Bruno Portaluri

Maximo Technical Solution Architect

IBM Maximo Asset Management Training

Work Management

Last Update: 2014-11-12 © 2014 IBM Corporation

Work Management processes

Asset Planning
Generate WOs from
Condition Monitoring
Job Plans
Cost rollup

Reserve Work Generate WOs Preventive

Inventory spare parts from PMs
Order Maintenance

Direct issue of Generate work

purchased parts orders from SRs

Service
Purchasing
Requests

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Work Management process

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Work Management modules
• Work Orders module allows to track the work that has been performed
in the past, and future work that is being planned.
• Work Order Tracking
• Labor Reporting
• Quick Reporting
• Activities and Tasks
• Assignment Manager
• Service Requests

• Preventive Maintenance module allows to manage the work performed

on a regular schedule to keep assets running efficiently
• Preventive Maintenance
• Master PM

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Additional application
• Planning module allows to plan how work should be performed,
such as creating job plans or safety precautions and procedures
• Job Plans
• Routes
• Safety

• Resources module (Administration > Resources) allows to create

records about the people in your workforce
• Labor
• Qualifications
• People
• Person Groups
• Crafts

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

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Work Order Tracking application – Tabs
• Work Order (main) - Create, view, or modify work orders, view identifiers for
an applied job plan and safety plan, view PM and scheduling information. If
the work order is a follow-up work order, you can view the identifier of its
originating work order. You also can identify the failure hierarchy for the work
asset.
• Plans - Enter, view, or modify information on work orders in a hierarchy, and to
enter, view, modify, or delete information about planned job tasks, labor,
materials, services, and tools.
• Related Records - Add, view, or delete related ticket and work order records.
• Actuals - Enter, view, or modify actual work order start and finish times, labor
hours and costs, material quantities, service costs, and tool costs.
• Safety Plan - Add, view, modify, or delete safety information associated with a
work order.
• Log - Create, view, edit, and delete Work Log entries, and view Communication
Log entries.
• Failure Reporting - Enter, view, or modify asset and location failure
information to help identify trends.

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Work Order Status
Status Description

Waiting for Approval (WAPPR) The work order needs to be approved by a supervisor or a maintenance leader.

Waiting for Material (WMATL) Indicates that work cannot be initiated because required material is missing

Waiting to be Scheduled
(WSCHED)
Waiting for Plant Condition
(WPCOND)
Approved (APPR)
In Progress (INPRG)
The work order needs to be scheduled. Work orders generated by PM records are
typically created in WSCHED status.
Requires a particular plant condition in order to be worked on.
The work plan has been approved and the work can begin. You can report actuals
against approved work orders. Maximo reserves items in inventory and records cost
and rate data.
Indicates that work had physically begun.

Canceled (CAN) Work will not be performed. If the the work order has already initiated or actuals have
already been reported, you cannot change its status to CAN. Maximo removes item
reservations from inventory (if any) and makes the work order a historical record.
Complete (COMP) Physical work is finished.

Closed (CLOSE) All data has been entered. Maximo removes inventory reservations for items that
were not used on the work order, and makes the work order a historical record.

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Other applications in Work Orders module

• Labor Reporting application allows to report the type and

the total number of hours of work that external contractors
or internal employees performed.
• Quick Reporting application allows to plan, to review, and to
approve work orders for assets and locations.
• Assignment Manager application allows to dispatch labor
and schedule work for your organization.
• Service Requests application allows to manage requests for
services that involve an asset or location in your enterprise.
For example, you might receive a request to upgrade the
computer software on the notebook for a user, or for all
users at certain locations.

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Preventive Maintenance application
Preventive maintenance (PM) records are templates for scheduled preventive
maintenance work. They are used to generate work orders.

The schedule determines how often work orders are generated from PMs. The schedule can
generate work orders based on elapsed time between work orders, on meter units used, or both.
Create a PM hierarchy to schedule a group of work orders for an asset or location hierarchy.
Work orders can be created manually or automatically.

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Preventive Maintenance application

Use the target start date of the last PM

work order to calculate the due date of
the next PM work order.
If cleared, use the completion date of the
last PM work order to calculate the next
due date.

Insert frequency of the work

orders to be generated

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Master PM application
Master preventive maintenance records (master PMs) are templates that you use for
other PMs, called associated PMs.

Master PMs are linked to an Item

PMs can be generated for all the item’s assets or locations

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Job Plans application
A job plan is a detailed description of work that is performed for a work order.

Job plans contain tasks and information about the estimated labor, materials, services, and tools
that are required for the work.
To ensure that work on an asset is performed safely, you can associate safety plans.
Job plans can be also applied to preventive maintenance records.
Job plans can be created from an existing work order or created manually.
After a job plan becomes a work plan on a work order, you can change the work plan without
affecting the job plan.

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Routes application
A route is a list of related assets, locations, or both

Routes can be used to:

• generate child work orders for each route stop
• generate a single work order that contains a list of assets and locations for all the route stops
• generate work orders tasks for each route stop
Job plans can be also applied to preventive maintenance records.

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People application
The People application stores information about individuals, such as users, laborers,
asset owners, and supervisors

A Person can be set as an owner or supervisor of a work order.

Person records are typically created by the Maximo administrator.
A person can receive a record routed by a workflow process.

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Person Group application
A person group is a list of individuals who may have similar job responsibilities, levels of
authority, and security clearances.

After you define person groups, responsibility for records such as work orders, tickets, and
purchasing records can be assigned to a group rather than an individual.
A person group can receive a record routed by a workflow process.

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Labor application
Labor records are needed for tracking and analyzing labor performed against work
orders
Labor records can contain personal and work-related information as well as crafts, skill levels,
qualifications, and certifications that are associated with workers.
Before you create a labor record, you must create a corresponding person record. You create
person records in the People application.

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Craft application
A craft represents an occupation or trade, and typically the craft name reflects the type
of work done by members of the trade.

If pay rates differ based on expertise you can create multiple skill levels and assign different pay
rates to each skill level.
For each craft you can specify standard rates, and add premium pay codes for premium pay rates.

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Qualifications application
A qualification is an indication of a particular job skill or specialized training. A
qualification is often indicated by a license or certificate that signifies proficiency in a
particular skill.

Qualification records can be associated with labor records in the Qualifications or Labor
applications.

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Exercises – Person and Labor

• View Person Details

• Open People application (Administration > Resources > People)
• Open person ‘DUDLEY’ and view its details
• View Labor Details
• Open Labor application
• Open labor ‘DUDLEY’ and view its details
• Switch to crafts and qualification tabs

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Exercises – Work Order
Scenario
• Open Work Order Tracking application Create a new Work Order to
replace a broken fan
• Create a new Work Order
• Work Order: [generated value]
• Description: Circulation Fan broken
• Asset: 11250 (location and failure class are automatically filled)
• Work Type: CM – Corrective Maintenance
• Change the status to ‘APPR’

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Exercises – Work Order
Scenario
• Open Work Order Tracking application Execute task, report labor and
• Search for the opened Work Order close the work order
• Description: Fan
• Status: =APPR
• Change status to ‘INPRG’ (Actual Start is automatically updated)
• Switch to ‘Actuals’ tab
• Create a new row in the ‘Labor’ table
• Open the lookup dialog for ‘Labor’ field and select
• Labor: BARRY
• Craft: MECH
• Enter a value in ‘Regular Hours’ field an press TAB key (the ‘Line Cost’
is automatically calculated)
• Change status to ‘COMP’ (Actual Finish is automatically updated)
• Change status to ‘CLOSE’ (record becomes read-only)

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Exercises – Complex Work Order
Scenario
• Open Work Order Tracking application Create a new Work Order to
perform preventive maintenance
• Create a new Work Order
activities on a pump planning
• Work Order: [generated value] tasks and labor
• Description: Centrifugal pump not working
• Asset: 11430
• Work Type: CM – Corrective Maintenance

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Exercises – Complex Work Order
• Switch to ‘Plans’ tab
• Enter the following planned tasks
• 10 – Check and lubricate bearings (duration 0:30)
• 20 – Check alignment (duration 0:10)
• 30 – Replace coupling rubbers (duration 0:30)
• 40 – Test pump pressure (duration 0:10)
• Enter the following planned labor
• Task 10 – Craft LUB – Skill FIRSTCLASS
• Task 20 – MECH
• Task 30 – MECH
• Task 40 – MECH
• View costs Select Action > View > Costs
• Change the status to ‘APPR’
• Note that planned tasks are now also in ‘WAPPR’ status

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Exercises – Complex Work Order
• Change status to ‘INPRG’
• Switch to ‘Actuals’ tab
• Set task 10 in ‘COMP’ status (completed)
• Report labor for task 10
• In the Labor section click on ‘Select Planned Labor’
• Select task 10
• Select ‘SCHAFER’ person
• Change status to ‘COMP’ (all actual labor is in ‘COMP’ status)
• Complete actual labor reporting
• In the Labor section click on ‘Select Planned Labor’
• Select task 20, 30, 40
• Select ‘LEWIS’ person

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Exercises – Complex Work Order

• Switch to Failure Reporting tab

• Click on ‘Select Failure Codes’ button
• PROBLEM: Leaking
• CAUSE: Seal Leaking
• REMEDY: Replace Seal
• Change status to ‘CLOSE’

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Exercises – Job Plan
Scenario
• Open Work Order Tracking application Create a new Job Plan from
a completed work order
• Search previous Work Order
• Asset: 11430
• You may need to clear ‘History’ flag in the advanced search
• Open the WO
• Select Action > Create Job Plan from Work Plan
• Click on ‘Autonumber’ button to automatically generate a Job
Plan ID
• Open Job Plan application
• View details of the newly created Job Plan

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Exercises – Preventive Maintenance
• Open Preventive Maintenance application
• Create a new PM
• PM: [generated value]
• Description: Pump maintenance
• Asset: 11430
• Work Type: PM
• Verify Work Order Status (default to WSCH)
• Switch to Frequency - Time Based Frequency tab
• Set the Estimated Next Due Date as the first day of your PM schedule
• Set the Frequency and Frequency Units
• Change status to ‘ACTIVE’
• Generate work orders (Select Action > Generate Work Orders
• Set a number of days in the future in order to generate a WO
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Exercises – Report Asset downtime
• Open ‘Work Order Tracking’ application
• Create a new Work Order
• Description: Pump broken
• Asset: 11430
• Work Type: EM (Emergency Maintenance)
• Select Action > Report Downtime
• Verify the current status of the Asset in the ‘Asset Up’ field
• Check the Status Date (default value is current time)
• Downtime Code: BRKDWN
• Asset > Go To Assets
• Verify the status of the asset
in the ‘Downtime’ section
• Select Action > Manage Downtime History
• Try to close the work order and look at the warning messages

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Exercises – Additional excercises

• Use a Job Plan in a PM and generate work order

• Plan labor, material, services and tools in a job plan or
work order
• Report labor, material, services and tools in a work
order
• Use other Work Order applications such as Quick
Reporting, Labor Reporting, Activities and Tasks

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