MAXIMO 5.2 School Work Requests

7/31/2019 MAXIMO 5.2 School Work Requests

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T O T A LR E S O U R C EM A N A G E M E N T

State of HawaiiDepartment of Education

MAXIMO 5.2

School WorkRequests


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Total Resource Management Alexandria, VA

Total Resource Management, Incorporated

510 King Street, Suite 500

Alexandria, VA 22314

Copyright 1996 by Total Resource Management, Incorporated. All rights reserved.

All product names and services identified throughout this book are trademarks or

registered trademarks of their respective companies. They are used throughout this

book in editorial fashion only and for the benefit of such companies. No such uses,

or the use of trade name, are intended to convey endorsement of other affiliation

with the book.

No part of this publication may be reproduced in any form, or stored in a database or

retrieval system, or transmitted or distributed in any form by any means, electronic,

mechanical photocopying, recording, or otherwise without the prior written

permission of Total Resource Management, except as permitted by the Copyright Act

of 1976.


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Table of Contents

SECTION 1 INTRODUCTION..............................................................................................1

SECTION 2

ACCESSING MAXIMO............................................... ...................................... 2

SECTION 3 LOGGING IN TO MAXIMO.................................................................... ...........5SECTION 4 OPEN SCHOOL WORK REQUESTS.................................................................7SECTION 5 ENTER A NEW WORK REQUEST.....................................................................9SECTION 6 VIEW A PREVIOUSLY ENTERED WORK REQUEST........ ..... ...... ..... ...... ..... ..... 25

SECTION 6.1 SEARCH USING FULL IDENTIFIERS ..................................................... .................. 25SECTION 6.2 SEARCH USING WILDCARDS ................................................. ........................... 29SECTION 6.3 SORTING WORK REQUESTS.................................................. ........................... 32SECTION 6.4 MAXIMO STATUSES ................................................. .................................... 35

SECTION 7 MAXIMO LOCATIONS DRILLDOWN............................................ .................. 36SECTION 8 SCHOOL WORK REQUESTS SCREENS... ...... ..... ...... ..... ..... ...... ..... ...... ..... ..... 42SECTION 9 PRINT A WORK REQUEST............................................................................ 48SECTION 10 PRINT A LIST OF WORK ORDERS .................................................... ......... 52SECTION 11 PRINT THE SCHOOL WORK ORDER PRIORITY REPORT..... ..... ...... ..... ...... . 56SECTION 12 EXIT MAXIMO............................ ....................................................... ......... 59SECTION 13 MICROSOFT WINDOWS JAVA VIRTUAL MACHINE (JVM) ...... ..... ...... ...... ... 60


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Total Resource Management Alexandria, VAPage 1

Section 1 Introduction

Work orders are an essential part of maintenance management. A work order specifies a

particular task to be accomplished either against a piece of equipment or a location. InMAXIMO, work orders initiate the maintenance management process and create a historicalrecord of work performed.

This course will focus on work requests using the SchoolWork Requests Application.

This application is used to query, view, and create work requests. This course will cover thefollowing:

Accessing MAXIMO

Logging in to MAXIMO

Opening Work Requests

Entering a Work Request

Viewing a Previously Entered Work Request

Work Order Statuses

Printing a Work Order

Printing a List of Work Orders

Running the School Work Order Priority Report

Exiting MAXIMO

Installing the Java Virtual Machine


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Section 2 Accessing MAXIMO

MAXIMO is a web-based application so you will need access to the Internet in order to use

MAXIMO.

Your browser opens to your default home page (may differ from what you see below).

Note: You must use a PC with Internet Explorer 5.5 and above in order to use MAXIMO.

MAXIMO is not supported by other browsers or by Macintosh.

Step 1: Click on

your Internet

Explorer Icon toopen your browser


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Step 2: Enter the OBS website URL in

the address bar

http://obs.k12.hi.us

and click on the MAXIMO link

Production MAXIMO

Training MAXMIO

MAXIMO Documentation


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The MAXIMO Log-In screen opens.

*Note: There are two links on the Office of Business Services website

1. MAXIMO Training used for training, development and practice

2. MAXIMO Production - used to enter your schools actual work requests


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Section 3 Logging In to MAXIMO

Once you are on the MAXIMO log-in screen you will need to enter your user name and

password to sign in to MAXIMO. You will need to call the response center to get yourschools MAXIMO log in information (831-6731).

Step 1:User Name Place your cursor in the

user name field and type in

your user name

Step 2:Password

Place your cursor

in the password

field and type in

your password

Step 3: With your

mouse click on the

Sign In button


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The MAXIMO Start Center opens.

Note: Once you are logged into MAXIMO do not use your standard Internet Explorer

icons and menus on the toolbar at the top of the screen. You must use

MAXIMOs built in navigation features.


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Section 4 Open School Work Requests

The School Work Requests application will be used to enter work requests in MAXIMO.

Using your mouse,

scroll over the

Work Order

Module and click

on School Work

Requests


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The SchoolWork Request Application opens to the search screen.

Note: The school code field defaults to your log in so you will only see the list of work

requests entered for your school.


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Section 5 Enter a New Work Request

From the search screen you can access the New Work Request data entry screen.

Step 1: Click here to enter

a New Work Request


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The New Work Request screen opens with an auto generated work request number and a

status ofREQUEST.

Note: All fields with a red * are required in order to submit the request.


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Step 2: Enter the request

description. For example

Toilet overflowing in boys

restroom

Step 3: Click on the arrow

next to the location field


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Step 4: Click on Select

Value


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The locations value list opens.

Step 4a: Click your mouse

in the blank box under the

Description heading, type

in the name of your school

and hit enter.


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MAXIMO locations come from the DOE Locations Database. Some of the locations maycontain a - or a and portions of the location may be abbreviated (for example ELEM forelementary). If you are having trouble searching for your school enter a portion of the schoolname. In this example we entered AINA HAINA in order to find AINA HAINA ELEM.

If you entered your search correctly the value list filters down to all entries matching yoursearch criteria.

If the value your are looking

for is not listed click on theorange arrow to continue

searching through the

If you spell the school name

incorrectly and there are no

results matching your

search your results will say

No locations found. Click

on the Clear Filter fields

icon to return to the originallist of locations and repeat

step 4a

OOPS! Spelled AINA

incorrectly (ANA)


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The New Work Request screen opens with the location you selected.

Note: For more information on locations see Section MAXIMO Locations Drilldown.

Step 4b: To select the

value click on the blue boxnext to the location (For

example AINA HAINA

ELEM BLDG A

The location code and

description are now on the


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Step 5: Place your cursor

in the Reference Location

field and enter additional

location information if

needed (For example Last

stall next to back wall)


in the Job Details field and

enter additional work

request information


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The list of available work types opens.


in the Contact field and

enter the name of the

contact person for the work

request

Step 8: Click on the

magnifying glass icon next

to the Work Type field to

open the list of work types


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The New Work Request screen opens with the work type you selected.

Step 9: Click on the blue

box next to the work type to

select the value (For

example Emergency )

The work type you selected

is now on the screen


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VALUE DESCRIPTION

BLDG Indicates a work request for work on a building

NBLDGIndicates a work request for work outside a building (for example a parking

lot, field, etc)

EQUIP Indicates a work request for work on a piece of equipment

OTHERIndicates a work request that doesnt fit in any categories above (for example

request for safety supplies, shoes, etc)


box next to the problem

code to select the value

(For example BLDG)

Step 10: Click on

magnifying glass next to the

Problem Code field to open

the list of available codes


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The New Work Request screen opens with the problem code you selected.

The problem code you

selected is now on thescreen


magnifying glass next to the

Cause Code field to open

the list of available values


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If the value you are looking

for is not on the list click on

the orange arrow to view the

rest of the available cause

codes


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The New Work Request screen opens with the cause code you selected.


box to select the cause

code (For example N)

The cause code you

selected is now on the

screen


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The remaining fields on the screen are read only and automatically populated for you.

FIELD DESCRIPTION

Request # The unique identifier of the work request (for example 646397).

Status The status of the work request. This automatically defaults to REQUEST.

School CodeThis is your three digit school code starting with an S. This value defaults

based on your MAXIMO log-in (for example S100).)

Work Phone This value defaults based on your school code (for example 377-2419).

EmailThis value defaults based on your school code (for example

[email protected]).

Reported DateThis value defaults to the date and time you entered the work request (for

example 7/20/05 8:57 AM).

Note: MAXIMO is set to time-out after 1 hour without any activity so it is a good idea to

complete your request if you think you will be away from the system for a

while.

Step 14: Click Submit to

save the work request


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The search screen opens with the message indicating the request was successfulllysubmitted.

You may see a screen similar to the one below after clicking the Submit button. Please click

Continue to save the request. This occurs if the same problem code is selected for the

same location.

Work Request xxxxxx has

been submitted


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Section 6 View a Previously Entered Work Request

Users using the Work Requests Application can easily view existing requests by entering a

query in the fields provided. You may enter query information in one of the fields or anycombination of the fields provided.

Section 6.1 Search using full identifiers

1 If you know the work request number you can easily open the work request.

Step 2: Click Find

Step 1: Enter the work

request # on the search

screen


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The screen now displays the work request.

The Work Request Details screen opens with the request selected.


underlined work request

number to view the details

Step 4: Click OK to return

to the search screen


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2 You can also search based on work request details such as work type. You may enterquery information in one of the fields or in any combination of the fields provided.

Step 1: Enter a full

identifier in any of the fields

provided starting with = Step 2: Click Find to

execute the search


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The Work RequestsSearch screen now displays the results of the search.

The Work Request Details screen opens with the request you selected.

Step 3: Click on any of the

request numbers to view

the request

Step 4: Click OK to return

to the School Work

Requests search screen


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Section 6.2 Search Using Wildcards

For the cases when you are not sure of the exact value for one of the fields you want to usein a query, a wildcard may be used. A wildcard is a special symbol that stands for one ormore characters (a letter or number).

1 Underscore

The underscore ( _ ) is used to substitute for a single character.

Step 2: Click Find to

execute the search

Step 1: Enter search

criteria containing an

underscore in any of the

fields rovided


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2 Percent Sign

The percent sign ( % ) is used to substitute for a string of characters. A string may be anygrouping of letters, numbers or both.

Step 1: Enter search

criteria containing a percent

% sign in any of the fields

rovided

Step 2: Click Find to

execute the search



the re uest


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3 Placement of Wildcards

The wildcard must be placed exactly where the unknown character(s) would occur.

Placemen

t

Finds Example

%X returns all records where X is the last in a

string of characters

%ed would return all records where a word

ended in -ed

X% returns all records where X is the first in a

string of characters

W% would return all records where the

word started with the letter W

%X% Returns all records where X falls anywhere

within the string of characters

%a% would return all records with the

letter a anywhere in the field

X Returns all records where X falls anywhere

within the string of characters

a would return all records with the letter a

anywhere in the field

=X Returns all records where the value = the

character(s)

=A would return only values =A



the request


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Section 6.3 Sorting Work Requests

When you are viewing your list of previously entered work requests, MAXIMO allows you to

sort the list in ascending or descending order (with the most recently entered work request atthe top of the list).

Step 1: Click on theunderlined wordRequest


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The work order list is now displayed in ascending order.


underlined wordRequest again


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The work order list is now displayed in descending order.

This should be themost recent workorder.


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Section 6.4 MAXIMO Statuses

There are several MAXIMO statuses you may see when viewing your Work Requests.

STATUS DESCRIPTION

REQUEST REQUEST

REQACC REQUEST ACCEPTED

WSCHED WAITING SCHEDULING

INPRG IN PROGRESS

COMP COMPLETE

CLOSE CLOSED

CAN CANCELED

FACTRAK FACTRAK PROJECT (SENT TO FACTRAK SYSTEM)


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Section 7 MAXIMO Locations Drilldown

Another way to select a location when entering a new work request is to use the MAXIMO

Locations Drilldown.

Step 1: Click on Open

Drilldown


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The Locations Drilldown opens

What is the Locations Drilldown?

The Locations Drilldown is used to view the complete hierarchy of locations in MAXIMO. TheDOE hierarchy consists of the following levels:

State of Hawaii

IslandDistrict

ComplexSchool / Facility

BuildingRoom

For example:

OahuHonolulu DistrictKalani Complex

Aina Haina ElemAina Haina Elem Bldg A

Aina Haina Elem Bldg A Rm 101


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The Location code is a unique identifier of each MAXIMO location based on the hierarchyabove. For example the above locations would have the following codes:

1 Oahu1-10 Honolulu District

1-10-813000 Kalani Complex

1-10-813000-100 Aina Haina Elem1-10-813000-100-A Aina Haina Elem Bldg A

1-10-813000-100-A-101 Aina Haina Elem Bldg A Rm 101

We are going to select Aina Haina Elem Bldg A.

Step 2: Click on the +

next to the island ofOahu

to view the list of available

districts


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sign next to Honolulu

District to view the list of

available complexes

Step 4: Click on the +sign next to Complex-

Kalani to view the list of

available schools


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sign next to Aina Haina

Elem to view the list of

available buildings


sign next to Aina Haina

Elem Bldg A to view the

list of available rooms


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Step 7: Select the location

by clicking on the blue box

next to it


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Section 8 School Work Requests Screens

The following screens are available from the School Work Requests Application:

[School Work Requests Search]- Used to query for work requests.

FIELD DESCRIPTION

Request # Work request ID number and description

Legacy WO # School work request number

AS400 WO# Work Order number brought over during the initial load from the AS400

Status Work order status

Location Location of where the work is to take place


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School Code School that entered the work request (defaults to user login)

Lead Craft Trade assigned to perform work

Work Type Type of work

Reported Date

FromDate problem was reported (beginning of range to search)

To Date problem was reported (end of range to search)

FIELD DESCRIPTION

Click to open the New Work Request screen to enter a work request.

Click to execute the search. If no fields have been filled in all records will

be queried.

Click to reset the search.


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[New Work Request] Used to enter a new work request.

FIELDS DESCRIPTION

Description Request description

Location Location of where work is to take place

Ref. Location Additional location information

Contact Name of contact person for work request

Work Type Type of work

Problem Code Second level classification for the failure that this work will be referencing

Cause Code Third level classification for the failure that this work will be referencing

Request # Request ID Number (auto generated) this becomes the work order #


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Status Work status

School Code Code for school entering the request (defaults to user login)

Reported Date Date problem was reported (defaults to entry date)

Work Phone Phone number of school

Email Email address of school

Job Details Additional comments related to the work request

FIELD DESCRIPTION

Click to submit the request (request will be saved)

Click to clear any values entered

Click to cancel the request (request will not be saved)


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[Work Request Details] Used to view or modify previously entered work requests.

FIELDS DESCRIPTION

Request # Request number and description (auto-generated)

Legacy WO # School work request number

Location Location of where work is to take place

Ref Location Additional location information

Contact Name of contact person for work request

Status Work request status

Work Type Type of Work

Problem Code Second level classification for the failure that this work will be referencing

Cause Code Third level classification for the failure that this work will be referencing


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Lead Craft Trade assigned to perform work

AS400 WO# Work Order number brought over from the AS400

Supervisor Supervisor

Foreman Work foreman

School Code Three digit code of school entering request (defaults to user login)

Reported Date Date problem was reported (defaults to entry date)

Work Phone Phone number of requestor

Email Email address of requestor

Additional Comments Additional comments related to the work request

Target Start Target start date for work

Target Finish Target finish date for work

Scheduled Start Schedule start date for work

Scheduled Finish Scheduled finish date for work

Actual Finish Actual finish date of work

COMMAND BUTTON DESCRIPTION

Click when finished viewing Work Request Details screen to return to the

School Work Requests search screen

Click return to the School Work Requests search screen


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Section 9 Print a Work Request

Step 2: Click Find

Step 1: Enter the work

request # on the search

screen


underlined work request

number to view the details


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Step 4: Click on View

Report to open the

Work Order Details

Report


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The Work Order Details Report opens.

Step 5: Select the

print icon on the

toolbar


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Adobe Acrobat opens with the report file.

Note: Adobe Acrobat 7 is not certified for use with MAXIMO. Please use a previous

version (5.0.5 is recommended).

To close Adobe Acrobat just click on the X in the upper right corner of the Adobe window.To close the report displayed on page 46 just click on the X in the upper right corner of thatscreen.

Step 6: Select your

printer and click Print


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Section 10 Print a List of Work Orders

Note: If you would like to print the entire list of work orders for your school just be sure

your school code is entered in the school code field.

Step 1: Enter a query

and click Find


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The Work Request Search screen now displays the results of your search.

The Work Request reports list opens.

Step 3: Select the

report (in this caseWork Request List

Report)

Step 2: Click Run

Reports


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The Request Page opens.

The report opens with the results of your query.

Step 5: Select the

print icon

Step 4:Selected

Record should be

selected. Click

Submit to run the

report


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Adobe Acrobat opens with the report file.

Step 6: Select your

printer and click Print


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Section 11 Print the School Work Order Priority

Report

The School Work Order Priority Report was designed for work prioritization. In order to printthe appropriate work orders for your school you will need to enter a MAXIMO query includingstatus not COMP (!=COMP) and lead crafts including painting (PA), carpentry (CA), firealarm (FA), plumbing (PL), lights (ML) and electrical (EL). If you are running your report forsupport work orders then you would use support mason (SM), support roofer (SR), supportcabinets (SC), support welder (SW), support furniture (SF), support labor (SL) and supportdriver (SD).

Step 1: Enter status

!=COMP

Step 2: Enter the

following lead crafts

separated by a comma

(no spaces):

CA,PA,FA,EL,PL,ML

Your school code

should already be in

the school code field

Step 3: Click Find


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The search screen now displays the results of your search.

The Work Request report list opens.

Step 5: Select the

School Work OrderPriority Report

Step 4: Click Run

Reports


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The School Work Order Priority Report request page opens.

The School Work Order Priority Report opens.

Note: This report is grouped by lead craft and location. Each craft will have a

separate report page.

Step 6:Selected

Record should be

selected. Click

Submit to run the

report


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Section 12 Exit MAXIMO

Note: Always sign out of MAXIMO before closing your Internet browser.

Click on Sign Out

to return to your

MAXIMO login screen


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Section 13 Microsoft Windows Java Virtual Machine

(JVM)

For proper MAXIMO use, a JVM must be installed on the client workstation. If your data doesnot display correctly or MAXIMO freezes on you it is likely that the cause is the absence of aJVM on your workstation. Older versions of windows had a JVM but Microsoft no longerbundles a JVM with its Windows Operating Systems.

MRO Software has validated the Sun Microsystems Java 1.4x plug-in for use with MAXIMO.Please follow the instructions below for installing the proper JVM on your workstation.

The Java Virtual Machine is available from the following website:

http://java.sun.com/products/archive/index.html

Step 1: Go the the following URL

http://java.sun.com/products/archive/index.html


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arrow next to

J2SDK/J2RE - 1.4 toopen the list of available

versions

Step 3: Select version

1.4.2_02


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The download screen opens:

Step 4: Click Go

Step 5: Under the

JRE column click

Download


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Once you have accepted the license agreement the download screen refreshes and

you can download the JRE.

Step 6: Click Accept to

accept the license

agreement

Step 7: Select

Windows Installation

English


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The below screen shots may differ depending on your security settings. In some cases

you may only have to click Run once.

Step 8: Click Run

Step 9: Click Run


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Step 10: Select I

accept

Step 11: Click Next

Step 12: Select Typcial

Step 13: Click Next


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Step 14: Wait for the software to install

Once you have completed the installation you will have an icon on your toolbar at the

bottom of your screen.

Step 15: Click Finish


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Update tab

Step 18: Remove the

check mark from the box

Step 19: Click Apply


Java icon and select

Open Control Panel

Documents

MAXIMO 5.2 School Work Requests