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Maximo Version 7.1
How-To
June 2012
(Version 12.44)
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Contents Table of Figures ............................................................................................................................................................................................................................ 4
PART I - GENERAL USER GUIDE ............................................................................................................................................................................................ 5
To Access Maximo ........................................................................................................................................................................................................................ 5
The Main Tool Bar ....................................................................................................................................................................................................................... 6
Updating Your Profile .............................................................................................................................................................. 6
Online Help ............................................................................................................................................................................. 6
Sign Out .................................................................................................................................................................................. 6
Go To ...................................................................................................................................................................................... 7
Start Center ............................................................................................................................................................................. 7
Creating a Service Request ....................................................................................................................................................................................................... 9
PART II – SPECIALIZED USER GUIDE ................................................................................................................................................................................ 11
Specialized Applications .......................................................................................................................................................................................................... 11
Creating a Detailed Service Request ................................................................................................................................................................................... 13
Entering time (labor) for a work order, a project, or other activity ...................................................................................................................... 15
Option 1: Time Entry Using Labor Reporting (UOT) ............................................................................................................. 15
Option 2: Time Entry Using Work Order Tracking / Actuals .................................................................................................. 17
Option 3: Time Entry Using Quick Reporting (UOT) ............................................................................................................. 20
Correcting a Time Entry Mistake ........................................................................................................................................... 23
Log Services .................................................................................................................................................................................................................................. 23
Find a work order (BT) given a particular service request (DS) ............................................................................................................................. 25
Find a Service Request (DS) given a particular work order (BT) ........................................................................................................................... 25
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Searching for Records .............................................................................................................................................................................................................. 26
Saving Frequently Performed Searches ............................................................................................................................................................................ 28
Extracting Data in Excel ........................................................................................................................................................................................................... 29
Appendix A - Search Basics .................................................................................................................................................................................................... 30
Wild Cards ............................................................................................................................................................................ 30
Selecting a Value .................................................................................................................................................................. 31
Examples of Filters for Selecting a Location Value ............................................................................................................... 31
Filtering down to locations in a specific building ................................................................................................................ 31
Filtering down to a specific type of room and building ....................................................................................................... 32
Filtering down to only building codes ................................................................................................................................. 33
Appendix B – Maximo Icons and Buttons ......................................................................................................................................................................... 34
Appendix C - Reported Priority Choices ........................................................................................................................................................................... 36
Appendix D – Terminology ..................................................................................................................................................................................................... 36
Appendix E - Bugs and Workarounds ................................................................................................................................................................................ 37
Function: LOGIN ................................................................................................................................................................... 37
Null Strings ............................................................................................................................................................................ 38
Help Function ........................................................................................................................................................................ 40
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Table of Figures Figure 1 Maximo Login ............................................................................................................................................................................... 5 Figure 2 Main Tool Bar ............................................................................................................................................................................... 6 Figure 3 Go To Menu ................................................................................................................................................................................. 7 Figure 4 General User Start Center ............................................................................................................................................................ 8 Figure 5 Create Service Requests (UOT) ................................................................................................................................................. 10 Figure 6 Specialized Applications............................................................................................................................................................. 12 Figure 7 Service Requests (UOT) Window ............................................................................................................................................... 14 Figure 8 New Labor Row with Labor Reporting (UOT) ............................................................................................................................. 15 Figure 9 Time Entry with Labor Reporting (UOT) ..................................................................................................................................... 16 Figure 10 New Labor Row with Work Order Tracking (UOT) – Actuals .................................................................................................... 18 Figure 11 Time Entry with Work Order Tracking (UOT) ............................................................................................................................ 19 Figure 12 New Labor Row with Quick Reporting (UOT) ........................................................................................................................... 21 Figure 13 Time Entry with Quick Reporting (UOT) ................................................................................................................................... 22 Figure 14 Adding a log entry .................................................................................................................................................................... 24 Figure 15 Viewing log entries from a service request DS ......................................................................................................................... 24 Figure 16 Find BT from a DS ................................................................................................................................................................... 25 Figure 17 Find DS from a BT ................................................................................................................................................................... 25 Figure 18 Ways of Searching for Records ................................................................................................................................................ 26 Figure 19 Advanced Search ..................................................................................................................................................................... 27 Figure 20 Save Query .............................................................................................................................................................................. 28 Figure 21 Extracting Data in Excel ........................................................................................................................................................... 29 Figure 22 Search Wild Cards ................................................................................................................................................................... 30 Figure 23 Filtering down to locations in a specific building ....................................................................................................................... 31 Figure 24 Location Filters for a specific type of room ............................................................................................................................... 32 Figure 25 Location Filter to list building codes .......................................................................................................................................... 33 Figure 26 Valid URL for Login .................................................................................................................................................................. 37 Figure 27 Null Strings in headers and application names ......................................................................................................................... 38 Figure 28 Login in French ........................................................................................................................................................................ 39 Figure 29 Update Start Center ................................................................................................................................................................. 39 Figure 30 Help page not found ................................................................................................................................................................. 40
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PART I - GENERAL USER GUIDE This section is meant for all Maximo users.
To Access Maximo To access Maximo, click or copy the following link into your Internet browser: https://prsp.uOttawa.ca/maximo To obtain a username and password, contact the Call Centre at 2222 or [email protected] .
Figure 1 Maximo Login
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The Main Tool Bar The main Maximo toolbar (see Figure 2 appears at the top of the Maximo window and allows you to update your user profile, get help, navigate between different applications and sign out of Maximo.
Updating Your Profile To update your coordinates such as email, phone number, address etc., select Personal Information from the Profile menu. To change your password, select Password Information from the Profile menu. To set or change your language preference, select Default Information from the Profile menu.
Online Help Use the Help menu for the general application help and Alt+F1 for help on specific fields. The Help menu is application sensitive that is if you click the help button while in the Start Center application, it will show the help for Start Center; if you click help while in the Create a Service Request application, then help for that application will be displayed. Not all UOA applications currently have a corresponding help page. See Help Function in Appendix F - Bugs and Workarounds.
Sign Out Use the Sign Out menu to exit from Maximo. It is not recommended to use your Internet browser’s quit button.
Figure 2 Main Tool Bar
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Go To The Go To menu (see Figure 3) gives access to different Maximo applications. Access to the applications is restricted by the user permissions based on job responsibilities. A general user will have access to the following:
Create Service Request (UOT) – To create a service request
View Service Request (UOT) – To search for and track existing service requests
Start Center Start Center (see Figure 4) is the user’s dashboard. By default it has four windows:
Quick inserts (1): for quick access to applications that create new requests
Favorites (2): for quick access to your favorite applications
Bulletin (3): not used
My Service Requests (4): the list of the current user’s Service Requests
Figure 3 Go To Menu
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Figure 4 General User Start Center
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Creating a Service Request 1. From the Start Center window (see Figure 4), click on the Create Service Request (UOT) (1) shortcut located in the
top left corner of your Start Center or access via the Go To menu Self Service module (5) . The Create Service Request (UOT) window appears (see Figure 5). By default, the fields Reported By and Affected User are populated with your personal ID, phone number and e-mail address.
2. If you are making a request on behalf of someone else affected by the situation, do ONE of the following: i) Enter the other person’s ID in the Affected User field (2a); ii) Or, enter the phone number in the Phone field (2b).
3. Go to section Affected Asset Details (3) and complete the Location field. If known, enter the numeric building code
directly into the field followed by a hyphen and the room number. For example : 004-W112 corresponds to Tabaret Hall room W112.
If you do not know the numeric building code select a location by clicking on the « Detail Menu » (3a) to the right of the location field and refer to Appendix A - Selecting a Value .
4. For billable requests, check the « Billable? / Facturable ?» box (4a) and enter your GL account (4b). Use the
magnifying glass icon to search through the list of GL accounts.
5. Enter a short description of your request (max. 100 characters) in the « Summary » field (5) and use the « Details» field for further explanation.
6. If necessary, you may attach a document or a Web link to your service request. Select the « Attach File » or « Attach Web Address Link » (6) at the right of your screen.
7. Once completed, click on the « Submit » button at the bottom right of the page. At this point any change to this request will have to be done by contacting the Call Centre at 2222 or [email protected].
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Figure 5 Create Service Requests (UOT)
MyID
1234
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2b
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MyID
1234
2a
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PART II – SPECIALIZED USER GUIDE This section is meant for specific Maximo users whose jobs require them to report time, spent on work orders or PRS projects, generate reports and generally track work orders. It applies mostly to PRS employees.
Specialized Applications Certain users may have access to more applications from their Go To menu (4) and Start Center depending on their job responsibilities. In addition to the default applications Create Service Request (UOT) and View Service Request (UOT), the following may be accessible (refer to Figure 6 ):
Labor Reporting (UOT) (1) – To report time spent working on a work order (BT) Quick Reporting (UOT) (2) – To create, review and approve and report time on Service Requests (UOT) (3) – To create new service requests with more specifications than Create New Service Request (UOT) Work Order Tracking (UOT) (4) – Use Actuals to report labor, materials, tools and services for a Work order (BT)
Whether you access these applications via the Go To menu or the Start Center, make sure you select the customized applications with the (UOT) suffix.
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Figure 6 Specialized Applications
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Creating a Detailed Service Request 1. Select Service Requests (UOT) from your Start Center favorites OR from the Go To menu / Work Orders
menu. (Refer to Figure 6.)
2. From the Service Requests (UOT) window, see Figure 7, click the New Service Request icon (1) or CTRL+Alt+I. This automatically generates a new Service Request (DS) number (2).
3. From the Service Request Tab, fill in the following sections and fields: User information (3) you only need to enter one of the fields as the others will auto populate Affected Person (4) will auto populate with the Reported By information but you may override that information if
you are making a request on behalf of someone else affected by the situation Service Request Details (5)
Summary a short description of the request with keywords to help find the request quickly Details further explanation on the request such as starting date, if multiple crafts, if any attachments,
etc. Asset the specific equipment if any
Location building code and floor number; click to select the code (See Selecting a Value)
GL Account when billable, select using the magnifying glass (See Selecting a Value) Facturable (Billable) check if this request is billable and assign a GL Account above Reported Priority assign an appropriate priority by selecting from the looking glass (See Reported Priority
Choices in Appendix C)
Craft you may assign the request to a specific craft; click to Select a value; if multiple crafts, then enter them manually in the Details
Attachments (6) attach documents that will help with the request such as pictures, quotes, etc. Make sure to specify in the Details if documents are attached.
4. Special attention (7): Dates and the remaining fields are not currently reported on the work order; any other data
pertaining to these fields must be entered manually in the Details field to ensure that they are not overlooked.
5. Submit your request by clicking on the save icon (8) at the top of the window. After this point any modification to this request must be communicated to the Call Center (2222) who will make the changes.
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Figure 7 Service Requests (UOT) Window
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MyId 1234
AnotherId 4321
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Entering time (labor) for a work order, a project, or other activity
Option 1: Time Entry Using Labor Reporting (UOT) 1. Select the Labor Reporting (UOT) application from the Start Center or the Go To menu. (Refer to Figure 6.)
2. In the Labor Reporting (UOT) window (Figure 8), select New Row (1) to create a new time (labor) entry record.
Figure 8 New Labor Row with Labor Reporting (UOT)
3. Fill in the following fields directly from the unexpanded record line (2) or if preferred from the expanded record (3) (use the TAB key to navigate to the next field) (Refer to Figure 9),:
a. Labor - normally is your own labor code equal to your userid in Maximo; you may enter time on behalf of another labor code; in a future release, this field may automatically default to the labor code of the current Maximo user.
b. Work Order - this number could be a regular work order, a project number or another time tracking activity such as training;
c. Start Date - normally the date when the hours worked started ; d. Regular hours - number of hours worked –you may enter time in hours:minutes or in decimal. e. Finished? N (no) / Y (yes) – normally leave open, N, for projects and other time tracking activities. For work
orders set to Y when the job is completed.
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4. Save (4) the new time entry record by clicking on the diskette icon (4) at the top of the Labor Reporting (UOT) window. Note that pressing ENTER will also save the current record and create a new row.
Figure 9 Time Entry with Labor Reporting (UOT)
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Employee Name
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Option 2: Time Entry Using Work Order Tracking / Actuals 1. Select the Work Order Tracking (UOT) application from the Start Center or the Go To menu. (Refer to Figure 6.)
2. From the Work Order Tracking (UOT) window, Figure 10, click the Actuals tab (1). Enter your work order number or
project number in the Find: field (2) and press ENTER. By default, all related time entries for that work order are displayed including those entered by other users. To see the ones pertaining to you or another specific user, use the filter (3) to narrow down the search. Refer to Searching for Records for details.
3. Click New Row (4) in the Labor tab to create a new time entry for this particular work order or project.
4. The new record is expanded (see Figure 11 ). Fill in the following fields directly from the unexpanded record line (5) or if
preferred from the expanded record (6) (use the TAB key to navigate to the next field): a. Labor - normally is your own labor code equal to your userid in Maximo; you may enter time on behalf of another
labor code; in a future release, this field may automatically default to the labor code of the current Maximo user. b. Start Date - normally the date when the hours worked started; c. Regular hours - number of hours worked –you may enter time in hours:minutes or in decimal; d. Finished? N (no) / Y (yes) – normally leave open, N, for projects and other time tracking activities. For work
orders set to Y when the job is completed. 5. Save the new time entry record by clicking on the diskette icon (7) at the top of the Work Order Tracking (UOT) window.
Note that pressing ENTER will also save the current record and create a new row.
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Figure 10 New Labor Row with Work Order Tracking (UOT) – Actuals
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Figure 11 Time Entry with Work Order Tracking (UOT)
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Option 3: Time Entry Using Quick Reporting (UOT) 1. Select the Quick Reporting (UOT) application from the Start Center or the Go To menu. (Refer to Figure 6.)
2. From the Quick Reporting (UOT) window, Figure 12, click the Quick Reporting tab (1). Enter your work order number or
project number in the Find: field (2) and press ENTER.
3. Click New Row (3) in the Labor tab to create a new time entry for this particular work order or project.
4. The new record is expanded (see Figure 13 ). You may need to scroll down to view it correctly. Fill in the following fields directly from the unexpanded record line (4) or if preferred from the expanded record (5) (use the TAB key to navigate to the next field): a. Labor - normally is your own labor code equal to your userid in Maximo; you may enter time on behalf of another
labor code; in a future release, this field may automatically default to the labor code of the current Maximo user; b. Start Date - normally the date when the hours worked started ; c. Regular hours - number of hours worked –you may enter time in hours : minutes or in decimal.
5. Finished? N (no) / Y (yes) – normally leave open, N, for projects and other time tracking activities. For work orders set to Y when the job is completed.
6. Save the new time entry record by clicking on the diskette icon (6) at the top of the Quick Reporting (UOT) window. Note that pressing ENTER will also save the current record and create a new row.
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Figure 12 New Labor Row with Quick Reporting (UOT)
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Figure 13 Time Entry with Quick Reporting (UOT)
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Correcting a Time Entry Mistake Mistakes will happen when entering time, whether it is against the wrong work order, or the wrong amount of time was entered. All three time entry options described above allow for negative time entry to correct such types of mistakes. Simply proceed as if entering new time, but enter the number of hours worked as a negative number.
Log Services Maximo 7.1 has a log feature that allows users to add information to a work order (BT) or a Service request. Make sure to advise the Call center (2222) when the information you added needs to be copied back to the initial work order. For example, redirecting a work order to another craft or labor.
To add a log to a BT(refer to figure Figure 14):
1. Use Work Order Tracking (UOT) to display the specific work order record.
2. Go to the Log tab (1) and click New row (2).
3. Enter a descriptive summary and detail as required (3).
4. Check Viewable (4) if the service request DS originator, usually the client, is allowed to see the log entry, otherwise, uncheck.
5. Save the log entry (5).
If the log entry was marked visible, the client will be able to see it from the corresponding service request DS by using the View Service requests (UOT) application (refer to Figure 15 ).
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Figure 14 Adding a log entry
Figure 15 Viewing log entries from a service request DS
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Find a work order (BT) given a particular service request (DS) 1. Select the Work Order Tracking (UOT) application from the Start Center or the Go To menu. (Refer to Figure 6.) 2. In the List tab (Figure 16), type in the service request number (DS) under the Ticket header (1).
Hit Enter to initiate the search. 3. The related work order (BT) appears under the Work Order heading (2).
Figure 16 Find BT from a DS
Find a Service Request (DS) given a particular work order (BT) 1. Similarly, in the List tab (Figure 17), type in the work order number under the Work Order heading (1).
Hit Enter to initiate the search. 2. The related service request (DS) appears under the Ticket heading (2).
Figure 17 Find DS from a BT
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Searching for Records When you first open an application, you arrive at the List tab from where you can locate and select records.
You may search for records in several ways by using (refer to Figure 18):
Find (1), Filters (2), Advanced Search (3), Predefined or Saved Queries (4)
Figure 18 Ways of Searching for Records
1. Find field (1) - Enter the value or part of the value (with or without Wild Cards), or click on the magnifying glass to Select a Value. Press Enter to initiate the search.
2. Filters (2) – Enter a value in one or more of the filter fields, with or without Wild Cards. Press Enter to initiate the search. Use the pencil eraser icon to clear the filter fields.
3. Predefined or Saved Queries (3) – Select a predefined or saved query from the drop down menu at the top left of the window. Refer to Saving Frequently Performed Searches.
4. Advanced Search (4) – From the More Search Fields (4a) window (refer to Figure 19), enter or select a value (4b) for the fields you want to use in the search. Press Enter or click Find to initiate the search.
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Figure 19 Advanced Search
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Saving Frequently Performed Searches The Save Query command allows the user to find records at a later time using the same search criteria.
1. To save a query (Figure 20), perform a search (see instructions on Searching for Records) then click on Save Query (1) on the toolbar.
2. In the Save Current Query window (2): a. Enter a name and description for your query; b. Check the Default box if you would like this query to be your default for the current application c. The Public box makes this query visible to all Maximo users – See your Maximo Administrator. d. Click OK to save the query.
3. The query has been saved and is available from the top left field (3). At any time you can rapidly switch back to ALL records or other saved queries.
Figure 20 Save Query
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Extracting Data in Excel One useful feature of Maximo is the ability to extract data into an Excel spreadsheet which can later be used to perform quick analysis.
Perform a search for a list of records, work orders, labor, etc. From the List tab (1), click on the download button (2).
Figure 21 Extracting Data in Excel
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Appendix A - Search Basics
Wild Cards
Wild card Description Example Results ~null~ No characters in the field - not the same as
spaces (empty field)
% OR != ~null~
Any character OR Not null (equivalent)
(Not empty) Any record that has a value for that field, such as a number or name
123% Strings that start with 123 12345
%123 Strings that end in 123 DS11-0123
123 Strings that contain 123 DS11-1234
123? OR 123_
Four-character record that starts with 123 1234
_123 OR ?123
Four-character record that ends with 123 2123 -123
=123 Record is exactly 123 123 !=123 Record does not contain 123 DS11-0124
Figure 22 Search Wild Cards
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Select a Value
A Select Value window appears following a click on the magnifying glass and sometimes after the detail menu . It allows you to select a value for a certain field among a set list of values. By default, the « Filter by » field is set to « All ».
Find the appropriate value by paging to the next page or the previous page . As the list may be long, you may need to filter the list to find the appropriate value by entering a combination of keywords and Wild Cards characters. Once the value is found, simply select it and it will be inserted in the field.
Examples of Filters for Selecting a Location Value
Filtering down to locations in a specific building Using a description filter with the name or part of the building name results in a list of all the locations for that building
Figure 23 Filtering down to locations in a specific building
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Filtering down to a specific type of room and building Using a combination of the location filter and description filter, you can find more specific values.
For example, using a location filter of 004% and a description filter of mécanique, results in a list of all mechanical rooms in Tabaret Hall
Figure 24 Location Filters for a specific type of room
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Filtering down to only building codes Using a location filter of three underscores results in a list of all the building codes used in this database (based on the assumption that building codes are 3 characters in length).
Figure 25 Location Filter to list building codes
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Appendix B – Maximo Icons and Buttons Icon Name Maximo Button Function
Detail Menu Displays a menu of actions available for the field .
Long Description Provides room for entering more data than can fit in the on-screen field.
Select Date and Time Displays the Select Date and Time dialog box.
Select Date Displays the Select Date dialog box.
Select Value Displays a dialog box showing available values for the fields.
Insert New Record
Insert New Record with autonumber
Save Record
Clear Changes
Change Status
Route
Overview Report
Details Report
Filter off Click to open the table filter. Filter on The table filter appears as a row of editable fields between the column
headings and the first row in the table.
or Clear Click to clear the filter fields and restore the original rows displayed in the
table. Previous Row Click to move the focus to the previous record in the table. Next Row Click to move the focus to the next record in the table. Previous Page Click to show the previous page of records. Next Page Click to show the next page of records. Download Click to download the contents of the table.
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Hide Table Click to minimize or hide the table.
Show Table Click to maximize or show a hidden table window.
Help icon Click to display table window help. View Details Click to open the Row Details, displaying all fields in a record so that you can
enter, view, or modify data. Close Details When the Row Details are open, the View Details button changes to the Close
Details button. Click to close the Row Details. Add to Bookmarks Marks a document or record for later viewing.
Mark Row for Delete Marks a record for deletion.
Undo Delete Restores a row that you marked for deletion.
Delete Click to delete a table window row.
New Row Inserts a new row.
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Appendix C - Reported Priority Choices
Priority Description Explanation and uses 3 Within 2 business days e.g. post office deliveries 4 Within 21 business days e.g. quote request
6 (default) Within 10 business days 90% of requests 7 Scheduled e.g. preparing a room for an
event on a set date, scheduled electrical shutdown for a project
8 Today e.g. plugged toilet 9 Call-In After hours 10 Within 1 hour Toilet overflowing, jumped
breaker, emergency
Appendix D – Terminology
Term Definition Example DSyy-nnnn.. Service Request DS11-123456 BTyy-nnnn.. Work Order BT11-123456 Location <bbb>
<bbb>-<ff> <bbb>-<w><rrrr> bbb = building number w = wing ff = floor rrrr = room number
004 Tabaret 004-1 Tabaret, first floor 004-C104A Tabaret central wing
first floor room 104A
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Appendix E - Bugs and Workarounds
Function: LOGIN Bug: Sign Out causes next Sign In to fail
Explanation: After a Maximo sign out, the application returns to the wrong login https address therefore causing future logins from that same window to fail. The user needs to re-enter the proper login address by retyping the address, deleting part of the wrong address or resorting back to a saved favourite of the Maximo login page.
Fix: Pending
Workaround: Enter proper HTPPS login address: https://prsp.uottawa.ca/maximo and press Enter and the correct https login window appears
Figure 26 Valid URL for Login
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Null Strings Bug: Null strings (1) are displayed in some headers and application names
Figure 27 Null Strings in headers and application names
Explanation: The descriptions have not been added to the default template; furthermore some descriptions only exist in French and not in English.
Fix: Pending
Partial-Workaround: Refer to Figure 28 to Sign In in French (2), and Figure 29 to update the Start Center (Mettre à jour le centre de contrôle) (3); the null strings will have been replaced; Sign out and sign back in English; the null strings will have been replaced by the French ones.
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Figure 28 Login in French
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Figure 29 Update Start Center
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Help Function Bug: Pressing Help button or Alt+F1 keys does not display help.
Explanation: New UOT applications and fields do not have a help file.
Fix: Pending
Workaround: None.
Figure 30 Help page not found
