Escalations An escalation is a mechanism that can monitor time-sensitive records and key performance indicators, which can take

actions or send notifications when a record reaches a defined escalation point. Workflow can use escalations with task assignments.
You can create escalations at the site, organization, or system level. Escalation either perform action (i.e. start the contract waiting to start) and send the notification reminding the assignee that assignment is his inbox waiting for action. Most frequent uses for escalations SLA Escalations is use to monitor how incidents, problems, and service requests are handled and ensure that you remain compliant with any SLA by solving problems in a timely manner. Defining an escalation to alert supervisors thirty days before a lease contract expires enables the supervisors to effectively manage leases. Defining an escalation also helps to avoid penalties or costly lease extensions. Workflow processes - You can use escalations to escalate assignments before they timeout in the inbox of the recipient.

Roles You use the Roles application to manage role records that can be used as part of a communication template, escalation, service level agreement (SLA), or workflow process. When you use a role a process, the process is routed to the correct individual based on information associated with the role record. Type of role Person You use person type route a record to a specific individual. Person group You use the person group type to route a record to one or all members of a person group. If the broadcast option is selected, then assignments and notifications are sent to all members of the group. If this option is not selected, then the assignment or notification is sent to either the first available group member based on calendar and shift, or to the individual who is the default group assignee. You use the user data type to route a record based on a specific field in the person record. You can also route a record based on a field in a related or child record.

User data

Data set You use the data set type to route a record based on a specific field in a record, or on a field in a related record or child record. The record is routed to one or more persons based on the value that you specified in the Value field. Custom class You use the custom class type to resolve one or more people. Custom classes are Java programs that are written to perform a specific data management process. The record is routed to one or more persons based on the data that the custom class returns. You use the e-mail address type to notify e-mail addresses.

E-mail address

Because e-mail addresses can represent individuals who have person records, these addresses can be used for notifications, but not for assignments.

Actions
An action is a task that is performed whenever it is invoked by a user interface event, workflow process, or an escalation point.

Type of Action Application action

Description

You use an application action to specify that an application action is activated. When you create an application action, you can specify one of the following actions, if it is available for the specified object: Use APPLYSLA to apply the specified service level agreement. Use CREATECHANGE to create a change work order. Use CREATEINCIDENT to create an incident ticket. Use CREATEPROBLEM to create a problem ticket. Use CREATERELEASE to create a release work order. Use CREATESR to create a service request ticket. Use CREATEWO to create a work order. Use REVERSEINVOICE to create a reverse invoice from a workflow process or from an escalation. You can specify a status for the reverse invoice of either APPR (Approved) or PENDREV (Pending Reversal). Use WFACCEPT to create a workflow auto-accept that accepts the record, and routes it to the positive path in the workflow process. Use WFREJECT to create a workflow auto-reject that rejects the record, and routes it to the negative path in the workflow process. Use WFESCALATE to escalate the record in the workflow process, and change the assignment to its escalation role. Use WFINITIATE to initiate a workflow process.

Change status action Custom class action Command line executable action Action group Set value

You use a change status action to specify that the status of the record is changed. You define the outcome of the status change in the Value field. You use a custom class action to specify that a custom class file is executed. You define the name and path of the class file in the Value field. You use a command line executable action to run the program that you define in the Value field. You use an action group to specify that a sequence of actions is executed. You use a set value action to specify that the value of a specified field is set.

Cron tasks
Cron tasks are behind-the-scene jobs that run automatically and on a fixed schedule. Cron tasks include activities such as generating preventive maintenance work orders and reordering inventory items on schedules.

Workflow
Different type of node? What is difference b/w manual input node and interaction node? Interaction node is use to call application action that require interaction like create po from pr in pr application that requirement user interaction for ponum auto numbering and populating po description. An active workflow process defines the different paths that a record can take as it moves through a business process. The workflow process also specifies the actions and notifications that can take place at different points in a process. Process nodes A node is a graphical element that represents a point in your business process. Nodes are added at specific business process junctures to denote the entry of a record into the business process. Connection lines All nodes in a workflow process, except for the start nodes and the stop nodes, must be connected to two other nodes. You can draw positive and negative types of connections between nodes. Person records You use the People application to create, to modify, to view, and to delete records for individuals. The People application stores information about individuals, such as users, laborers, asset owners, and supervisors who receive workflow notifications. Person groups and workflow assignments You use the Person Groups application to specify that a group member for a specific organization or site must be used when making workflow assignments. Workflow assignments are made to roles. Roles and role records You use the Roles application to create role records. A role is a function within a business. A role can represent a specific job title (such as a department manager), an assigned duty (such as a watch officer), a class file, and a data set. Communication templates You use the Communication Templates application to create and to manage templates that generate e-mail messages about the status of workflow records. Notifications

You use the Workflow Designer application to create notifications. A notification is an e-mail message that is generated by the progress of a record through a workflow process. Escalations and action groups You use the Escalations application to create escalation records. You can use escalations to escalate workflow assignments before they time out in the Inbox for the recipient. Escalation points An escalation point defines the attributes of a record that trigger an action. You can define one or more escalation points for an escalation and specify one or more actions and notifications for each escalation point. Actions and action records Workflow processes use actions to move records through a process and to trigger events, such as status changes. You define actions in the Actions application and then you reuse them in other workflow processes that you create. Action types When you create an action record, you specify the action type to help determine what kind of action to take when the action is encountered in a process. Record routing Activating a workflow process indicates that the process is ready to have records routed through it. Before you activate a record, consider whether you want records to be routed into a process manually or automatically. Domains If your business processes for record approvals or for status changes involve multiple steps for each approval or status change, you can create synonym statuses.

Workflow Administration
The Workflow Administration application contains a window that displays a row for each active instance of a workflow process. A record can show up multiple times if it is controlled by multiple workflow instances. You can see which version of a revised process was used to create each instance, the person identifier of the individual who routed each record into Workflow and the date and time that the process was initiated

Organizations
Organizations and sites are logical divisions of a company. The divisions are determined by the types of operations that are performed at different locations, and what data can be shared among them.

Options Work orders

Description Defines and changes work types and work order types for classes of work orders.

Edit rules

Specifies the work order properties that can be changed for a given work order status. For example, you specify that an asset and a location can be edited when it is approved. Specifies whether the actual start date is the date when the work order status is changed to initiate or changed to complete.

Actual start date for work orders Default problem start time

Specifies whether the downtime starts when someone reports the problem or when the problem occurs. The default date and time are shown in the Start field in the Downtime Report window.

Site options

Specifies how to increment task numbering such as the starting number for the first task and the increment value for each task. Task numbering is used on the Plans tab in the Work Order Tracking application

Inventory defaults

Specifies default settings for inventory such as ABC breakpoints, cost and currency variances, and negative current and available balances.
Update cost/currency variances on inventory costs? Automatically create usage documents for new reservations?

Inventory reorders

Specifies whether an approved or unapproved purchase requisition or purchase order is created when a reorder request is generated. You can also specify the maximum number of reorder lines on a purchase order or purchase requisition.
Include Consignment Items on separate PO/PR?

Inventory costs

Specifies the default issue cost that applies when an item is issued from a selected site.
Issue Cost:

Options

Description

Standard Cost Average Cost LIFO Cost FIFO Cost Non Capitalized Rotating: Issue Cost Asset Cost

Transfer options

Specify whether a shipment record is required to transfer items.

Require Shipment: Across Organizations Across Sites All Transfers Require Purchase Order: Purchase Order Not Required Across Organizations Across Sites

Purchasing defaults

Specify default settings for the purchasing life cycle such as whether a PR must be approved before it is converted to a PO or contract. You can also specify if costs can be added to or modified for line items.
Require Approval to Convert PR to PO or Contract? Close PR/RFQ When All PR/RFQ Lines Have Been Copied to POs or Contracts? Add Standard Service Costs to Direct Issue Lines Only? Create Approved PO from Contract on PR Approval? Allow Receipts against Services by Default? Allow the Generation of Special Order Items? Enable Option to Automatically Close PO's on Invoice Approval? Allow Cost and Tax Adjustments on PO Revision? Allow Receipts and Invoices on PO Revisions? Do not allow assets to be returned to vendor if transactions are posted?

Purchase order labor Tax options

Specify whether a purchase order is required to approve internal labor. Specify the default tax general ledger accounts and tax codes to calculate the amount of tax that is due on a purchase requisition, request for quotation, purchase order, or invoice at the organization level. You can also specify the order in which tax codes are used.

Options Contract options Invoice options

Description Specify contract options such as contract types, and the terms and properties that are associated with contract types. Specify default settings for invoices such as whether to validate the financial period when you save an invoice. You can also copy the invoice date specified by the vendor to the General Ledger (G/L) posting date.
Update G/L Post Date with Vendor Invoice Date? Validate Financial Period at Invoice Save? Maximum Number of Lines for a Consignment Invoice:
40

Asset options

Specify whether to record asset history when the status of a work order changes to complete or to closed.
Record Asset History: On Change of Status to Complete On Change of Status to Close

Drilldown options Preventive maintenance (PM) options

Specify how a drilldown opens for locations and assets. Specify that the drilldown top level starts at the top-level location or asset. Specify general preventive maintenance (PM) options such as whether the priority entered on job plans is used to sequence PMs. You can also specify whether the frequency criteria on a PM is used to generate work orders. You can also provide the lead time in days between when an automatically generated work order is created and when the preventive maintenance is scheduled. Specify whether data for hazards is available with the work assets data in the Safety Plans application. Specify default settings for labor transactions such as the approval process for internal and external labor. You can also specify whether craft and labor can be different or must match when you report actuals.
Automatically Approve Inside Labor Transactions? Automatically Approve Outside Labor Transactions? Allow Mismatched Craft and Labor When Reporting Actual Labor? Automatically Approve Invoices Created from Labor Transactions? Future Labor Transaction Tolerance in Hours:
0:00

Safety plan options Labor options

Global ticket solutions options Service level agreement options Workflow options System settings

Specify whether solutions for global tickets are automatically applied to related global tickets. Specify how you want to match service level agreements (SLAs) to records for example, one or multiple SLAs. You can also specify the target dates to apply to a record. Specify workflow processes for work orders, purchase requisitions, and purchase orders. Specify general system settings such as the default start and end dates, and the format of names. You can also specify the character that represents the unspecified general ledger components in an account code.

Chart of Accounts
There are three organizational default accounts: Global rotating suspense account - You use rotating suspense accounts to hold the accumulated cost of repairs for rotating equipment. Global ticket account - You use the global ticket account when a ticket for a service request is created and no other account is available. Tool control account - You use the tool control account when a transaction involves a tool and no other account is available. There are three kinds of resource codes: Labor resource codes - General ledger account code components that track whether labor used in a transaction is internal labor or external labor. Tool resource codes - General ledger account code components that track whether a tool used in a transaction belongs to the enterprise (internal) or an external vendor. Inventory resource codes - General ledger account code components to attach to inventory items that are used in transactions. Company-related accounts are default GL accounts for types of companies that use payment.

Accounts payable suspense account The accounts payable suspense account holds the value of invoices that you have approved, but not paid. When you approve an invoice, the account payable suspense account for the invoice total transaction is credited, and the received but not invoiced account is debited. Received but not invoiced account The received but not invoiced account is used to track materials and services that you have received, but that you have not yet invoiced. When you receive an item, the received but not invoiced account is credited. When you approve the invoice for that item, the received but not invoiced account is debited for the invoice total transaction. Accounts payable control account The accounts payable control account summarizes the amount that is owed to suppliers and other creditors.

Inventory-related accounts Currency variance account You can track differences between the receipt price and the invoice cost that result from changes in the exchange rate. Inventory control account You can track the monetary value of the stock in the associated storeroom location. When you transfer an item, the receiving storeroom is debited and the issuing storeroom is credited. Inventory cost adjustment account You can track changes in the average cost or standard cost of your inventory. Inventory GL account The inventory GL account holds the resource code associated with the commodity group that you set up in the Chart of Accounts application. The account is shown as a segment of merged accounts in transactions such as issues, returns, and transfers of the item from the storeroom location. Invoice cost variance account

You can track variances in the price, expressed in the vendor currency, between receipt and invoice for the associated storeroom location. Purchase variance account The purchase variance account is not used for any transactions. Receipts price variance account You can track differences between the inventory standard cost and the receipt cost for items in the associated storeroom location. Rotating suspense account The rotating suspense account holds the accumulated cost of repairs to an asset until you move the asset into a storeroom. Shrinkage cost account You can track differences between actual inventory quantities and calculated quantities.

Inventory Item Master Item Master application to define items that are stocked in your storerooms. Main attributes of the item (such as the commodity codes, the order, and issue units, whether an item is lotted, rotating, or condition-enabled). Rotating items

A rotating item is a serialized asset, such as a pump or a notebook, that you define with a common item number. You designate an item as rotating because it shares properties of both items and assets. A rotating item cannot be consumed, and is maintained as an asset. Item kits An item kit is a group of items that are issued as a single unit. You can assemble an item kit and add the kit to a storeroom as a package of items. Inventory usage You use inventory usage records to track the issue, transfer, and return of inventory items within and across organizations. Inventory usage records can contain multiple usage lines, which track the movement of inventory items into and out of storerooms and bins. Inventory usage records can have one of the following usage types: Issue All usage lines in the record contain items for issue or return only. Transfer All usage lines in the record contain items for transfer only. Mixed The record contains a combination of issue lines, transfer lines, and return lines

The following statuses apply to inventory usage records: Status Entered The default status for an inventory usage record when it is created. When a record is in Entered status, some default fields cannot be modified. Shipped Indicates that the item has been removed from the inventory storeroom and is in transit to its final destination. Staged Indicates that inventory items are ready and waiting to be issued or transferred. When you set the usage record status to Staged, you must choose the stage bin that you want to use. You cannot change the status of the record to Staged if the record contains one or more usage lines of the type Return. You cannot change the status of the record to Staged if the status is Shipped, Cancelled, or Complete. Complete Indicates that the issue, transfer, or return of items is complete. When you change the status to Complete, the appropriate transactions are generated to adjust the balance of inventory storerooms. Cancelled Canceled records cannot be edited, and any staged balances are reversed. This status is available if the current inventory usage status is Entered or Staged. Shipment Receiving In a large organization, you can transfer inventory items or tools between storerooms within the same site or across sites and organizations and track their delivery. You create shipment receipt records to acknowledge the receipt of transferred items and update inventory balances at the destination storeroom. The following statuses apply to shipment items that undergo an inspection: Waiting for Inspection (WINSP) Indicates that the item is in the process of being received, but is not entered into inventory. The item is in a holding location, where it stays until the inspection is complete. After inspection, the item status changes to either Waiting for Serialization or Complete, depending on whether it is a rotating item. Waiting for Serialization (WASSET) Indicates that the item is a rotating item and that review and acceptance of the asset numbers in the receipt is required. If the item requires inspection, the inspection has already occurred. The item is still in the holding location; it has not been sent to its destination storeroom or to its direct issue location. After the item is serialized, the status is changed to Complete. Complete (COMP)

Indicates that the item was received, and if necessary, inspected and serialized. When the status of the item changes to Complete, a transfer transaction is created. The item is transferred to the appropriate storeroom or to a direct issue location. If the item is not rotating and does not require inspection, its status is Complete when it is received.

Job Plan will not deleted if it is refrence Route Conditional monitoring Job plan sequence Work order if job plan exist on work order with close status. The only option left is make Job plan inactive. Master PM

Users can use several applications in Maximo Asset Management to create work orders. They are: 1. Work Order Tracking - Used to create and report on high volume or complex work orders. 2. Work Requests - Used to report any problems that require corrective maintenance activity. 3. Quick Reporting - Used to create work orders and report actual work done for simple jobs, unplanned work, or work not performed by the maintenance department. 4. Preventive Maintenance - Used to generate scheduled maintenance work orders. 5. Condition Monitoring - Used to generate work orders to correct problem conditions found during monitoring procedures.

When to use Child Work Orders, Tasks and the Multi Asset Location Table on Work Orders?
When to use Child Work Orders, Tasks and the Multi Asset Location Table on Work Orders in Maximo In my blog entry this week I wanted to talk about the different ways you can utilize work orders to create projects or work packages in Maximo. The first question people tend to ask is: Should I use Child Work Orders, Tasks or this new Multi Asset/Location table? This is a very good question and the answer to this question depends on a number of factors. Let us discuss those factors. When you have a large amount of work that needs to be done and you want to break it into manageable pieces, you need to understand what level of functionality you would need to have available at each of the levels you have broken it in to.

The questions you need to ask are: Does each piece need to be scheduled separately? Does each piece need to be statues separately? Does each piece need to be assigned separately? Will flow control of each step be required? Will you report actual usage against each step? Is all the work for a single asset/location or many? Is the work the same for a large list of assets or is it different at each asset?

When to use Child Work Orders Child Work Orders offer you the most functionality. They are essentially full blown work orders with all the features a work order offers. They are simply related to each other as a work order hierarchy. Use child work orders when you want to manage each one of them as individual entities. Child Work Orders can each be scheduled, statuses and assigned. They can each have their own set of tasks which can describe the functional steps required to perform the work. Child work orders are often the best choice when different types of work are being done on different assets and locations. This allows each child to be created for the specific asset or location and the tasks define the steps to be performed on that asset or location. It is also recommended that Work Orders are further broken into Child Work Orders where there are:

Activities with different completion/ closing requirements e.g. the final activity is not time limited and completion data is required in a timely manner Activities with different approval requirements e.g. technical and financial approvals or materials with a long lead time, the child WO is approved prior to that containing the Work Activities Campaign activities e.g. individual work orders are grouped to create a campaign. Resources may be shared from the parent and the costs rolled up. Failure reporting is required at the child work order level.

When to use Tasks Tasks offer a smaller subset of functionality than child work orders offer. They can each be scheduled, statused and assigned, but they cannot have their own tasks underneath them. Tasks are more common when the work is on one piece of equipment or location. Each task is just another step to be performed on the same asset. It is also recommended that Work Orders are further broken into tasks where there are: 1. Activities using multiple crafts 2. One task per logical activity (e.g. scaffolding erection, scaffolding removal) 3. The detail of the work is explicit e.g. laser align motor/pump to .003 etc

4. One task per craft per logical activity (e.g. scaffolding erection, scaffolding removal) where craft hours are different 5. Activities with tasks expected to require multiple permits - one task per permit activity 6. Activities where status tracking is required at a task level 7. Activities where tasks have differing Conditions for Work

When to use the Multi Asset/Location Table The new Multiple Asset and Location table can be used to organize a group of Assets or Locations on a single work order. This new table allows for multiple assets without the use of a work order hierarchy. When you want to do work on a long list of assets or locations, this table allows for those assets and locations to be defined on the work order as a list. If Tasks are also defined on the work order, it is assumed that those Tasks are meant to be performed on all of the entries in the Multi Asset/Location table. If each asset or location has specific work, then the use of child work orders would be better than the Multi Asset/Location table. If individual GL Accounts are required for each asset, then you cannot use the Multi Asset/Location table as this does not provide distributed costs. Everything is still applied to the GL on the work order header. It is also recommended that Work Orders carry a listing of multiple assets where there are:

Where Conditions for Work are the same With a single Job Plan/ Work Instruction Where dissemination of data is not required That are closed together Where a record of the visit is required Where completion data can be aggregated Where meter points are not required for each asset/location