Release 4.0.2

Copyright 1994-1999, Project Software & Development, Inc.

8VHUV *XLGH

Although every effort has been made by Project Software & Development, Inc.to ensure the accuracy and completeness of this document and related programmaterial, no warranty, express or implied, is made by Project Software &Development, Inc. as to the accuracy and completeness of this document or therelated program material, nor shall the fact of distribution of this document andthe related program material constitute any such warranty, and no responsibilityis assumed by Project Software & Development, Inc. in connection therewith.

Restricted Rights Legend

Use, duplication, or disclosure by the U.S. Government is subject to restrictionsas set forth in subdivision (b)(3)(ii) of the Rights in Technical Data andComputer Software clause at 52.227-7013.

Material from this document may not be duplicated or copied without the expresswritten permission of Project Software & Development, Inc.

Copyright 1999, Project Software & Development, Inc.MAXIMO is a registered trademark of Project Software & Development, Inc.Other products and brand names are trademarks or registered trademarks of theirrespective companies.

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CONTENTS

CHAPTER 1 INTRODUCTION ............................................................................ 19OVERVIEW ............................................................................................................... 19IN THIS USERS GUIDE ........................................................................................... 21

How to Use this Guide............................................................................................. 22RELATED MAXIMO DOCUMENTATION............................................................... 23

CHAPTER 2 MAXIMO AND WINDOWS............................................................ 25OVERVIEW ............................................................................................................... 25STARTING AND EXITING MAXIMO...................................................................... 26

Starting MAXIMO.................................................................................................. 26Change Nonprivileged User Password............................................................................... 27

Starting an Application ........................................................................................... 28Using the Mouse............................................................................................................... 28Using the Keyboard .......................................................................................................... 28

Exiting an Application / Closing the Main Menu .................................................... 29Exiting MAXIMO................................................................................................... 29

APPLICATION SCREENS......................................................................................... 30Parts of a MAXIMO Application Screen ................................................................. 31

The MAXIMO Bar............................................................................................................ 32Tabs ................................................................................................................................. 33

Table Windows ....................................................................................................... 35The Status Column ........................................................................................................... 38Default Table Data............................................................................................................ 39

Dialog Boxes........................................................................................................... 40NAVIGATION METHODS........................................................................................ 43

Using the Mouse ..................................................................................................... 43Using the Right Mouse Button to Display the Field Menu ................................................. 44

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Using the Keyboard................................................................................................. 45The Detail Button.................................................................................................... 46

FIELDS ...................................................................................................................... 46The Key Field.......................................................................................................... 47Field Icons .............................................................................................................. 47Field Data Types ..................................................................................................... 48

Alphanumeric Fields......................................................................................................... 48Numeric Fields ................................................................................................................. 49Date and Time Fields........................................................................................................ 52Yes/No Fields ................................................................................................................... 54Read/Write and Read-only Fields...................................................................................... 54Required Fields ................................................................................................................ 55Value List Fields .............................................................................................................. 56Long Description Fields .................................................................................................... 58Hyperlink Fields .............................................................................................................. 59

Application Launch Fields....................................................................................... 61Hidden Fields .......................................................................................................... 61GL Account Fields .................................................................................................. 62

Tracking GL Accounts in MAXIMO ................................................................................. 62Entering Account Codes in MAXIMO Using the GL Account Navigator............................ 66Display of Account Codes in the GL Account Navigator Dialog Box.................................. 68

Red Dots ................................................................................................................. 69

CHAPTER 3 THE MAIN MENU........................................................................... 71OVERVIEW ............................................................................................................... 71MAIN MENU SCREEN.............................................................................................. 72

Menu Bar ................................................................................................................ 72Module Icons........................................................................................................... 73Modules, Applications, Screens, and Tabs............................................................... 73

WORK ORDERS........................................................................................................ 74PMs ............................................................................................................................ 75INVENTORY ............................................................................................................. 75EQUIPMENT ............................................................................................................. 77PURCHASING ........................................................................................................... 78PLANS ....................................................................................................................... 79LABOR....................................................................................................................... 80CALENDARS............................................................................................................. 80

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RESOURCES.............................................................................................................. 81CUSTOM APPLICATIONS........................................................................................ 81SETUP........................................................................................................................ 82UTILITIES ................................................................................................................. 83

CHAPTER 4 GETTING AROUND IN MAXIMO ................................................ 85OVERVIEW ............................................................................................................... 85MENU BAR................................................................................................................ 86

Menu Bar on Main Menu Screen............................................................................. 86File Menu on Main Menu Screen...................................................................................... 86Help Menu on the Main Menu .......................................................................................... 87

Menu Bar on Application Tabs................................................................................ 87Menu Bar Items....................................................................................................... 88

FILE MENU ............................................................................................................... 90Save (Record).......................................................................................................... 90Send (Record) ......................................................................................................... 91Run Reports ............................................................................................................ 92Print Form............................................................................................................... 92Print Documents...................................................................................................... 93Open Database/Close Database................................................................................ 94Exit (Application Name) ......................................................................................... 95Exit MAXIMO........................................................................................................ 95

EDIT MENU .............................................................................................................. 96Undo Typing ........................................................................................................... 96Cut .......................................................................................................................... 96Copy ....................................................................................................................... 97Paste ....................................................................................................................... 98Clear All ................................................................................................................. 98Find (Record) .......................................................................................................... 99Delete Row.............................................................................................................. 99Undelete Row........................................................................................................ 100Delete Document Registration ............................................................................... 100Delete Document Link........................................................................................... 101Set Linked Document Version ............................................................................... 101Delete (Record) ..................................................................................................... 102

VIEW MENU ........................................................................................................... 103

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(Record) List ......................................................................................................... 103Current Query ....................................................................................................... 105Saved Queries ....................................................................................................... 105Refresh (Record) ................................................................................................... 105Count (Records) .................................................................................................... 105

ACTIONS MENU..................................................................................................... 107Application Actions(s)........................................................................................... 109

INSERT MENU........................................................................................................ 109New (Record) ........................................................................................................ 109New (Record) with AutoNumber ........................................................................... 110Duplicate (Record) ................................................................................................ 111

Connections to Other Records ......................................................................................... 112New Row............................................................................................................... 112New Row with AutoNumber (Work Orders Module only)...................................... 113Document Registration .......................................................................................... 113Document Link ..................................................................................................... 114

NAVIGATE MENU.................................................................................................. 115Next (Record)........................................................................................................ 115Previous (Record).................................................................................................. 116Hyperlink .............................................................................................................. 116Return to Originating Application ......................................................................... 119Return with Selection ............................................................................................ 120Return with Selection and Exit .............................................................................. 121Main Menu ........................................................................................................... 121Scroll to Column ................................................................................................... 121(Application) Extra Form Window........................................................................ 121

SETUP MENU.......................................................................................................... 122Save Desktop......................................................................................................... 122Set Field Defaults .................................................................................................. 122Define Document Types ........................................................................................ 124Specify Document Confirmations .......................................................................... 124Define Filter .......................................................................................................... 124

HELP MENU............................................................................................................ 125Contents and Index ............................................................................................... 126(Application) Help................................................................................................. 128MAXIMO Overview.............................................................................................. 129

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MAXIMO on the Web........................................................................................... 129About MAXIMO................................................................................................... 129

TOOLBAR................................................................................................................ 129KEYBOARD COMBINATIONS .............................................................................. 135

Keyboard and Editing ..................................................................................................... 136Keyboard and Value Lists ............................................................................................... 136Keyboard and Table Windows......................................................................................... 137

CHAPTER 5 THE STATUS BAR........................................................................ 139OVERVIEW ............................................................................................................. 139MODES OVERVIEW............................................................................................... 140QUERY MODE ........................................................................................................ 141

Basic Querying...................................................................................................... 142Using Operators.............................................................................................................. 144Using Wildcards ............................................................................................................. 145Steps for Querying by Using On-Screen Fields ................................................................ 146

Advanced Querying............................................................................................... 148Sample Where Clauses ................................................................................................... 149Steps for Querying Using the Where Clause .................................................................... 150Editing a Where Clause .................................................................................................. 151Saving a Where Clause ................................................................................................... 153Where Clause Listing...................................................................................................... 154

BROWSE MODE ..................................................................................................... 154MODIFY MODE ...................................................................................................... 155INSERT MODE........................................................................................................ 156MESSAGES AND MESSAGE ICONS ..................................................................... 157

Field Icons ............................................................................................................ 157

CHAPTER 6 REPORTS....................................................................................... 159OVERVIEW ............................................................................................................. 159RUNNING, VIEWING, AND PRINTING A MAXIMO REPORT ............................ 159

Registered Reports................................................................................................. 160The (Application) Reports Dialog Box................................................................... 160

Displaying a list of other applications.............................................................................. 160The SQR Options Dialog Box................................................................................ 161

REPORT LIST BY MODULE................................................................................... 162Work Order Reports .............................................................................................. 163

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Preventive Maintenance Reports............................................................................ 166Inventory Reports .................................................................................................. 167Equipment Reports................................................................................................ 171Purchasing Reports................................................................................................ 178Labor Reports........................................................................................................ 180Resources Reports ................................................................................................. 182Setup (Database Configuration) Reports ................................................................ 183

CHAPTER 7 WORK ORDERS ........................................................................... 185OVERVIEW ............................................................................................................. 185

Categories of Work Orders .................................................................................... 186DOWNTIME REPORTING...................................................................................... 186

Why Is It Important to Report Unplanned Downtime? ........................................... 187Reporting Unplanned Downtime ..................................................................................... 187

How Unplanned Downtime Is Calculated .............................................................. 187Analyzing Unplanned Downtime........................................................................... 188

WORK ORDERS MENU ITEMS ............................................................................. 189Work Orders and Other MAXIMO Modules.......................................................... 190

Work Orders and Preventive Maintenance....................................................................... 190Work Orders and Job Plans ............................................................................................. 190Work Orders and Operating Locations............................................................................. 190Work Orders and Equipment........................................................................................... 191Work Orders and Inventory ............................................................................................. 191Work Orders and Labor................................................................................................... 192

The MAXIMO Scheduler ...................................................................................... 192WORK ORDER TRACKING APPLICATION.......................................................... 192WORK ORDER TRACKING TABS......................................................................... 192USING THE WORK ORDER TRACKING APPLICATION..................................... 194

Work Plans ........................................................................................................... 194Duplicating Work Order Records .......................................................................... 195Parent and Child Work Orders .............................................................................. 195

When to Use a Parent Work Order .................................................................................. 195Actions.................................................................................................................. 196

Copy Methods................................................................................................................. 196Move/Modify Equipment ................................................................................................ 196

PLANS TAB............................................................................................................. 196ACTUALS TAB ....................................................................................................... 197

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USING THE ACTUALS/LABOR TAB..................................................................... 198Restricting Access ................................................................................................. 198Additional Validation............................................................................................ 198Actions.................................................................................................................. 198

Select Work Plan Components ........................................................................................ 198USING THE ACTUALS/MATERIALS TAB............................................................ 199

Actions.................................................................................................................. 199Select Work Plan Components ........................................................................................ 199

USING THE ACTUALS/TOOLS TAB ..................................................................... 200Select Work Plan Components ........................................................................................ 200

FAILURE REPORTING TAB................................................................................... 200WORK REQUESTS APPLICATION........................................................................ 200WORK REQUESTS APPLICATION TABS ............................................................. 201QUICK REPORTING APPLICATION ..................................................................... 201QUICK REPORTING APPLICATION TABS........................................................... 201

Toolbar ................................................................................................................. 201USING THE QUICK REPORTING APPLICATION................................................. 202

Creating a New Work Order.................................................................................. 202Reporting on an Open Work Order........................................................................ 203

WORK MANAGER APPLICATION........................................................................ 204WORK MANAGER APPLICATION TABS ............................................................. 204

Toolbar ........................................................................................................................... 205Finishing Assignments, Closing Work Orders....................................................... 206Actions Menu........................................................................................................ 206

Assign Labor (Self-Dispatch Mode) ................................................................................ 206Interrupt Assignment....................................................................................................... 208Finish Assignment .......................................................................................................... 209View Submenu ............................................................................................................... 210

WORK ORDER LIST/LABOR LIST ........................................................................ 211Toolbar ........................................................................................................................... 211

USING THE WORK ORDER LIST/LABOR LIST.................................................... 212Actions.................................................................................................................. 212

Work Order List submenu............................................................................................... 212Labor List submenu ........................................................................................................ 214Modify Labor Availability............................................................................................... 216Assign Labor................................................................................................................... 217Start Assignment............................................................................................................. 219Interrupt Assignment....................................................................................................... 219

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Finish Assignment .......................................................................................................... 220WORK ORDER REPORTS....................................................................................... 222

Daily Maintenance Schedule by Supervisor Report.......................................................... 222Equipment Cost Rollup Report........................................................................................ 222Delinquent Work Order Report ....................................................................................... 222Estimated vs. Actual Work Order Costs Report ............................................................... 222Response and Repair Performance Analysis by Location Report ...................................... 222Weekly Maintenance Schedule by Craft Report ............................................................... 223Diagnostic Work Order Report ........................................................................................ 223Work Order Material Check............................................................................................ 223Standard Work Order Report........................................................................................... 223Work Order Status Change Report .................................................................................. 224Employee Job Assignments Report.................................................................................. 224Daily Work Order Assignments Report ........................................................................... 224

CHAPTER 8 PREVENTIVE MAINTENANCE.................................................. 225OVERVIEW ............................................................................................................. 225

Preventive Maintenance and Other MAXIMO Modules......................................... 226Preventive Maintenance and Job Plans ............................................................................ 226Preventive Maintenance and Equipment.......................................................................... 226Preventive Maintenance and Work Orders....................................................................... 226

PREVENTIVE MAINTENANCE TABS .................................................................. 227Toolbar ........................................................................................................................... 227

Define Filter Dialog Box ....................................................................................... 228Restarting a Job Plan Sequence ............................................................................. 228

PREVENTIVE MAINTENANCE REPORTS ........................................................... 228Projected PM Labor Requirements .................................................................................. 228

CHAPTER 9 PLANS ............................................................................................ 229JOB PLANS.............................................................................................................. 229

Overview............................................................................................................... 229Job Plans and Other MAXIMO Modules ......................................................................... 230

Job Plan Tabs ........................................................................................................ 230Toolbar ........................................................................................................................... 231

SAFETY PLANS...................................................................................................... 231Overview............................................................................................................... 231Safety Plan Tabs.................................................................................................... 232

SAFETY HAZARDS ................................................................................................ 232

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Overview............................................................................................................... 232Safety Hazards Tabs .............................................................................................. 233

SAFETY PRECAUTIONS........................................................................................ 233Overview............................................................................................................... 233Safety Precautions Tabs......................................................................................... 234

LOCK OUT/TAG OUT............................................................................................. 234Overview............................................................................................................... 234Lock Out/Tag Out Tabs......................................................................................... 235

CHAPTER 10 EQUIPMENT ............................................................................... 237OVERVIEW ............................................................................................................. 237HIERARCHIES ........................................................................................................ 239EQUIPMENT ASSEMBLY STRUCTURES ............................................................. 239

EAS Elements ....................................................................................................... 240Top EAS Element ........................................................................................................... 240Subassemblies ................................................................................................................ 241Inventory Items or Spare Parts......................................................................................... 241

LOCATION SYSTEMS............................................................................................ 241THE DRILLDOWN DIALOG BOX.......................................................................... 242

Displaying the Drilldown Dialog Box.................................................................... 243Displaying the Drilldown in Equipment and Operating Locations .................................... 243Displaying the Drilldown in Other Applications .............................................................. 244

Icons Used on the Drilldown Dialog Box............................................................... 245Drilldown Area Icons ...................................................................................................... 245Control Area Icons .......................................................................................................... 246

Viewing Locations and Viewing Equipment.......................................................... 247Viewing Locations ................................................................................................ 248

Viewing Locations by System.......................................................................................... 250Viewing Locations by Type ............................................................................................. 251Switching Between the System and Type Views.............................................................. 251

Viewing Equipment .............................................................................................. 252Drilling Down the Equipment Hierarchy ......................................................................... 253

Switching Between the Location and Equipment Views......................................... 253Right Mouse Button Menu .................................................................................... 254

View Work Orders and PMs ........................................................................................... 254View Location Information.............................................................................................. 255View Parents for Networked Location ............................................................................. 255View Locations Path...................................................................................................... 255

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View Locations From Parent Level.................................................................................. 256View Equipment Information .......................................................................................... 256View Equipments Path .................................................................................................. 256

The Options Dialog Box........................................................................................ 257Changing Location Systems............................................................................................. 257Showing the Location Path.............................................................................................. 257Viewing Top-level Equipment......................................................................................... 258

DOWNTIME REPORTING...................................................................................... 258Why It Is Important to Report Unplanned Downtime............................................. 259Reporting Unplanned Downtime ........................................................................... 259How Unplanned Downtime Is Calculated .............................................................. 259Analyzing Unplanned Downtime........................................................................... 260

TRACKING COSTS................................................................................................. 260EQUIPMENT MODULE MAIN MENU ITEMS....................................................... 262

Equipment and Other MAXIMO Modules............................................................. 262Equipment, Locations, and Work Orders ......................................................................... 262Equipment, Locations, and Preventive Maintenance ........................................................ 262Equipment, Locations, and Resources ............................................................................. 263Equipment and Inventory Control.................................................................................... 263

EQUIPMENT APPLICATION.................................................................................. 263EQUIPMENT TABS................................................................................................. 264

Toolbar ........................................................................................................................... 264Actions.................................................................................................................. 265

Apply Item Assembly Structure ....................................................................................... 265Move/Modify Equipment ................................................................................................ 267View Equipment Move History....................................................................................... 272

MAXIMO LOCATIONS........................................................................................... 273Operating Locations ........................................................................................................ 273Other Equipment Type Locations .................................................................................... 273Storeroom Locations ....................................................................................................... 273Other Inventory Type Locations....................................................................................... 274

OPERATING LOCATIONS APPLICATION............................................................ 274OPERATING LOCATIONS TABS........................................................................... 274

Toolbar ........................................................................................................................... 275Actions.................................................................................................................. 276

Apply Item Assembly Structure ....................................................................................... 276Other Dialog Boxes ............................................................................................... 278

The Choose System for Relation Dialog Box ................................................................... 278

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The Select Rotating Item Dialog Box .............................................................................. 279The Select Child Location Dialog Box............................................................................. 279

FAILURE CODES APPLICATION .......................................................................... 279FAILURE CODES TABS ......................................................................................... 280

Toolbar ........................................................................................................................... 280CONDITION MONITORING APPLICATION......................................................... 280CONDITION MONITORING TABS ........................................................................ 281

Toolbar ........................................................................................................................... 281ROUTES APPLICATION......................................................................................... 281ROUTES TABS........................................................................................................ 282EQUIPMENT REPORTS.......................................................................................... 282

Availability Statistics by Location ................................................................................... 282Equipment Failure Summary........................................................................................... 282Equipment Failure Summary by Machine........................................................................ 283Detailed Equipment Failure Report by Machine .............................................................. 283Equipment Hierarchy Report ........................................................................................... 283Equipment History Graphs .............................................................................................. 283Equipment Measurement Report ..................................................................................... 284Maintenance Cost by Equipment ..................................................................................... 284Failure Count by Equipment ........................................................................................... 284Failure Analysis Graphs.................................................................................................. 285Location Failure Summary .............................................................................................. 285Failure Summary by Location.......................................................................................... 285Detailed Failure Report by Location................................................................................ 285Material Related Issues Report........................................................................................ 286Maintenance Cost by System........................................................................................... 286Location Hierarchy Report .............................................................................................. 286Failure Code Hierarchy Report........................................................................................ 287

CHAPTER 11 INVENTORY................................................................................ 289OVERVIEW ............................................................................................................. 289

Inventory Main Menu Items .................................................................................. 290Inventory and Other MAXIMO Modules............................................................... 291

Inventory and Purchasing ................................................................................................ 291Inventory and Work Orders ............................................................................................. 292Inventory and Equipment ................................................................................................ 292

INVENTORY CONTROL APPLICATION............................................................... 292INVENTORY CONTROL TABS.............................................................................. 293

Toolbar ........................................................................................................................... 294

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USING THE INVENTORY CONTROL APPLICATION.......................................... 294Actions.................................................................................................................. 294

Reorder Items ................................................................................................................. 294Issue Current Item........................................................................................................... 297View Item Availability.................................................................................................... 300View Vendor Analysis .................................................................................................... 304

REORDER DETAILS TAB ...................................................................................... 306Vendors Group Box............................................................................................... 306Using the vendors group box ................................................................................. 308Select Value Dialog Box........................................................................................ 308Select Order Unit Values and Select Issue Unit Values Dialog Boxes .................... 309

ISSUES AND TRANSFERS APPLICATION ........................................................... 309ISSUES AND TRANSFERS TABS........................................................................... 310

Toolbar ........................................................................................................................... 310USING THE ISSUES AND TRANSFERS APPLICATION ISSUES TAB ................ 311

Issuing and Returning Rotating Equipment ........................................................... 311Do Not Double-record Item Usage...................................................................... 312Actions.................................................................................................................. 313

Select Reserved Items ..................................................................................................... 313TRANSFER OUT TAB............................................................................................. 316

Actions.................................................................................................................. 316Select Reserved Items ..................................................................................................... 316

TRANSFER IN TAB ................................................................................................ 316Actions.................................................................................................................. 316

Select Items for Transfer ................................................................................................. 316Select Receipts From Transit Location Dialog Box.......................................................... 317

ITEM ASSEMBLY STRUCTURES APPLICATION................................................ 317ITEM ASSEMBLY STRUCTURES TABS ............................................................... 318

Toolbar ........................................................................................................................... 318Rotating Items and Rotating Equipment ................................................................ 318

USING THE ITEM ASSEMBLY STRUCTURES APPLICATION ........................... 319Actions.................................................................................................................. 320

Select Top-level Item for New IAS.................................................................................. 320ASSET CATALOG SETUP APPLICATION ............................................................ 321ASSET CATALOG SETUP TABS ........................................................................... 321INVENTORY REPORTS.......................................................................................... 321

Goods Received .............................................................................................................. 322Inventory Pick Report...................................................................................................... 322

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ABC Analysis Report ...................................................................................................... 322Inventory Cycle Count Report ......................................................................................... 323Economic Order Quantity Report .................................................................................... 323Suggested Order Report .................................................................................................. 323Reorder Point Report ...................................................................................................... 323Inventory Valuation Report ............................................................................................. 324Item Order Status............................................................................................................ 324List of Expired Items....................................................................................................... 324Item Availability at All Locations.................................................................................... 324Storeroom Material Check .............................................................................................. 324Where Used Report......................................................................................................... 324

CHAPTER 12 PURCHASING ............................................................................. 327OVERVIEW ............................................................................................................. 327

Purchase Requisitions and Purchase Orders........................................................... 327Receiving Materials and Services .......................................................................... 328Requests for Quotation .......................................................................................... 328Invoices................................................................................................................. 329Currencies............................................................................................................. 329Purchasing Main Menu Items................................................................................ 330Purchasing and Other MAXIMO Modules ............................................................ 331

Purchasing and Inventory ................................................................................................ 331Purchasing and Companies.............................................................................................. 332Purchasing and Work Orders........................................................................................... 332

PURCHASE REQUISITIONS APPLICATION......................................................... 332PURCHASE REQUISITIONS APPLICATION TABS .............................................. 332

Toolbar ........................................................................................................................... 333USING THE PURCHASE REQUISITIONS APPLICATION .................................... 333

Reordering by Batch.............................................................................................. 333PR LINES TAB ........................................................................................................ 334

Item and Location ................................................................................................. 334REQUEST FOR QUOTATION APPLICATION....................................................... 334REQUEST FOR QUOTATION APPLICATION TABS ............................................ 335

Toolbar ........................................................................................................................... 336PURCHASE ORDERS APPLICATION .................................................................... 336PURCHASE ORDERS APPLICATION TABS ......................................................... 336

Toolbar ........................................................................................................................... 337PO LINE ITEMS TAB.............................................................................................. 338

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View Vendor Analysis for Item ............................................................................. 338PO MATERIAL RECEIPTS TAB............................................................................. 340PO SERVICE RECEIPTS TAB................................................................................. 341COPY PR LINE ITEMS TO PO DIALOG BOX ....................................................... 341

Set Blank Vendor to Primary Vendor .................................................................... 341INVOICES APPLICATION...................................................................................... 342INVOICES APPLICATION TABS ........................................................................... 342

Toolbar ........................................................................................................................... 342INVOICE LINES TAB ............................................................................................. 344

Distribute Costs Dialog Box .................................................................................. 344Copy PO Lines to Invoice Dialog Box ................................................................... 347

Materials Tab ................................................................................................................. 347CURRENCY MANAGEMENT APPLICATION....................................................... 353USING THE CURRENCY MANAGEMENT APPLICATION.................................. 354

Define Filter .......................................................................................................... 354PURCHASING REPORTS........................................................................................ 355

Standard Purchase Requisition ........................................................................................ 355Quotation Analysis.......................................................................................................... 355Request for Quotation ..................................................................................................... 355Electronic Commerce File ............................................................................................... 355Goods Received Note...................................................................................................... 356Inventory Receipt Register .............................................................................................. 356Direct Purchase Back Order Report................................................................................. 356EDI Purchasing Report.................................................................................................... 356Standard Purchase Order................................................................................................. 356Purchase Order Status Report.......................................................................................... 357Purchase Orders by Vendor............................................................................................. 357Invoice Approval Report ................................................................................................. 357

CHAPTER 13 LABOR ......................................................................................... 359

OVERVIEW ................................................................................................................ 359Labor Menu Items ................................................................................................. 360Labor and Other MAXIMO Modules..................................................................... 360

LABOR APPLICATION........................................................................................... 361LABOR APPLICATION TABS ................................................................................ 361CRAFTS APPLICATION ......................................................................................... 361CRAFTS APPLICATION TABS............................................................................... 361LABOR REPORTING APPLICATION..................................................................... 362

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LABOR REPORTING APPLICATION TABS.......................................................... 362Actions.................................................................................................................. 362

Select Operation ............................................................................................................. 362LABOR REPORTS ................................................................................................... 363

Employee Attendance Analysis ....................................................................................... 363Labor Productivity Analysis ............................................................................................ 363Labor Availability vs. Commitments by Craft .................................................................. 363

CHAPTER 14 CALENDARS ............................................................................... 365OVERVIEW ............................................................................................................. 365

Shifts..................................................................................................................... 366Holidays and Nonworking Time............................................................................ 366Sequence for Creating Records .............................................................................. 367Sequence for Applying Records to a Calendar ....................................................... 367Calendars and Other MAXIMO Modules .............................................................. 368

Calendars and Labor ....................................................................................................... 368Calendars and Equipment ............................................................................................... 368

CALENDARS AND THE MAXIMO SCHEDULER................................................. 368Overview of the Scheduling Process ...................................................................... 369Craft and Labor Availability and the Scheduler ..................................................... 369Equipment Availability and the Scheduler ............................................................. 370

Guidelines ...................................................................................................................... 371If You Are Going to Schedule Work Orders..................................................................... 372

CALENDARS APPLICATION TABS ...................................................................... 373Toolbar ........................................................................................................................... 373

CHAPTER 15 RESOURCES................................................................................ 375OVERVIEW ............................................................................................................. 375

Resources Menu Items........................................................................................... 375Resources and Other MAXIMO Modules .............................................................. 376

COMPANIES APPLICATION.................................................................................. 376COMPANIES APPLICATION TABS....................................................................... 377USING THE COMPANIES APPLICATION............................................................. 377

Entering a Storeroom Location as a Company ....................................................... 377TOOLS APPLICATION ........................................................................................... 378TOOLS APPLICATION TABS................................................................................. 378SERVICE CONTRACTS APPLICATION ................................................................ 378

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SERVICE CONTRACTS APPLICATION TABS ..................................................... 379LABOR GROUPS..................................................................................................... 379RESOURCES REPORTS.......................................................................................... 379

Purchase Orders by Vendor............................................................................................. 379Summary of Inventory Values by Vendor......................................................................... 380

INDEX ..................................................................................................................... 381

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CHAPTER 1

INTRODUCTION

OVERVIEWMAXIMO is an integrated software package that brings convenient, automatedmanagement of maintenance activities to the computer desktop. MAXIMOsWindows format and relational database simplify the process of maintenancemanagement and provide improved control. You do not need programmingexpertise to become an expert MAXIMO user.

MAXIMO brings to you the advantages of PSDIs many years of ComputerizedMaintenance Management System (CMMS) experience in a variety ofmaintenance environments, including companies where ISO 9000 standards mustbe met. Your company can benefit significantly by implementing MAXIMO tomanage everything from work orders and job plans to purchasing and storeroominventory.

The MAXIMO software is designed to meet the maintenance needs of discretemanufacturing industries such as automotive manufacturing, process industriessuch as oil and gas, steel, and utilities, and service industries such as universities,hospitals, and municipalities.

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MAXIMO can handle all maintenance aspects of your operation, including:

Work order management

Planning and scheduling

Asset management and tracking

Purchasing and invoicing

Resource management

Reports and analysis

Integration with a financial system

MAXIMO supports the implementation of sound management principles known asTotal Productive Maintenance (TPM), primarily by facilitating the consistent andtimely collection of data that is central to TPM. Via easy-to-use data entryscreens, operations and maintenance employees can quickly record everyequipment failure and downtime occurrence, including minor but costly recurringproblems. From this data, you can develop accurate, detailed downtime and failureanalyses.

By tracking and analyzing equipment availability, total equipment downtime, andoperational downtime to identify the root causes and frequency of failures anddowntime, you can decide upon appropriate action for reducing problems; youmay want to institute new preventive maintenance programs or accelerate existingones, or even replace parts or equipment. The results: your equipment performsmore effectively, your operations run more smoothly, and your overallmaintenance costs are substantially reduced.

General ledger accounting practices are supported so that you can integrateMAXIMO with a financial application.

MAXIMO offers the optional MAXIMO Scheduler, a sophisticated tool forresource planning. The MAXIMO Scheduler helps you produce realistic planswhile optimizing personnel, craft, and other resource allocations.

The MAXIMO system is made up of 12 interconnected modules tied to one of anumber of possible databases (e.g., SQLBase, Oracle, Sybase, or SQLServer).

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The MAXIMO modules are interconnected so you can easily move back and forthbetween them to look up and retrieve information. You can run multiple modulessimultaneously, move directly from one module to another, and launch otherapplications such as graphics, CAD, or spreadsheet programs, from within anyMAXIMO module.

MAXIMO is designed for any level of user. Even with its high level ofsophistication it is easy to learn to use for such routine tasks as data entry andmaintenance reporting. You can even customize your screens so that users seeonly the information that is important to them.

IN THIS USERS GUIDEThis users guide focuses on the use of specific modules such as Work Orders andInventory. Each module corresponds to a chapter. The chapters and modules are:

Chapter 1. Introduction

Chapter 2. MAXIMO and Windows

Chapter 3. The Main Menu

Chapter 4. Getting Around in MAXIMO

Chapter 5. The Status Bar

Chapter 6. Reports

Chapter 7. Work Orders

Chapter 8. Preventive Maintenance

Chapter 9. Plans

Chapter 10. Equipment

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Chapter 11 Inventory

Chapter 12 Purchasing

Chapter 13 Labor

Chapter 14 Calendars

Chapter 15 Resources

How to Use this GuideThe intent of this users guide is to provide you with an overview of MAXIMOand each of the MAXIMO modules, but not to provide details on the modulesuse. MAXIMO contains a robust on-line Help system which provides detailedinstructions for the use of each of MAXIMOs modules and applications.

This guide has been designed to function together with the on-line Help system,and can best be used to help orient you in MAXIMO. It contains descriptions ofthe MAXIMO modules and applications, as well as general information abouttheir use and relationships. Each chapter also contains a list of reports that can begenerated from each module, and there is a chapter listing all the MAXIMOreports with instructions for their display, use, and distribution. For certain topics,the users guide does provide detailed information to supplement on-line Help. Ingeneral, however, this guide provides an introduction to MAXIMO, with on-lineHelp providing the detail.

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RELATED MAXIMO DOCUMENTATIONThis section lists the documentation that may accompany your MAXIMO UsersGuide:

The MAXIMO System Administrators Guide provides information on systemadministrator functions such as implementing security and managing thedatabase. It covers the customization of the system and the utilities that comewith MAXIMO. It also gives instructions for creating reports and customapplications.

An Installation Guide or Installation and Upgrade Guide tailored to yourdatabase is provided to you or your system administrator.

The MAXIMO Help system provides extensive information available at theclick of a button. You can display information on MAXIMO applications,screens, and fields. Each on-screen field has an associated Help message.

If your copy of MAXIMO includes the MAXIMO Scheduler, the MAXIMOScheduler Users Manual is included with the documentation.

If you sign up for MAXIMO training courses, you will be provided withMAXIMO training materials matched to the course or courses you participatein. These course books are designed specifically to accompany MAXIMOtraining.

The MAXIMO Users Guide and other printed documentation is also available toyou in an on-line format, accessible via the Acrobat Reader. You can look upinformation and print files or portions of files as needed.

In addition to MAXIMO documentation, you should have available a copy of theMicrosoft Windows Users Guide. It provides complete documentation of all theWindows features that MAXIMO takes advantage of.

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CHAPTER 2

MAXIMO AND WINDOWS

OVERVIEWMAXIMO running on Windows provides great power and flexibility. You can runmore than one application at a time, move from one application to another withinMAXIMO, transfer data, copy, cut and paste data, and duplicate recordsallwith just a click of the mouse.MAXIMO is designed to be consistent with other Microsoft Windowsapplications. Most general procedures in MAXIMO, such as selecting screens andediting data, are performed using Windows standards.

This chapter shows you how to start and exit MAXIMO, and how to navigatethrough MAXIMO using the mouse and keyboard. In addition, many featurescommon to MAXIMOs applications are covered. These include MAXIMOscreens, table windows, dialog boxes, and fields.

In general, the descriptions in this chapter progress from larger objects to smallerobjects, that is, from screens to table windows, to dialog boxes, to fields.

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STARTING AND EXITING MAXIMO

Starting MAXIMOAt some sites, MAXIMO has been installed and set up so that when your PC isturned on, you are directly routed to the MAXIMO logo screen. At other sites, youstart MAXIMO from within the Program Manager or Windows Explorer window.Installing MAXIMO is described in the MAXIMO System Administrators Guide.

The MAXIMO login screen is comprised of the MAXIMO Database Login dialogbox (Figure 2.1).

Figure 2.1 MAXIMO Database Login Dialog Box

To log in to MAXIMO, use the three fields in the Database Login dialog box:Database, User, and Password.

NOTE: Depending on how your system is configured you may have system-supplied values in one or more fields in the Login dialog box. Theexample below describes the default configuration provided with yoursoftware.

1. The first two fields, Database and User, typically display default values, andthe cursor is in the Password field. (Your system administrator might notspecify default values for these fields; in this case, the cursor appears in thefirst blank field.)

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2.

The Database field displays the name of the database you want to access(typically provided by your system administrator). The production databasesupplied with the MAXIMO software is called MAXIMO. The database atyour site may have a different name. Usually you will want to access thedefault database, as established by your system administrator.

If you want to connect to the database displayed, go to step 3 (entering youruser name).If you want to connect to a different database, such as MAXDEMO, clear thedefault database name and type in the database you want.

3.

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

4.

In the Password field enter your password. The password is not displayed asyou type; for each character you type, an asterisk (*) is displayed.

5.

Cllick OK or press [Enter]. This connects you to the specified database anddisplays the MAXIMO Main Menu.

If you enter data that is not valid, an error message is displayed. You can typethe information again in case you made a mistake, or you can exit MAXIMOby choosing Cancel, clicking the Close button, or pressing the [Esc] key.

Change Nonprivileged User Password

As a security precaution, your system administrator probably installed MAXIMOwith a requirement that users change their passwords at regular intervals.MAXIMO provides the ability for a nonprivileged user (someone with a user nameother than SYSADM or MAXIMO) to easily change a password.1.

From the login screen, enter the login information as described above; then,before clicking OK, click the Change Password check box to change yourpassword. This feature is disabled if the user name is SYSADM or MAXIMO.

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2.

When you have entered a valid password and you click OK, the ChangePassword dialog box will be displayed. Enter a valid new password and verify.Close the screen by clicking the Change button.

3.

Your password has now been changed. The next time you log in to MAXIMO,the new password will be required.

Starting an ApplicationUsing the Mouse

To start a MAXIMO application, move the cursor to the icon representing themodule you want to work in and left-click it; the menu listing that modulesapplications is displayed. Click the name of an application to start thatapplication.

NOTE: MAXIMO uses the left mouse button for all procedures exceptdisplaying the field menu (see page 44). Whenever this manual directsyou to click a name, field, or icon, use the left mouse button.

For more information on using the mouse, see Navigation Methods (page 43).

Using the Keyboard

To move to an icon, use the [Tab] key to move forward, or use the [Tab] keywhile holding down the [Shift] key to move backward. You can also use the leftand right arrow keys to move to an icon. The name of the icon you are on ishighlighted.

Press the down arrow key to display the menu. Use the up and down arrow keys tohighlight the menu item you want. Press [Enter] to display the selected application.To close a menu without selecting an application, press the [Esc] key.

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In general, pressing [Enter] yields the same result as single clicking with the leftmouse button; pressing [Ctrl] + [Enter] is the same as double-clicking with the leftmouse button.

See Chapter 3, The Main Menu, for an overview of the modules and theapplication choices available from the Main Menu screen.

Exiting an Application / Closing the Main MenuThere are several ways to exit an application or close the main menu:

Double-click the application or main menu icon at the left end of the title bar atthe top of the screen.

Single-click the application or main menu icon and click Close.

Press [Alt] + [F4].

Choose Exit (application name) or Exit Main Menu from the File menu.

Click the Close button

NOTE: If you try to close an application and have not saved your data, youreceive a message asking if you want to save your changes. If you wantto save changes, click Yes. If you do not want to save changes, clickNo.

Exiting MAXIMOTo exit MAXIMO from any application or from the main menu, select ExitMAXIMO from the File menu.

If you do not have any unsaved modifications, choosing File/Exit MAXIMOautomatically closes MAXIMO and all open MAXIMO applications.

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If you have unsaved modifications, choosing Exit MAXIMO displays the warningmessage, Exit MAXIMO? (Modifications will be lost.) Click Yes tocloseMAXIMO and all open applications without saving changes. Click No toreturn you to the current application or to the Main Menu.

APPLICATION SCREENSYou can accomplish all the tasks you use MAXIMO for via the applicationscreens. Most of MAXIMOs application screens are used to enter and/or displaydatabase data for a particular application. (Some screens are used to configure oradd tables to the database itself.)You can use an application screen to look up records in the database, insert newrecords, view and modify information, and access other screens. Figure 2.2 showsa typical MAXIMO application screen.

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Figure 2.2 Equipment Application Screen

Parts of a MAXIMO Application ScreenThis section describes the basic parts and functions of a MAXIMO applicationscreen. These parts and functions are common throughout MAXIMO applicationscreens and conform to general Windows standards.

Each MAXIMO screen is identified by name in the title bar at the top of thescreen, as shown in Figure 2.3.

Figure 2.3 The Title Bar, the Menu Bar, and the Toolbar

The menu bar is the horizontal bar just below the title bar. You use selectionsfrom the menu bar to work with MAXIMO applications and MAXIMO data. For

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more information on the menu bar, see Chapter 4, Getting Around inMAXIMO.

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

The MAXIMO Bar

The MAXIMO bar is the vertical, toolbar-like area at the left of the screen ineach MAXIMO application. The MAXIMO bar allows you to move betweenmodules and applications without having to return to the main menu.

The bar has two views, Modules and Applications, each accessed by a smallrectangular button on the MAXIMO bar. Click the Modules button to display themodule icons; click a module icon to display a menu of the applications availablein that module, just like on the main menu. Click the Applications button todisplay icons for all the MAXIMO applications; click an application icon to openthat application. The modules and applications are displayed in the same order ason the main menu. To view more icons, you can scroll up or down using thearrows at the top and bottom of the bar.

The MAXIMO bar is visible by default, and appears at the left of the screen. Itcan, however, be hidden, moved to the right side of the screen, or resized.

To hide the MAXIMO bar, right-click any unused area of the screen and clickHide MAXIMO Bar on the popup menu; follow the same process to display itagain.

To move the MAXIMO bar, click an unused portion of the bar and, holding themouse button down, drag the bar to the other side of the screen.

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To resize the MAXIMO bar, move the cursor over the right edge of the bar.When the cursor changes to the resize cursor (two parallel lines betweenarrows pointing left and right), click and drag the border to resize it.

Each MAXIMO application screen has its own MAXIMO bar. If you move it orhide it in one application, it will not be moved or hidden in other applications.Also, the bars default settings are restored when you exit the application.

Tabs

Each MAXIMO application screen is comprised of one or more tabs, displayed atthe top of the working area of the screen. Tabs are also referred to as forms. Tabs are used to organize and display information by logical groups within thesame application. The first tab contains the main information for the application,and is always displayed first when the application is opened. Subsequent tabscontain secondary, related information.

Tabs can, in turn, have subtabs, to display additional information. All subtabscontain data pertinent to the main tab. Figure 2.4 shows a tab with subtabs.

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Figure 2.4 Tab with Subtabs

The main part of each tab (Figure 2.5) contains labeled fields. These are used toenter, display, or query for MAXIMO database information. In Figure 2.5 theEquipment field is highlighted.

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

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Figure 2.5 Equipment Tab on the Equipment Application Screen

The status bar (Figure 2.6) is the bar at the bottom of MAXIMO applicationscreens. It shows the current mode, which tells you whether you are adding arecord to the database, browsing through records, modifying a record, or lookingup records. It also provides a message when appropriate, and displays field icons.For more information, see Chapter 5, The Status Bar.

Figure 2.6 Status Bar

Table WindowsTable windows display multiple records from a database table simultaneously.The top row of a table window lists column headings; these are the field labels foreach record displayed in the table window. The rest of the table displays rows ofdata, each row representing one record. Figure 2.7 shows the Vendors tablewindow, from the Reorder Details tab in the Inventory Control application.

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Figure 2.7 Vendors Table Window

NOTE: If a table window has more fields than can be displayed at one time,you can scroll left and right to view all the fields. The key field (andsometimes one or more additional fields) remains displayed, so thatyou always know which record you are viewing information for. Thisfeature is known as column locking.

Some fields in table windows are filled in automatically by MAXIMO. They mightdisplay information entered in other screens if youve entered the name of analready existing record in the leftmost column. You cannot modify or delete anydata in these fields displayed from existing records. If youre entering a newrecord, some table window fields are filled automatically with default values.These values can be changed.

Some table windows are read-only; you use them simply to view information.Other table windows allow you to perform one or more of the following actions:

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

Delete a record from the table window.

Insert a new record in the table window.

To modify or select data:

To modify a read/write field, move the cursor into the field you want to change.You can now enter, edit, or delete data in that field.

To select an individual field in a row, click in that field. If you are using thekeyboard, tab to the table window, use the arrow keys to move to the desiredrow, then tab to the desired field in the row.

Use [Shift] + the spacebar to select an entire row. To deselect the row, pressthe spacebar. The cursor will move to the first field in that row. Once a row isselected you can use [Shift] + the up or down arrow keys to select multiplecontiguous rows.

Insert and delete rows in table windows with selections from the Insert and Editmenus, respectively, on the menu bar. These menus are discussed in Chapter 4,Getting Around in MAXIMO.

You can use the vertical and horizontal scroll bars to display fields and/or rowsthat are not currently shown in a table window.

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The Status Column

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

Symbol Description

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

9 This row has been modified.

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

MAXIMO automatically assigns a symbol to the status column depending on whataction you have initiated. For example, if you change the data in a field, a checkmark (9) is displayed in that rows status column. If you then decide you want todelete that record, and select Delete Table Row from the Table menu, the symbolin the status column changes to an x.

If you choose Undelete Row to mark a row for undeletion, the status marker forthat row will revert to its state prior to being marked for deletion. That is, if it wasa new row, the arrow will be redisplayed. If it had been modified, the check markwill be redisplayed. If it was an already existing row that had been marked fordeletion, then marked for undeletion, the status column will return to containing nosymbol.

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NOTE: Neither insertion, deletion, nor modification actually takes place in thedatabase until the change is saved. (See Database Menu in Chapter 4,Getting Around in MAXIMO, for more information.)

NOTE: You can insert up to 32,000 rows in a table window. However, themaximum number of rows that can be retrieved from the database anddisplayed is variable.

Default Table Data

On some table windows you can specify values to be used as field defaults. Forexample, on the Purchase Orders Material Receipts tab (Figure 2.8), you canspecify up to five values to be used as defaults in the corresponding table fields:Received By, Bin, Packing Slip, Received Date, and To Lot. Default table data insome table windows contain system-supplied values; for example, Received By(defaults to login user name) and Received Date (defaults to the system date).However, you can modify these values.

When you enter a row in the table window, the default values will be entered foryou when you insert a new record, but will remain editable so that y