EAMS608

Maximo End User Manual

General Navigation & Common Functionalities
Version 1.1

Statement of Confidentiality

All information presented in this document or shared with the addressee is considered strictly
confidential. As such, this document is intended for use only within SAR and its associated
departments. SAR and its associated departments should not disclose this document or any
attachments in whole, or in part to any third party or external vendors without the prior written
consent of TechM.

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Document Control

Document Change History:

Date Version Description Author

01-Feb-2023 1.0 Initial Version TechMahindra Team

08-Feb-2023 1.1 Revised as per the feedback received TechMahindra Team

Review & Approval :

Name Title / Function Review Date

Reviewed by TechMahindra Team 08-Feb-2023

Reviewed by SAR IT / EAMS Team 08-Feb-2023

Approved by SAR IT / EAMS Team 08-Feb-2023

Released by SAR IT / EAMS Team 08-Feb-2023

Disclaimer:

Maximo application screens may differ based on the user's department & role

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Table of Contents
List of Tables ............................................................................................................................. 5
General Considerations ............................................................................................................. 6
1. Start Center ........................................................................................................................ 6
1.1 Start Center Navigation ................................................................................................ 6
1.2 Start Center portlets ..................................................................................................... 9
1.2.1 Favorite Applications portlet .................................................................................. 9
1.2.2 Inbox/Assignments portlet ..................................................................................... 9
1.2.3 Quick Insert portlet ................................................................................................ 9
1.2.4 Result Set portlet .................................................................................................. 9
2. Locations ...........................................................................................................................11
3. Assets(CM) ........................................................................................................................14
3.1 Navigation ...................................................................................................................14
4. Assets ................................................................................................................................19
5. Linear Assets .....................................................................................................................21
5.1 Assets .........................................................................................................................21
6. Work Order Tracking & Work Order Tracking CM ..............................................................24
6.1 Navigation ...................................................................................................................24
6.2 Search Features .........................................................................................................27
6.2.1 Add to Bookmarks ...............................................................................................29
6.3 Tab Specifications.......................................................................................................30
6.4 Toolbar Specification ..................................................................................................31
6.5 Creation of Work Order with Assets ............................................................................32
6.5.1 View Workflow Assignments ................................................................................34
6.5.2 Install/ Remove Asset in Work Order Tracking (CM) ............................................35
6.5.3 Enter Meter Reading ............................................................................................41
6.5.4 Add/View Attachments .........................................................................................43
6.5.5 Assets - Open Drilldown ......................................................................................46
6.6 Creation of Work Order with Linear Assets .................................................................47
6.6.1 Go To Assets from Work Order Tracking application ...........................................49
6.6.2 Assets - classification...........................................................................................52
6.7 Creation of Work Order with Location .........................................................................53
6.8 Adding Routes to WO .................................................................................................57

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6.9 Work Assignments ......................................................................................................61

6.9.1 Navigation ............................................................................................................61
6.10 Reporting Actual Labor ...............................................................................................62
6.11 Work Log ....................................................................................................................65
6.12 Failure Reporting ........................................................................................................66
6.13 Follow up Work Order .................................................................................................67
7. Quick Reporting Application ...............................................................................................69
7.1 Navigation ...................................................................................................................69
7.2 Quick Reporting ..........................................................................................................70
8. Job plan .............................................................................................................................75
8.1 Introduction .................................................................................................................75
8.2 View Job Plans Records .............................................................................................75
9. Preventive Maintenance.....................................................................................................79
9.1 Introduction .................................................................................................................79
9.2 View PM record ..........................................................................................................79
10. Material Requisition ...........................................................................................................82
11. Reports ..............................................................................................................................93

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List of Tables
Table 1: List of Tab Menu with Description................................................................................30
Table 2: List of Toolbar Options and Descriptions .....................................................................31

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General Considerations
✓ In the Work Order Tracking application, you create and manage work orders for assets
and locations. A work order specifies a particular task, and the labor, materials, services,
and tools needed to complete the task.
✓ When you create a work order, you initiate the maintenance management process and
create a historical record of the work requested and performed.

1. Start Center
✓ A Start Center is a page that gives you quick access to the tools that you use most
frequently.

✓ Each Start Center is based on a template. Each security group is assigned a Start
Center template. When you log on to the system, you see a Start Center that is based
on the template for the security group to which you are assigned

1.1 Start Center Navigation

1. Open your MAXIMO application through your browser. Login with user id and
password.

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2. To View personal details, Click on Profile icon -> Personal Information. Users shall View
their E-mail, Person’s location, Work place information’s, etc.,

3. Click the reload icon, then select Yes to update Start center

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1.2 Start Center portlets

1.2.1 Favorite Applications portlet

✓ Use the Favorite Applications portlet in your Start Center to display the applications that
you use frequently. Clicking an application in the portlet takes you directly to the
application.

1.2.2 Inbox/Assignments portlet

✓ Inbox/Assignments is one of the portlets that you might see on your Start Center. The
portlet lists your task assignments. You use the inbox to review assignments, to route
assignments, and to complete assignments.

✓ A task assignment is a record that is routed to you for action, based on information in a
workflow process. You must complete the assignments before a record can move to the
next step in a workflow process.

1.2.3 Quick Insert portlet

✓ You can add actions to the Start Center in the Quick Insert portlet. Clicking an item in the
portlet list takes you to the application to carry out the task.

1.2.4 Result Set portlet

✓ The Result Set portlet displays the results of a saved query in list format.

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2. Locations
1. From the Start Center- Favorite Application, click on Locations

2. Users can view all the Location records in List view tab

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3. Users can search locations with filter option( Ex. Type = OPERATING)

4. Users can search record through Find Location search tab. System shall display required
location

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5. From More Actions -> Open Drilldown to view Location hierarchy

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3. Assets(CM)
✓ Maximo Asset Configuration Manager (ACM) is designed to manage the configuration
management requirements of complex, high value, long life assets in safety critical and
regulated environments such as Rail
✓ IBM Maximo ACM ensures that the actual physical build of an asset meets the
requirements of an allowable configuration.
✓ Its Build Data Interpreter (BDI) provides comprehensive status derivation for rail vehicles
and configuration-managed assets.

3.1 Navigation
1. From the Start Center - Favorite Applications, Select Assets(CM) application

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2. Users can view all the records in List View of Assets(CM) application

3. Search with filter option and select the Asset # to view

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4. From Select Action, Users can Enter Meter Readings: More Actions > Enter Meter
Readings.

5. Enter New Reading Value, it should be greater than Previous Reading

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6. Select New Reading Date, Click OK

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4. Assets
1. From the start center- Favorite Application, click on Assets.

2. Enter search criteria and press ‘Enter’ to filter the Assets list.

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3. Click on required Asset # to view its details.

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5. Linear Assets
5.1 Assets

1. From the Start center- Favorite Applications, click on Assets

2. From Assets, users can search required Assets in List View (Ex. Linear? = Y)

3. Click on Advanced search drop down-> Filter by Linear Assets, to display linear assets
in Assets application

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4. Click the arrow to the right of the “Asset” field, and click “Select Value” to search for and
select the Asset #

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5. Users can view Asset’s start measure and End measure value of the required asset

6. Click Ok to open the asset. System opens required Asset

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7. Users can View the Start Measure and End Measure values for the Linear assets

6. Work Order Tracking & Work Order Tracking CM

The topics covered in this section can be used in different menus and screens throughout
the application.

6.1 Navigation

1. System shall display Work order Tracking(CM) in the Start center -> Favorite
applications for RSP, RFL, RFW and MOW EQP department users

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2. System shall display Work Order Tracking in the Start center -> Favorite applications for
TRK, STR, STM and MOW OPS department users

3. Users can also open work order from start center -> Result set

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6.2 Search Features

1. From Work Order Tracking, users can search required work order in List View through
advanced search.
2. Fill the known fields to search the work order (Ex. Work type=CM, etc.,) then click “Find”

3. To find WO series (Ex. WO series starts with W200) Type “W200%” in search field, then
click enter. System shall display all the WO’s starts with “W200”

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4. To find WO records ends with 58, type “%58” in search field, then click enter. System
shall display all the WO’s ends with “58”

5. Users can search required work order in list view tab with its work order number,
Description, type, etc.

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6.2.1 Add to Bookmarks

1. Click Add to Bookmarks icon as below to bookmark the work orders

2. Select Bookmarks from Quick search menu to enable quick access of the WO records
in future

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6.3 Tab Specifications

Table 1: List of Tab Menu with Description

Legend Tab Options Description

1 List View Displays all the work order records in list view
Create new work order or view previously created Work order. A
work order specifies the asset, location, and the work required. You
can apply service level agreements and assign ownership. The
2 Work Order
status of the work order changes as it moves through processing
cycle. Duplicating a work order can save time when you need to
create a work order with similar information
Users can be able to add child work orders and create tasks for the
3 Plans work order. You can use the Plans tab to specify Labor, craft,
materials, services to the Work order
Users can plan work in the Assignments tab without using Job
4 Assignment
Plans or the plans tab
Related
5 User can update related work orders in Related records tab
Records
As work progresses on the work order, Users can report the actual
6 Actuals
labor hours, materials, Services, and tools used
Users can update work logs and additional information of work
7 Log
orders in Log tab
Failure data enables you to record and view asset and location
Failure problems, causes, and remedies associated with work orders. This
8
Reporting data enables you to identify trends and isolate probable causes of
breakdowns
9 Material View Users can view reserved materials in Material View Tab

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6.4 Toolbar Specification

Table 2: List of Toolbar Options and Descriptions

Legend Toolbar Options Descriptions

1 NEW Create new work order
2 SAVE Save the work order record
3 CLEAR CHANGES It will clear the changes made in work order record
4 PREVIOUS WORK ORDER It will display previous work order
5 NEXT WORK ORDER It will display next work order
Users can route it to assign work order to execute
6 ROUTE WORKFLOW
further
7 FIND WORK ORDER Users can search required work order

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6.5 Creation of Work Order with Assets

1. Click icon in Work order tracking application to create new work order

2. Click the arrow to the right of the “Asset” field, and click “Select Value” to search for and
select the Asset

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3. Select the Asset #, click OK

4. Once User select the required Asset, then its Region, Department, System, Group and
GL line of service will be auto populated in Work Order Tracking application. Select the
work type, click on Save and Route Workflow to execute further.

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6.5.1 View Workflow Assignments

1. From Select Action, Users can view workflow assignments: More Actions > Workflow >
View workflow Assignments

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6.5.2 Install/ Remove Asset in Work Order Tracking (CM)

1. System shall display Install/ Remove Asset action in Work Order Tracking (CM)
application. RSP, RFL, RFW and MOW EQP department users can use the
Install/Remove assets.
2. Select the Work Order for the asset that you want to Install/Remove
3. From the Select Action menu, select Install/Remove Asset.

4. When performing maintenance work orders, you must install or remove

the asset associated with those work orders. Click on Install/Remove button
5. You have to install assets whenever they were removed for maintenance or
replacement.
6. Select the node that contains the build position to which you want to install the asset and
click Install/Remove.

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7. System opens Install/Remove window as below

8. Click the arrow next to the Asset field, select Asset from lookup

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9. Click OK. System shall display a message with Asset # moved successfully

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10. You can remove assets associated with a work order if the corresponding build position
is serialized
11. Select the node that contains the build position from which you want to remove the asset
and click Install/Remove.

12. System opens Install/ Remove window as below

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13. If you plan to move the asset to a new location, specify a value in the Remove to
Location field.
14. If the removed asset requires additional work, specify a value in the Follow on Work
Type field.
15. Click OK

16. System shall display a message with Asset # moved successfully

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17. To perform this action the selected node must have parent otherwise the system will
display a below message

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6.5.3 Enter Meter Reading

1. From the Select Action, Users can Enter Meter Readings: More Actions > Enter Meter
Readings.

2. Enter New Reading Value, it should be greater than Last Reading

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3. New Reading Date will be auto populated, Click OK

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6.5.4 Add/View Attachments

1. Click on Attachments, Select Add New Attachments -> Add New File to attach
documents to the work order #

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2. Click on Attachments to View the attached documents related to work order

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6.5.5 Assets - Open Drilldown

1. Click the arrow to the right of the “Asset” field, and select “Open Drilldown” to view
Asset hierarchy

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6.6 Creation of Work Order with Linear Assets

1. From the Favorite Applications, click on Work Order Tracking application

2. Click on New work order, fill the required fields
3. Click the arrow to the right of the “Asset” field, and click “Select Value” to search for and
select the Linear Asset #

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4. Once User select the required Asset, then its Region, Department, System, Group and
GL line of service will be auto populated in Work Order Tracking application.

5. Select Work type - CM and click on Save

6. Click Route Workflow to process further

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6.6.1 Go To Assets from Work Order Tracking application

1. Click on New Work order in Work order Tracking application

2. Fill work order description and work type
3. Click the arrow to the right of the “Asset” field, and click “Go To Assets” to search for
and select the asset

4. System shall open Assets application from Work order Tracking. Select the asset in List
view tab to open record

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5. System shall display Asset details, Linear, Start Measure and End Measure values

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6. Click on Return with Value to get the required Asset with values. Assets will be
populated in Work Order Tracking application

7. Once user select the asset, then its Region, departments, system, group, and GL Line of
service will be auto populated.

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8. Select work type. Click on Save in Work Order Tracking application and Route Workflow
to execute further

6.6.2 Assets - classification

1. Click on New work order in Work order Tracking application

2. Fill work order description and work type
3. Click the arrow to the right of the “Asset” field, and click “Classification” to search for and
to classify the asset in hierarchy level

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6.7 Creation of Work Order with Location

1. Click on New Work order in Work order Tracking application

2. Fill the description and required fields
3. Click the arrow to the right of the “Location” field, and click “Select value” to search for and
select required Location

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4. Select the required Location (Ex. Search location Type = OPERATING)

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5. Fill required fields Departments, Region etc.,..

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6. Click on Save

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7. Click on Route workflow icon to execute further

6.8 Adding Routes to WO

1. If any User wants to create child work orders for predefined Routes in the system, the
following steps need to be followed.

2. Use shall create a new work order and fill the required mandatory fields and save the
work order.

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3. User shall select Apply Route from Select Action Menu.

4. System shall open a window Apply Route displaying the list of Route.

5. User shall select Route to be applied to the Work Order. System creates work order for
each Asset in the selected Route and Displays the created Work Order list. User shall
click Close.

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6. System adds the created Work Orders as child work orders to the main parent work
order which can be seen in the Plans Tab.

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Note:

a. Users shall get the option to associate Routes as per access rights given to the
Roles mapped to logged in User.

b. The parent Work Order shall be a blanket Work Order and all transaction shall be
recorded on the child Work Orders. System shall not allow the User to Route the
Parent Work Order.

c. All the individual child work orders shall be executed as per the predefined
department work order work flow.

d. The Parent Work Order status shall be changed automatically based upon the
child work order status changes.

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6.9 Work Assignments

✓ Assignments tab is used to assign Technicians / Labors to workorders. System displays

the planned crafts on this tab. User can select the Labor to be assigned.

✓ Labors assigned from this tab can access the Quick Reporting Application from where
they will be able to clock their hours of work.
6.9.1 Navigation
7. Go To -> Assignments Tab from Work Order Tracking application
8. Select Available Labor. In the Available Labor window, select the labor or crew
resource that you want to assign the work to. Click OK.

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6.10 Reporting Actual Labor

1. From the work order Actuals tab, you can add Reported labor. You can add more
records by clicking new row button.

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9. System will check for Non-Zero Validation, if Labor Regular hours field is Zero then
system will populate below message

10. Select the Start Time and End Time of the WO or populate Regular Hours

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11. Click on Save. System calculates the Regular Based upon the submitted date and time
and validates if the Regular Hours is not zero. In case the Regular Hours is Zero, system
shall display error message.

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6.11 Work Log

1. User shall update Work Log under Logs Tab with additional information.

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6.12 Failure Reporting

1. User shall add Failure codes and Remarks under Failure Reporting tab.

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6.13 Follow up Work Order

Note: Follow up Work orders should be created before the Work order status changed to COMP

1. User shall create Follow-up work order using the Select Action menu

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7. Quick Reporting Application

✓ Exclusively for Labor/Technicians for clocking their Labor hours and work logs on
Preassigned work orders.
✓ Labors/Technician who are assigned with work orders will view work orders in Quick
Reporting application

7.1 Navigation

1. Open your MAXIMO application through your browser.

2. Login with Labor user id and password.
3. From Favorite Applications, Select Quick Reporting application

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7.2 Quick Reporting

1. Labors can view list of assigned Work Orders in Active Labor Assignments section.
System shall open Work order in Quick reporting application

2. All assigned work orders will be displayed in List view of Quick Reporting application

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3. Select the required Work Order to execute further

4. Press the Start Timer when the person has started working. System adds a Labor
record with start time and date in the Labor section

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5. Press the Stop timer when the work is completed and notice that the Stop time is now
entered.
6. Users can also update start time and End time manually after completing their work

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7. Users can update work logs in Log tab with additional information’s

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8. Click on Save

Note: All the update of the WO’s in the Quick Reporting will display in Work order Tracking
application also

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8. Job plan
System shall display Job Plans application in the Start Centre for Planners

8.1 Introduction

✓ A Job plan is a detailed description of work that is performed for a work order
✓ Job plans generally contain tasks and information about the estimated labor, materials,
labor hours, services, and tools that are required for the work.
✓ You can apply job plans to preventive maintenance records, routes, and work orders.
✓ After a job plan becomes a work plan on a work order, you can change the work plan
without affecting the job plan.

8.2 View Job Plans Records

1. From Favorite Applications, click on “Job Plans” application

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2. To find records, use the filter fields and then press Enter

3. Users can view the selected job plan

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4. System shall display all the tasks associated to that Job plan in Job Plan Tasks sub tab
under Job Plans main tab

5. System shall display Labor, Materials, Services and Tools under Job plans sub tab if
values associated to Job plan record

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6. Click on Select Action menu to View Revision History, cost and add it to bookmarks

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9. Preventive Maintenance
9.1 Introduction

✓ Preventive Maintenance is the planned maintenance work that should be regularly

performed on a piece of equipment to mitigate the risk of unexpected failures
✓ They are used to generate preventive maintenance work orders
✓ Information associated with a PM becomes part of the work order records you generate
from the PM

9.2 View PM record

1. From Favorite Applications, click on “Preventive Maintenance” application

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2. To find records, use the filter fields and then press Enter(Ex. Dept/Sub Dept- RFL)

3. System shall display the required PM record.

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4. Navigate to Frequency tab to view Next Due Date and frequency

5. Users could view Job Plan records under Job Plan Sequence tab if values associated
to PM record

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10. Material Requisition

Purpose: To create a requisition for Ad-hoc and Emergency material requirements for a
Maximo work order.

1. Log into Maximo with your User credentials

2. From Favorite Applications, click on “Create Requisition” application.

3. In the “Work Order” field (middle right), either:

a. Type the work order # and then click the Tab key

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4. Click the arrow to the right of the “Work Order” field, and click “Select Value” to search
for and select the work order #

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5. Click the “Continue” button to add line items.

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6. Specify an Items and the additional information required for that Item

7. Click Continue to submit the requisition.

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8. If the order is for an “Item” listed in Maximo, do the following:

a. On the bottom right of the “Requisition Line Items” section, click the “Add Line Item”
button, then click “Select Materials”
b. Selecting an “Item” listed in Maximo
c. For each item, specify a quantity being requested by typing a quantity in the
“Quantity” field.

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9. Click Continue to submit the requisition.

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10. After clicking “Submit”, a box will pop up with the Create Requisition ID #.
a. Click “Return to Start Center”
b. OR, if you need to create another requisition, click “Create Another Requisition”
and repeat steps from 5.

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11. Click on View Details to review the created material requisition

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12. User shall view previously created requisition with its Requisition id, description, date,
requested by etc., through View Requisition.
13. Select “View Requisition” from the Create Requisition application

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14. Enter Requisition id and fill known fields to view the requisition, click “Find” button to get
the requisition record

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11. Reports
1. From the Start Centre, click on Go To Applications > Work Orders > Work Order
Tracking (CM)
2. Enter search criteria and press ‘Enter’ to filter the Work Order list. Select WO to
generate report
3. From the More Actions menu select ‘Run Reports’ – this will open the Reports and
Schedules Dialog box.

4. Select required report to generate, (Ex. SAR1001 Work order details Report v1.1).
Click on it

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5. Running a report right now is known as an immediate job and passes its job request to
the report engine immediately. Click on Submit to run reports

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6. To export report data, click Export Report icon

7. Select PDF portal Document Format to export report into pdf format. Click OK

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8. Open Exported report from System downloads to view it in PDF format

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9. Select XLSX Microsoft Spreadsheet to export report into Excel format. Click OK

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10. Open Exported Reports from System downloads to view it in Excel format

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