in the IAS with an equipment record and insert new rotating equipment
records that correspond with each rotating item in the IAS.

Actions
Apply Item Assembly Structure
This action displays the Apply Item Assembly Structure dialog box.

Dialog Box Element Description

Equipment Equipment you are applying the IAS to.


Description Equipment description.
Item Rotating item that is the top level of the IAS that you are
applying to the equipment.
Description Description of the item.

Rotating Equipment
Equipment Equipment identifier of any child rotating item in the
IAS. If the IAS has rotating items below the top level in
the hierarchy, when you apply the hierarchy you must
specify an equipment identifier for the individual piece
of equipment. Specify the identifier in this field. You
can click the Detail button on this field, or choose
Down, to enter equipment identifiers for rotating items
at the next level down.

237
Chapter 10

Description Description of the rotating equipment. The description


defaults to the description of the rotating item, but you
can edit this field.
Item Rotating item that this equipment is a single instance or
example of.
Parent Parent equipment of this piece of equipment in an EAS.
GL Account General ledger account of the equipment.
Rot Susp Acct General ledger rotating suspense account associated
with the equipment; this defaults to the rotating
suspense account of the parent equipment, but you can
edit this value.

Spare Parts
Item Identifier of the inventory item (spare part).
Description Description of the item.
Quantity Quantity of the item used in the IAS.
Remark Remark associated with the item and its place in the
IAS; the remark is from the IAS record, not the
inventory item record.
OK Applies the IAS identified in the Item field to the
equipment identified in the Equipment field.
Cancel Exits the dialog box without taking action.
Up Redisplays the dialog box so that it shows the next level
up the hierarchy. This is only available if you have used
Down, or have drilled down by clicking the Detail
button on the Equipment field.

238
Equipment

Down Moves down one level in the IAS hierarchy. Down is


only available if the equipment highlighted in the
Children table window has a child level of equipment
and/or spare parts. Down shows the children of the
selected equipment; it may be available for one
equipment identifier and not for another.
Autokey Automatically provides an equipment identifier for the
rotating equipment whose key field is highlighted in the
Rotating Equipment table window.
Autokey All Automatically provides equipment identifiers for all
rotating equipment in the IAS, including any rotating
equipment not shown on the screen because it’s further
down in the hierarchy. This is the quickest way to make
sure all rotating equipment in the IAS is properly given
an equipment identifier.

Move/Modify Equipment
When you select Move/Modify Equipment from the Equipment application
Actions menu, the Move/Modify Equipment dialog box is displayed.

Dialog Box Element Description

(Table Window)
Equipment Equipment identifier. You can enter an equipment
number in the Equipment field in the Selection Criteria
group box and choose Refresh to have that equipment
record displayed here. Read-only.
Description Description of the equipment.
Location Location of the equipment. The current location of the
equipment is shown when you display the dialog box.

239
Chapter 10

You can enter a different location and choose OK to


move the equipment.
You can click the Detail button in this field to display
the Drilldown dialog box. If there is a location in this
field, that location will be shown on the Drilldown. If
you clear this field then click the Detail button, the
Drilldown will be displayed with the top of the Primary
system shown; you can drill down to select the location
you want to move the equipment to.
You will only see a storeroom location in this field, or
be able to enter a storeroom location, if the equipment is
rotating equipment. You cannot move rotating
equipment from a storeroom location via Move/Modify;
you must use Inventory options, or the Issues and
Transfers application.
When you specify a new location for equipment,
Equipment merges the appropriate GL account codes
for the equipment and the new location. If this merged
GL account code is not a valid one, the change of
location is not allowed. A message informs you of this.
Bin Bin number of the equipment; applies only if the
equipment is rotating equipment in a storeroom location,
and has a bin number in that storeroom. If the location is
a storeroom, you can click the Detail button in this field
to display the Select Bin dialog box. If you are moving
rotating equipment to a storeroom, you can specify the
bin for it here. Read-only (and blank), unless the
location is a storeroom.
Parent Parent of the equipment; the equipment in the
Equipment field belongs to this equipment.

240
Equipment

When you specify a new parent for equipment,


Equipment merges the appropriate GL account codes
for the equipment and the new parent. If this merged GL
account code is not a valid one, the change of parent is
not allowed. A message informs you of this.
Priority Priority of the equipment. If you change the priority
value, the Priority field on the equipment record will be
updated when you choose OK. If you check Update
Priority on Open Work Orders, any change to the
Priority field here will be reflected on open work orders
for the equipment.
Calendar Calendar associated with the equipment. If you change
the Calendar field, the Calendar field on the equipment
record will be updated when you choose OK.
Memo Memo that can be associated with the equipment
transaction.
Changed By Person creating the equipment transaction; the default is
the login signature.
Change Date Date of the equipment transaction; the default is the
system date/time at the time the transaction is entered.
Debit GL Acct General ledger account that is to be debited in the
transaction. Read-only.
Credit GL Acct General ledger account that is to be credited in the
transaction. Read-only.

(Check Box)
Update Priority on Check this option to have the priority of any open work
Open Work Orders orders updated to reflect changes made to the Priority
field on the Move/Modify dialog box. If left unchecked,

241
Chapter 10

which is the default, the Priority field on open work


orders will not be changed.

Selection Criteria You can enter data in these fields that you want to use to
filter or limit the equipment listed in the table window.
You can use wildcards in the Equipment and Location
fields.
Equipment Equipment identifier. This defaults to the on-screen
equipment number when there is an equipment record
displayed. If you display the dialog box with no record
on screen, the default is to list all top-level equipment.
You can enter an equipment number here, or click the
Detail button to display the Drilldown dialog box. If you
enter a complete equipment number, that equipment will
be displayed in the table window above.
You can use wildcards in this Equipment field to enter
data you want the rows in the table window to match;
for example, the first three digits of an equipment
record. Note that if the data you enter is not a complete
equipment number, and Show Only Top Level
Equipment is checked, only top-level equipment
matching the data will be displayed. Choose Refresh to
redisplay the table window.
Location Equipment location. This defaults to the on-screen
equipment location when there is an equipment record
displayed and a location is specified. If you specify a
location here and choose Refresh, and Show Only Top
Level Equipment is checked, all top-level equipment at
the location will be displayed in the table window.
You can use wildcards in this Location field to show all
top-level equipment for the location(s) that match the

242
Equipment

data you specify. You can click the Detail button to


display the Drilldown dialog box to aid you in selecting
a location.
Show Only Top Level By default displays only top-level equipment
Equipment (equipment that doesn’t belong to another piece of
equipment) in the table window, since moving the top-
level equipment will also move the children. You can
uncheck this box to display all equipment that matches
the selection criteria.
Note that you should not uncheck this option to move
parents and children to different locations. Uncheck this
option only to simultaneously view all the children of a
selected piece of equipment, when that is necessary.
Refresh Use the Refresh button to redisplay data in the table
window so that it matches the selection criteria.
OK Choose OK to save any changes you made on the dialog
box.
Cancel Choose Cancel to close the dialog box without making
any changes.

View Equipment Move History


This action displays the View Equipment Move History dialog box, which
allows you to view the history of move transactions for the piece of equipment.
Move transactions include changes in locations as well as changes of parents
(moves within an equipment hierarchy). The initial “move transaction” for an
equipment record is the record of its insertion into the database.
If you created the move transaction in association with a work order, or as a
result of a purchase order receipt, the work order or purchase order is included as
part of the transaction record.

243
Chapter 10

All move transaction records for the piece of equipment are displayed in the
read-only table window. Transactions are listed with the most recent first.

EQUIPMENT LOCATIONS
Equipment recognizes and tracks a variety of types of locations. It is important to
understand the differences between these location types, and the purposes for
which each type is used.

Operating Locations
Operating locations are the locations in which equipment operates, so work
orders are typically written either against the location itself or against the
equipment that is in an operating location. Operating locations are the locations
intended to be used when building a system. Systems can be designed to include
all locations in your plant against which work orders are written, and can provide
a variety of cost rollup information. They also provide a means of tracking the
movement of equipment.

Other Equipment Type Locations


In addition to operating locations, equipment can be located in other “equipment
type” locations. Other equipment type locations are vendor, salvage, and repair.
You can track equipment not only as it moves from one operating location to
another, but as it moves to a vendor or repair location, and eventually, perhaps,
to salvage.

Storeroom Locations
Storeroom locations are the names of your inventory storerooms, the places
inventory items are stored and issued from. While it is possible to include these
locations in systems, the typical use of storeroom locations is as single location

244
Equipment

records of the storeroom type. A storeroom location can be named as the


“vendor” for another storeroom, if it supplies items to that storeroom and the
vendor storeroom is listed in the Companies application. When you insert a
storeroom location record, you can specify that it be added to the Companies
table as well, so that it can be used as a vendor.
For equipment, only rotating equipment (equipment tracked by an item number
as well as an equipment number) can have a storeroom location specified as its
location.

Other Inventory Type Locations


Other “inventory type” locations are labor and courier. These are locations that,
like a storeroom, can maintain a balance of an item or items issued from a
storeroom. You could see, for example, that a labor location is holding a batch of
items issued from a storeroom, and is thus responsible for them until they are
received at another location.

OPERATING LOCATIONS APPLICATION


The Operating Locations application lets you enter and track operating locations
for equipment and organize these locations into logical hierarchical or network
systems. Using hierarchies or systems of operating locations and specifying the
operating location for equipment on the equipment record provides the
groundwork for gathering and tracking valuable information on the history of
equipment, including its performance at specific sites, as it is moved from
location to location. With operating locations organized into systems, you can
quickly find an operating location in the Drilldown dialog box, and identify the
equipment at that location.

245
Chapter 10

OPERATING LOCATIONS TABS


The Operating Locations application is comprised of seven tabs:

• Operating Location – To enter or view detailed information specific to an


operating location.

• Equipment – To view equipment at the selected location.

• History – To view the history of move transactions into and out of the
selected location.

• Safety – To view, modify, add, or delete safety records associated with the
selected location.

• Routes – To view routes associated with the selected location.

• Specification – To enter or view the specification for the location as recorded


in the Asset Catalog.

• Linked Documents – To view other documents associated with the selected


location.

Toolbar
In addition to the standard toolbar buttons, these buttons are available from the
Operating Locations toolbar:

• Apply Item Assembly Structure – Allows you to associate the top-level


item in the IAS with an equipment record and insert new rotating equipment
records that correspond with each rotating item in the IAS.

• View Systems – Allows you to select an existing system to enter in the on-
screen System field.

246
Equipment

• Open Drilldown – Displays the Drilldown dialog box, on which you can
“drill” down through location and/or equipment hierarchies to find and select
pieces of equipment, or to find and select locations.

Actions
Apply Item Assembly Structure
This action displays the Apply Item Assembly Structure dialog box.

Dialog Box Element Description

Location Location to which you are applying the IAS.


Description Location description.
Item Rotating item that is the top level of the IAS to which
you are applying the location.
Description Description of the item.

Locations for Rotating Equipment


Location Location identifier for the child location in the IAS. If
the IAS has rotating items below the top level in the
hierarchy, and you want to create locations for the
associated item, you must insert a location identifier for
the location. Specify the identifier in this field.
Description Description of the location. The description defaults to
the description of the rotating item, but can be modified.
Item Rotating item that identifies which kind of rotating
equipment is to occupy this location.

247
Chapter 10

Parent Parent location of the current location within the system


specified in the Operating Locations application.
Type Type of location; defaults to OPERATING. This can be
changed to a valid synonym of OPERATING.
Priority Priority of the location; defaults to the parent location’s
priority.
GL Account General ledger account of the location; defaults to the
parent location’s GL account.
Calendar Calendar used for the location; defaults to the parent
location’s calendar.
Status Status of the location; a value list with default values of
DECOMMISSIONED, OPERATING, and PLANNED
is available from this field.
Failure Code Failure code that applies to this location. You can click
the Detail button to display the Select Failure Code
dialog box.
Classification Classification of the location. Click the Detail button in
this field to display a value list of location
classifications. Like equipment classifications, location
classifications can be associated with a specifications
screen.
OK Applies the IAS identified in the Item field to the
location identified in the Location field.
Cancel Exits the dialog box without taking action.
Up Redisplays the dialog box so that it shows the next level
up the hierarchy. This is only available when you are
viewing a level farther down the hierarchy than the top

248
Equipment

level IAS identifier and its children; that is, only if you
have used Down, or clicked the Detail button on a child
Location field to drill down the hierarchy.
Down Moves down one level in the IAS hierarchy. Down is
only available if the location highlighted in the Children
table window has a child location. Down shows the
children of the selected location; it may be available for
one location identifier and not for another.
Autokey Automatically provides a location identifier for the row
highlighted in the Locations for Rotating Equipment
table window.
Autokey All Automatically provides location identifiers for all
rotating equipment in the IAS, including any rotating
equipment not shown on the screen because it’s further
down in the hierarchy. This is the quickest way to make
sure all locations in the IAS are properly given a
location identifier.

Other Dialog Boxes


The Choose System for Relation Dialog Box
The Choose System for Relation dialog box is automatically displayed when you
are inserting a new location and manually enter a parent for it that belongs to
more than one system. (This dialog box is not displayed when you select a
location from the Drilldown dialog box, since location identifiers are always
associated with a system on the Drilldown.)
You can select the system you want the new location to belong to, and choose
OK.

249
Chapter 10

The Select Rotating Item Dialog Box


The Select Rotating Item dialog box is displayed when you click the Detail
button on the Item field. This provides a list of rotating items that you could
choose from in order to specify the kind of rotating equipment required for this
location.

The Select Child Location Dialog Box


The Select Child Location dialog box is displayed when you click the Detail
button on a Location field in the Children table window. It lets you select a
location to insert into the table window, and thereby build the system.
The default display is of all operating locations. Selecting a location and
choosing OK inserts the location into the table window. If the current system is a
hierarchy and the selected location already belongs to another parent, you
receive a message. If the system is not the primary system, you have the choice
of proceeding and making the system a network, or not proceeding. If the system
is the primary system, you cannot proceed.
If the location belongs to no system or only to different systems than the on-
screen system, the child is attached to the parent and added to the system.
You can choose a different location type in the Location Type field. You could,
for example, choose REPAIR, and then Refresh, to show all repair locations, and
select one or more to add as children to the on-screen location.
Choose Save in the Operating Locations application to save the changes you
make to the parent and system via the Children table window.

250
Equipment

FAILURE CODES APPLICATION


The Failure Codes application is used to build and display failure hierarchies,
which help you construct accurate histories of the failures that affect your
equipment and operating locations. After reporting and analyzing failure trends,
you can take preventive measures. The identifier of a failure hierarchy is the
failure class. You can enter this code on Equipment and Operating Location
records when you want to report work done on them, and then analyze failure
trends for them.

FAILURE CODES TABS


The Failure Codes application is comprised of two tabs:

• Failure Codes – Use to build, view, modify, and delete failure hierarchies.

• Linked Documents – Use to view documents associated with failure


hierarchies.

Toolbar
In addition to the standard toolbar buttons, this button is available from the
Failure Codes toolbar:

Copy Failure Codes – used to copy existing data into a level of the failure
hierarchy you are building or modifying.

251
Chapter 10

CONDITION MONITORING APPLICATION


Use the Condition Monitoring application to create and view measurement point
records for your equipment. A measurement point record defines the limits of
acceptable condition and performance measurements for a point or place on a
piece of equipment. You can generate preventive maintenance (PM) work orders
for equipment whose measurements are outside acceptable limits.

CONDITION MONITORING TABS


The Condition Monitoring application is comprised of two tabs:

• Measurement Point Tab – Insert and view measurement point data.


Generate PM work orders.

• Linked Documents Tab – Create and view documents associated with


measurement points.

Toolbar
In addition to the standard toolbar buttons, this button is available from the
Condition Monitoring application’s toolbar:

Generate Work Order – used to create work orders that will correct alarm
conditions.

252
Equipment

ROUTES APPLICATION
A route is a list of related work assets, which are considered “stops” along the
route. These route stops represent assets such as equipment or locations. The list
of work assets can be related by location, such as all pumps and motors in a
room, or by type of equipment, such as all fire extinguishers located throughout
the site. Routes make it easy to build simple hierarchies of work orders for
inspections. You can use a route in the following ways:
• Apply the route to a preventive maintenance record to generate inspection-
type work orders for all work assets listed as stops on the route.
• Apply the route to a work order, and generate child work orders for each
work asset listed as a stop on the route.
• Create a route on which you specify that child work orders generated for the
route stops are treated as "details" on the parent work order. When you print
the parent work order, you see the detail-type work orders as work order
operations on the parent work order.

ROUTES TABS
The Routes application is comprised of two tabs:

• Routes – Use this tab to create, view, modify, and delete routes.

• Linked Documents – Use this tab to view documents associated with routes.

253
Chapter 10

EQUIPMENT REPORTS
The following reports are available in the Equipment module.

Detailed Equipment Failure Report by Machine


This report lists all failure reports for the current piece of equipment for the
specified time period. For each piece of equipment, the report lists the equipment
number and description, then lists each individual failure grouped by problem
code. For each failure, the problem code, the cause code, and the remedy code
are listed, as well as the downtime and the work order number and location. For
each problem code, the report summarizes the total number of failures, the
average downtime, and the MTBF (mean time between failures).

Equipment Hierarchy Report


This report lists all equipment in the EAS (equipment assembly structure). The
equipment number, location, and equipment description are shown. Top-level
equipment is listed at the far left, with its child equipment indented beneath it.
Equipment at each level in the hierarchy (up to five levels) is indented beneath
its parent equipment.

Equipment History Graphs


This report is a graphical report in histogram format that displays equipment
breakdown history over a specified time period. Five histograms are shown; each
histogram has a column for each included piece of equipment. Equipment must
have some or all of the following written against it in order to be included: labor
hours, response time, downtime, mean time to repair, and mean time between
failures. The report graphs the following information:
• total labor hours
• mean response time for emergency work orders
• total downtime hours

254
Equipment

• mean time to repair


• mean time between failures

Equipment Measurement Report


This report is a tabular listing and description of each measurement point for a
piece of equipment and the history of measurements taken for that point; the date
and measurement are shown. Values that exceed the upper and lower warning or
action limits set for the measurement point are indicated. The warning and action
limit values are shown at the top of the measurement list. The report shows each
point number and description for an included piece of equipment, units of
measure for the point, the equipment number and description, and the associated
PM number and description.

Maintenance Cost by Equipment


This report is a list of transaction costs for selected equipment in the specified
date range. Also provides a separate cost calculation for the equipment and all of
its children. The report shows the top-level equipment, equipment description,
costs on the equipment, and costs on the equipment and children.

Failure Count by Equipment


This displays, in graphic form, the number of failures reported for each piece of
equipment.

Detailed Failure Report by Location


The report lists all failures for the selected locations and its children that are part
of a hierarchical system. If the user specifies a system, but not a location, the
summary will include all locations in the system. The report displays the system,
system description, and specified date range. For each selected location, the
report lists the location and description, then each individual failure grouped by
problem code. For each failure, the problem code, cause code, remedy code,

255
Chapter 10

downtime, work order number and equipment are listed. For each problem code,
the report summarizes the total number of failures, the mean time between
failures and the average downtime.

Material Related Issues Report


This report gives you a record of material usage and meter readings entered
together in Issues &Transfers. You can, for example, see Miles/Gallon of fuel
where the miles are a meter reading on a vehicle and gallons are the quantity of
fuel issued to the vehicle.

Maintenance Cost by System


The report lists total costs reported in a given date range for locations in the
selected hierarchical system. If the user specifies a system, but not a location, the
cost summary includes all locations and their children in the system. If the user
specifies a location and system, the report gives cost information for that
location and children within the selected system. Information displayed is the
system name, description, system total cost, selected date range, location cost,
and location and children cost.

Location Hierarchy Report


Lists member locations of a hierarchical system displayed in a hierarchical way.
If the user specifies a system, but not a location, the list includes all locations
and their children in the system. If a location is specified, that location and its
children within the system are displayed. Top-level locations are displayed at the
far left, with child locations indented beneath them.

Failure Code Hierarchy Report


Lists failure codes in each level of the failure code hierarchy. For each failure
class, the problem codes and descriptions are listed. Indented beneath each

256
Equipment

problem code are the associated cause codes and descriptions. Indented beneath
each cause code are the associated remedy codes and descriptions.

257
Chapter 10

258
CHAPTER 11

INVENTORY

OVERVIEW
Managing inventory is an important part of maintaining any facility. Inventory
Control keeps track of items in stock, indicates when stock falls to user-defined
reorder points, creates purchase requisitions or purchase orders to restock needed
items, and tallies items received. There are three ways you can keep track of
your item cost: by last cost, by average cost, and by a user-defined standard cost.
Inventory Control also allows you to track inventory items by bin and/or lot. The
Inventory module also provides you with the capability to do ABC analysis,
which lets you sort your inventory into groups based on dollar value and on
turnover rate of the item.

Inventory Control functions keep a running count of items in stock. You can
specify a reorder point (ROP) for each item and also specify an economic order
quantity (EOQ) to be used as the default reorder amount. Inventory Control
keeps track of inventory levels and determines when they reach the reorder point,
so when you do reordering, Inventory Control knows which items need to be
ordered.

Purchase Order Processing is integrated with inventory control to ensure that


as purchase orders are generated based on reordering needs, on-order quantities

259
Chapter 11

in inventory are updated. When you fill in quantities of items received on a


purchase order, Inventory Control automatically updates inventory balances.

Inventory Main Menu Items


The Inventory module has four applications available from the Main Menu:
Inventory Control, Issues and Transfers, Item Assembly Structures, and Asset
Catalog Setup.

• Use the Inventory Control application to track inventory items in your


storeroom or to move items into or out of inventory, or from one location to
another. The Inventory module also provides tabs to keep track of item
vendors, the balances of items in bins at the various storeroom locations,
rotating equipment, the equipment where the item is used, inventory
transactions, and the substitute or alternate items you can use if necessary.

• Use the Issues and Transfers application to issue stock directly from
inventory, either associating it with a work order or independent of a work
order. The transfer options allow bulk transfers of stocked items between
storerooms.

• Use the Item Assembly Structures application to create or view item


assembly structures, which can be used as templates of relatively limited item
or part hierarchies that can help you more quickly build your larger
equipment and/or location hierarchies.

• Use the Asset Catalog Setup application to logically store detailed


information about the assets defined in order to locate specific assets quickly
and easily.

Inventory and Other Modules


To process inventory records effectively, it is important to understand the
relationship between inventory and certain other modules: Purchasing (Purchase

260
Inventory

Requisitions and Purchase Orders), Work Orders (Work Order Tracking and
Quick Reporting), and Equipment.

Inventory and Purchasing


There is a close relationship between Inventory and Purchasing.
• When you reorder an item from Inventory—using the Reorder Items action
on the Inventory Control application—you can create a purchase requisition
or an approved purchase order.
• When you record the receipt of an item—on the Material Receipts tab in the
Purchase Orders application—the item’s balance is increased in Inventory
Control, the ordered and received amounts and costs are adjusted on the
Receipts tab, the lead time of the item is adjusted, and the last cost is adjusted
in the Inventory Control application.
• The Purchasing tab in the View Item Availability dialog box lets you view
the purchasing history for the item, including quantities, unit price, and date
of order. You can see the item’s purchasing information for outstanding
purchase orders—those with a status of WAPPR, APPR, or PRINT.
• The View Vendor Analysis action lets you view the current item’s price,
order date, and delivery time history, broken out by vendor. If you buy the
same item from multiple vendors, the data in this dialog box helps you to
compare vendors based on past performance.

Inventory and Work Orders


• Any item referenced on a work order or an equipment record must first be
entered via the Inventory Control application.
• The Issue Current Item action lets you issue the current item directly to a
work order, piece of equipment, location, or GL account. This flexibility is

261
Chapter 11

useful if you want to charge items that are generally kept on hand—such as
soap or pencils—against a location or GL account.
• Use the Reservations tab in the View Item Availability dialog box to view all
relevant details of work orders or internal purchase orders that reference the
current item.

Inventory and Equipment


Some items such as pumps and motors may be stocked in inventory and rotated
in and out of use in different operating locations. These items are tracked both by
their item numbers in the Inventory module and by individual equipment
numbers in the Equipment module.

INVENTORY CONTROL APPLICATION


The Inventory Control application allows you to track inventory transactions that
move items in or out of inventory, or from one location to another. You can track
stocked, nonstocked, and special order items. The application also allows you to
keep track of item vendors, the locations where an item can be found, and the
substitute or alternate items you can use if necessary.

262
Inventory

INVENTORY CONTROL TABS


The Inventory Control application is comprised of eight tabs:

• Item Catalog – Use the Item Catalog tab to enter, display, and update
information on each item in inventory. You can also enter or view alternate or
interchangeable items.

• Storeroom – Use the Storeroom tab to enter or view all locations where an
item is stored. You can also get detailed information on item balances and
issue history.

• Reorder Details – Use the Reorder Details tab to enter or view reorder
details, such as the reorder point, lead time, and issue units of an item. In
addition, you can enter or view information about one or more vendors for a
item, as well as information about multiple manufacturers or models for each
vendor.

• Where Used – Use the Where Used tab to list all pieces of equipment on
which an item is listed as a subassembly or spare part.

• Rotating Equipment – Use the Rotating Equipment tab to identify and track
rotating assets—interchangeable pieces of equipment that can be identified
with a single item number.

• Transactions – Use the Transactions tab to display inventory transactions.

• Specification – Use the Specification tab to enter or view the item


specification as recorded in the Asset Catalog.

• Linked Documents – Use the Linked Documents tab to create links between
Inventory Control and the documents located in your document management
system (DMS), on the network, and/or on the Web. Once you create
document links, you can view, modify, and print documents.

263
Chapter 11

Toolbar
In addition to the standard toolbar buttons, this toolbar button is available in the
Inventory Control application:

Reorder – Displays the Reorder Items dialog box.

USING THE INVENTORY CONTROL APPLICATION

Actions
Reorder Items
This action displays the Reorder Items dialog box.

Dialog Box Element Description

Stocked Items Details


Reorder Stocked Items Check box specifying whether to reorder only items
whose category is stocked. The default is to reorder
stocked items only.
Storeroom The storeroom location you are reordering for.
Reordering is done by storeroom location, so this field
must be filled in when reordering stocked items, and can
only be filled in with a location for which you have
access authority. Reordering is handled for one
storeroom location at a time.

264
Inventory

Reorder Range The Range buttons apply only to reordering stocked


items.
Current Item Selecting this button means only the currently displayed
item will be reordered. This is the default selection
when Reorder Items is chosen with an item record
displayed on screen.
Selected Items If you select this button, all stocked items in the current
result set will be examined to see if they meet reorder
criteria. This is the default selection (and only
possibility) when no record is displayed on screen.

Reorder Quantity
Prompt for Order Checking this box will cause the Reorder Quantity
Quantity dialog box (discussed later in this section) to be
displayed for each item; applies only to stocked items
(i.e., it does not apply to direct issue items on approved
work orders).
Ignore Reorder Point Checking this box causes the application to disregard the
(ROP) reorder point and reorder the item whether or not the
ROP is reached. This is discussed later in this section.
This applies only to stocked items.

Direct Issue Items


Reorder Direct Issue Check this box to have the reorder routine check
Items on All Work approved work orders for items that are flagged direct
Orders issue, and include those. This is discussed further later
in this section.

265
Chapter 11

PR/PO Details
Consider Agreement If you check this box, Inventory Control looks at
Purchase Orders existing Blanket or Price Agreements and creates
when creating release purchase orders from blanket purchase orders,
PRs/POs or includes the prices/details from the Price Agreements
when creating PRs/POs.
If you do not check this box, Inventory Control creates a
new purchase requisition and does not consider Blanket
or Price Agreements.
Allowance for Extra The amount of additional lead time, in days, that you
Lead Time (Days) want to provide as insurance that reordered items will be
on hand in time. The default is 7 days. (If your lead time
figure for a vendor is accurate, you should not need
additional lead time.)
The reorder routine examines the lead time value on the
item/location record and the required date on the
reservation to determine if the item should be reordered.
Then any additional lead time is taken into account. For
example, if the vendor’s lead time is 10 days, then with
additional lead time of 7 days the item would not be
ordered if the required date is farther away than today’s
date plus 17 days; if the required date is 17 days away or
nearer, the item is reordered. (If no required date is
specified on the reservation, or if the item is not
reserved, the item will be automatically reordered.)

266
Inventory

Reorder Mode (Two Options)


Run Reorder Selecting this button allows you to run the reorder
program and generate the purchase requisitions or
purchase orders.
Print Reorder Report Selecting this button allows you to to generate a report
that displays the list of items to be ordered for a
storeroom if you select Run Reorder. The report
displays by vendor the quantity of the item to be ordered
based on current availability. The report does not
generate the purchase requisitions or purchase orders—
you must Run Reorder to do that. You can not run the
Print Reorder Report if you have chosen Current Item
under Reorder Range.
Save Settings Check this box to save the Reorder Items dialog box
settings for your next session in Inventory Control.
OK Choose the OK button to start the reordering process.
Cancel Choose Cancel to close the dialog box without taking
any action.

Using a Minimum/Maximum Approach to Replenishing Stock


Inventory Control allows you to set your system up to use a minimum/maximum
approach to reordering inventory stock, rather than the economic order quantity
approach described above, which is based on using the values in the EOQ and
ROP fields. If your site reorders to a maximum level, your system administrator
should have made the Maximum field visible in the Inventory application. You
or the system administrator can then customize the EOQ report so that it
incorporates the maximum value in calculating the EOQ.

267
Chapter 11

Issue Current Item


This action displays the Issue Current Item dialog box.

Dialog Box Element Description

Issue
Quantity The quantity of the item being issued; cannot be zero.
Defaults to 1 for rotating items, and 0 for nonrotating
items (so must be edited). Required.
Work Order The work order the item is being issued for.

Unit Cost The unit cost of the item, from the Inventory record;
defaults to the cost (standard or average) specified in
Application Setup as the cost to be used for issues. Unit
cost is zero (0) when issuing a capitalized item.
Rotating Equipment The equipment number for this item; applies only if it is
a rotating item and has an equipment number as well as
an item number. Required for rotating items; read-only
for nonrotating items.
Equipment The equipment number on the work order, or the
equipment against which you are issuing the item.
Line Cost The overall item cost of this transaction; calculated by
this formula: Line Cost = Quantity × Unit Cost. Read-
only.
Issue Type Field used to indicate if an item is to be issued or
returned.
Location The location of the equipment, or the location against
which you are issuing the item.

268
Inventory

Outside? Field used to indicate “consignment goods.” Enter Y to


indicate the item belongs to a contractor or vendor, but
is stored on-site, and is an item for which you expect to
be charged. The default is the setting on the item record.

Storeroom
Storeroom The storeroom from which the item is being issued;
defaults to the storeroom location on the current record.
Bin The bin whose current balance is being reduced;
defaults to the default bin of the item if not lotted, or, if
lotted, to the bin in which the item closest to expiration
resides. You can click the Detail button in this field to
see all bins for this item at the specified location.
Lot The lot number of the item.

Details
Entered By The name of the person issuing the item; defaults to the
log-in name.
Entered Date Date of the item issue; defaults to the system date and
time.
Debit GL The general ledger account to be debited in the item
Account issue transaction. Prior to entering any data on the
dialog box, this field defaults to showing just the
resource (item) component of the GL account. If a work
order number is entered, this defaults to the debit GL
account for the work order; if no work order is entered,
this defaults to the GL account of the location; if no
location, this defaults to the GL account of the
equipment. You can edit this field, or, if none of the

269
Chapter 11

above are named, directly specify a GL account to be


debited.
Credit GL The general ledger account to be credited the cost of
Account items issued in this transaction. This defaults to the
credit GL account of the storeroom location issuing the
item. You can edit this field, or, if necessary, directly
specify a GL account to be credited.

Memo Memo associated with the issue transaction.


WO Op The work order operation number that this item will be
used for.
Issue To The name of the person receiving the items. Note that
this person must be entered as a valid labor code in the
database.

OK Choose OK to issue the item, with the data in the dialog


box fields to be recorded with the transaction.
Cancel Choose Cancel to close the dialog box without issuing
the item.

View Item Availability

Purchasing
Selecting the Purchasing tab in the View Item Availability dialog box displays
any purchase orders for the item by item/location.

270
Inventory

Table Window
Column Description

Purchase Order The purchase order number.


Storeroom Storeroom location requesting the item on a PO.
Internal? Yes/no field, indicating whether this is an internal PO
(to be filled by another storeroom location), or an
external PO (to be filled by an outside vendor).
Status Status of the purchase order: WAPPR (waiting
approval), APPR (approved), etc.
Currency Code Code for the vendor’s currency; e.g., IL (Italian lira),
DM (German marks), etc.
Order Price The cost per order unit at the time of the PO.
Qty Ordered Quantity of the item on the PO.
Qty Received Quantity of the item received so far.
Ordered Date Date/time of the PO.
Units Standard unit by which the item is ordered, such as
dozen or case; from the Inventory record.
Vendor Vendor for the item (from the PO).
Vendor Date Vendor’s estimated delivery date.
Required Date Date item is required.
Work Order Work order you ordered the item for, if you specified
one.

271
Chapter 11

Debit GL Account The general ledger account to be debited for the cost of
the item order.
Credit GL Account The general ledger account to be credited the item order
cost.
Catalog # Vendor’s catalog number for the item.
Model Manufacturer’s model number for the item.
Remark Any remark associated with the line item on the PO.

Reservations
Selecting the Reservations tab in the View Item Availability dialog box lets you
view a read-only table containing all relevant details of requests from work
orders and internal purchase orders that reference the current item at the
specified location; if you are viewing master inventory records (no location is
specified), you can see reservations for all locations. Items can be reserved for
two purposes: work orders and internal POs, which are purchase orders
generated by one storeroom that name another storeroom as the vendor. This
dialog box details the reservation information that it summed up in the on-screen
Reserve field.
NOTE: The Reservations tab shows information for the current record in the
Inventory application. If that is a master inventory item record (no
location), the dialog box shows reservation information for the item,
without regard to location. If the current record is an item/location
record, the dialog box shows reservation information for that item at
that location.

272
Inventory

Table Window
Column Description

Request # The number of this request to reserve items. The request


number is automatically generated when a work order or
internal PO (transfer order) requiring this item is
generated.
Work Order The work order the item is being reserved for; applies to
work order reservations only.
Quantity Reserved The quantity of reserved items that are to be issued in
this transaction.
Storeroom Storeroom location against which the reservation is
made. When viewing an item/location record, this field
will always contain the current location. When viewing
an item master record (no location), this field could
contain any valid storeroom location.
Qty to be Issued The total number of this item on reserve for this work
order or internal PO.
Actual Qty The quantity of the total reserve issued to date for this
work order or PO.
WO Description Description of the work order.
Work Order Status Status of the work order.
Target Start Date The target start date/time of the work order.
Purchase Order The number of the (internal) purchase order for this
item; for internal PO requests only.

273
Chapter 11

Delivery Location The location items should be issued to—either the work
order location or the location of the storeroom issuing
the internal PO.
Required Date Date/time the item is required.
Request Date Date/time the reservation request you made the request.
Requested By Person requesting the item.
Phone # The phone number of person requesting the item.
OK Choose OK to dismiss the dialog box.

View Vendor Analysis


Choosing View Vendor Analysis displays the View Vendor Analysis dialog box.

Dialog Box Element Description

Item Details
Location The storeroom location of the item. If the item has only
one storeroom location, that location will appear here by
default. Table window data refers to vendor information
for the item at this location.
If there are multiple storeroom locations, the Location
field will be initially blank. If the Location field is
blank, information in the table window is for all
locations.
Primary Vendor The primary vendor for the item at this location. Note
that this can be another storeroom location, if you
primarily restock from a main warehouse, for example.
(To list a storeroom as a vendor, it must have been

274
Inventory

entered in the Companies table.) The description is


shown along with the primary vendor identifier. Read-
only.
Manufacturer Manufacturer of the item; both the identifier and the
description are shown. Read-only.
Model Manufacturer’s model number for the item. Read-only.
Catalog # Primary vendor’s catalog number for the item. Read-
only.

(Table Window) The table window is read-only.


Vendor Identifier of the vendor for the item.
Manufacturer Identifier of the item manufacturer.
Model The manufacturer’s model number for the item.
Currency Base currency of the vendor.
Total # Complete POs The total number of completed and closed POs for this
item and location (if location field is filled in) for this
vendor; if location is not specified, this is the total
number of completed and closed POs for all locations.
Bid Price Vendor’s quoted bid price for the item (for the given
manufacturer and model).
Bid Price Date Date bid price was quoted.
Last Price Actual price for the item most recently received from a
PO.

275
Chapter 11

Average Price Average price of the item from all deliveries. This is the
sum of actual costs for all POs, divided by the total
number of completed and closed POs.
Last Order Date Date of most recent order.
Promised Delivery Vendor’s quoted delivery time, in days.
Time (Days)
Last Delivery Time Vendor’s most recent actual delivery time, in days.
(Days)
Avg Delivery Time Vendor’s average delivery time, in days, calculated
(Days) from actual delivery times. This is the sum of lead times
for all completed/closed POs, divided by the total
number of completed/closed POs.
Percent On Time Percentage of times the vendor delivered within the
promised delivery time.
Contact Name Name of contact at vendor.
Contact Phone Contact’s phone number.
Quantity Received Quantity of items received.
Quantity Rejected Quantity of items that were rejected.
Percent Rejected The percentage of the total quantity received that was
rejected.
Vendor Name The description or name of the vendor, from the
Companies table.
Catalog # Vendor’s catalog number for the item.

276
Inventory

REORDER DETAILS TAB

Vendors Group Box


An item can have one or more vendors. The Vendors group box lets you do
detailed tracking of vendor, manufacturer, and model information for each item.
You can specify multiple vendors for an item, multiple manufacturers for a
vendor, multiple vendors for a manufacturer, and so on. Each vendor record is
uniquely identified by the following combination of fields: Item, Vendor,
Manufacturer, and Model.
Use the Vendors group box to enter or display the vendor and manufacturer and
associated information such as last price and last order date for an item. The
manufacturer, the manufacturer’s model number, the vendor’s catalog number,
the vendor’s promised lead time, etc., for the item can also be viewed or
recorded.

Field Description
(Table Window)
Vendor Identifier of the vendor of the item. The primary vendor
as well as any other vendors for the item are listed in the
table window. This is a hyperlink to the Companies
application. Read-only, except when inserting a row.
Manufacturer This vendor’s manufacturer of the item. This is a
hyperlink to the Companies application. Read-only,
except when inserting a row.
Model Manufacturer’s model number for the item. Read-only,
except when inserting a row.

277
Chapter 11

Catalog # Vendor’s catalog number or product list number for the


item.
Promised Lead Time The vendor’s promised delivery time for the item. This
(Days) can be useful in vendor analysis. The default is zero (0).
Currency Currency of the vendor; this is copied from the vendor’s
record in the Companies application. Read-only.
Last Price Vendor’s price for this item the last time it was ordered
Read-only.
Last Order Date Date of the last order for this item from this vendor.
Read-only.
Tax Code The tax code for the vendor. This defaults to the tax
code specified for the vendor on the Companies
application, if there is one. You can click the Detail
button in this field to display a list of possible tax codes.
Vendor Name Name or description of the vendor. A long description
field is available from this field. Read-only.
Manufacturer Name Name or description of the manufacturer. A long
description field is available from this field. Read-only.
Vendor Disqualified? Yes/No field. Y indicates that currently you may not
purchase from this vendor; N indicates that you may
continue to purchase from this vendor.
Catalog Web Page The URL for the vendor catalog.

Using the Vendors Group Box


Use the Vendors group box to view or enter vendor information for the current
item. If you want to add a new vendor for the item, you can click the Detail

278
Inventory

button in the Vendor field in the table window to display the Select Company
dialog box, which lists all companies recorded in the Companies application.
Select a company and choose OK to return it to the Vendor field. This feature is
also available from the Manufacturer field. This is the tab you use to specify the
bid price a vendor quotes; the bid price for the vendor will be used in the
Purchasing module.
Note that vendors can get automatically added to the table window in the
Vendors group box, when a purchase order with the vendor information is
approved.

Select Value Dialog Box


You can click the Detail button in either the Vendor field or the Manufacturer
field to display the Select Value dialog box. This displays a list of companies
listed in the Companies application; any storeroom locations entered there as
companies that serve as vendors for other storeroom locations are included in the
list.
You can highlight a company and choose OK to return it to the on-screen
Vendor or Manufacturer field. You can filter the list of companies to match only
specific criteria by entering data in the Key field in the Selection Criteria group
box then choosing Refresh. For example, entering “A” in the Key field then
choosing Refresh redisplays the list so that it shows only companies beginning
with the letter “A.”

Select Order Unit Values and Select Issue Unit Values


Dialog Boxes
Click the Detail button in the Order Units field to display the Select Order Unit
Values dialog box with a list of values for the Order Unit field and the Unit
Conversion field. To select a value from the list, highlight a row and then select
OK.

279
Chapter 11

The selected values will be displayed in the Order Unit and Unit Conversion
fields in the Inventory Control application.

NOTE: You can only display the Select Order Unit Values dialog box by
clicking the Detail button in the Order Unit field in the Inventory
Control application. Clicking the Detail button in the Issue Units field
displays the same dialog box; it’s labeled “Select Issue Unit Values”
when displayed from the Issue Unit field.

ISSUES AND TRANSFERS APPLICATION


The Issues and Transfers application is a separate application within the
Inventory module, and is directly accessible from the Inventory main menu. Use
the Issues and Transfers application to issue stock directly to a work order or
against a general ledger account. You can also transfer items out of a storeroom
or transfer items from one storeroom to another.

ISSUES AND TRANSFERS TABS


The Issues and Transfers application is comprised of three tabs:

• Issues – Use the Issues tab to issue items directly to a work order, equipment,
location, or against a general ledger account.

• Transfer Out – Use the Transfer Out tab to transfer items out of your
storeroom to another storeroom, courier, or labor code.

• Transfer In – Use the Transfer In tab to transfer items from another


storeroom to a storeroom, courier, or labor code.

280
Inventory

Toolbar
In addition to the standard toolbar buttons, the following buttons are available
from the Issues and Transfers application’s toolbar:

• Select Reserved Items – Displays the Select Reserved Items dialog box,
where you can view and select from the list of items reserved. In Issues mode,
the dialog box shows work order reservations; in the Transfer modes, it
shows (internal) purchase order reservations.

• Select Items for Transfer – Displays the Select Items for Transfer dialog
box, which you can use to select one or more items to transfer into (Transfer
In tab) or out of (Transfer Out tab) your storeroom.

• Select Equipment Spare Parts – Displays the Select Equipment Spare Parts
dialog box.

USING THE ISSUES AND TRANSFERS APPLICATION


ISSUES TAB
The Issues and Transfers application Issues tab is used to issue items from
inventory. You can issue multiple items to a single work order, location,
equipment, or GL account. Or you can issue one or more items to different work
orders, etc. You can also use the Select Items for Return action in order to return
unused items to inventory. To issue from the Issues and Transfers application,
there must be a storeroom location specified, and you must have authority
(granted via Signature Security) to issue items from that storeroom.
Although items are generally specified in a job plan and issued in conjunction
with specific work orders, it is also sometimes necessary to issue them directly to
a location, or against a piece of equipment, or simply against a GL account,
without a work order number. For example, you might want to charge the costs
of items such as soap, grease, or rags to a location or GL account (rather than

281
Chapter 11

charging the costs to a work order or specific piece of equipment). Whenever


you issue an item, you must make an entry in at least one of the following fields:
Work Order, Location, Equipment, or Debit GL Account. In general, when you
make an entry in one field, one or more of the others will be filled in with default
values associated with the first specified field. For example, if you specify a
work order, the equipment and/or location and/or GL account named on the work
order will also be filled in.
This tab works like the Issue Current Item dialog box except that you can issue
multiple items in a single transaction.

Issuing and Returning Rotating Equipment


When you issue a rotating item, you must specify the individual piece of
equipment you are issuing with an entry in the Rotating Equipment field, and the
location to which you are issuing the equipment in the Location field. Entering a
rotating item in the Item field causes the Select Rotating Equipment dialog box
to appear. Highlight an equipment row and choose OK to specify which rotating
equipment to issue. You can also display the dialog box by clicking the Detail
button in the Rotating Equipment field. The Quantity field for issues of rotating
equipment defaults to 1 and is read-only. If you are issuing multiple rotating
items, an individual table window row is required for each.
When you issue a piece of rotating equipment, a move equipment transaction is
recorded since the item being issued has an equipment number and is being
moved (issued) from the storeroom location to a new location.
You can only use the Select Items for Return action for rotating equipment if the
equipment is in the location you issued it to. If you issue a piece of rotating
equipment, then that equipment is subsequently moved to another location, and
then you try to use Issues and Transfers to return that equipment to inventory,
you will receive a message. You need to use the Move/Modify Equipment dialog
box to move the equipment back to the operating location to which it was
originally issued in order to use Issues and Transfers to return that equipment to

282
Inventory

inventory and have the work order/location against which it was originally
issued credited with the return on the actual material usage transaction.

Do Not “Double-record” Item Usage


If you issue items to a specified work order (or location, equipment, or GL
account) via this application, do not record their usage in the Work Orders
module, and vice versa. If you record items usage in two places, the item will be
subtracted from inventory twice, thereby causing an inaccurate item count. To
protect your inventory records, establish a policy for your site as to whether item
usage will be recorded in the Issues and Transfers application or in the Work
Orders module.
No matter where material issues/usage are originally recorded, the information is
copied to the Actual Materials subtab in Work Orders.

Actions
Select Reserved Items
Select this action to display the Select Reserved Items dialog box, where you can
view information about items that have been reserved for work orders. For items
reserved for work orders, you can view the item number, location, description,
quantity, and operation number for every item listed in the work plan. All the
reservation information is specific to the storeroom location in the Issues and
Transfers application. You can select one or more reservations and copy them to
the Issues and Transfers application. This makes it easy to issue the appropriate
items in the right quantities for specific work orders, without having to manually
enter the information in the Issues and Transfers table window.
This action is also useful if your stock room personnel assemble items together
for work orders. For example, on Monday a stock room clerk could look at all
the work orders scheduled to begin on Tuesday and assemble all reserved items

283
Chapter 11

in advance. The items could then be issued via the Issues and Transfers
application. Once issued, the reserve quantity in inventory is automatically
reduced by the amount of the issue.

Dialog Box Element Description

Request # Request number of the reservation; from the Inventory


Reservations table. Read-only.
Item The item on reserve for the request. Read-only.
Description Description of the item. Read-only.
Qty to Be Issued Quantity of the reservation still to be issued. This is
equal to the total reserve quantity minus the quantity
issued to date (see below). Read-only.
Work Order Work order the items are reserved for. Read-only.
Required Date Date the reserved items are required. Read-only.
Requested By Name of the person requesting or reserving the items.
Read-only.
WO Description Description of the work order. Read-only.
WO Op Work order operation number the reserved items are for.
Read-only.
Total Resrvd Qty Total quantity of this item that was reserved for this
request. Read-only.
Qty Issued to Date Quantity of the reservation that has been issued to date
for this request. Read-only.
Direct Request? An N (No) indicates the reservation is against a
storeroom. Read-only.

284
Inventory

Filter By You can use this group box to limit the list of item
reservations to ones matching the criteria you specify in
the fields.
Work Order Work order number. If you entered a work order in the
Issues and Transfers application, it will be filled in here
as well, and the table window will display only
reservations for this work order.
Requested By Name of the person requesting or reserving the items.
Item The item on reserve for the request.
Request # Request number of the reservation; from the Inventory
Reserves table.
Refresh Use the Refresh button to redisplay the data in the table
window after you have entered data in any of the
Selection Criteria fields, or after you have selected a
different order-by method (see below).

Order By
Request # Order the item reservations by request number. This is
the default.
Required Date Order the item reservations by the required date.
Requested By Order the item reservations by the person requesting.
Item Order the item reservations by item number.

(Buttons)
OK Use the OK button to copy the highlighted reservation
row or rows to the Issues and Transfers application.
Cancel Choose Cancel to exit the dialog box without taking any
action.

285
Chapter 11

Select All Highlights all rows, so you can copy them all.

Copy methods:
To copy an item from the Select Reserved Items dialog box to the Issues and
Transfers table window, use one of these methods:
• To copy a single row, click the Detail button on it, or highlight it and click on
Copy.
• To copy multiple rows, click on the desired rows while holding down the
[Shift] key, then click on Copy.
• To copy all rows, click on Select All and then click on Copy.

TRANSFER OUT TAB

Actions
Select Reserved Items
This action works like the Select Reserved Items dialog box available on the
Issues tab. On the Transfer Out tab, however, the items listed are reserved for
internal purchase orders, rather than for work orders.
You could enter a purchase order in the Selection Criteria group box and choose
Refresh to see items reserved for that internal PO. You could then select any or
all of the reserved items for transfer. The reserved quantity is decremented upon
transfer.
Reservations listed here can be removed by selecting a row and choosing the
Delete button, then OK. Reservations are also removed when the PO is closed.

286
Inventory

TRANSFER IN TAB

Actions
Select Items for Transfer
Choose this action, or the Transfer button on the toolbar, to display the Select
Items for Transfer dialog box. This provides a list of items you can select from
for copying to the Issues and Transfers application.
This shows all the items in the “from” location specified in the Issues and
Transfers application. If no from location is specified, the table window is
empty. You can enter a location in the Location field, or click the Detail button
to display the Select Inventory Location dialog box, from which you can select a
location.

Select Receipts From Transit Location Dialog Box


When you specify an item and a labor or courier location in the Issues and
Transfers application Transfer In tab, Inventory Control automatically fills in the
appropriate data for the transfer if there is only one outstanding receipt for the
item and labor or courier location combination. The Select Receipts From
Transit Location dialog box is displayed when you are transferring in from a
labor or courier location and there are multiple outstanding transit receipts for
the same labor or courier location for the same item (and you have specified that
location and item on the screen).
Highlight the row with the quantity and/or PO information that matches the
transfer you are making. Choose OK to copy that row to the Issues and Transfers
application.

287
Chapter 11

ITEM ASSEMBLY STRUCTURES APPLICATION


Use the Item Assembly Structures application to build and view item assembly
structures. An Item assembly structure (IAS) is a hierarchically arranged set of
inventory items. . The IAS is identified by the item number at the top of the
hierarchy. Use this structure as a template to build hierarchies of locations and of
rotating equipment. Because the IAS is a template, you can use it to build many
copies of these hierarchies.

ITEM ASSEMBLY STRUCTURES TABS


The Item Assembly Structures application is comprised of two tabs:

• Item Assembly Structures – Build, modify, and view item assembly


structures.

• Linked Documents – View documents associated with item assembly


structures.

Toolbar
In addition to the standard toolbar buttons, the following buttons are available
from the Item Assembly Structures application’s toolbar:

• Select Top-Level Item for New IAS – Displays the Select Top-level Item
for New IAS dialog box, which is used to select the top-level item for
creation of a new item assembly structure.

• Copy Item Assembly Structures – Displays the Copy Item Assembly


Structure dialog box, which you use to copy an existing IAS into another IAS
that you are creating or modifying.

288
Inventory

Rotating Items and Rotating Equipment


Two terms are used in this section when talking about things that rotate in and
out of use. They mean almost the same thing, but not quite.

A rotating item is an inventory item, with an item number, and a current


balance (which can be greater than one), multiple instances of which can be used
in a plant. For example, you might track your 10 different 5-horsepower pumps
with the single item identifier PUMP-5HP.

A piece of rotating equipment is an individual instance of a rotating item,


identified by an individual equipment number. For example, your 5-horsepower
pumps might be identified by equipment numbers PUMP501, PUMP502, etc.

USING THE ITEM ASSEMBLY STRUCTURES


APPLICATION
You use the Item Assembly Structures application to view existing item
assembly structures, to create new ones, and/or to edit existing ones.
Item assembly structures are built as templates for instances of
equipment/location hierarchies that you use repeatedly. Rather than “build” the
structure each time for each instance of the hierarchy’s occurrence, you simply
name the IAS in the Item field, and the entire item assembly structure can be
applied to that location or equipment. Equipment records can be created for any
rotating equipment in the structure when applied to equipment; location records
can be created for any rotating equipment in the structure when applied to a
location.
In terms of an equipment hierarchy, an equipment record can be created for each
rotating item within the item assembly structure. The rotating item at the top of
the IAS is given an equipment identifier by applying the IAS to a piece of
equipment. Any lower-level elements in the IAS that are themselves rotating

289
Chapter 11

items need to be given equipment identifiers during the process of applying the
IAS to an equipment record. Items in the structure that are not rotating
equipment will be treated as spare parts of the equipment. They will be listed in
the Spare Parts table window in the Subassemblies and Spare Parts application
for the equipment record created for the parent rotating item. Any children of
nonrotating items in the IAS are treated in the equipment hierarchy as belonging
to the rotating equipment nearest above the item in the IAS. That is, while the
IAS can have multiple levels of nonrotating items—items that have no equipment
number—the equipment hierarchy can only have one level of nonrotating items
beneath an equipment number.
In terms of the location hierarchy, elements of the IAS that are not rotating items
are ignored. But as with equipment, when the IAS is applied to a location, an
operating location record can be created for each rotating item within the IAS.
When the same IAS is applied to both a location and equipment, a location
hierarchy is created that matches the equipment hierarchy. Moving a piece of
equipment with IAS 123 applied into a location with IAS 123 applied would map
the children of the equipment to the corresponding children of the location.

Actions
Select Top-level Item for New IAS
Displays the Select Top-level Item for New IAS dialog box, which is used to
select the top-level item for creation of a new item assembly structure. This
action is also available via the Select button on the toolbar. This action is only
available on the Insert tab, when there is no item assembly structure on the
screen (i.e., with nothing in the Item field).
The dialog box is displayed showing a list of all item records that are not already
the top-level element of an item assembly structure. You can select a single item
and choose OK to make that item the top level item of a new item assembly
structure. If the selected item is in another item assembly structure (at a child

290
Inventory

level) and has children there, a message is displayed asking if you want to copy
those children to the Children table in the Item Assembly Structure application
for this new item assembly structure.
NOTE: It is possible that a rotating item exists at a child level in more than
one IAS, and that it has different descendents beneath it in the different
IASes. If such a rotating item is selected to be the top level of a new
item assembly structure, Item Assembly Structures copies the
descendents from the first instance of the item in another structure that
it encounters.
You can use the Key field in Selection Criteria to limit the list of displayed
items. For example, you could enter MOT in the field to limit the table window
list to only items that have MOT as the first three characters. Use the Refresh
button to redisplay the list so that the key field filter is in effect.

ASSET CATALOG SETUP APPLICATION


The Asset Catalog Setup application provides you with a way to classify assets
using specification templates. You can define specification templates to include
up to five classification levels and as many attributes as necessary to describe
each asset. Once you define these specification templates, you associate them
with the appropriate assets. This allows you to locate specific assets quickly and
easily.

ASSET CATALOG SETUP TABS


The Asset Catalog Setup application is comprised of one tab:

Asset Specification – Use this tab to structure assets into specification


templates. Within each specification, you can define classifications and

291
Chapter 11

attributes that you can organize into hierarchies with selection capabilities to
further organize your assets.

INVENTORY REPORTS
The following reports are available in the Inventory module.
A location must be specified for many inventory reports if selection criteria are
not set to choose inventory records in a defined storeroom location. Thus, for
these reports, if selection criteria are defined as “No Location—Item Master
Information Only,” you must provide location information. The following
reports require a location to be specified, either through selection criteria, or
when inputting criteria for the report: Inventory ABC Analysis Report,
Economic Order Quantity Report, Suggested Order Report, Reorder Point
Report, Inventory Valuation Report, the Item Order Status report, the List of
Expired Items report, and the Item Availability at All Locations report.

Goods Received Note


This report notifies requestors that their goods have been received. The reports
can be run individually or in batch mode. Each report is collated separately so
that each user will receive e-mail or paper report containing only that user’s parts
received since the last time you ran the report. This report is also available in the
Purchasing module.

Inventory Pick Report


A pick list, by work order, for all items needing to be pulled from a designated
storeroom’s inventory for work orders having a target start date of the specified
date.

292
Inventory

• the SQR version of the report prompts for the date and storeroom location
• the Crystal version of the report displays all item locations; the default date is
the system (current) date

ABC Analysis Report


Lists, for a given storeroom location, inventory items’ ABC analysis
information. Running the report determines the ABC category that an item falls
into (A, B, or C). Analysis is based on the quantity of each item ordered year-to-
date and its last cost. The report lists the ABC category and the cycle count
frequency (CCF) of each included item, both prior to and after running the
report. The ABC type is based on the number of items selected, multiplied by the
ABC breakpoints specified in Application Setup. Optionally, the database is
updated with new ABC and CCF values.

Inventory Cycle Count Report


Lists, for a specified storeroom, all inventory items that are due to be cycle-
counted, based on the cycle count frequency and the last count date. Listed are
the item number, location, bin, item description, last count date, and a column to
enter the new count quantity.

Economic Order Quantity Report


For a given storeroom location, displays the optimum economic ordering
quantity for items in the selected result set. The EOQ defines the point at which
inventory ordering costs and carrying costs are in balance. The report lists the
EOQ values both prior to and after running the report. Optionally, the database
can be updated with the new EOQ values.

293
Chapter 11

Suggested Order Report


Lists all inventory items in the selected result set that are due to be reordered, for
a specified storeroom location, based on this calculation: Suggest reorder if
(current balance – reserve quantity + on-order quantity) ≤ reorder point. Lists the
item number, description, current balance, reserve quantity, reorder point
quantity, on-order quantity, and suggested reorder quantity.

Reorder Point Report


Lists the selected set of items and the optimum minimum level to have in stock
based on demand, lead delivery time, and a reserve safety stock. The report lists
the ROP and safety stock values both prior to and after running the report.
Optionally, the database can be updated with the new safety stock and ROP
values.

Inventory Valuation Report


Gives an accounting of the cost of current inventory, for the set of inventory
records in a designated storeroom location. For each item, the item number,
description, current balance, unit cost, and total cost (value) are listed. Item cost
totals are added to provide total inventory cost by location.

Item Order Status


Lists all items on order. For each item, the PR number, status, and quantity are
listed. If a PO has been issued, the PO number, status, quantity, and vendor
delivery date are listed.

List of Expired Items


Lists expired lotted items in a storeroom. Lists item number, description,
expiration date, bin number, lot number, manufacturer lot number, and quantity
of expired items in that lot and bin.

294
Inventory

Item Availability at All Locations


This report is used to list alternate storeroom locations for items found within the
specified storeroom. Lists all items in the user-specified storeroom location and
all other storerooms where the item is located. For each item at the selected
storeroom, the report shows the current balance, reserved quantity, expired
quantity and available quantity, by storeroom location.

Storeroom Material Check Report


Checks reservations against expected receipts and current stock to predict
shortages in the immediate future. The user enters the number of days to check.

Where Used Report


Lists all equipment on which the item is recorded as being used. Lists the item
number and description, equipment number and description, and number of
items used on that piece of equipment. The report can be run for a single item or
for a selected set of item records.

295
Chapter 11

296
CHAPTER 12

PURCHASING

OVERVIEW
The Purchasing module provides tools for creating, processing, and printing
purchase requisitions, requests for quotations, and purchase orders, for recording
invoice information and matching invoices with purchase orders, and for
defining and converting currencies. You can order and receive, and track
invoices for, both materials and services.

Purchase Requisitions and Purchase Orders


• A purchase requisition (PR) is a written request issued internally to a
purchasing department to order items or services. Generate a purchase
requisition from the Inventory application, or enter it in the Purchasing
module. You can assign a purchase requisition’s line items to one or more
purchase orders. A purchase requisition is closed when all its line items are
assigned to a purchase order. A single purchase requisition can list items or
services for several vendors.

• A purchase order (PO) is an authorized order from a purchasing agent or


department to an external vendor. Purchase Orders lets you grant the same
kind of purchasing authority to the person responsible for a storeroom, to
generate an internal PO against another storeroom. You can think of a

297
Chapter 12

storeroom-to-storeroom purchase as a “transfer order” or an “internal PO.” A


purchase order is closed when all of its line items, as well as the invoice with
cost information, have been received. A purchase order can list items or
services for a single vendor only.

Receiving Materials and Services


The Purchasing module makes it possible to order and receive both materials and
services.

• Material receipts might include costs associated with items used for work
done on site by your company’s employees. To record material receipts, use
the PO Material Receipts tab. When inventory items are received against a
purchase order, the quantities and costs in Inventory are updated, and an
inventory transaction is generated.
You can also receive materials not tracked in inventory, but which require a
purchase order. For example, you may order a catered lunch or a new desk,
neither of which would be stored in Inventory or tracked by an item number.
You would, however, want to track their costs on purchase orders and
receipts.

• Service receipts might include costs associated with any service provided by
a vendor or contractor, such as repairs to equipment. The service may be
performed on or off site. You specify service purchases either in terms of a
quantity and a unit cost, or as a single lump sum amount. Whichever terms
you use on the service PO must be the same on the corresponding receipt
transaction, which you record on the PO Service Receipts tab.

Requests for Quotation


A Request for Quotation (RFQ) is a request sent out to a number of (usually)
pre-defined suppliers for prices and conditions for items or services. Using RFQs
allows you to manage quotations in order to make the best purchasing decision.

298
Purchasing

When all quotations are received, they can be compared against one another to
select the one that best meets your criteria.
A Request for Proposal (RFP) is similar to an RFQ, but is generally used for a
large number of items or services. You can use the RFQ application to process
RFPs. Within the RFQ application, RFPs are referred to as RFQs.

Invoices
The Invoices application allows you to record invoices and debit and credit notes
from vendors, and match invoice details against purchase orders and receipts. It
allows you to match multiple invoices to a single PO line item, multiple POs to a
single invoice, or multiple receipts to a single invoice line. It allows you to create
invoices for which there are no receipts. You can distribute costs to multiple GL
accounts and create multiple tax types with varying rates. You can define
tolerance amounts and percentages to ensure that payments are within an
acceptable range of PO amounts, and you can close the PO when the invoice is
approved.
The Invoices application also provides automatic calculation of taxes to be paid
to vendors, full foreign currency support, and integration with Equipment,
Inventory, and Work Orders modules.

Currencies
Currency Management allows you to define a list of vendors and the currencies
they deal in, and to keep exchange rate information up-to-date. You can create
PRs and POs in any of the defined currencies. Upon receipt of goods or services,
Currency Management converts any foreign currency into your base currency,
using current exchange rates. Currency Management likewise converts invoice
prices into your base currency, and provides for totals to be displayed in the
vendor’s currency. Currency Management also converts entries to your base
currency for display in the Inventory and Work Orders modules.

299
Chapter 12

Purchasing Main Menu Items


The Purchasing module has four applications available from the Main Menu.

Purchase Requisitions
Use the Purchase Requisitions application to create purchase requisitions for
items and services, or to create a purchase order from a purchase requisition.
To specify individual items or services for the purchase requisition, use the PR
Lines tab, available in the Purchase Requisitions application.

Requests for Quotation


Use the Request for Quotation (RFQ) application to send requests to suppliers
for prices and conditions for items or services. You can then compare the
responses to make the best purchasing decision.

Purchase Orders
Use the Purchase Orders application to create purchase orders; purchase orders
may be created from purchase requisitions.
To specify individual items or services for the purchase order, use the PO Lines
tab. Purchase order actions let you create blanket purchase orders, releases,
change orders, and price agreements.
To record receipt of items for the purchase order, use the PO Material Receipts
tab; to record receipt of services, use the PO Service Receipts tab. Both tabs are
available in the Purchase Orders application.

300
Purchasing

Invoices
Use the Invoices application to enter invoices and credit notes, to match invoices
to corresponding POs, and to calculate price differences between the order and
the invoice.
To enter line items on invoices use the Invoice Lines tab, available from the
Invoices application.

Currency Management
Use the Currency Management application to identify currencies and exchange
rates. You can then specify a currency for a company (vendor) in other
applications such as Purchase Orders, Purchase Requisitions, and Invoices.

Purchasing and Other Modules


To process purchasing records effectively, it is important to understand the
relationship between Purchasing and each of these modules: Inventory,
Resources, and Work Orders.

Purchasing and Inventory


When you reorder an item from Inventory—using the Reorder Items action—
Inventory Control creates either a purchase requisition (PR) or a purchase order
(PO). A setting in Application Setup lets you specify which will be created. In
addition, the setting determines whether this will be created as approved or
unapproved. There are separate settings for external and internal requests.
When you record the receipt of an item on the PO Material Receipts tab in
Purchase Orders, the application increases the item’s balance, and adjusts both
last cost and average cost (if affected), in Inventory. Purchase Orders also
adjusts received amounts and costs on the PO Material Receipts tab.

301
Chapter 12

Purchasing and Companies


You can analyze a vendor’s cost and delivery time performance, with the View
Vendor Analysis for Item action on the PO Lines tab, which uses data from the
Inventory and Companies applications.

Purchasing and Work Orders


If you raise a service receipt against a work order, you can debit the associated
costs to the general ledger account specified on the work order.

PURCHASE REQUISITIONS APPLICATION


Use the Purchase Requisitions application to create purchase requisitions for
items, supplies, and services. A purchase requisition is a written request issued
internally to a purchasing department to order items and services.

PURCHASE REQUISITIONS APPLICATION TABS


The Purchase Requisitions Application is comprised of three tabs:

• PR –To create, view, and modify purchase requisitions.

• PR Lines – To enter line items for a purchase requisition. Each line item has
information such as item number, quantity, unit cost, required date, and
category for the item.

• Linked Documents –To create links between Purchase Requisitions and the
documents located in your document management system (DMS), on the
network, or on the World Wide Web. Once you create document links, you
can view, modify, and print documents.

302
Purchasing

Toolbar
In addition to the standard toolbar buttons, these buttons are available on the
Purchase Requisitions application’s toolbar:

• Create PO – Displays the Create PO dialog box, where you can create a
purchase order from a requisition record.

• Approve PR – Displays the Approve dialog box, which lets you approve a
requisition with waiting for approval (WAPPR) status.

• Print PR – Displays the Print dialog box, which lets you print the current
requisition or a selected set of requisitions.

• Close PR – Displays the Close dialog box, for setting the status of an
approved PR to closed, which indicates that all line items have been assigned
to POs.
NOTE: In the Purchase Requisitions application, as in other applications for
records that require an approval process, you can edit the fields until
the record is approved (APPR). When the purchase requisition is
approved, these fields become read-only. Any exceptions to this rule
are noted in the field descriptions available in on-line Help.

USING THE PURCHASE REQUISITIONS APPLICATION

Reordering by Batch
To reorder multiple items, choose the Selected Records button on the Reorder
Items dialog box, or choose the Reorder Items action while in Query mode. If
you choose Reorder Items while in Query mode, Purchase Requisitions displays
the Reorder Items dialog box with the Current Item check box grayed out, and
both the Selected Records button and Group by Vendor selected. Purchase

303
Chapter 12

Requisitions generates a PR line item for every item whose available balance is
below the reorder point.

PR LINES TAB
Use the PR Lines tab to enter items, services, or supplies for a purchase
requisition. The Total Cost field reflects the total cost of all the items listed in
the table window. If you are entering a series of items, you may want to fill in
some of the Default Table Data fields for fields with consistent entries to speed
up data entry.
NOTE: In the PR Line Items application, as in other applications for records
that require an approval process, you can edit the fields until the
record is approved (APPR). Once the purchase requisition is
approved, these fields become read-only. Any exceptions to this rule
are noted in the field descriptions available in on-line Help.

Item and Location


If your organization has multiple storerooms, make sure that the entry in the
Storeroom Location is valid for each line item you enter. Items are ordered for a
specific storeroom, unless the Issue on Receipt? field is set to Yes.

REQUEST FOR QUOTATION APPLICATION


The Request for Quotation (RFQ) application provides you with the ability to
create requests and store quotations to assess which order most meets your
needs.
A Request for Quotation is a request that is sent out to one or more potential
suppliers, who are usually listed in the Companies application but can be added

304
Purchasing

to a request if you want to. In the request, you can ask for specific costs and
conditions for the delivery of an item or service.
You create an RFQ when:
• The stock count of a stocked item has dropped below a certain level and you
need to make another bulk order.
• A requisition is received for an item or service that requires a quotation each
time the item or service is ordered, due to price or other requirements.
• Someone at your site requests a quote for an item or service. This can be for a
typically stocked item or for a unique item not usually ordered, such as a
special order or non-stocked item.
• Commodity bulk buying needs to be done for a certain period of time. This is
typical for many items with common commodity codes. The quotation might
not be copied to a PO immediately, but the pricing is set.
If you are a registered user at the mroRFQ website, you can send RFQ line items
out for bid on the reverse auction web site, then download bids from the web site
back to your RFQ application.
When the quotations are received, they are entered into the application one at a
time. Bids downloaded from the mroRFQ website are entered automatically. At
the end of the process, the quotations are reviewed and one quotation is
accepted. This quotation is then converted to a purchase order or purchase
agreement. This depends on the procurement flow within the organization.

305
Chapter 12

REQUEST FOR QUOTATION APPLICATION TABS


The Request for Quotation application is comprised of five tabs:

• RFQ – to enter general information about the RFQ, including a description of


the RFQ, the desired date of the response, the close date of the RFQ, and
other information pertinent to this specific quotation

• RFQ Lines – to enter the line items or services that require quotations,
including the items, quantities desired, and other item-specific information.

• Vendors – to enter the vendors to whom the request for quotation is intended
to be sent.

• Quotation Lines – to enter the quotations received by vendors over the


telephone, fax, etc., including such data as the item, quantity, unit cost, taxes,
and other order type information

• Linked Documents – to view other documents associated with RFQ

Toolbar
In addition to the standard toolbar buttons, the following buttons are available in
the Request for Quotation application:

• Copy PR Line Items to RFQ – displays the Copy PR Lines to RFQ dialog
box

• Change RFQ to Ready – displays the Ready dialog box

• Print RFQ – displays the Print dialog box

• Complete RFQ – displays the Close dialog box

• Create/Copy to PO – displays the Create/Copy to PO dialog box

306
Purchasing

RFQ LINES TAB

Actions: Add/Modify Offerings


Define Online RFQ Defaults
Use this dialog box to specify the attributes to be inherited by all online offerings
created from RFQ Lines items for the current RFQ. Online offering items are
specially formatted for uploading to the reverse auction area of the MRO.COM
website, mroRFQ.
NOTE: You must be a registered user at mroRFQ to post RFQ lines as reverse
auction offerings online.

Dialog Box Element Description

RFQ RFQ number and description fields.


Online RFQ Desc Specify the description you want to appear with the
RFQ on the mroRFQ screens at the MRO.COM website.
Current Date Plus Specify the number of days from today to open the
bidding.
Open Date Specify a date to open the bidding. Click the Detail
button to display the Date/Time dialog box on which
you can choose a date.
Open Time Specify the time for bidding to open.
Open Date Plus Specify the number of days from the open date to the
close of the bidding.

307
Chapter 12

Close Date Specify a date to close the bidding. Click the Detail
button to display the Date/Time dialog box on which
you can choose a date.
Close Time Specify the time for bidding to close.
Private This optional security attribute means the RFQ offering
details will be visible only to bidders you invite.
Anonymous This optional security attribute means your company
name will not be visible to bidders or site visitors.
List as Featured Choose this optional attribute if you want the RFQ
Online RFQ to be listed as a Featured Online RFQ on mroRFQ.
MRO Software will charge you a fee for including your
RFQ in Featured Online RFQs.
Number of Bids Enter the number of lowest bids from individual
To Download bidders that you want to download from mroRFQ each
time you click the Get Bids button in the Manage
Offerings dialog box.
Save Settings Choose the Save Settings checkbox if you want your
entries and selections to be saved as the defaults for
future RFQs. If you do not choose Save Settings, you
will need to reset the items in this dialog box the next
time you open it.

Add/Modify Offering Information


Selecting Add/Modify Offering Information displays the Add/Modify Offering
Information dialog box.
This dialog box has two purposes: to allow you to provide additional offering
information and to convert the RFQ line into a format that can be uploaded and
displayed on the mroRFQ screens at the MRO.COM website.

308
Purchasing

The Add/Modify Offering Information dialog box is not available until the
following three criteria are met:
1. You have created RFQ lines.
2. The RFQ status is READY or PRINT.
3. You have set online RFQ defaults in the Define Online RFQ Defaults dialog
box.

Offering Information Tab


Use this tab to view noneditable online RFQ default values for RFQ line
information. All fields on this tab except the item description are read-only.
You may edit the item description. Potential bidders will see the item description
you enter here in several places on the mroRFQ screens at MRO.COM. The item
description appears in the Item column on an RFQ Details page, and as the
description for the item on the Offering Details page. The item description also
appears in the Description column of the Manage Offerings dialog box.

Offering Details Tab


The Offering Details tab shows item unit information. Enter or choose values for
the online offering.

NOTE: You must be a registered user of the mroRFQ screens at MRO.COM


to post RFQ lines as reverse auction offerings online.

Dialog Box Element Description

Line # Line number generated by RFQ.


Item and Description When this offering is posted online, the item description
will appear in the Offering column on the RFQ Details

309
Chapter 12

page, and as the description for the item on the Offering


Details page.
Quantity Enter the quantity of the item for which you want to
request quotes.
Order Unit In the Order Unit field, click the Detail button to display
the Select Order Unit Values dialog box. Highlight the
appropriate line, and click OK.
Starting Price Enter a starting price. The starting price is the highest
acceptable bid. This is the price initial bids must meet or
be lower than. Entering a value in the Starting Price
field is optional. If you enter a value in the Starting Price
field, bids above this price will not be accepted by
mroRFQ.

Attached Documents Tab


Use the Attached Documents tab to include a linked document as an attachment
to an online RFQ. Any documents that appear on the Linked Documents tab of
the RFQ application will appear on this tab with a default Attach? value of N
(no). If you want a document to be posted with an RFQ or an offering as an
attachment downloadable by bidders, change the N to Y (yes).
PDF (portable document format, created via Adobe Acrobat) files are the only
kind of document file format that may be attached to online RFQs or offerings.
You may not attach a PDF document to an offering after it has been posted to
mroRFQ at MRO.COM.

Manage Offerings
Selecting Manage Offerings displays the Manage Offerings dialog box. Use this
dialog box to send RFQ line items as offering items to the mroRFQ screens at

310
Purchasing

MRO.COM. Use this dialog box also to retrieve bids for offerings from the
mroRFQ screens at MRO.COM.

NOTE: You must be a registered user at mroRFQ to post RFQ lines as reverse
auction offerings online.

Dialog Box Element Description

(Table Columns)
RFQ The RFQ number.
Line # The RFQ line number.
Description The item description from the Add/Modify Offering
Information dialog box.
Status The status of the online RFQ offering.
NOT POSTED: the offering has been created but has
not yet been posted to mroRFQ.
POSTED: the offering has been posted to mroRFQ.
CLOSED WITH BIDS: the offering has closed with at
least one bid.
CLOSED WITHOUT BIDS: the offering has closed
without any bids.
MAXIMO UPDATED: closed offering bid information
has been downloaded from mroRFQ to the RFQ
application.
Status Date The date/time associated with the current status.

311
Chapter 12

Message The place where error messages or other information


useful to the user will display.
Online RFQ ID The unique auction ID number assigned to the offering’s
RFQ. Click the online RFQ ID number to display the
Detail button. Click the Detail button to display the
Offering Details page on MRO.COM mroRFQ for that
offering.

(Buttons)
Post/Verify Sends highlighted RFQ offerings from the RFQ
application to mroRFQ.
Get Bids Retrieves bids from mroRFQ.
Filter Displays the Define Filter dialog box. Make selections
here to limit the bids downloaded from mroRFQ.
Select All Selects all offering lines.
Remove Rows Removes highlighted rows from the current view of the
table. Does not delete rows.
Cancel Closes the Manage Offerings dialog box without
performing any actions.
Help Displays help for this dialog box.

Synchronize Vendors Dialog Box


When you get bids from a closed online RFQ and there are any discrepancies
between a company or contact as entered by a bidder at mroRFQ and the
company or contact as entered in the Companies application, the Synchronize
Vendors dialog box is displayed.

312
Purchasing

Use this dialog box to compare a vendor or contact as recorded in your


Companies application to vendor data downloaded from mroRFQ.
Preview Companies application records in the bottom half of the dialog box.
Select an action, whether to create a new contact in your database, to link
incoming vendor data to an existing contact in your database, or to update
contact information in your database. Click Match Vendors to take the action.
Your Companies application record will be automatically updated accordingly.
The contact and bid information will be automatically entered on the Quotation
Lines tab when the Synchronize Vendors dialog box closes.
You can also elect to dismiss a vendor’s bid. Use the Skip Vendor button to
ignore the bid from the vendor displayed in the mroRFQ Vendor / Contact
section of the dialog box.
NOTE: You must be a registered user at mroRFQ to post RFQ lines as reverse
auction offerings online.

Dialog Box Element Description

RFQ and Line # The RFQ number, description and line number.
mroRFQ Company and contact name and address
Vendor / Contact information as entered by the bidder online.
MAXIMO Companies application company and contact
Vendors / Contacts names and information.

(Buttons)
Match Vendors Click to link the company and contact as entered
online with the company and contact in your
Companies application.
Cancel Exits the dialog box without performing any actions.

313
Chapter 12

Skip Vendor Ignores the bid from the company contact displayed in
the mroRFQ Vendor / Contact section of the dialog
box.
Help Displays help for this dialog box.

(Actions)
Create Contact Select this option to create a new contact for the
company selected in the MAXIMO Vendors /
Contacts section of the dialog box.
Create Link Select this option to update the contact selected in the
table portion of the MAXIMO Vendors / Contacts
section of the dialog box with the online bidder
contact information from MRO.COM mroRFQ. Future
bids from this contact will be automatically entered
into the Quotation Lines tab without displaying the
Synchronize Vendors dialog box.
Update Contact Select this option to overwrite a selected contact in
your Companies application with new information as
entered by an online bidder.

PURCHASE ORDERS APPLICATION


Use the Purchase Orders application to create purchase orders, either from
purchase requisitions, requests for quotation, or from scratch. You can also
create blanket purchase orders, releases, pricing agreements, and change orders.

314
Purchasing

PURCHASE ORDERS APPLICATION TABS


The Purchase Orders application is comprised of five tabs:

• PO – Use the PO tab to create, view, and modify POs, either from PRs or
from scratch.

• PO Lines – Use the PO Lines tab to enter line items on the PO. It also
contains summary information from the Material Receipts and Service
Receipts tabs.

• Material Receipts – Use the Material Receipts tab to report materials


received on a PO.

• Service Receipts – Use the Service Receipts tab to report services received
on a PO.

• Linked Documents – Use the Linked Documents tab to create links between
Purchase Orders and the documents located in your document management
system (DMS), on the network, and/or on the Web. Once you create
document links, you can view, modify, and print documents.

Toolbar
In addition to the standard toolbar buttons, these buttons are available from the
Purchase Orders toolbar:

• Copy PR Line Items to PO – Displays the Copy PR Line Items to POs


dialog box.
• Approve PO – Displays the Approve dialog box, which lets you approve a
purchase order with waiting for approval status (WAPPR).
• Print PO – Displays the Print dialog box.
• Close PO – Displays the Close dialog box.

315
Chapter 12

NOTE: In the Purchase Orders application, as in other applications for


records that require an approval process, the fields are open to change
until the record is approved (APPR). Any exceptions to this rule are
noted in the field descriptions available in on-line Help. When the
purchase order is approved, these fields become read-only.

PO LINES TAB
Use the PO Lines tab to enter line items on a PO. You can enter line items
manually, copy them from a requisition, or create them from an RFQ (Request
for Quotation). Purchase Orders also displays summary information from the
Material Receipts tab or Service Receipts tab on this tab. If you are entering a
series of items, you may want to fill in some of the Default Table Data fields for
fields with consistent entries to speed up data entry.

NOTE: On the PO Lines tab, as in other applications for records that require
an approval process, you can edit the fields until the record is
approved (APPR). Any exceptions to this rule are noted in the field
descriptions available in on-line Help. Once the purchase order is
approved, these fields become read-only.

316
Purchasing

View Vendor Analysis for Item


Dialog Box Element Description

Item Details
Location The storeroom location of the item. Table window data
refers to the item at this location.
Primary Vendor The primary vendor for the item at this location. Note
that this can be another storeroom location, if that
storeroom location has been entered in the Companies
table. The description is shown along with the primary
vendor identifier.
Catalog # Primary vendor’s catalog number for the item.
Manufacturer Manufacturer of the item; both the identifier and the
description are shown.
Model Manufacturer’s model number for the item.

(Table Window)
Vendor Identifier of the vendor for the item.
Manufacturer Identifier of the item manufacturer.
Model The manufacturer’s model number for the item.
Currency Base currency of the vendor.
Total # Complete POs The total number of completed POs for this item from
this vendor.
Last Price Actual price for the item on most recent invoice.
Average Price Average price of the item from all deliveries.

317
Chapter 12

Last Order Date Date of most recent order.


Promised Delivery Vendor’s quoted delivery time, in days.
Time (Days)
Last Delivery Time Vendor’s most recent actual delivery time, in days.
(Days)
Avg Delivery Time Vendor’s average delivery time, in days, calculated
(Days) from actual delivery times.
Percent On Time Percentage of times the vendor delivered within the
promised delivery time.
Contact Name Name of contact at vendor.
Contact Phone # Contact’s phone number.
Quantity Received Quantity of items received, all deliveries.
Quantity Rejected Quantity of items that were rejected, all deliveries.
Percent Rejected The percentage of the total quantity received that was
rejected.
Vendor Name The description or name of the vendor, from the
Companies table.
Catalog # Vendor’s catalog number for the item.

PO MATERIAL RECEIPTS TAB


Use this tab to enter information about items received on an approved PO. You
can copy all the PO line items to the Material Receipts tab's table window if the

318
Purchasing

entire order has been received, or you can enter partial receipts. You can also
record receipt of the materials ordered on the PO and note any discrepancies
between what you ordered, received, and rejected.
Each time you record an item receipt, Purchase Orders creates an inventory
transaction for that item. Purchase Orders increases the balance of the item at its
primary location by the quantity of the receipt and decreases the quantity on
order by the quantity received.
If you report an actual cost (in the Unit Cost field on the Material Receipts tab)
that is different from the cost value listed in the Standard Cost field on the
Inventory Control tab, Purchase Orders automatically updates the Average Cost
field and Last Cost field in Inventory.
Once you close the PO, the fields on the Material Receipts tab become read-only
(including Invoice # and cost fields).

PO SERVICE RECEIPTS TAB


The Service Receipts tab lists information about services received on an
approved PO. Use this tab to record any services received against an approved
purchase order. You can copy all the PO line items to the Service Receipts table
window if all services have been received, or you can enter partial receipts.
The recording of service receipts on the Service Receipts tab generally follows a
sequence of events like this:
• A contractor or vendor submits a claim.
• Someone at your company who has the authority to check the cost of services
approves the receipt.

319
Chapter 12

COPY PR LINE ITEMS TO PO DIALOG BOX

Set Blank Vendor to Primary Vendor


If the Vendor column for an item is blank on the Copy PR Line Items to PO
dialog box, i.e., if the item comes from a purchase requisition for which the
vendor is not specified, you can set the vendor to the primary vendor as follows:
• Click the Filter button to display the Define PR to PO Filter dialog box.
• Select the Sort tab.
• Check Set Blank Vendor to Primary Vendor.
You can use this method to indicate that the primary vendor is to be used for any
line item without a vendor named. If the Copy PR Line Items to PO dialog box is
sorted by vendor, you can re-sort the table after using this action.

INVOICES APPLICATION
Use the Invoices application to record vendor invoices as you receive them. The
invoice you create in Invoices may represent one of these invoice types:
• An invoice related to a single purchase order – you enter information such as
the invoice number, corresponding PO number, any receipts recorded for the
PO, and information specific to the invoice.
• An invoice related to many purchase orders – you enter general invoice data
on the Invoice tab, then list the related POs on the Invoice Lines tab.
• An invoice without a related purchase order – typically, such an invoice
represents a bill for which there is no purchase requisition or purchase order.
You just enter invoice-specific information. This could be appropriate if, for
example, you receive an invoice for a rent or phone bill.

320
Purchasing

INVOICES APPLICATION TABS


The Invoice application is comprised of the following tabs:

• Invoice – Use to enter, edit, and delete invoices, credit notes, or debit notes,
to change the invoice status, and to view the invoice's status history.

• Invoice Lines – Use to enter line items on the invoice.

• Linked Documents – Use to view other documents associated with an RFQ.

Toolbar
In addition to the standard toolbar buttons, these buttons are available from the
Invoices toolbar:

• Copy PO Lines to Invoice – Displays the Copy PO Lines to Invoice dialog


box. Use it to:

• copy line items to the Invoice Lines tab line, from purchase orders,
services, or receipts.

• perform a trial match for materials (between the invoice, the purchase
order, and any related receipts).

• Distribute Costs – Displays the Distribute Costs dialog box, on which you
spread the cost of an individual invoice line to more than one general ledger
account, work order, location, or piece of equipment.

• Allocate Services – Displays the Allocate Services dialog box, which allows
you to prorate the cost of standard services over some or all of the invoice
line items.

• Approve – Displays the Approve dialog box, on which you can change an
invoice’s status from entered, waiting for approval, or hold, to approved.

321
Chapter 12

• Hold – Displays the Hold dialog box, where you specify that payment for an
invoice should be put on hold.

NOTE: In the Invoices application, as in other applications for records that


require an approval process, you can edit the fields until the record is
approved (APPR). Once the invoice is approved, these fields become
read-only. Any exceptions to this rule are noted in the field
descriptions available in on-line Help.

INVOICE LINES TAB


Use the Invoice Lines tab and its actions to:
• Enter invoice line items.
• Make changes to order units and standard services.
• Enter multiple POs for a single invoice.
• Perform a trial match between invoice, receipt, and PO.
• Distribute costs across line items.
• Add taxes to the cost of line items.
• Add standard service costs to the cost of line items.
NOTE: On the Invoice Lines tab, as on other applications for records that
require an approval process, you can edit the fields until the record is
approved (APPR). Once the invoice is approved, these fields become
read-only. Any exceptions to this rule are noted in the field
descriptions available in on-line Help.

322
Purchasing

Distribute Costs Dialog Box


Dialog Box Element Description

NOTE: If the invoice line has a PO Line # and you have received the line
using the Material Receipts or Service Receipts tab, the entire
line on the dialog box is read-only.
Line # Line number generated by Invoices. Read-only.
Percent The percent of invoice line cost represented by the cost
distribution line you are entering. If there is an entry in
the Invoice Quantity field and you change the percent,
Invoices recalculates the quantity and line cost. If there
is an entry in the Line Cost field and you change the
percent, Invoices recalculates the line cost.
Work Order Work order number. You can click the Detail button on
this field to display a list of open, approved work orders.
Read-only if the invoice line has a PO Line # and you
have received the line using the Material Receipts or
Service Receipts tab. You can provide a default for this
field in the Default Table Data section of the Invoice
Lines tab.
Location Location where the materials or services were used,
displayed from the PO line. Read-only if there is a
purchase order line reference.
Charge to Store? Yes indicates that the cost for this line item should be
accumulated in the Inventory Cost field on the
equipment with which this line is associated. You can
change this field to Y only if the line item is for a
service. Read-only if there is a purchase order line
reference.

323
Chapter 12

Equipment If the Charge to Store? field is set to Yes, this is the


equipment to which costs for the service should be
charged. To see a list of valid entries—non-capitalized,
rotating equipment—click the Detail button on this field
(in Insert mode only). The Debit GL Account field
defaults to the rotating suspense account on the
equipment identified in this field.
If the Charge to Store? field is set to No, the Debit GL
Account field for the line defaults to the GL account for
the equipment identified; clicking the Detail button in
this field now displays the Drilldown dialog box.
Required if the Charge to Store? field is Yes. Read-only
if there is a purchase order line reference.
Debit GL Account Account code for the general ledger account to be
debited the cost of this invoice line item, taken from the
PO line (if one is specified).
Read-only if there is a purchase order line reference.
Credit GL Account Account code for the general ledger account to be
credited for this cost distribution line. The default
account code is the accounts payable suspense account
from the Companies table.
Invoice Quantity Enter the quantity to be charged to the work order,
location, equipment, or debit GL account named for this
line, or leave this field blank and enter either a line cost
or percent instead. If you enter a quantity here, Invoices
automatically updates the percent. Read-only if the
Quantity field on the Invoice Lines tab is empty.
Unit Cost Unit cost of the item, displayed from the Invoice Lines
tab. Read-only.

324
Purchasing

Line Cost If the Invoice Quantity field is blank, you can enter in
this field the amount to be charged to the work order,
location, equipment, or debit GL account named for this
line. If you enter a line cost here, Invoices automatically
updates the percent. If there is an entry in the Invoice
Quantity field, Invoices multiplies the quantity by the
unit cost to calculate the amount in this field.
WO Op (Work Optional. The work order’s work plan operation number
Order Operation #) associated with this line item. Read-only if there is no
entry in the Work Order field.

(Buttons)
OK Saves the entries you have made on the dialog box. If
the cost distribution line cost and quantity totals on this
dialog box don’t match the line cost and quantity
specified for the invoice line on the Invoice Lines tab,
you will get a warning.
Cancel Closes the dialog box without saving any changes.
Insert Row Inserts a new cost distribution line.
Delete Row Deletes the highlighted cost distribution line.
Undelete Row Undeletes any highlighted rows that have been marked
for deletion.
Help Displays help for this dialog box.

325
Chapter 12

Copy PO Lines to Invoice Dialog Box


Materials Tab

Dialog Box Element Description

Item Item number.


Description Item description.
Uninvoiced Quantity Number of items not yet invoiced.
Unit Cost Cost at which the item was received.
Line Cost Value of the quantity not yet invoiced, calculated as
Uninvoiced Quantity × Unit Cost.
Rejected Quantity Number of items rejected.
Received Date Date and time the order was received.
Packing Slip Packing slip number.
PO Line # Purchase order line item number.
Loaded Cost Line cost plus taxes and standard services.
Tax Applicable tax on the item.

(Check Boxes)
Save Settings Click in this check box to establish the current
settings—the table window and the sort order—as
defaults for the next time you display the Copy PO
Lines to Invoice dialog box.
Show Uninvoiced Click in this check box to have Invoices display only

326
Purchasing

Items Only those material receipt line items that have not yet been
invoiced.

(Buttons)
Select All Highlights all line items.
Combine Matches multiple receipt lines to a single invoice line.
The item numbers on the lines you highlight must be the
same; if not, this button is not enabled. For example,
you may accept three deliveries of a part, but use just
one invoice line to cover all the deliveries. Once you use
this button, the Cancel button becomes Close.
Trial Match Instructs Invoices to attempt matches of received
material line items to the total entered on the Invoice
tab. You must have specified a single PO number in the
Invoices application, and have entered a value in either
the Invoice Total or Pretax Total field; this button
cannot be used for multiple POs on a single invoice.
When you use the Trial Match button, Invoices searches
for all material receipt transactions not yet invoiced for
the entered PO, grouping them by actual transaction
date. Invoices highlights any matching lines in the table
window of the dialog box.
To judge a match, Invoices determines whether the total
for any group of transactions (grouped by date received)
matches (within tolerance) the result of this equation:
Invoice Total = Line Cost - all other special charges
Special charges include line items entered on the invoice
that have no PO line number reference; they were added
as a result of the invoice, and were not on the original
order. For example, a standard service charge for

327
Chapter 12

installation, or freight not specified on the PO, could be


a special charge.
OK Copies all currently selected items from the dialog box
to the Invoice Lines tab, creating an invoice matching
the entries.
Cancel Closes the dialog box and returns the cursor to the
Invoice Lines tab. This button name changes to Close
after you take an action on the dialog box.
Help Displays help for the Materials tab.

Order By The Order By radio buttons let you specify the primary
sort for ordering the PO lines. Within each sorting
category, items (or lines) are listed by date received, in
ascending order.
Item Sorts the PO lines by item number.
Received Date Sorts the PO lines by the date the item is received.
Packing Slip Sorts the PO lines by the packing slip number.

Services Tab

Dialog Box Element Description

Description Description of the service, displayed from the PO line.


Uninvoiced Quantity Quantity received but not yet invoiced.
Unit Cost Unit cost of the service received.
Uninvoiced Cost Cost of service not yet invoiced.

328
Purchasing

Claim # Claim number from the service transaction.


Received Date Date the service was provided.
PO Line # Purchase order line item number.
Line Cost Cost for the service.
Tax Applicable tax on the service.

Check Boxes
Save Settings Click in this check box to establish the current
settings—the table window and the sort order—as
defaults for the next time you display the Copy PO
Lines to Invoice dialog box.
Show Uninvoiced Click in this check box to have Invoices display only
Items Only those service receipt line items that have not yet been
copied to an invoice.

(Buttons)
Select All Highlights all line items.
Combine Matches multiple service receipt lines to a single invoice
line; all must have the same PO Line #. Once you use
this button, the Cancel button becomes Close.

OK Copies all currently selected items from the dialog box


to the Invoice Lines tab, creating an invoice matching
the entries.
Cancel Closes the dialog box and returns the cursor to the
Invoice Lines tab. This button name changes to Close
after you take an action on the dialog box.
Help Displays help for the Services tab.

329
Chapter 12

Order By The Order By radio buttons let you specify the primary
sort for ordering the PO lines. Within each sorting
category, items (or lines) are listed by Received Date, in
ascending order.
Claim Number Sorts the PO lines by claim number.
Received Date Sorts the PO lines by the date the item is received.
PO Line # Sorts the PO lines by purchase order line number.

PO Lines Tab

Dialog Box Element Description

PO Line # Purchase order line item number.


Item Item number (if it was specified).
Description Description of the item or service, displayed from the
PO line.
Uninvoiced Quantity Quantity still to be invoiced.
Unit Cost Cost per unit.
Uninvoiced Cost Cost of items or services not yet invoiced.
Unit Standard unit by which the item is ordered, such as
dozen or case.
Conversion Factor The value used to convert the order unit to the issue
unit, and vice versa.
Line Cost Cost of the line item.
Tax Applicable tax on the line item.

330
Purchasing

(Check Boxes)
Save Settings Click in this check box to establish the current settings
as defaults for the next time you display the Copy PO
Lines to Invoice dialog box.
Show Uninvoiced Click in this check box to have Invoices display only
Items Only those receipt line items that have not yet been copied to
an invoice.

(Buttons)
Select All Highlights all items.

OK Copies all currently selected items from the dialog box


to the Invoice Lines tab. Using this button does not
create an invoice matching the entries.
Cancel Closes the dialog box and returns the cursor to the
Invoice Lines tab. This button name changes to Close
after you take an action on the dialog box.
Help Displays help for the PO Lines tab.

CURRENCY MANAGEMENT APPLICATION


Use the Currency Management application to identify currencies and exchange
rates. Once you’ve done so, you can specify a currency for a company (vendor)
in other applications such as Purchase Orders and Invoices. If you enter purchase
requisitions and issue purchase orders in a foreign currency—the currency of the
vendor—Currency Management converts the prices to base currency upon
receipt of goods or services, or when you record the invoice, purchase
requisition, or purchase order.

331
Chapter 12

USING THE CURRENCY MANAGEMENT APPLICATION

Define Filter
Use Setup/Define Filter to restrict the display in the Exchange Rate table
window in the Currency Management application.
On the Define Filter dialog box specify a date range using the Start field, End
field, or both. These date range settings determine which transaction records are
displayed. Any data entered on a date falling outside the range you specify is not
displayed in the Exchange Rate table window.
By limiting the date range, you improve the speed at which Currency
Management performs.
If you click the Defaults button, the Start field displays the current system date
minus 30 days, and the End field remains blank.
If you keep the defaults, transaction records generated in the last 30 days
(counting back from the system date) are displayed in the table window. (You
can change defaults via MAXIMO.INI; see your system administrator for more
information.)
You can click the Detail button in the Start field or the End field to display the
Date/Time dialog box, a graphical calendar you can use to reset the date.
Choosing the All Dates check box displays all transaction records for the
selected set and disables the Start and End date fields.

! Example To see only the exchange rate transactions reported after April 1, 1997,
enter 04/01/97 in the Start field and leave the End field blank.

To see the exchange rate transactions reported between April 1, 1997 and
April 15, 1997, enter 04/01/97 in the Start field and enter 04/15/97 in the
End field.

332
Purchasing

PURCHASING REPORTS
This section describes reports available in the Purchasing module.

Standard Purchase Requisition


This report is the primary printout for a purchase requisition; it includes vendor
and shipping information as well as information for each item requested.

Quotation Analysis
This report offers a detailed analysis of the quotations received to help in
deciding which quotation is best. The information contained in the report can
vary, depending on the needs of individual users or sites. Analysis can be done
based on price, lead time, delivery date, percentage of items that can be supplied,
etc.

Request for Quotation


This report contains the RFQ information for each vendor listed in the RFQ
Vendor list. The quotation may be sent to any number of listed vendors, and may
go by fax, e-mail, or printed paper. The RFQ report will give the information
needed for the vendor to give the quote. The report will have extra columns
blank for the vendors to enter a response and be able to send it back in the form
sent. This would allow faxing, e-mailing or sending back the same form.

Goods Received Note


This report notifies requestors that their goods have been received. The reports
can be run individually or in batch mode. Each report is collated separately so
that each user will receive e-mail or paper report containing only that user’s parts
received since the last time you ran the report. This report is also available in the
Inventory module.

333
Chapter 12

Inventory Receipt Register


This report lists all purchase orders and inventory received for the user-specified
time frame. Displays item, item description, received location, inventory
quantities received and rejected, and purchasing quantities received and ordered.
Totals are generated by purchase order.

Direct Purchase Back Order Report


This report provides a list of all items ordered as a direct purchase (any ordered
specifically for a work order, which is listed on the PO line) not received by the
required delivery date. The report includes the following information: the work
order number, the PO number, the item number, the order date, the required date,
the vendor, the vendor delivery date, the quantity ordered, and the quantity
received.

Standard Purchase Order


This report is the primary printout for a purchase order; it includes vendor and
shipping information, as well as information on all items to be purchased.

Purchase Order Status Report


This report lists all purchase orders whose status has changed during a certain
time period. There are two versions of this report:
• The SQR version lists all purchase orders whose status has changed within
the user-specified date range; the status change is based on the status date.
The purchase orders are sorted by status, and for each, the description, the
ordered date, required date, vendor and base cost are shown.
• The Quest version lists all purchase orders whose status has changed on the
system (current) date; the status change is based on the status date.

334
Purchasing

Purchase Orders by Vendor


This report lists purchase orders for each vendor showing the PO lines and the
total for each PO.

SELF SERVICE APPLICATIONS OVERVIEW


Self Service Applications is a browser-based module that you may have
available at your site. It allows you to easily handle many day-to-day tasks via
your Web browser. You can:
• Monitor your online inbox for tasks assigned to you.
• Search for and order items or services you need.
• Complete the order process by registering items or services as received.
• Report equipment or facility problems.
• Enter work requests.
• Check on the status of work requests you or others have entered.
For detailed information on these features and how to use them, check the online
help available in Self Service Applications.

E-Commerce Capability Using MAXIMO


Your site may have acquired the browser based Self Service Applications. These
applications, along with supporting technology, make e-commerce possible.

E-commerce technology enables the electronic purchasing of items and


services.

335
Chapter 12

To engage in e-commerce transactions, both your own company and the supplier
need to be e-commerce enabled. E-commerce suppliers will have their catalog
available at the mroHosting Center or an external website. Both the supplier and
the buyer may have relationships approved and accounts set up with each other.
Users generate requisitions via the browser based Self Service Applications,
which include searching and requisitioning screens. Your site can be set up to
automatically generate approved POs from these requisitions and route them
directly to an e-commerce enabled supplier. Or the requisitions can be routed
through Workflow to the purchasing agent or other appointed individuals in your
company. Once a requisition has become an approved PO, the PO is sent to the
supplier via an OAG XML transaction. Further transactions and notifications
regarding the PO and its status can be handled electronically, with no paperwork
involved.
The e-commerce transactions between the buyer and the supplier are as follows:
The transactions initiated from the buyer can include:
• PO Transaction - this transaction sends the PO to the supplier and is the first
transaction sent to the supplier.
• Cancel PO - this transaction sends the PO cancellation notice to the supplier.
The transactions initiated from the supplier can include:
• Acknowledge PO – this transaction confirms that the PO was received by the
supplier and is the first transaction received back from the supplier.
• Vendor Order Status – this transaction is generated once the PO information
has been reviewed by the supplier and relays any issues related to the order to
the buyer and requisitioner.
• Advance Ship Notice (ASN) – this transaction provides information detailing
the intent to transport a specific quantity of items from a supplier to a single
destination.

336
Purchasing

• Invoice – this transaction provides invoicing information on items shipped.


For supplier companies you regularly do business with, you will want to create a
Companies record in MAXIMO and fill out its E-Commerce Details section.
Purchasing agents may want to create a Labor record in MAXIMO. Creating a
Labor record gives them the ability to receive transaction email notifications,
like Vendor Order Status or Advance Ship Notice. A system administrator could
also set this record up for them. The requisitioner can receive these same
notifications, if they also select the TRANSEMAILELECTION in the Profile
Page of MAXIMO Buyer.

337
Chapter 12

338
CHAPTER 13

LABOR

OVERVIEW
The Labor module contains information about labor—employees and
contractors—and crafts.

You can create labor records that provide a detailed accounting of hours
worked, individual pay rates, and overtime worked and refused.

In addition, you can create craft records to represent groups of employees.


Typically, the craft name reflects the type of work done by these employees; it
may also indicate a ranking by expertise. For example, you could have a craft for
“mechanic, first class,” or “carpenter’s apprentice.” You can specify a pay rate
and overtime scale for a craft so that all members of the craft are automatically
assigned the same rates.
Both labor and craft records may have calendars assigned to them. Calendars
provide shift, vacation, and holiday information which can be used to schedule
work.
Another feature of the Labor module is the ability to report actual labor usage by
labor or craft, via the Labor Reporting application.

339
Chapter 13

Labor Menu Items


Four applications are available from the Labor menu.

• Labor – Create, modify, and view employee records.

• Crafts – Create, modify, and view craft records. The table window in this
application lists the labor associated with each craft record.

• Labor Reporting – Report the work that was performed and the total number
of hours worked.

• Labor Groups – Displays existing Work Queues and allows you to define
new ones.

Labor and Other Modules


Labor records are used in job plans and work orders.
• When you create a job plan in the Job Plans module, you refer to labor and
craft records that have been created in the Labor module.
• When you assign work or report on actual work performed in the Work
Orders module or in the Labor Reporting application in the Labor module,
you refer to labor and craft records.
• The calendars you create in the Calendars module can be applied to specific
labor or craft codes to indicate their regular working hours. Note that if you
intend to use the optional MAXIMO Scheduler to schedule work orders, you
must assign a calendar to the labor and/or craft records that would be used
on the work orders.

340
Labor

LABOR APPLICATION
Use the Labor application to create, modify, and view worker records. You can
provide detailed information about a worker's pay rate, overtime worked and
refused, special skills, and qualifications.

LABOR APPLICATION TABS


The Labor application is comprised of two tabs:
• Labor – To add, modify, and view labor records for employees and
contractors
• Linked Documents – To view other documents associated with labor

CRAFTS APPLICATION
Use the Crafts application to create and work with craft records. A craft
represents a group of workers. Typically, the craft name reflects the type of work
done by these people and can also indicate a ranking by expertise.

CRAFTS APPLICATION TABS


The Crafts application is comprised of two tabs:
• Crafts – To add, modify, and view craft records
• Linked Documents – To view other documents associated with crafts

341
Chapter 13

LABOR REPORTING APPLICATION


The Labor Reporting application is used to report the type and total numbers of
hours of work performed. This application is designed to report labor hours by
worker or craft instead of by work order. You can use the Labor Reporting tab
for "timecard" reporting.

LABOR REPORTING APPLICATION TABS


The Labor Reporting application is comprised of one tab:
• Labor Reporting – To report actual labor usage

Actions
Select Operation
This action is only available by clicking the Detail button as described below; it
is not available from the Actions menu.
If you enter a work order number in the Work Order field on the Daily Time
table window, click the Detail button in the Op (operation) field to display the
Select Operation dialog box. Valid work plan operations are listed on this dialog
box—you can copy one to the Op field.
To choose an operation, double-click it, or highlight it and click OK. In either
case, the dialog box is closed and the selected operation is placed in the Op field.
To close the dialog box without selecting an operation, click Cancel.

342
Labor

LABOR GROUPS APPLICATION


You can use the Labor Groups application to view existing Labor Groups and to
define new ones. Once you have defined these groups, you can go to the Labor
Groups field of a work order and select a predefined Labor Group. You will then
see only labor in the Lead Craft Field that has been included as part of that
group.

343
Chapter 13

344
CHAPTER 14

CALENDARS

OVERVIEW
A calendar is defined by a start date, an end date, and the shift to be worked.
You can also designate non-working time and holidays. Use the Calendars
application to indicate working time for equipment, craft, and labor records. A
single calendar record can be referenced by any number of labor, craft, or
equipment records.
You are likely to need more than one calendar definition. For example, you
might use these calendars:
• DayShift calendar—for the first shift of work
• EveShift calendar—for the second shift of work
• Equip calendar—working time calendar for equipment uptime
• Jones calendar—working time calendar for an individual worker
You can apply one or more shifts to a calendar. You can also define shifts with
complex repeating patterns in the Define Shift Pattern dialog box.
In calculating downtime for a piece of equipment, Calendars checks the
equipment's calendar to see when the equipment is supposed to be operational.

345
Chapter 14

To display the Calendars application, choose the Calendars option from the icon
on the Main Menu.

Shifts
A shift is a general definition of working time—it is not specific to any dates.
You choose the days of the week to be considered working days, then designate
the start and end times for work. For example, you can create a shift called First,
which has these properties:
• working days are Monday through Friday
• work starts at 7:00 a.m.
• work ends at 3:00 p.m.
• work hours for the day total 8
You can schedule explicit breaks by entering multiple start and end times for
each working day. You can also create shift definitions that do not reflect the
usual working time at your company but would be useful to have in case a
special work situation comes up. For example, you can define a Saturday shift.
Once a shift is defined, you can apply it to a calendar. Then, after you have
created a calendar, you can use it on labor, craft, locations, and/or equipment
records to specify working time.

Holidays and Nonworking Time


You can use the holidays list to define nonworking time. In creating the holidays
list, remember that the calendar(s) to which you apply the list can define working
time for more than one person. Thus, you are likely to want to include only the
“official” company holidays in the standard list.
Later, if you apply the holidays list to a calendar, you can apply any number of
the holidays in the list. There is just one standard list of holidays, but you are not
required to apply all of the holidays in the list to a given calendar.

346
Calendars

To specify nonworking time for an individual or a group, you can use the Apply
Nonworking Time action. Be careful, however, that you do not apply
nonworking time to a calendar for people who should be working over the
specified dates.

Sequence for Creating Records


The sequence in which you create calendar, shift, and optional holiday records is
important. Since you must apply a shift record to the calendar in order to specify
working time, and must have a calendar in place to specify holidays, we suggest
this sequence for creating records:
• shift record(s)
• calendar record(s)
• holidays and nonworking list record(s), if used

Sequence for Applying Records to a Calendar


The sequence in which you apply shift, holiday, and vacation records to a given
calendar is crucial—if there is a discrepancy between working and nonworking
time defined on these records, the last option used will override the effect of the
preceding option(s).
For instance, you apply a holidays list to your DayShift calendar and then apply
a shift definition. The shift’s working days will override the holidays applied,
and the result will be all working time without any holiday nonworking time;
that is, the result will be the same as if you had not applied the holidays list.

Calendars and Other Modules


For a full discussion of how the MAXIMO Scheduler uses calendars to
determine availability of labor, crafts, and equipment in scheduling work orders,
see the following section, Calendars and the MAXIMO Scheduler.

347
Chapter 14

Calendars and Labor


In the Labor module, you can specify a calendar for an individual employee or
contractor, or for a craft (a category of workers, such as Mechanic or Carpenter),
to define working time.

Calendars and Equipment


When you create an equipment or location calendar, you can apply a single shift
or multiple shifts to represent the equipment’s or location’s operational time.

CALENDARS AND THE MAXIMO SCHEDULER


The MAXIMO Scheduler is an optional module that you can use to schedule
work orders. It schedules work orders based on equipment availability, craft and
labor availability, and work order priority. The availability is determined from
the calendars specified for the equipment and the labor. If you use the MAXIMO
Scheduler, you must assign calendars to equipment, labor, and crafts that are
referenced on the work orders to be scheduled.
This section provides an overview of the MAXIMO Scheduler, and how
calendars are used with the Scheduler. For more information on how to use the
Scheduler, see the MAXIMO Scheduler User’s Guide.

Overview of the Scheduling Process


Here is an overview of how to begin the work order scheduling process:
1. In the Work Order Tracking application, select a set of work orders to be
scheduled. The Scheduler uses the target dates shown in the Scheduling
Information area in Work Order Tracking as a starting point to generate a
scheduled start and a scheduled finish.

348
Calendars

2. Select Schedule Work Orders from the Actions menu, which displays the
main Schedule Work Orders dialog box.
The MAXIMO Scheduler allows you to:
• schedule work orders on a resource-leveled basis, to the day and the hour
• include equipment availability as a consideration in the scheduling
• display a bar chart schedule
• display a resource-availability histogram

Craft and Labor Availability and the Scheduler


For labor you will typically use a calendar with just one shift applied to it. For
example, you could apply a shift called “First” to a calendar called “DayShift.”
In determining availability, Calendars looks at the calendar of each individual
who has a record in the Labor table, to see when each person is working.
To specify a calendar for an individual, enter it in the Calendar field in the
Details area of the Labor tab in the Labor application. The Calendar field is a
hyperlink to the Calendars application.
If individuals are assigned to a craft, Calendars will add together the availability
of all the people working at the same time to get the craft availability.

349
Chapter 14

! Example If five people are on a calendar that starts at 8 a.m. and finishes at 4 p.m.
Monday through Friday, there are 40 work hours per day and 200 work
hours per week. If you add to the craft four more laborers, on a calendar
working from 12 p.m. to 8 p.m., availability becomes:

• 5 work hours per hour from 8 a.m. until 12 p.m.


• 9 work hours per hour from 12 p.m. until 4 p.m.
• 4 work hours per hour from 4 p.m. until 8 p.m.

To specify a calendar for a craft, enter it in the Calendar field in the Details area
of the Crafts application. The Calendar field is a hyperlink to the Calendars
application. If you like—for instance if you are running a high-level schedule—
you can request that Calendars determine availability by the calendar applied to
the craft.

! Example You want to create a “high-level” schedule for your mechanics. Rather than
running a schedule based on each individual’s availability, by labor record,
you could run a schedule for the ME1 (mechanic 1st class) craft, which
represents a whole group of workers.

Equipment Availability and the Scheduler


Though it is easy to see why you want to define working time for people, it may
not at first be apparent why you would set up a calendar for equipment.
The main reason is this: in order to schedule work orders, the Scheduler needs to
know when the equipment will be operational and when it will not be; it is the
equipment’s calendar’s shifts that specify the operational (working) time. The
Scheduler will schedule work orders on that equipment when it is not in
operation, if downtime is required.

350
Calendars

Note that the calendar is also used to calculate downtime:


• If a piece of equipment has a calendar with shifts applied, downtime is
calculated based on the periods of time during which that piece of equipment
would normally be “up” and operational.
• If a piece of equipment has a calendar but no shifts applied, downtime is
calculated as 0 (zero); Calendars in this case assumes that the equipment
would not normally be up.
• If a piece of equipment has no calendar, downtime is just elapsed time.
Since a piece of equipment could easily be available for more than a standard
eight-hour shift, you might apply multiple shifts to a single calendar. For
example, you could apply a first shift (7:00 a.m. to 4:00 p.m.) and a second shift
(4:00 p.m. to 12:00 a.m.) to the calendar that specifies company working time for
equipment uptime. (Alternatively, you could use a single “stretched” shift such
as 7:00 a.m. to 12:00 a.m.)
To specify a calendar for a piece of equipment, enter it in the Calendar field in
the Details area of the Equipment application. The Calendar field is a hyperlink
to the Calendars application.

Guidelines
This section provides guidelines for setting up calendars to represent equipment
availability.
• When creating an equipment calendar, the shift(s) applied to the calendar
should represent when the piece of equipment is in operation, not when the
equipment is down and can be worked on. The Scheduler uses the
nonoperating time for availability.
• If downtime is required for a piece of equipment and no calendar is assigned
to the equipment, Calendars displays a dialog box with the message:

351
Chapter 14

“The following work orders requiring equipment downtime have no


equipment calendars.”
The calendar nonworking time information is used to create a resource profile in
the MAXIMO Scheduler. These resultant resources and resource profiles are
named for the calendar defining the equipment’s working time. The “calendar”
resources default to an availability of 100; the default can be set in the
MAXIMO.INI file.

If You Are Going to Schedule Work Orders


If you plan to schedule work orders, you should specify calendars for the
equipment so that the Scheduler can determine when the equipment is available
to be worked on. The calendar specified for the equipment should indicate the
time when the equipment is in operation. If downtime is required, the Scheduler
will then schedule work orders on that equipment when it is not in operation.

! Example The packaging line calendar, Packline, has shifts applied that define its
working time as 8:00 a.m. to 12:00 midnight. Thus, any maintenance work
for the packaging line equipment should be scheduled between 12:00
midnight and 8:00 a.m. (on the night shift).

The work order specifying maintenance work for the packaging line
equipment calls for 2 mechanics, for 4 hours.

The Mechanics calendar specifies that just 1 mechanic is available on the


night shift Friday, Saturday, and Sunday. However, 2 mechanics are
available on the night shift Monday through Thursday. The Scheduler will
schedule this work order for the next night shift falling on Monday through
Thursday.

352
Calendars

CALENDARS APPLICATION TABS


The Calendars application is comprised of two tabs:

• Calendars – To enter, view, and modify calendars

• Work Periods – To enter, view, and modify work periods for the current
calendar

Toolbar
In addition to the standard toolbar buttons, these toolbar buttons are available
from the Calendars application:

• Show Date – Displays the Show Date dialog box, which lets you view the
month calendar for a particular date.

• Define/Apply Shifts – Displays the Define/Apply Shifts dialog box, which


you use to define and apply shifts.

• Define/Apply Holidays – Displays the Define/Apply Holidays dialog box;


the holidays list can be applied to calendars.

353
Chapter 14

354
CHAPTER 15

RESOURCES

OVERVIEW
This application provides resources routinely used in maintenance
management—companies, tools, and service contracts. Other modules can access
the resource records.

Resources Menu Items


The following applications are available from the Resources menu:

• Companies – Maintains information on vendors, manufacturers, and other


companies. Several other modules access this application.

• Tools – Maintains information on the tools used to do maintenance work.


This information is referenced in job plans and on work orders. Use of tools
generally has an associated cost, which is carried on work orders.

• Service Contracts – Maintains information on equipment service contracts


with vendors or manufacturers. These contracts can be referenced from the
Equipment module and the Work Orders module.

• Labor Groups – Displays existing Labor Groups and allows you to define
new ones.

355
Chapter 15

Resources and Other Modules


We recommend that you enter data in the companies, tools, and service
contracts, as this data is used extensively throughout the system:
• When you create item records (Inventory module) and generate purchase
requisitions and orders (Purchasing module), Resources uses vendor data
stored in the Companies table.
• When you write job plans (Job Plans module) and create work orders (Work
Orders and Preventive Maintenance modules), Resources uses data stored in
the Tools and Work Assignment tables.
• When you create equipment records (Equipment module), Resources uses
data stored in the Service Contracts table.

COMPANIES APPLICATION
The Companies application maintains detailed information on vendors,
manufacturers, and other companies. You can also enter your own company's
storeroom locations here so that these locations become "vendors" for internal
purchase orders (i.e., transfers from one storeroom location to another). You
must enter company information in the Companies application before other
modules, such as Inventory and Purchasing, can access it.

356
Resources

COMPANIES APPLICATION TABS


The Companies application is comprised of four tabs:

• Company – to enter, view, and modify information on vendors,


manufacturers, and other companies

• Addresses – to enter, view, and modify information about people to contact


and mailing addresses for a company

• Contacts – to enter, view, and modify information about the people you need
to contact at the company

• Linked Documents – to view other documents associated with companies

USING THE COMPANIES APPLICATION

Entering a Storeroom Location as a Company


If your company has storeroom locations that supply other storeroom locations,
you can add these supplying storerooms as “companies” to the Companies
application so that they can be recognized in MAXIMO as “vendors.”
You can add (create) storeroom locations only in the Inventory module. When
you do, MAXIMO gives you the choice of adding the storeroom to the
Companies application to use as a vendor for internal requests. If the storeroom
is to be used as a vendor for other storerooms, you should respond Yes to the
prompt in Inventory to add the storeroom to Companies.
If you have not added a storeroom location to the Companies application via
Inventory, and you want to identify it as an internal vendor for other storerooms,
then you should add the storeroom name as a “company” in the Companies

357
Chapter 15

application. Then, use the Select Location dialog box to associate the storeroom
and the “company” so that Companies recognizes it as a valid vendor.

Setting up a Supplier Company for E-Commerce


If you are e-commerce enabled and would like to engage in e-commerce
transactions with a supplier, the supplier also needs to be e-commerce enabled.
To be e-commerce enabled, the supplier’s catalog needs to be available at the
mroHosting Center or another external hosting site.
A relationship may also be set up with the supplier in order for proper pricing
and availability information to be available. This may also include the setup of
account numbers and/or customer identification numbers.
Additionally, a record for the supplier which you regularly do business with can
be set up in the Companies application. Specific information regarding the
supplier can be entered in the E-Commerce Details section of the company
record.

TOOLS APPLICATION
The Tools application maintains information on the tools used in maintenance
work. When you write job plans (Job Plans module) and create work orders
(Work Orders and Preventive Maintenance modules), Tools uses data stored in
the Tools table of the Tools application. Be sure to enter records here for major
tools (cranes, back hoes, cement mixers, etc.) so that the MAXIMO Scheduler
will take them into account as required resources when calculating start and
finish dates for major projects.

358
Resources

TOOLS APPLICATION TABS


The Tools application is comprised of two tabs:

• Tool – to enter, view, and modify information on the tools used for
maintenance work

• Linked Documents – to view other documents associated with tools

SERVICE CONTRACTS APPLICATION


The Service Contracts application maintains information on equipment service
contracts you have with vendors or manufacturers. Once you have created an
equipment record in the Equipment module, you can use the Service Contracts
application to create a contract (or multiple contracts) and associate it with the
equipment.

SERVICE CONTRACTS APPLICATION TABS


The Service Contracts application is comprised of two tabs:

• Contract – to enter, view, and modify information on service contracts


between your company and vendors

• Linked Documents – to view other documents associated with service


contracts

359
Chapter 15

RESOURCES REPORTS
The following reports are available in the Companies application in the
Resources module.

Purchase Orders by Vendor


This report lists each purchase order by vendor. You can choose whether to have
line items listed or not. For each vendor, the report lists the vendor name,
address, and contact. For each vendor PO, the report lists the PO number and
description, the PO status, and the order date if the PO was approved. The total
number of POs for each vendor is also provided (SQR only). If line items are
listed, the item number and description, the unit cost, and the total line cost are
shown.

Summary of Inventory Values by Vendor


Lists the cost of inventory, by vendor. The report also shows details of the
expected cost based on on-order quantities on outstanding approved POs, the
cost of the minimum inventory level, and the cost of inventory above the
minimum level.

360
INDEX

Equipment, 237
Operating Locations, 247
—A— Archiving data, 74
Arithmetic operators, 124
ABC Analysis report, 147, 293 ASCII order of characters in a query, 124
About…(Help menu), 109 Asset Catalog
Account components. See GL accounts setup, 67
Actions Menu, 91 Assign Individual dialog box (Work
Actuals/Labor tab Manager), 178
Planned Labor action, 170 Assign Labor option
validation for dates and times, 169 Labor List screen, 189–91
Actuals/Materials Tab Assign Work Order to Labor dialog box
Negative Availability dialog box, 171 (Labor List screen), 190
Planned Materials action, 170 Assignment Options dialog box (Work
Actuals/Tools tab Manager), 178
Planned Tools action, 171
Add/Modify Labor option, 188–89
Add/Modify Offering Information dialog —B—
box, 308
Alphanumeric fields, 40–41 Browse mode, 121, 134
Amount fields, 42
Application Bar, 29
Application Database Columns report, 156 —C—
Application launch fields, 51
Application modes (overview), 120–21 Calendars, 345
Application Setup, 73 and equipment, 348
Applications and labor, 348
actions, 92 and the MAXIMO Scheduler, 348–53
defined, 64 holidays, 346–47
exiting, 82 interaction with other modules, 347–48
fields, 31 scheduling work orders, 348–53
key fields, 31 sequence for creating records, 347
launching third-party applications, 73 shifts, 346
modes, 32 vacations, 346–47
starting, 27 Calendars, 71–72
table windows, 32–37 Campaign Generation, 207
Apply Item Assembly Structure action Changing passwords, 27
361
Index

Charge to Store? field


Invoice Lines tab, 323
—D—
Chart of Accounts, 73 Daily Maintenance Schedule by Supervisor
Child work orders, 167 report, 143, 194
Choose System for Relation dialog box, 249 Daily Work Order Assignments report, 145,
Clear All 196
Edit menu, 83 Data
Clear Screen (toolbar button), 111 archiving, 74
Close Database option (File menu), 63 deleting, 83, 111
Companies, 72 Database
storeroom locations as, 357 deleting data from, 83, 111
Companies application Database Columns. See Application
usage, 357 Database Columns report
Components. See GL accounts Database configuration, 73
Condition monitoring (equipment), 68 printed reports, 156
Contractors, 71 Database management
Copy Item Assembly Structure action, 291– interactive SQL, 74
92 Date and time fields, 42–44
Copy PR Line Items to PO Date/time validation (Actuals/Labor Tab),
Set Blank Vendor to Primary Vendors 169
action, 320 Decimal value fields, 41
Copying rows from dialog boxes, 167 Default table data (table windows), 36–37
Costs Define Filter, 107
equipment, 232 Currency Management application, 332
Count (Records) (View menu), 89 sample dialog box, 107
Crafts. See also Labor Define Online RFQ Defaults dialog box,
availability for scheduling work orders, 307
349–50 Delete Assignment option
defined, 339 Work Order List screen, 187
Crafts, 71 Delete Record
Currencies, 299 Edit menu, 86
Currency Management, 69 Delete Row(s) (Table menu), 83
Currency Management application Deleting data, 83, 111
Define Filter, 332 Delinquent Work Order report, 143, 195
purpose, 331 Detailed Equipment Failure Report by
Current balance (items) Machine, 254
Negative Availability dialog box, 171 Detailed Failure Report by Location, 151,
Current query, 122 255
Current Query (View menu), 89 Detailed Failure Report by Machine, 149
Current result set, 122 Dialog boxes, 64
Custom Applications, 72 copying rows from, 167

362
Index

Direct Purchase Back Order report, 154, 334 Work Orders, 166
Double-click fields, 37 Duration fields, 44
Downtime
analyzing unplanned, 160, 232
calculating unplanned, 159, 231 —E—
planned, 230, 350–53
reporting, 230–32 EAS. See Equipment assembly structures.
unplanned, 230, 231–32 See Equipment assembly structures
Downtime (equipment), 71 Economic Order Quantity report, 147, 293
Drilldown dialog box Edit menu, 84
displaying, 215–17 Editing
drilling through equipment assembly keystroke combinations, 115
structures, 225 Employee groups. See Crafts
drilling through location systems, 221–22 Employee Job Assignments report, 145, 196
icons, 217–19 Employee records. See Labor; Labor
Options dialog box, 229–30 Reporting
right mouse button menu options, 226–29 Employees. See Labor. See Crafts; Labor
showing location path from top, 229–30 Equipment, 67–68. See also Equipment
switching between location and application; Condition Monitoring
equipment views, 225–26 application
switching between system and type and calendars, 348
views, 223 availability for scheduling work orders,
system initially displayed, 221 350–53
usage, 214–30 downtime reporting, 158–60
View Equipment Information option, 228 interaction with other modules, 234–35
View Equipment’s Path option, 228 planned downtime, 350–53
View Location Information option, 227 printed report, 149
View Location’s Path option, 227 rotating, 289
View Locations From Parent Level rotating (defined), 235
option, 228 Select Equipment Spare Parts dialog box,
View Parents for Networked Location 182
option, 227 spare parts. See also Select Equipment
View Work Orders and PMs option, 226– Spare Parts action
27 Spare parts, 182
viewing equipment, 224–25 tracking costs, 232
viewing locations, 220–24 viewing in Drilldown dialog box, 224–25
viewing locations by system, 222–23 Equipment application
viewing locations by type, 223 Apply Item Assembly Structure action,
viewing top-level equipment, 230 237
Duplicate Record, 94 toolbar buttons, 236–37, 236–37, 236–
connections to other records, 95 37, 236–37
Duplicating records View Equipment Move History action,
243–44
363
Index

Equipment assembly structures, 68 field data types, 40


defined, 211 illustration, 119
drilling through using Drilldown dialog numeric fields, 41–42
box, 225 Fields, 37–59
elements, 212–13 alphanumeric, 40–41
illustration, 212 amount, 42
items, 213 application fields, 31
spare parts, 213 application launch, 51
subassemblies, 212 date and time, 42–44
top-level element, 212 decimal value, 41
Equipment Cost Rollup report, 143, 194 double-click, 37
Equipment Hierarchy report, 149, 254 duration, 44
Equipment History Graph, 150 field data types, 40
Equipment History Graphs report, 254 floating point value, 42
Equipment Measurement report, 150, 255 foreign key, 49–51
Estimated labor requirements GL account, 52–59
Select Planned Labor dialog box, 170, hidden (defined), 51
183 icons, 39–51
Estimated tool requirements integer value, 41
Select Planned Tools dialog box, 171 key fields, 31, 39
Estimated vs. Actual Work Order Costs long description, 48
report, 143, 195 numeric, 41–42
Event tracking, 157–58 read/write, 45
Exit read-only, 45
File menu, 82 red dot, 59–60
Main Menu, 63 required, 38, 46
MAXIMO session, 63 setting defaults, 105–6
synonym value list, 48
time, 43
—F— value list, 47–48
Yes/No, 45
Failure Code Hierarchy report, 152, 256 File menu, 78
Failure codes, 68 on Main Menu screen, 62–63
Failure Codes Finish Assignment action
viewing, 182 Work Manager application, 181
Failure Count by Equipment report, 255 Finish Assignment option
Failure hierarchies (equipment), 68 Labor List screen, 193–94
Field data types, 40 Floating point value fields, 42
Field delimeters (GL account codes), 53 Foreign key
Field icons, 39–51, 137 fields, 49–51
alphanumeric fields, 40–41 Forms (defined), 30
date and time fields, 42–44
364
Index

Navigate menu, 99
—G—
Get Next Record (toolbar button), 113
Get Previous Record (toolbar button), 113 —I—
GL Account Navigator dialog box, 56–59
placeholders, 57 IAS. See Item assembly structures
GL accounts, 52–59 Icons
component sequence, 53–54 Drilldown dialog box, 217–19
components, 53–59 field, 137
displaying, 58–59 field (illustration), 119
entering, 56–58 message, 136–37
field delimeters, 53 message (illustration), 119
fully defined accounts, 55–56 Insert Menu, 92
mandatory, 54–56 Insert mode, 121, 136
merger of codes after changing equipment Insert Record
parent, 241 toolbar button, 111
merger of codes after moving equipment, Integer value fields, 41
240 Interactive SQL, 74
optional, 54–56 Interrupt Assignment action
partially defined accounts, 55–56 Work Manager application, 179
tracking records via, 52–56 Interrupt Assignment option
Goods Received Note, 146 Labor List screen, 191–93
Goods Received report, 153 Inventory, 66–67
and Work Orders, 163
defined, 259
interaction with other modules, 260
—H— Negative Availability dialog box (Work
Help Orders), 171
Contents, 108 printed reports, 146
Main Menu, 63 reserved items, 272–74, 283–86
Help menu, 107–9 selecting order/issue units, 279–80
Hidden fields transfers. See Issues and Transfers
defined, 51 vendors, 277
Hierarchies Inventory Control application
defined, 211 purpose, 260
equipment, 289–90 Select Company dialog box, 279
location, 289–90 Select Order Unit Values action, 279–80
Holidays toolbar buttons, 264
defined, 346 usage, 264
holidays list, 346 View Reservations action, 272–74
sequence for creating records, 347 Inventory Cycle Count report, 147, 293
Hyperlink, 73 Inventory Pick report, 146, 292
Inventory Receipt Register report, 154, 334
365
Index

Inventory Valuation report, 148, 294 Items, 66–67


Invoice Lines tab and equipment, 213
combining receipt lines, 327, 329 issuing, 283–86
Invoices, 69, 299 issuing rotating, 282–83
combining receipt lines, 327, 329 Negative Availability dialog box (Work
Invoices application Orders), 171
toolbar buttons, 321–22 reservations, 272–74, 283–86
Issue Current Item action, 268 rotating, 282–83, 289
field descriptions, 268 selecting order/issue units, 279–80
Issues and Transfers, 67 vendors, 277
Issues and Transfers application. See also
Issues and Transfers application—Issues
mode; Issues and Transfers application— —J—
Transfer In mode; Issues and Transfers
application—Transfer Out mode Job plans
purpose, 260 and work orders, 166
Issues and Transfers application—Issues defined, 201
mode interaction with other modules, 202
Select Reserved Items action, 283–86 restarting job plan sequences in PMs, 200
Select Rotating Equipment dialog box, Job Plans, 70
282–83 and Work Orders, 162
Issues and Transfers application—Transfer Job Plans application
In mode purpose, 202
Select Items for Transfer action, 287 toolbar buttons, 203
Select Receipts From Transit Location Jumps, 107
dialog box, 287
Item assembly structures, 67, 289
applying to equipment, 237 —K—
applying to locations, 247
copying, 291–92 Key fields, 39
Item Assembly Structures application inserting value automatically, 93
Copy Item Assembly Structure action, Keyboard
291–92 combinations, 114–17
purpose, 260
Select Top-level Item for New IAS
option, 290–91, 290–91 —L—
usage, 289
Labor, 71
Item Availability at All Locations report,
adding, 188–89
295
and calendars, 348
Item Order Status report, 148, 294
Assign Individual dialog box, 178
Item/location records, 66
assigning, 189–91
366
Index

availability for scheduling work orders, operating, 68


349–50 operating locations defined, 244
defined, 339 overview, 244–45
deleting assignments, 187 viewing by system, 222–23
finishing assignments, 177, 193–94 viewing by type, 223
interaction with other modules, 340 viewing in Drilldown dialog box, 220–24
interrupting assignments, 191–93 Lock Out/Tag Out, 70, 206
matching to work, 185, 187–88 Long description fields, 48
modifying, 188–89
Planned Labor action, 170
rescheduling assignments, 186 —M—
splitting assignments, 187
starting assignment, 179, 191 Main Menu, 61
View Planned Labor action, 183 on Navigate menu, 104
work time calculation (work orders), 177 Main Menu screen, 62–64
Labor List screen Maintenance Cost by Equipment report,
Add/Modify Labor option, 188–89 151, 255
Assign Labor option, 189–91 Maintenance Cost by System report, 152,
Assign Work Order to Labor dialog box, 256
190 Manage Offerings dialog box, 310
Finish Assignment option, 193–94 Match Labor List to Work option, 185
Interrupt Assignment option, 191–93 Match WO List to Labor option, 187–88
Match WO List to Labor option, 187–88 Material Receipts tab, 69
matching labor with work, 185 Material Receipts table window (Invoices)
Refresh List option, 188 combining receipt lines, 327
Select Rows option, 187 field descriptions, 326–28
Labor Reporting, 71 Material Related Issues report, 256
Labor Reporting application Material Related Issues Report, 151
Select Operation dialog box, 342 Materials
List of Expired Items report, 294 receiving, 298
List Where Clause dialog box, 134 MAXIMO
Location hierarchies, 213 About…(Help menu), 109
Location Hierarchy report, 152, 256 ending a session, 63
Location systems exiting an application, 82
drilling through, using Drilldown dialog starting a session, 26
box, 221–22 starting an application, 27
viewing locations by system, 222–23, 229 MAXIMO on the Web (Help Menu), 109
Location systems MAXIMO Scheduler
defined, 213 and calendars, 348–53
Locations and craft and labor availability, 349–50
and Work Orders, 162 and equipment, 350–53
labor (transit), 67 menu bar
Edit menu, 84
367
Index

Help menu, 107–9 vacations, 346–47


Menu bar, 62 Numeric fields, 41–42
application screens, 76–109
Edit menu, 77
File menu, 77, 78 —O—
Help menu, 77
items, 76 Open Database option (File menu), 62
Main Menu screen, 62 Operating locations, 68
View menu, 77 defined, 244
Menu bar (illustration), 29 failure codes, 68
Message icons, 136–37 Operating Locations application
illustration, 119 Apply Item Assembly Structure action,
Mnemonics (in queries), 128 247
Modes Choose System for Relation dialog box,
Browse, 134 249
Insert, 136 Select Child Location dialog box, 250
Modify, 135 Select Rotating Item dialog box, 250
overview, 120–21 Operators
Query, 121–34 arithmetic, 124
Modify mode, 121, 135 relational, 129
Modules, 62–64 Options dialog box (Drilldown dialog box),
Mouse option menu (Drilldown dialog box), 229–30
226–29 Order units (Inventory)
Move/Modify Equipment action selecting, 279–80
and rotating equipment, 282 Other Applications dialog box, 141
field descriptions, 239–43 Overview (Help menu), 108
Show Only Top Level Equipment
checkbox, 243
Work Orders, 168 —P—
Parent work orders, 167
Passwords
—N— changing, 27
Navigate Menu, 98 Placeholders (GL Account Navigator dialog
Negative Availability dialog box box), 57
Actuals/Materials tab, 171 Planned downtime
New (Record) with AutoNumber Insert defined, 230
menu, 93 equipment calendars and scheduling work
New Row (Insert menu), 95 orders, 350–53
Next (Record) (Navigate menu), 98 Planned Labor action, 170
Nonworking time Planned Materials action, 170
holidays, 346–47 Planned Tools action, 171
368
Index

Plans, 70 printed reports, 153


PMs. See Preventive Maintenance purchase orders (defined), 297–98
PO Lines table window (Invoices) purchase requisitions (defined), 297
field descriptions, 326–28
POs. See Purchase orders
PR Lines tab, 304 —Q—
usage, 304
Preventive maintenance Query mode, 120, 121–34
work orders, 68 Querying. See also Overview; Previous
Preventive Maintenance, 66 Record; Next Record
Preventive Maintenance application advanced, 128–34
toolbar buttons, 199 arithmetic operators, 124
Preventive maintenance records ASCII order of characters, 124
defined, 66, 197 basic, 122–27
interaction with other modules, 198 defined, 122
printed reports, 145 editing Where clauses, 131–33
restarting job plan sequence, 200 listing Where clauses, 134
Previous Record (Navigate menu), 99 relational operators, 129
Print Form (File menu), 79, 112 result set, 122
Printed reports saving Where clauses, 133
listing by module, 143 SQL Where clauses, 128–34
overview, 139 SQL Where clauses defined, 122
Projected PM Labor Requirements report, using on-screen fields, 126–27
145, 200 using SQL Where clauses, 130–31
PRs. See Purchase requisitions using wildcards, 125–26
Purchase Order Status report, 155, 334 Quick Reporting, 65
Purchase orders, 69 Quick Reporting application
defined, 297–98 creating new work orders, 173–74
internal, 286 purpose, 161
internal (defined), 298 reporting on open work orders, 174
specifying vendors, 320 Quick Reporting screen
Purchase Orders application toolbar buttons, 172
toolbar buttons, 315 Quotation Analysis report, 153
Purchase Orders by Vendor report, 155,
335, 360
Purchase requisitions, 69 —R—
defined, 297
Purchase Requisitions application Read/write fields, 45
purpose, 300 Read-only fields, 45
toolbar buttons, 303 Receipts
Purchasing, 69 items and services, 69
interaction with other modules, 301–2 Record List, 87
Records
369
Index

counting, 89 interaction with other modules, 356


item/location, 66 menu, 355
Red dot fields, 59–60 printed reports, 155
Refresh (Record) (View menu), 89 reports, 359–60
Refresh List option Resources, 72
Labor List screen, 188 Result set, 122
Work Order List screen, 185 Return Selection to Originating Application
Relational operators, 129 (toolbar button), 113
Reorder Items action Return to Originating Application
field descriptions, 264 Navigate menu, 102
Reorder Point report, 148, 294 toolbar button, 113
Report Downtime option, 231 Return with Selection
Reports. See Printed Reports Navigate menu, 102
Equipment, 254–56 Return with Selection and Exit
event report work orders, 65 Navigate menu, 103
Inventory, 292–95 RFQ, 69. See Request for Quotation
on File menu, 79, 112 Rotating equipment, 289
Purchasing, 333 defined, 235
Resources, 359–60 issuing, 282–83
running as a MAXIMO user, 141 returning, 282–83
tracking equipment costs, 232 Rotating items, 282–83, 289
Work Orders, 194–96
Reports
running, 141 —S—
Reports and Other Applications
Other Applications dialog box, 141 Safety Hazards, 70, 204
running applications, 141 Safety Plans, 70, 203
running reports, 141 Safety Precautions, 70, 205
Reports and Other Apps, 73 Save Desktop
Reports dialog box (File menu), 79 Setup Menu, 105
Request for Quotation, 69, 298, 304 Save Desktop option (Preferences), 63
offering status, 311 Save Record
Online defaults, 307 Database menu, 78
Online RFQs, 308 Save Record (toolbar button), 111
Request for Quotation Offering, 307 Saved Queries (View menu), 89
Request for Quotation report, 153 Scheduler. See MAXIMO Scheduler
Required fields, 38, 46 Screen Editor, 74
Reschedule Assignment option Screen menu bar
Work Order List screen, 186 View menu, 87–90
Reserved Items. See Select Reserved Items Screens, 28–32
Resources defined, 28
menu bar (illustration), 29
370
Index

parts of a Application screen, 29–32 Service Receipts table window (Invoices)


refreshing. See Refresh (Record) combining receipt lines, 329
saving. See Save Record field descriptions, 328–30
status bar, 32 Services
title bar (illustration), 29 receiving, 298
toolbar (illustration), 29 Set Blank Vendor to Primary Vendor action,
Security, 73 320
Select Child Location dialog box, 250 Set Field Defaults
Select Company dialog box Setup Menu, 105–6
Inventory, 279 Set Field Defaults (Setup Menu)
Select Equipment Spare Parts action dialog box, 105
Work Orders, 182 Setup, 73
Select Issue Unit Values dialog box, 279–80 Setup (Database Configuration)
Select Items for Return action printed reports, 156
and rotating equipment, 282 Setup Menu, 104
Select Items for Transfer action Shifts
Issues and Transfers application— defined, 346
Transfer In mode, 287 sequence for creating records, 347
Select Operation dialog box Show Only Top Level Equipment checkbox
Labor Reporting application, 342 Move/Modify Equipment action, 243
Select Order Unit Values action, 279–80 Signature Security, 73
Select Receipts From Transit Location Spare parts. See also Items
dialog box, 287 equipment, 213
Select Reserved Items, 183 Split Assignment option
Select Reserved Items action Work Order List screen, 187
field descriptions, 284–86 SQL query
Issues and Transfers application—Issues relational operators, 129
mode, 283–86 using mnemonics, 128
Issues and Transfers application— SQL Where clauses
Transfer Out mode, 286 defined, 122
Select Rotating Equipment dialog box, 282– editing, 131–33
83 listing, 134
Select Rotating Item dialog box, 250 saving, 133
Select Rows option using, 130–31
Labor List screen, 187 Standard Purchase Order report, 154, 334
Work Order List screen, 184 Standard Purchase Requisition report, 153,
Select Top-level Item for New IAS option, 333
290–91, 290–91 Standard Work Order report, 144, 195
Select Work Plan Components Action, 170 Start Assignment, 179, 191
Self-Service Requisitions, 335 Starting a session in MAXIMO, 26
Service Contracts, 72 Status bar, 32, 119–37
Service Receipts tab, 69 field icon position, 39

371
Index

field icons, 39 illustration, 29


illustration, 119 standard toolbar buttons (illustration),
Status column (table windows), 34–36, 83, 110
85 Toolbars
Storeroom locations Application Bar, 29
as companies, 357 Tools, 72
as vendors, 357 Transit (labor) locations, 67
Storeroom Material Check, 148
Subassemblies
in equipment assembly structures, 212 —U—
Suggested Order report, 294
Summary of Inventory Values by Vendor Undelete Table Row(s) (Table menu), 84
report, 156, 360 Unplanned downtime
Suppliers. See Vendors; Vendors screen analyzing, 160, 232
Synchronize Vendors Dialog Box, 312 calculating, 159, 231
Synonym value lists, 48 defined, 230
reporting, 231–32
Unplanned maintenance work. See Quick
—T— Reporting screen
Utilities, 74
Table windows
default table data, 36–37
deleting rows, 83 —V—
illustrated, 33
inserting rows, 95 Vacations
keystroke combinations, 116 defined, 346
status column, 34–36, 83, 85 Value list fields, 47–48
undeleting rows, 84 Vendors, 66
Table Windows, 32–37 storeroom locations as, 357
Tables Vendors screen
custom applications, 72 purpose, 277
Tabs, 64 usage, 278–80
Text View Current Query dialog box
underlined, colored, framed. See Jumps (illustration), 128
Text fields View Equipment Information option, 228
mixed-case, 40 View Equipment Move History action, 243–
uppercase, 40 44
Time fields, 43 View Equipment Spare Parts action
Title bar, 76 Work Manager application, 182
illustration, 29 View Equipment’s Path option, 228
Toolbar, 109–14 View Failure Codes, 182
buttons, 109 View List (toolbar button), 113
372
Index

View Location Information option, 227 Split Assignment option, 187


View Location’s Path option, 227 toolbar buttons, 184
View Locations From Parent Level option, usage, 184–94
228 Work Order Material Check report, 144, 195
View menu, 87–90 Work Order Status Change report, 144, 196
View Parents for Networked Location Work Order Tracking application
option, 227 Move/Modify Equipment action, 168
View Planned Labor action, 183 purpose, 161
View Planned Tools, 183. See Planned toolbar buttons, 165
Tools action Work orders, 65
View Reservations action, 272–74 assigning labor, 189–91
View Work Orders and PMs option, 226–27 categories, 158
child work orders, 167
closing, 177
—W— creating, 173–74
deleting labor assignments, 187
Weekly Maintenance Schedule by Craft duplicating records, 166
report, 144, 195 equipment downtime, 158–60
Where clause. See SQL Where clause estimated labor, 170, 183
Where Used report, 295 estimated materials, 170
Wildcards (querying), 125–26 estimated tools, 171
Windows standards, 76 event reports, 158
Windows Standards, 76 finishing labor assignments, 181
Work Manager, 65 grouping. See Parent work orders
Assign Individual dialog box, 178 interaction with other modules, 161–63
Assignment Options dialog box, 178 interrupting labor assignments, 179–81
closing work orders, 177 job plans, 166
finishing labor assignments, 177 matching work to labor, 187–88
Work Manager application parent and child work orders, 167
Finish Assignment action, 181 preventive maintenance, 65, 68
Interrupt Assignment action, 179–81 printed reports, 143
toolbar buttons, 176 purpose, 157
ViewPlanned Labor action, 183 reporting on open work orders via Quick
Work Manager Application Reporting application, 174
View Equipment Spare Parts action, 182 reports, 194–96
Work Order List rescheduling assigned labor, 186
Delete Assignment option, 187 scheduling, 164, 348–53
Match Labor List to Work option, 185 work plans, 162, 166
matching work with labor, 185
Refresh List option, 185
Reschedule Assignment option, 186
Select Rows option, 184
sorting, 185
373
Index

Work plans, 162, 166


Workflow Designer, 73
—Y—
Workflow Inbox, 74 Yes/No fields, 45
Working time (calendar shifts), 346

374
Notes

375
MPD0718-411MAXUG-01-ENG-03/13/01