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1
Agenda
2
Introducing Maximo
What is Maximo?
3
Introducing Maximo
Enterprise Asset Management
MANAGE EQUIPMENT
Maintenance effectiveness
Strategy/policies Analysis Asset Performance
GL codes, companies,
timesheets, labour,
contracts, qualifications,
• Follow-on work EXECUTE purchase orders, technical
PMs • Work program documents
WORK
Condition HR
Monitoring MANAGE
(meters) WORK Work orders,
Project, Schedule, Financials Payroll
PROGRAM Budget
Capital
projects DMS
MANAGE
PLANNED WORK Connections RESOURCES
• Logistics
Cost Recovery • Replenishment
Job Plans
Safety Plans
Emergency
Routes UNPLANNED WORK Inventory
CUE Library
Services Labour 4
Introducing Maximo
Maximo elements
WORK &
ASSET WORK MATERIALS
RESOURCE PROCUREMENT
Management Management Management
scheduling
7
Introducing Maximo
Maximo data levels
System
Configuration Master data
•Organisations •Locations
•Sites •Assets
•GL codes •Items Transaction
•Settings •Companies •Work orders
•Roles •People •Inventory
•Security Access •PM •Purchasing
•etc •Job plans •Contracts
•Safety plans •Measurements
•Master contracts •etc
•Condition Monitoring
•Meters etc 8
Data & Security Model
9
Data & Security Model
Organisations and Sites
A Multisite setup allows you to organize your Maximo database to model your
company’s organizational structure.
Large businesses often consist of multiple facilities, or even multiple companies owned by a parent
corporation.
In the past some Maximo implementations chose to install a separate Maximo database at each separate
facility. But often these different facilities have common business practices or share common data, and
separate databases do not meet the needs of the business.
Multi-site is a way of implementing Maximo that allows a large company or corporation with multiple
operating units to share data from a single database, while providing flexibility to have different
business practices and data at the different facilities.
10
Data & Security Model
Maximo Database
Maximo financial structure
Organisation
Organisation 1 Organisation 2 Organisation 3
Site
Site 1 Site 2 Site 3 Site 4 Site 5
MultiSite Levels
• System or database
Data that is stored at the system level can be accessed by all users who are connected to the Maximo
database. You may also hear this level referred to as "Enterprise level."
• Set
Data that is stored at the Company Set or Item Set level can be accessed by users in the Organizations
that share the Company or Item Set. Each Organization can have only one Company Set and one Item
Set, but more than one Organization can share the same Company or Item Set.
• Organization
Data that is stored at the Organization level can only be accessed by users within a specific Organization.
An Organization can contain one or more Sites. Organization level data can not be shared with other
Organizations. Chart of accounts & base currency defined at the organisation level for each site within the
organisation
• Site
Identifies a work location, such as a plant or facility. Data that is stored at the Site level can only be
accessed by users at the specified Site. Site level data cannot be shared with other Sites or Organizations.
You typically create multiple Sites within an Organization when you want the work management to be
separate,independent sequence of work orders, separate assets and inventory, separate PMs, and so
forth.
12
Data & Security Model
Application and Functions by level
13
Data & Security Model
People
The Resources Module is used to create Maximo records for workers, both internal
and external, and other people whose names or IDs might be listed on Maximo
records.
People: Used to create and manage records for people whose names may appear anywhere
on a Maximo record. For example on a service request the values in the Reported By and Affected
Person fields might be linked to person records
Users: Used to create and manage records for all Maximo users, that is people who will be
logging into Maximo to create and manage records. System administrators use the User application to
manage user names, passwords, and security profiles.
Labour Used to create and manage records for all employees and contractors who will be
performing work on workorders.
15
Data & Security Model
Maximo structure and users
Maximo Database
Organisation
Organisation 1 Organisation 2 Organisation 3
Site
Site 1 Site 2 Site 3 Site 4 Site 5
16
Data & Security Model
Multisite in Operation
Purchase Requisitions
You can create a purchase requisition at one Site that requests items from a storeroom at a different Site. The storeroom Site must
belong to the same Organization as the requesting Site, or the requesting Site and the supplying Site must belong to Organizations that
share the same Item Set.
Purchase Orders
You can create an internal purchase order at one Site that requests parts from a storeroom at a different Site. The storeroom Site must
belong to the same Organization as the requesting Site, or the requesting Site and the supplying Site must belong to Organizations that
share the same Item Set.
To facilitate centralized purchasing, Maximo allows you to create a purchase order at one Site that requests items from a storeroom
at a different Site. The storeroom must belong to a Site that is in the same Organization as the Site in which you create the purchase
order.
Asset Moves
You can move assets from one Site to another. The destination Site can belong to a different Organization if the asset is nonrotating.
If the asset is rotating, the Organizations for the originating and destination sites must share the same Item Set. If the Site to which you
want to move an asset already has an asset with the same asset identifier, Maximo prompts you to assign a new asset identifier to the
asset you are moving.
Issues
You can issue an item from a storeroom in Site A, for example, to a work order created in Site B. When performing this transaction you
must have access to both sites and the storeroom. The two sites must belong to the same Organization.
If you need to issue an item to a Site in a different Organization, you must use the Maximo internal transfer capability to transfer the
item and then issue the item.
Work Planning
On the Work Order Tracking Plans tab, you can specify the storeroom from which to obtain an item. The storeroom Site can be different 17
than the work order Site providing that both sites belong to the same Organization and that you have access to both sites.
Asset Register
18
1. EQUIPMENT Register
Functional Location
3. Work Instructions
• LCS ref (J007/LGT-001)
• Light 1, Ticket Hall, Canary Wharf Station
Asset in Functional
Location
Work Orders
Equipment Description – annual bulb replace
• Equip ref (80001731) Due – 1st Jan 2005
• Phillips Work Type – Preventative
• 50 Watt Location – J007/LGT-001
• Bayonet male fitting Equipment - 80001731
Labour – 1 Electrician
Materials – 1 bulb
Tools – Step Ladder
Tasks
1. Turn off electricity
2. Maintenance Work orders 2. Erect ladder
generated from PM
Regime 3. Remove old bulb
4. Insert new bulb
PM associated 5. Turn on electricity
with location
OR equipment PM
Description – annual bulb replace
Job Plan Frequency – 12 monthly
Ref – JP1 Work Type – Preventative
Labour – 1 Electrician
Materials – 1 bulb Job Plan Location – J007/LGT-001
Tools – Step Ladder attached to PM
Tasks Job Plan – JP1
1. Turn off electricity
2. Erect ladder
19
3. Remove old bulb
4. Insert new bulb
5. Turn on electricity
Maximo Terminology
Asset Register: Equipment and Locations
Drilldown
Operating Location Equipment Spares &
Component Items
Northen
ZoneSub1 ZoneSub2
Secondary Primary
Plant Plant
Circulation
Transformer
fan
Example Only 20
Asset Register: Equipment and Locations
Operating Locations
• Let you enter and track functional locations of assets and organize these
locations into logical hierarchies, called Systems in Maximo.
Specifying the location for equipment on the asset record provides the
groundwork for gathering and tracking valuable information on the history of an
asset, including its performance at specific sites, as it is moved from location to
location.
With locations organized into Systems you can quickly find a location on the
Drilldown page to identify the asset at that location. You can also quickly identify
ownership of assets using descendents and ancestor expressions.
• An Operating Location is where work can be performed
• Operating Locations within Maximo capture the cost of work
• The hierarchy can be filtered using different System views
• Other location types include:
Storeroom, Salvage, Repair, Third party, Courier, Vendor, Labour
21
Asset Register: Equipment and Locations
Equipment
A piece of equipment has components that need to be maintained where Maximo is
used to track the maintenance history.
Individual pieces of equipment are fitted to an Operating Location.
A piece of equipment is made of sub-assemblies and spare parts.
•Each piece of equipment has a maintenance policy to describe how to service it to ensure it operates at the
required service level
•Costs are accumulated whenever you create a work order to perform maintenance on an asset. Costs are
also rolled up the hierarchy to the parents of the equipment being maintained.
Equipment financial attributes include: You use the Zero Asset Costs action to "zero out" the
year to date or total costs for the asset. Typically you
would use this action once per year.
Location Equipment
• Work performed at location • Work performed on asset, at a location
• Assumed not to have financial value • GL code for asset and location (merged)
• Work and cost history based on location • Tracks status
field (many assets) • Can have item, calendar, meters,
• Cost rollup calculates value of work specification
completed at sub-locations • Can have vendor, manufacturer and
• Holds the default GL code for work serial number
• Tracks status • Can be “rotatable” (repairable, and can
• Can have item, calendar, meters, exist within a store location)
specification • Can have spare parts and sub-
• Is independent of assets installed at assemblies
location • Work and cost history based on asset
• Can exist in multiple System hierarchies field (many locations)
• Assumed to have financial value
23
Asset Register: Equipment and Locations
Location Hierarchy
Locations are arranged into hierarchies, called Systems, within Maximo. Maximo requires that at least one hierarchy called the
Primary System is included, but there is no limit to additional hierarchies.
Primary System
The Primary system is the default hierarchy of locations. There is only one primary system and the single top-level parent of the
primary system is the parent of all other hierarchy systems. All operating assets must be fitted to a location within the primary
system. Maximo imposes these constraints on the hierarchy :
• There must be a single top-level location;
• Locations may have only one parent in the primary system;
• The Primary System.must identify asset fitted to locations
24
Asset Register: Equipment and Locations
Asset Hierarchy
Extending from the location hierarchy is the asset hierarchy. Maximo allows only one hierarchy for assets, which allows a one-to-
many relationship, where an asset may have one parent and multiple children viz:
Asset hierarchy options:
multiple locations with a matching location for one location and multiple
no asset records every asset record asset records
Transformer
Circulation
Transformer
Circulation Motor fan
Rotor
fan Starter
25
Asset Register: Equipment and Locations
Systems
By arranging operating locations into different Systems you can
• Create different logical models which value assets differentially by changing the
relationships between elements in the hierarchy
• View only elements relevant to the System selected
A A
B C B C
F
E F D E
D
G H H
•F belongs to C •F belongs to A
•H belongs to B •H belongs to B
•Both H & F belong to A •Both & F belong to A 26
•E has G & H •E has H
Asset Register: Equipment and Locations
45 18
Different rollup values
21 24 18
17 24 4 14
4
3 14 14
27
Asset Register: Equipment and Locations
Data & Security Model
Site
Site1 Site2 Site3 Site4
Site1 users
Equipment Register All users see all
restricted to
assets,locations,
these storerooms,job
assets,locations, plans,safety
storerooms,job plans…except
plans,safety
plans…
User Group Restriction
Filter records on
Asset.Owner=‘xyz’
You use Specifications to associate the selected record with a classification. Classifications help categorize
assets into a hierarchy, making it easier to locate an asset..
For example, you may want to create a classification hierarchy of pumps. In the hierarchy, you could make
pumps the top level of the classification. Below the top level of the hierarchy you could define multiple pump
types such as centrifugal, rotary, and reciprocating. Those pump types can be defined as having different
attributes such as head, rated RPM, Flow Rate, and Corrosion resistance
Using classifications helps you to more easily locate records, and help to ensure that records are not
duplicated unintentionally.
After assets, locations, and items are associated with specification templates, you can use the Classification
Search dialog to search through Maximo to find the records you are looking for.
29
Asset Register: Equipment and Locations
30
Workorders
31
Work orders
32
Work orders
Work orders are the core of maintenance management. A work order specifies a
particular task to be accomplished, and the labor, materials, services, and tools
needed to complete the work.
When you create a work order in Maximo you initiate the maintenance management process and create a
historical record of work requested and performed.
33
Work order information includes
• Work summary
• Status and status history
• Location and Asset
• Work priority
• GL code
• Work classification
• Scheduling information
• Responsibility
• Related work
• Planned resources and associated contracts
• Actual resources and associated contracts
• Hazards, precautions and other safety information
• Work and communication log
• Failure reporting
• Attached documents
• And much more
34
Work Orders
Plans
The Planning Module consists of applications used to plan work and create
templates that can be copied to other Maximo records.
•Job Plans
Used to create a detailed description of how a job is to be performed and the resources required to
complete it.
•Routes
Used to list related work assets (assets and/or locations) that are considered "stops" along an
inspection or maintenance route.
•Safety Plans
Used to create a detailed plan of how to service assets or locations safely
35
Work Orders
Workorder Priority
Maximo uses two priority fields on work orders:
•Priority . If the work order is created in Work Order Tracking you can specify the priority of the work order. Work
Orders generated from a PM inherit their priority from the PM.
•Asset/Location Priority . Maximo copies the priority value from the asset record. If no priority value is
specified on the asset record, Maximo copies the priority from the location record.
Since Maximo can use these values to generate a calculated priority, and the
result of a calculation is always a larger number, you should limit the priority
values assigned to assets, locations, and work orders to a range of 0 to 10.
36
Work Orders
Workorder Hierarchies
A work order hierarchy is a group of work orders arranged into a drilldown. A work order hierarchy is
often used when you have a large maintenance task that might need to be broken down into smaller
jobs for better control and execution. Hierarchies let each smaller job be handled as individual work
orders while having a relationship to the larger project represented by the top parent workorder.
Hierarchies let you view work order costs either individually or as a whole project.
You can view the actuals for the parent, as well as the combined totals of the parent and all its sub- workorders, via the
View Costs action.
You can group existing work orders together under a new parent work order to create a work package.
The MEA for Oracle Financials treats a parent workorder as a PROJECT to support integration with financial
projects. Maximo links workorders to projects and project tasks to track project costs and budgets.
•After work orders are grouped into hierarchies, you can easily change all statuses, view
all estimated and actual costs and put work orders into a sequence so that workers can
perform tasks in a defined order.
•The Inherit Status Changes? check box on a work order record specifies whether the
work order will inherit status changes from its parent work order. If the check box is
selected (the default), the work order’s status will change when the parent work order’s
37
status changes.
Work Orders
Routes
A route is a list of related work assets, which can be considered stops along the route. These
route stops can be assets or locations, or a combination of the two. A route can be a simple asset
list. You can also create a route that lists assets that are related by location, for example all of the
servers in a computer lab, or by type of asset, such as all fire extinguishers located throughout the
site.
Routes simplify building hierarchies of work orders for inspections.
You can simplify your maintenance routines by creating a route that require the same types of periodic
maintenance. You also might generate work orders for a route so that the work can be done at the same time,
while the labor, materials and tools are available.
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.
The Safety module tracks safety information, which then can be supplied to workers
after it is associated with work order, asset, location, and item records.
This includes information that you might be required by law to provide to your
workers.
•Hazards Used to define hazards that exist in the workplace and define how to eliminate or mitigate them.
•Lock Out/Tag Out Used to create a detailed description of how to eliminate hazards associated with related
assets or locations.
•Precautions Used to define precautions that can be taken to mitigate hazards in the workplace .
•Safety Plans Used to create a detailed plan of how to service assets or locations safely.
If you enter any item ontoa workplan that is also identified in Inventory Control as a hazardous
material, Maximo inserts information for the hazard on the workorder Safety Plan tab.
39
Work Orders
Failure Codes
40
Work Orders
Workorder Logs
Work order records contain a Log tab, which allows you to create and view the Work Log
and the Communications Log for a record. Both the Work Log and the Communications
Log provide a means of communicating information about a work order.
Maintenance workers create the entries in the Work Log. Maximo makes the entries in the Communications Log, which
is used to maintain a record of email communications created from the record via the Create Communication action.
41
Workorders
Attached Documents
The Attached Documents feature is found in most Maximo applications.
You can use Attached Documents to attach many types of relevant information to
a record in the form of a file or Uniform Resource Locator (URL) address.
42
Planning
43
Planning
Preventative Maintenance Plans
44
Planning
Condition Monitoring
Meters
• gauge meter A measurement point record for a gauge meter contains a range of values. There is an
acceptable, safe operating range, as well as the upper and lower warning and action limits.
• characteristic meter A measurement point record for a characteristic meter contains a specific list of
values. One or more of the values represents an acceptable, safe operating range.
You can have an unlimited number of measurement points for each asset or location
record, but you can only create one measurement point for each meter that exists for
the asset or location.
45
Planning
Assigning Work
You use the Assignment Manager page to perform the following tasks:
Assign labor to requirements from work orders.
Plan future work.
Start, interrupt, and finish assignments.
The Assignment Manager application can be used by a variety of workers to assign labor to work orders:
Planners can plan future assignments by labor availability over any seven day period.
Dispatchers can dispatch currently available workers to incoming work requests.
Workers can use Assignment Manager to assign themselves to open work requirements.
To facilitate dispatching work assignments, the Work List is color coded to display work requirements by priority.
To view
Only the labor that applies to specific requirements, or
only the work order requirements that fit the craft, skill level, vendor, contract, and organization requirements, calendar availability, or
shift of displayed labor,
dynamically link the Work List and Labor List using Assignment Manager's
"Filter Labor to Match Work" and
"Filter Work to Match Labor"
actions
46
Planning
47
Planning
Assigning Work-labor availability
You use the Modify Availability dialog box to note when workers are unavailable to be assigned to work, for example
when they are in training or on vacation. You can also add hours to a worker's availability, for example if someone is
covering another worker's shift.
48
Inventory
49
Inventory
Inventory can be
issued to a Work order, asset, location, person, GL codes
ordered from External vendor or another store
reserved by work orders or purchase orders
Rotable Items are pieces of equipment that are returned to store and then
issued to a new location (have both an asset number and an item number). 50
Inventory
Sub-assemblies
Operating Location Equipment Spares &
Component Items
Northen
ZoneSub1 ZoneSub2
Secondary Primary
Plant Plant
AC Motor AC Motor
Equipment
Item
Assembly
Assembly
Example Only Structure
Structure 51
Inventory
Inventory Applications
Create item and material Item Master Used to define inventory items, and add them to a
records storeroom.s stock list.
Service Items Used to define services that your company
requisitions, either as part of the purchasing process,
or as part of a work order
Tools Used to define tools and add them to storerooms
Manage item records Condition Codes Used to define the codes used to describe the
condition of items.
Inventory Used to manage items in inventory, including tracking
stock levels, reordering items, and tracking rotating
assets
Issues and Used to issue stock from inventory (with or without
Transfers a work order), and to transfer stock from one
storeroom location to another.
Stocked Tools Used to manage tool inventory.
Storerooms Used to define storeroom locations, and view a read
only list of items stocked at each storeroom location.
Storerooms can be physical locations, or employees who are
responsible for transporting or holding inventory item, for example a
mobile worker who stores spare parts in their vehicle
52
Inventory
Reorder value=(current balance + quantity on current
Reordering stock purchase requisitions and purchase orders) - (quantity
reserved for work orders and internal purchase orders+
quantity expired) < = Reorder point
Number of
items in
stock
Economic Order
Quantity
ReOrder
Safety
Level
Time
Lead Time
Use PMs tp plan upcoming maintenance Maximo accomodates a Just-in-time The reorder process does not
and inspection work to help determine what system by allowing you to set reorder check to see if items appear
items will be needed in the future. inside kits when reordering an 53
quantities.
item.
Inventory
54
Inventory
55
Inventory
56
Purchasing
57
Purchasing
Create PR Create PO
Close PR
Close PO
58
Purchasing
59
Purchasing
• Purchase requisition and purchase orders can be generated for
Store items (stocked and non-stocked)
Special order items (one-off purchase, no item number)
Direct issue (to operating location)
External labour
Service items
60
Purchasing
Purchasing has an approval process, approval delegation and approval limits
In order to centralize purchasing all inventory purchasing might be done through a central storeroom
with all other storerooms "purchasing" their stock from that central storeroom.
Maximo supports this type of purchasing by allowing you to create two different types of purchase
requisitions and purchase orders. Both PR and PO records contain an Internal? check box in the
Vendor section of the record which is used to indicate if the PR/PO is an internal or external
purchase.
Internal PR/PO . requesting the transfer of materials from another company storeroom. When
making internal purchases select the Internal? check box and enter Storeroom and Storeroom Site
information.
External PR/PO . requesting the purchase of the necessary materials or services from an outside
vendor. When creating external PRs/POs you should leave the Internal? check box empty and enter
Company information.
61
Purchasing
Contracts
Companies
Used to manage records for manufacturers, vendors, and other companies that do business with you.
A company master record in Maximo represents a vendor from whom you purchase goods or services, asset
manufacturers, and other companies that you do business with.
A company record contains Organization specific information about a vendor, such as contact names and addresses.
If a company has multiple locations you can create separate records for each branch location and associate them with
a parent company record.
62
Purchasing
Contract Types
Blanket (volume) contract . A blanket contract is an agreement that specifies a vendor, a total dollar amount, and
valid dates for the agreement. Typically a blanket is used to purchase services and/or materials at an agreed upon
price and terms. You can create release purchase orders in the Purchase Orders application that reference the
blanket contract
Pricing contract . A price agreement contract specifies the prices to be paid for specific items purchased from a
specific vendor. Typically a price agreement is used to purchase services and/or materials at agreed upon prices and
terms.
Warranty contract . A warranty contract is created in conjunction with the purchase of an asset and generally has no
cost associated with it. This contract will contain the details of what is covered by the warranty.
Service contract . A service contract is similar to a warranty except that some of the items are billed on a per-
incident basis. This contract will contain the details of the services to be provided, and if a payment schedule is
associated with the contract.
Labor contract . A labor contract is a way to define the rates that will be paid for craft and skill combinations, and
also rates to be paid to specific contract laborers. You can set up a labor rate contract to create invoices for all
approved labor transactions within a specified time period, for example every month.
When you enter a contract in one of the contracts applications, you must use the
Authorize Sites action to authorize each Site that you want to be able to use the contract.
63
Purchasing
Terms & Conditions
You use the Terms and Conditions application to enter and maintain a library of terms and conditions that can be
added to a purchasing document or contract. These terms can contain information such as liability concerns,
shipping and handling details, or delivery time expectations.
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Control
65
Control
Service Management
A service level agreement (SLA) defines the agreement and formal
commitments between a service provider and a customer. The agreement
documents the service to be provided or received, the agreed upon service
levels for the service, and the means of measuring or quantifying the level of
service.
A service is a set of tasks provided by the service provider that meets one or more customer needs.
A service level defines the means of measuring or quantifying the level of service that the service organization
provides to the customer.
A commitment is any service, product, or responsibility that can be measured in a qualitative or quantitative way
and that the service provider must meet to fulfill the service level agreement with the customer.
An SLA can have one or more commitments, each having their own escalation points.
66
Control
An escalation is a Maximo process that monitors time sensitive records and
Escalations
initiates actions and notifications when those records are not acted upon in a
timely manner.
You use escalations to ensure that the service provider complies with the commitments specified in the
SLA. You can schedule escalations to automatically monitor and evaluate conditions, and then trigger
actions, ownership changes, and notifications based on those conditions.
67
Control
Workflow
Maximo Workflow provides a dependable and repeatable method for routing Maximo
records to the people that need to act on them.
This is useful for managing the approval process of records such as purchasing records and
work orders, ensuring that the approval process happens in a timely manner.
A Workflow process is a map of your company’s business processes. Any time your company’s
business rules call for a person to perform an action or provide input on a record,
The decision made at each step determines the path the record takes. Certain
decisions are made by users while others are made automatically by Maximo
according to information within the record.
When Maximo routes a record to you for action, it appears in your in your Workflow Inbox.
68
Your Start Center may be configured so that it contains a Workflow Inbox .
Control
Workflow
69
Control
KPIs
70
Control
KPI Manager
This KPI Manager tab is used to view KPIs over time, compare KPIs with one another, and see
historical values.
71
Control
The Start Center is a configurable page (Dashboard), that allows you quick
Start Centre access to the tools and KPIs that you use most often.
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Control
Start Centers are assigned to security groups. So, if you belong to more than one security group, you
may see tabs at the top of the page, where each tab is a Start Center page for a different security group.
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Accounting
74
Introducing Maximo
Financial Principals “Maximo is not the financial register”
Your company creates General Ledger (GL) accounts to track expenses.
Many Maximo records include one or more GL Account fields. The GL account(s) entered on a record specify which
account should be charged or credited for financial transactions related to the record.
Most processes in Maximo have a financial impact i.e. generate accounting journals that are passed
to the finance system General Ledger.
Some are Non-financial i.e. they record GL accounts but do not actually generate entries. These accountable values
are picked up by a subsequent financial process which generates the financial transaction.
Financial Transactions
Fundamentally there are only 7 financial transactions in Maximo:
Can be generated by a number of
Process Transaction Maximo processes
Multiple types of transactions
Purchasing Receive Materials generated by a single process
Receive Services
Work Order Issue Materials
Tracking Each of the financial transactions stores
Allocate Labour a financial value and also holds two
Issue Tools fields that record the financial accounts
posted for that transaction
Inventory Adjust Inventory GLDEBITACCT
GLCREDITACCT
Invoicing Approve Invoice
75
Proposed for
Work Package Oracle Project Accounting
Maximo 6 Cost Management-
project
Refresh budget,
all actual costs Project 1001
Cost rollup
asset work for
lifecycle w123
w213
analysis Rollup costs
Post cost to
project
76
Introducing Maximo
GL Account Codes
Each general ledger account code consists of several distinct segments.
Each component relates to a specific part of your company’s accounting system and can be used to charge a
particular transaction, for example the purchase of an item, to a particular cost center, department, type of account, or
any other category of costs that exists within your accounting system.
Maximo GL Navigator
For example:
Segment 1 Segment 2 Segment 3 Segment 4
Cost Center Activity Resource Element
e.g 6200 -229 - SAF-??????
Optional Segment
Note: all segments must populated
to form a valid GL Account code
77
Introducing Maximo
Merging GL accounts
The GL Account for a Work Order is derived from a series of default accounting values held on
records associated with the work order. There are 3 possible sources of default accounting for any one work order. The
intention is that each source contributes one of more account segments to help define the accounting for the work that is being
undertaken
It is expected that the WO GL Account will have values for all account segments other than the Cost Element
“????”, which will be derived from the Resource Codes when transactions are posted to the work order
Maximo validates each segment that you enter in Chart of Accounts, or in GL fields in other Maximo
applications, against the account codes in the Chart of Accounts application. (if you have authority, 78
you can overwrite the default GL code.)
Asset Register: Equipment and Locations
If the asset is a rotating asset and has an associated rotating suspense account then when moving the rotating
asset to a storeroom Maximo records an asset-move transaction and a financial transaction.
Moving and modifying non-rotating assets between non-storeroom locations (for example, between operating
locations, or from an operating location to a repair location) has no financial implications in Maximo, but Maximo
does record an asset move transaction where it validates GL accounts.
So when you enter the new location on the Move/Modify Assets dialog box, if you have defined an asset GL
account, Maximo performs a preliminary account validation. Specifically, Maximo determines if merging the asset’s
GL account and the new location’s GL account produces a valid account code.
If merging the asset GL account and the destination location GL account does not produce a valid
account, entering the destination location on the Move/Modify Assets page produces an error
message.
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Asset Register: Equipment and Locations
Default GL Account
Since companies typically charge the cost of a work order to the location where
work is performed, Maximo automatically charges work costs to a location
rather than to assets at that location.
On records or transactions where you specify both a location and an asset identifier (a work order, for example), the GL
accounts of the asset and the location will be merged, with GL components in the asset taking precedence over GL
components in the location if you have GL accounts for both records.
If you fully specify an Asset GL account, Maximo never charges costs related to that asset (that is, resulting from a work
order) to the operating location GL account, regardless of the asset’s location.
If you specify account codes for both locations and assets use one component for the location and another for the
asset.
More specifically, any account components that you specify in creating the asset GL account overrides those same
components in the operating location GL account.
Account Number
1. Asset GL account ????-222-???
2. Operating Location GL account 1111-333-444333 is lost
3. GL Debit account for Work Order 1111-222-444
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