MAXIMO Usrguide 4.0.2

8VHUV *XLGH
Release 4.0.2
Copyright 1994-1999, Project Software & Development, Inc.
Although every effort has been made by Project Software & Development, Inc.
to ensure the accuracy and completeness of this document and related program
material, no warranty, express or implied, is made by Project Software &
Development, Inc. as to the accuracy and completeness of this document or the
related program material, nor shall the fact of distribution of this document and
the related program material constitute any such warranty, and no responsibility
is assumed by Project Software & Development, Inc. in connection therewith.
Restricted Rights Legend
Use, duplication, or disclosure by the U.S. Government is subject to restrictions
as set forth in subdivision (b)(3)(ii) of the Rights in Technical Data and
Computer Software clause at 52.227-7013.
Material from this document may not be duplicated or copied without the express
written 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 their
respective companies.
Contents
CONTENTS
CHAPTER 1 INTRODUCTION ............................................................................ 19

OVERVIEW ............................................................................................................... 19
IN THIS USERS GUIDE ........................................................................................... 21
How to Use this Guide............................................................................................. 22
RELATED MAXIMO DOCUMENTATION............................................................... 23
CHAPTER 2 MAXIMO AND WINDOWS............................................................ 25
OVERVIEW ............................................................................................................... 25
STARTING AND EXITING MAXIMO...................................................................... 26
Starting MAXIMO.................................................................................................. 26
Change Nonprivileged User Password............................................................................... 27
Starting an Application ........................................................................................... 28

Using the Mouse............................................................................................................... 28
Using the Keyboard .......................................................................................................... 28
Exiting an Application / Closing the Main Menu .................................................... 29

Exiting MAXIMO................................................................................................... 29
APPLICATION SCREENS......................................................................................... 30
Parts of a MAXIMO Application Screen ................................................................. 31
The MAXIMO Bar............................................................................................................ 32
Tabs ................................................................................................................................. 33
Table Windows ....................................................................................................... 35

The Status Column ........................................................................................................... 38
Default Table Data............................................................................................................ 39
Dialog Boxes........................................................................................................... 40
NAVIGATION METHODS ........................................................................................ 43
Using the Mouse ..................................................................................................... 43
Using the Right Mouse Button to Display the Field Menu ................................................. 44
Contents
Using the Keyboard................................................................................................. 45

The Detail Button.................................................................................................... 46
FIELDS ...................................................................................................................... 46
The Key Field.......................................................................................................... 47
Field Icons .............................................................................................................. 47
Field Data Types ..................................................................................................... 48
Alphanumeric Fields......................................................................................................... 48
Numeric Fields ................................................................................................................. 49
Date and Time Fields........................................................................................................ 52
Yes/No Fields ................................................................................................................... 54
Read/Write and Read-only Fields...................................................................................... 54
Required Fields ................................................................................................................ 55
Value List Fields .............................................................................................................. 56
Long Description Fields .................................................................................................... 58
Hyperlink Fields .............................................................................................................. 59
Application Launch Fields....................................................................................... 61

Hidden Fields .......................................................................................................... 61
GL Account Fields .................................................................................................. 62
Tracking GL Accounts in MAXIMO ................................................................................. 62
Entering Account Codes in MAXIMO Using the GL Account Navigator............................ 66
Display of Account Codes in the GL Account Navigator Dialog Box.................................. 68
Red Dots ................................................................................................................. 69

CHAPTER 3 THE MAIN MENU........................................................................... 71
OVERVIEW ............................................................................................................... 71
MAIN MENU SCREEN.............................................................................................. 72
Menu Bar ................................................................................................................ 72
Module Icons........................................................................................................... 73
Modules, Applications, Screens, and Tabs............................................................... 73
WORK ORDERS ........................................................................................................ 74
PMs ............................................................................................................................ 75
INVENTORY ............................................................................................................. 75
EQUIPMENT ............................................................................................................. 77
PURCHASING ........................................................................................................... 78
PLANS ....................................................................................................................... 79
LABOR....................................................................................................................... 80
CALENDARS............................................................................................................. 80
Contents
RESOURCES.............................................................................................................. 81
CUSTOM APPLICATIONS........................................................................................ 81
SETUP........................................................................................................................ 82
UTILITIES ................................................................................................................. 83
CHAPTER 4 GETTING AROUND IN MAXIMO ................................................ 85
OVERVIEW ............................................................................................................... 85
MENU BAR................................................................................................................ 86
Menu Bar on Main Menu Screen............................................................................. 86
File Menu on Main Menu Screen ...................................................................................... 86
Help Menu on the Main Menu .......................................................................................... 87
Menu Bar on Application Tabs................................................................................ 87

Menu Bar Items....................................................................................................... 88
FILE MENU ............................................................................................................... 90
Save (Record).......................................................................................................... 90
Send (Record) ......................................................................................................... 91
Run Reports ............................................................................................................ 92
Print Form............................................................................................................... 92
Print Documents...................................................................................................... 93
Open Database/Close Database................................................................................ 94
Exit (Application Name) ......................................................................................... 95
Exit MAXIMO........................................................................................................ 95
EDIT MENU .............................................................................................................. 96
Undo Typing ........................................................................................................... 96
Cut .......................................................................................................................... 96
Copy ....................................................................................................................... 97
Paste ....................................................................................................................... 98
Clear All ................................................................................................................. 98
Find (Record) .......................................................................................................... 99
Delete Row.............................................................................................................. 99
Undelete Row........................................................................................................ 100
Delete Document Registration ............................................................................... 100
Delete Document Link........................................................................................... 101
Set Linked Document Version ............................................................................... 101
Delete (Record) ..................................................................................................... 102
VIEW MENU ........................................................................................................... 103
Contents
(Record) List ......................................................................................................... 103

Current Query ....................................................................................................... 105
Saved Queries ....................................................................................................... 105
Refresh (Record) ................................................................................................... 105
Count (Records) .................................................................................................... 105
ACTIONS MENU..................................................................................................... 107
Application Actions(s)........................................................................................... 109
INSERT MENU........................................................................................................ 109
New (Record) ........................................................................................................ 109
New (Record) with AutoNumber ........................................................................... 110
Duplicate (Record) ................................................................................................ 111
Connections to Other Records ......................................................................................... 112
New Row............................................................................................................... 112

New Row with AutoNumber (Work Orders Module only)...................................... 113
Document Registration .......................................................................................... 113
Document Link ..................................................................................................... 114
NAVIGATE MENU.................................................................................................. 115
Next (Record)........................................................................................................ 115
Previous (Record).................................................................................................. 116
Hyperlink .............................................................................................................. 116
Return to Originating Application ......................................................................... 119
Return with Selection ............................................................................................ 120
Return with Selection and Exit .............................................................................. 121
Main Menu ........................................................................................................... 121
Scroll to Column ................................................................................................... 121
(Application) Extra Form Window ........................................................................ 121
SETUP MENU.......................................................................................................... 122
Save Desktop......................................................................................................... 122
Set Field Defaults .................................................................................................. 122
Define Document Types ........................................................................................ 124
Specify Document Confirmations .......................................................................... 124
Define Filter.......................................................................................................... 124
HELP MENU............................................................................................................ 125
Contents and Index ............................................................................................... 126
(Application) Help................................................................................................. 128
MAXIMO Overview.............................................................................................. 129
Contents
MAXIMO on the Web........................................................................................... 129

About MAXIMO................................................................................................... 129
TOOLBAR................................................................................................................ 129
KEYBOARD COMBINATIONS .............................................................................. 135
Keyboard and Editing ..................................................................................................... 136
Keyboard and Value Lists ............................................................................................... 136
Keyboard and Table Windows......................................................................................... 137
CHAPTER 5 THE STATUS BAR........................................................................ 139

OVERVIEW ............................................................................................................. 139
MODES OVERVIEW............................................................................................... 140
QUERY MODE ........................................................................................................ 141
Basic Querying...................................................................................................... 142
Using Operators.............................................................................................................. 144
Using Wildcards ............................................................................................................. 145
Steps for Querying by Using On-Screen Fields ................................................................ 146
Advanced Querying............................................................................................... 148

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

MODIFY MODE ...................................................................................................... 155
INSERT MODE........................................................................................................ 156
MESSAGES AND MESSAGE ICONS ..................................................................... 157
Field Icons ............................................................................................................ 157
CHAPTER 6 REPORTS....................................................................................... 159
OVERVIEW ............................................................................................................. 159
RUNNING, VIEWING, AND PRINTING A MAXIMO REPORT ............................ 159
Registered Reports................................................................................................. 160
The (Application) Reports Dialog Box................................................................... 160
Displaying a list of other applications.............................................................................. 160
The SQR Options Dialog Box................................................................................ 161

REPORT LIST BY MODULE................................................................................... 162
Work Order Reports .............................................................................................. 163
Contents
Preventive Maintenance Reports............................................................................ 166

Inventory Reports .................................................................................................. 167
Equipment Reports................................................................................................ 171
Purchasing Reports................................................................................................ 178
Labor Reports........................................................................................................ 180
Resources Reports ................................................................................................. 182
Setup (Database Configuration) Reports ................................................................ 183
CHAPTER 7 WORK ORDERS ........................................................................... 185
OVERVIEW ............................................................................................................. 185
Categories of Work Orders .................................................................................... 186
DOWNTIME REPORTING ...................................................................................... 186
Why Is It Important to Report Unplanned Downtime? ........................................... 187
Reporting Unplanned Downtime ..................................................................................... 187
How Unplanned Downtime Is Calculated .............................................................. 187

Analyzing Unplanned Downtime........................................................................... 188
WORK ORDERS MENU ITEMS ............................................................................. 189
Work Orders and Other MAXIMO Modules.......................................................... 190
Work Orders and Preventive Maintenance....................................................................... 190
Work Orders and Job Plans ............................................................................................. 190
Work Orders and Operating Locations............................................................................. 190
Work Orders and Equipment........................................................................................... 191
Work Orders and Inventory ............................................................................................. 191
Work Orders and Labor................................................................................................... 192
The MAXIMO Scheduler ...................................................................................... 192

WORK ORDER TRACKING APPLICATION.......................................................... 192
WORK ORDER TRACKING TABS......................................................................... 192
USING THE WORK ORDER TRACKING APPLICATION..................................... 194
Work Plans ........................................................................................................... 194
Duplicating Work Order Records .......................................................................... 195
Parent and Child Work Orders .............................................................................. 195
When to Use a Parent Work Order .................................................................................. 195
Actions.................................................................................................................. 196
Copy Methods................................................................................................................. 196
Move/Modify Equipment ................................................................................................ 196
PLANS TAB............................................................................................................. 196

ACTUALS TAB ....................................................................................................... 197
Contents
USING THE ACTUALS/LABOR TAB..................................................................... 198

Restricting Access ................................................................................................. 198
Additional Validation............................................................................................ 198
Actions.................................................................................................................. 198
Select Work Plan Components ........................................................................................ 198
USING THE ACTUALS/MATERIALS TAB............................................................ 199

Actions.................................................................................................................. 199
USING THE ACTUALS/TOOLS TAB ..................................................................... 200

FAILURE REPORTING TAB................................................................................... 200

WORK REQUESTS APPLICATION........................................................................ 200
WORK REQUESTS APPLICATION TABS ............................................................. 201
QUICK REPORTING APPLICATION ..................................................................... 201
QUICK REPORTING APPLICATION TABS........................................................... 201
Toolbar ................................................................................................................. 201
USING THE QUICK REPORTING APPLICATION................................................. 202
Creating a New Work Order.................................................................................. 202
Reporting on an Open Work Order........................................................................ 203
WORK MANAGER APPLICATION........................................................................ 204
WORK MANAGER APPLICATION TABS ............................................................. 204
Toolbar ........................................................................................................................... 205
Finishing Assignments, Closing Work Orders....................................................... 206

Actions Menu........................................................................................................ 206
Assign Labor (Self-Dispatch Mode) ................................................................................ 206
Interrupt Assignment....................................................................................................... 208
Finish Assignment .......................................................................................................... 209
View Submenu ............................................................................................................... 210
WORK ORDER LIST/LABOR LIST ........................................................................ 211

Toolbar ........................................................................................................................... 211
USING THE WORK ORDER LIST/LABOR LIST.................................................... 212

Actions.................................................................................................................. 212
Work Order List submenu............................................................................................... 212
Labor List submenu ........................................................................................................ 214
Modify Labor Availability............................................................................................... 216
Assign Labor................................................................................................................... 217
Start Assignment............................................................................................................. 219
Interrupt Assignment....................................................................................................... 219
Contents
Finish Assignment .......................................................................................................... 220
WORK ORDER REPORTS....................................................................................... 222

Daily Maintenance Schedule by Supervisor Report.......................................................... 222
Equipment Cost Rollup Report........................................................................................ 222
Delinquent Work Order Report ....................................................................................... 222
Estimated vs. Actual Work Order Costs Report ............................................................... 222
Response and Repair Performance Analysis by Location Report ...................................... 222
Weekly Maintenance Schedule by Craft Report ............................................................... 223
Diagnostic Work Order Report........................................................................................ 223
Work Order Material Check............................................................................................ 223
Standard Work Order Report........................................................................................... 223
Work Order Status Change Report .................................................................................. 224
Employee Job Assignments Report.................................................................................. 224
Daily Work Order Assignments Report ........................................................................... 224
CHAPTER 8 PREVENTIVE MAINTENANCE.................................................. 225

OVERVIEW ............................................................................................................. 225
Preventive Maintenance and Other MAXIMO Modules......................................... 226
Preventive Maintenance and Job Plans ............................................................................ 226
Preventive Maintenance and Equipment.......................................................................... 226
Preventive Maintenance and Work Orders....................................................................... 226
PREVENTIVE MAINTENANCE TABS .................................................................. 227

Toolbar ........................................................................................................................... 227
Define Filter Dialog Box ....................................................................................... 228

Restarting a Job Plan Sequence ............................................................................. 228
PREVENTIVE MAINTENANCE REPORTS ........................................................... 228
Projected PM Labor Requirements .................................................................................. 228
CHAPTER 9 PLANS ............................................................................................ 229

JOB PLANS.............................................................................................................. 229
Overview............................................................................................................... 229
Job Plans and Other MAXIMO Modules ......................................................................... 230
Job Plan Tabs ........................................................................................................ 230

Toolbar ........................................................................................................................... 231
SAFETY PLANS ...................................................................................................... 231

Overview............................................................................................................... 231
Safety Plan Tabs.................................................................................................... 232
SAFETY HAZARDS ................................................................................................ 232
10
Contents
Overview............................................................................................................... 232
Safety Hazards Tabs .............................................................................................. 233
SAFETY PRECAUTIONS........................................................................................ 233
Overview............................................................................................................... 233
Safety Precautions Tabs......................................................................................... 234
LOCK OUT/TAG OUT............................................................................................. 234
Overview............................................................................................................... 234
Lock Out/Tag Out Tabs......................................................................................... 235
CHAPTER 10 EQUIPMENT ............................................................................... 237
OVERVIEW ............................................................................................................. 237
HIERARCHIES ........................................................................................................ 239
EQUIPMENT ASSEMBLY STRUCTURES ............................................................. 239
EAS Elements ....................................................................................................... 240
Top EAS Element ........................................................................................................... 240
Subassemblies ................................................................................................................ 241
Inventory Items or Spare Parts......................................................................................... 241
LOCATION SYSTEMS............................................................................................ 241

THE DRILLDOWN DIALOG BOX.......................................................................... 242
Displaying the Drilldown Dialog Box.................................................................... 243
Displaying the Drilldown in Equipment and Operating Locations .................................... 243
Displaying the Drilldown in Other Applications .............................................................. 244
Icons Used on the Drilldown Dialog Box............................................................... 245

Drilldown Area Icons ...................................................................................................... 245
Control Area Icons .......................................................................................................... 246
Viewing Locations and Viewing Equipment.......................................................... 247

Viewing Locations ................................................................................................ 248
Viewing Locations by System.......................................................................................... 250
Viewing Locations by Type ............................................................................................. 251
Switching Between the System and Type Views.............................................................. 251
Viewing Equipment .............................................................................................. 252

Drilling Down the Equipment Hierarchy ......................................................................... 253
Switching Between the Location and Equipment Views......................................... 253

Right Mouse Button Menu .................................................................................... 254
View Work Orders and PMs ........................................................................................... 254
View Location Information.............................................................................................. 255
View Parents for Networked Location ............................................................................. 255
View Locations Path...................................................................................................... 255
11
Contents
View Locations From Parent Level.................................................................................. 256

View Equipment Information .......................................................................................... 256
View Equipments Path .................................................................................................. 256
The Options Dialog Box........................................................................................ 257

Changing Location Systems............................................................................................. 257
Showing the Location Path.............................................................................................. 257
Viewing Top-level Equipment......................................................................................... 258
DOWNTIME REPORTING ...................................................................................... 258

Why It Is Important to Report Unplanned Downtime............................................. 259
Reporting Unplanned Downtime ........................................................................... 259
How Unplanned Downtime Is Calculated .............................................................. 259
Analyzing Unplanned Downtime........................................................................... 260
TRACKING COSTS................................................................................................. 260
EQUIPMENT MODULE MAIN MENU ITEMS....................................................... 262
Equipment and Other MAXIMO Modules............................................................. 262
Equipment, Locations, and Work Orders ......................................................................... 262
Equipment, Locations, and Preventive Maintenance ........................................................ 262
Equipment, Locations, and Resources ............................................................................. 263
Equipment and Inventory Control.................................................................................... 263
EQUIPMENT APPLICATION.................................................................................. 263

EQUIPMENT TABS................................................................................................. 264
Toolbar ........................................................................................................................... 264
Actions.................................................................................................................. 265
Apply Item Assembly Structure ....................................................................................... 265
Move/Modify Equipment ................................................................................................ 267
View Equipment Move History....................................................................................... 272
MAXIMO LOCATIONS........................................................................................... 273

Operating Locations ........................................................................................................ 273
Other Equipment Type Locations .................................................................................... 273
Storeroom Locations ....................................................................................................... 273
Other Inventory Type Locations....................................................................................... 274
OPERATING LOCATIONS APPLICATION............................................................ 274

OPERATING LOCATIONS TABS........................................................................... 274
Toolbar ........................................................................................................................... 275
Actions.................................................................................................................. 276
Apply Item Assembly Structure ....................................................................................... 276
Other Dialog Boxes ............................................................................................... 278

The Choose System for Relation Dialog Box ................................................................... 278
12
Contents
The Select Rotating Item Dialog Box .............................................................................. 279

The Select Child Location Dialog Box............................................................................. 279
FAILURE CODES APPLICATION .......................................................................... 279

FAILURE CODES TABS ......................................................................................... 280
Toolbar ........................................................................................................................... 280
CONDITION MONITORING APPLICATION ......................................................... 280

CONDITION MONITORING TABS ........................................................................ 281
Toolbar ........................................................................................................................... 281
ROUTES APPLICATION......................................................................................... 281

ROUTES TABS ........................................................................................................ 282
EQUIPMENT REPORTS.......................................................................................... 282
Availability Statistics by Location ................................................................................... 282
Equipment Failure Summary........................................................................................... 282
Equipment Failure Summary by Machine........................................................................ 283
Detailed Equipment Failure Report by Machine .............................................................. 283
Equipment Hierarchy Report........................................................................................... 283
Equipment History Graphs .............................................................................................. 283
Equipment Measurement Report ..................................................................................... 284
Maintenance Cost by Equipment ..................................................................................... 284
Failure Count by Equipment ........................................................................................... 284
Failure Analysis Graphs.................................................................................................. 285
Location Failure Summary .............................................................................................. 285
Failure Summary by Location.......................................................................................... 285
Detailed Failure Report by Location................................................................................ 285
Material Related Issues Report........................................................................................ 286
Maintenance Cost by System........................................................................................... 286
Location Hierarchy Report .............................................................................................. 286
Failure Code Hierarchy Report........................................................................................ 287
CHAPTER 11 INVENTORY................................................................................ 289

OVERVIEW ............................................................................................................. 289
Inventory Main Menu Items .................................................................................. 290
Inventory and Other MAXIMO Modules............................................................... 291
Inventory and Purchasing ................................................................................................ 291
Inventory and Work Orders ............................................................................................. 292
Inventory and Equipment ................................................................................................ 292
INVENTORY CONTROL APPLICATION............................................................... 292

INVENTORY CONTROL TABS.............................................................................. 293
Toolbar ........................................................................................................................... 294
13
Contents
USING THE INVENTORY CONTROL APPLICATION.......................................... 294

Actions.................................................................................................................. 294
Reorder Items ................................................................................................................. 294
Issue Current Item........................................................................................................... 297
View Item Availability.................................................................................................... 300
View Vendor Analysis .................................................................................................... 304
REORDER DETAILS TAB ...................................................................................... 306

Vendors Group Box............................................................................................... 306
Using the vendors group box ................................................................................. 308
Select Value Dialog Box........................................................................................ 308
Select Order Unit Values and Select Issue Unit Values Dialog Boxes .................... 309
ISSUES AND TRANSFERS APPLICATION ........................................................... 309
ISSUES AND TRANSFERS TABS........................................................................... 310
Toolbar ........................................................................................................................... 310
USING THE ISSUES AND TRANSFERS APPLICATION ISSUES TAB ................ 311
Issuing and Returning Rotating Equipment ........................................................... 311
Do Not Double-record Item Usage...................................................................... 312
Actions.................................................................................................................. 313
Select Reserved Items ..................................................................................................... 313
TRANSFER OUT TAB............................................................................................. 316

Actions.................................................................................................................. 316
Select Reserved Items ..................................................................................................... 316
TRANSFER IN TAB ................................................................................................ 316

Actions.................................................................................................................. 316
Select Items for Transfer ................................................................................................. 316
Select Receipts From Transit Location Dialog Box.......................................................... 317
ITEM ASSEMBLY STRUCTURES APPLICATION ................................................ 317

ITEM ASSEMBLY STRUCTURES TABS ............................................................... 318
Toolbar ........................................................................................................................... 318
Rotating Items and Rotating Equipment ................................................................ 318

USING THE ITEM ASSEMBLY STRUCTURES APPLICATION ........................... 319
Actions.................................................................................................................. 320
Select Top-level Item for New IAS .................................................................................. 320
ASSET CATALOG SETUP APPLICATION ............................................................ 321

ASSET CATALOG SETUP TABS ........................................................................... 321
INVENTORY REPORTS.......................................................................................... 321
Goods Received .............................................................................................................. 322
Inventory Pick Report...................................................................................................... 322
14
Contents
ABC Analysis Report...................................................................................................... 322

Inventory Cycle Count Report ......................................................................................... 323
Economic Order Quantity Report .................................................................................... 323
Suggested Order Report .................................................................................................. 323
Reorder Point Report ...................................................................................................... 323
Inventory Valuation Report ............................................................................................. 324
Item Order Status............................................................................................................ 324
List of Expired Items....................................................................................................... 324
Item Availability at All Locations.................................................................................... 324
Storeroom Material Check .............................................................................................. 324
Where Used Report......................................................................................................... 324
CHAPTER 12 PURCHASING ............................................................................. 327

OVERVIEW ............................................................................................................. 327
Purchase Requisitions and Purchase Orders........................................................... 327
Receiving Materials and Services .......................................................................... 328
Requests for Quotation .......................................................................................... 328
Invoices................................................................................................................. 329
Currencies............................................................................................................. 329
Purchasing Main Menu Items................................................................................ 330
Purchasing and Other MAXIMO Modules ............................................................ 331
Purchasing and Inventory ................................................................................................ 331
Purchasing and Companies.............................................................................................. 332
Purchasing and Work Orders........................................................................................... 332
PURCHASE REQUISITIONS APPLICATION......................................................... 332

PURCHASE REQUISITIONS APPLICATION TABS .............................................. 332
Toolbar ........................................................................................................................... 333
USING THE PURCHASE REQUISITIONS APPLICATION .................................... 333

Reordering by Batch.............................................................................................. 333
PR LINES TAB ........................................................................................................ 334
Item and Location ................................................................................................. 334
REQUEST FOR QUOTATION APPLICATION....................................................... 334
REQUEST FOR QUOTATION APPLICATION TABS ............................................ 335
Toolbar ........................................................................................................................... 336
PURCHASE ORDERS APPLICATION .................................................................... 336

PURCHASE ORDERS APPLICATION TABS ......................................................... 336
Toolbar ........................................................................................................................... 337
PO LINE ITEMS TAB.............................................................................................. 338
15
Contents
View Vendor Analysis for Item ............................................................................. 338

PO MATERIAL RECEIPTS TAB............................................................................. 340
PO SERVICE RECEIPTS TAB................................................................................. 341
COPY PR LINE ITEMS TO PO DIALOG BOX ....................................................... 341
Set Blank Vendor to Primary Vendor .................................................................... 341
INVOICES APPLICATION...................................................................................... 342
INVOICES APPLICATION TABS ........................................................................... 342
Toolbar ........................................................................................................................... 342
INVOICE LINES TAB ............................................................................................. 344

Distribute Costs Dialog Box .................................................................................. 344
Copy PO Lines to Invoice Dialog Box ................................................................... 347
Materials Tab ................................................................................................................. 347
CURRENCY MANAGEMENT APPLICATION....................................................... 353

USING THE CURRENCY MANAGEMENT APPLICATION.................................. 354
Define Filter.......................................................................................................... 354
PURCHASING REPORTS........................................................................................ 355
Standard Purchase Requisition ........................................................................................ 355
Quotation Analysis.......................................................................................................... 355
Request for Quotation ..................................................................................................... 355
Electronic Commerce File ............................................................................................... 355
Goods Received Note...................................................................................................... 356
Inventory Receipt Register .............................................................................................. 356
Direct Purchase Back Order Report................................................................................. 356
EDI Purchasing Report.................................................................................................... 356
Standard Purchase Order................................................................................................. 356
Purchase Order Status Report.......................................................................................... 357
Purchase Orders by Vendor............................................................................................. 357
Invoice Approval Report ................................................................................................. 357
CHAPTER 13 LABOR ......................................................................................... 359

OVERVIEW ................................................................................................................ 359
Labor Menu Items ................................................................................................. 360
Labor and Other MAXIMO Modules..................................................................... 360
LABOR APPLICATION........................................................................................... 361
LABOR APPLICATION TABS ................................................................................ 361
CRAFTS APPLICATION ......................................................................................... 361
CRAFTS APPLICATION TABS............................................................................... 361
LABOR REPORTING APPLICATION..................................................................... 362
16
Contents
LABOR REPORTING APPLICATION TABS .......................................................... 362

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

Employee Attendance Analysis ....................................................................................... 363
Labor Productivity Analysis ............................................................................................ 363
Labor Availability vs. Commitments by Craft.................................................................. 363
CHAPTER 14 CALENDARS ............................................................................... 365

OVERVIEW ............................................................................................................. 365
Shifts..................................................................................................................... 366
Holidays and Nonworking Time ............................................................................ 366
Sequence for Creating Records .............................................................................. 367
Sequence for Applying Records to a Calendar ....................................................... 367
Calendars and Other MAXIMO Modules .............................................................. 368
Calendars and Labor ....................................................................................................... 368
Calendars and Equipment ............................................................................................... 368
CALENDARS AND THE MAXIMO SCHEDULER................................................. 368

Overview of the Scheduling Process ...................................................................... 369
Craft and Labor Availability and the Scheduler ..................................................... 369
Equipment Availability and the Scheduler............................................................. 370
Guidelines ...................................................................................................................... 371
If You Are Going to Schedule Work Orders..................................................................... 372
CALENDARS APPLICATION TABS ...................................................................... 373

Toolbar ........................................................................................................................... 373
CHAPTER 15 RESOURCES................................................................................ 375

OVERVIEW ............................................................................................................. 375
Resources Menu Items........................................................................................... 375
Resources and Other MAXIMO Modules .............................................................. 376
COMPANIES APPLICATION.................................................................................. 376
COMPANIES APPLICATION TABS....................................................................... 377
USING THE COMPANIES APPLICATION............................................................. 377
Entering a Storeroom Location as a Company ....................................................... 377
TOOLS APPLICATION ........................................................................................... 378
TOOLS APPLICATION TABS................................................................................. 378
SERVICE CONTRACTS APPLICATION ................................................................ 378
17
Contents
SERVICE CONTRACTS APPLICATION TABS ..................................................... 379

LABOR GROUPS..................................................................................................... 379
RESOURCES REPORTS .......................................................................................... 379
Purchase Orders by Vendor............................................................................................. 379
Summary of Inventory Values by Vendor......................................................................... 380
INDEX ..................................................................................................................... 381
18
CHAPTER 1
INTRODUCTION
OVERVIEW
MAXIMO is an integrated software package that brings convenient, automated
management of maintenance activities to the computer desktop. MAXIMOs
Windows format and relational database simplify the process of maintenance
management and provide improved control. You do not need programming
expertise to become an expert MAXIMO user.
MAXIMO brings to you the advantages of PSDIs many years of Computerized
Maintenance Management System (CMMS) experience in a variety of
maintenance environments, including companies where ISO 9000 standards must
be met. Your company can benefit significantly by implementing MAXIMO to
manage everything from work orders and job plans to purchasing and storeroom
inventory.
The MAXIMO software is designed to meet the maintenance needs of discrete
manufacturing industries such as automotive manufacturing, process industries
such as oil and gas, steel, and utilities, and service industries such as universities,
hospitals, and municipalities.
19
Chapter 1
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 as

Total Productive Maintenance (TPM), primarily by facilitating the consistent and
timely collection of data that is central to TPM. Via easy-to-use data entry
screens, operations and maintenance employees can quickly record every
equipment failure and downtime occurrence, including minor but costly recurring
problems. From this data, you can develop accurate, detailed downtime and failure
analyses.
By tracking and analyzing equipment availability, total equipment downtime, and
operational downtime to identify the root causes and frequency of failures and
downtime, you can decide upon appropriate action for reducing problems; you
may want to institute new preventive maintenance programs or accelerate existing
ones, or even replace parts or equipment. The results: your equipment performs
more effectively, your operations run more smoothly, and your overall
maintenance costs are substantially reduced.
General ledger accounting practices are supported so that you can integrate
MAXIMO with a financial application.
MAXIMO offers the optional MAXIMO Scheduler, a sophisticated tool for
resource planning. The MAXIMO Scheduler helps you produce realistic plans
while optimizing personnel, craft, and other resource allocations.
The MAXIMO system is made up of 12 interconnected modules tied to one of a
number of possible databases (e.g., SQLBase, Oracle, Sybase, or SQLServer).
20
Introduction
The MAXIMO modules are interconnected so you can easily move back and forth
between them to look up and retrieve information. You can run multiple modules
simultaneously, move directly from one module to another, and launch other
applications such as graphics, CAD, or spreadsheet programs, from within any
MAXIMO module.
MAXIMO is designed for any level of user. Even with its high level of
sophistication it is easy to learn to use for such routine tasks as data entry and
maintenance reporting. You can even customize your screens so that users see
only the information that is important to them.
IN THIS USERS GUIDE

This users guide focuses on the use of specific modules such as Work Orders and
Inventory. 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
21
Chapter 1
Chapter 11
Inventory
Chapter 12
Purchasing
Chapter 13
Labor
Chapter 14
Calendars
Chapter 15
Resources
How to Use this Guide

The intent of this users guide is to provide you with an overview of MAXIMO
and each of the MAXIMO modules, but not to provide details on the modules
use. MAXIMO contains a robust on-line Help system which provides detailed
instructions 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 of
the MAXIMO modules and applications, as well as general information about
their use and relationships. Each chapter also contains a list of reports that can be
generated from each module, and there is a chapter listing all the MAXIMO
reports with instructions for their display, use, and distribution. For certain topics,
the users guide does provide detailed information to supplement on-line Help. In
general, however, this guide provides an introduction to MAXIMO, with on-line
Help providing the detail.
22
Introduction
RELATED MAXIMO DOCUMENTATION

This section lists the documentation that may accompany your MAXIMO Users
Guide:
The MAXIMO System Administrators Guide provides information on system

administrator functions such as implementing security and managing the
database. It covers the customization of the system and the utilities that come
with MAXIMO. It also gives instructions for creating reports and custom
applications.
An Installation Guide or Installation and Upgrade Guide tailored to your

database is provided to you or your system administrator.
The MAXIMO Help system provides extensive information available at the

click 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 MAXIMO

Scheduler Users Manual is included with the documentation.
If you sign up for MAXIMO training courses, you will be provided with
MAXIMO training materials matched to the course or courses you participate
in. These course books are designed specifically to accompany MAXIMO
training.
The MAXIMO Users Guide and other printed documentation is also available to
you in an on-line format, accessible via the Acrobat Reader. You can look up
information and print files or portions of files as needed.
In addition to MAXIMO documentation, you should have available a copy of the
Microsoft Windows Users Guide. It provides complete documentation of all the
Windows features that MAXIMO takes advantage of.
23
Chapter 1
24
CHAPTER 2
MAXIMO AND WINDOWS
OVERVIEW
MAXIMO running on Windows provides great power and flexibility. You can run
more than one application at a time, move from one application to another within
MAXIMO, transfer data, copy, cut and paste data, and duplicate recordsall
with just a click of the mouse.
MAXIMO is designed to be consistent with other Microsoft Windows
applications. Most general procedures in MAXIMO, such as selecting screens and
editing data, are performed using Windows standards.
This chapter shows you how to start and exit MAXIMO, and how to navigate
through MAXIMO using the mouse and keyboard. In addition, many features
common to MAXIMOs applications are covered. These include MAXIMO
screens, table windows, dialog boxes, and fields.
In general, the descriptions in this chapter progress from larger objects to smaller
objects, that is, from screens to table windows, to dialog boxes, to fields.
25
Chapter 2
STARTING AND EXITING MAXIMO

Starting MAXIMO
At some sites, MAXIMO has been installed and set up so that when your PC is
turned on, you are directly routed to the MAXIMO logo screen. At other sites, you
start 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 dialog
box (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 systemsupplied values in one or more fields in the Login dialog box. The
example below describes the default configuration provided with your
software.
1. The first two fields, Database and User, typically display default values, and
the cursor is in the Password field. (Your system administrator might not
specify default values for these fields; in this case, the cursor appears in the
first blank field.)
26
MAXIMO and Windows
2. The Database field displays the name of the database you want to access
(typically provided by your system administrator). The production database
supplied with the MAXIMO software is called MAXIMO. The database at
your site may have a different name. Usually you will want to access the
default database, as established by your system administrator.
If you want to connect to the database displayed, go to step 3 (entering your
user name).
If you want to connect to a different database, such as MAXDEMO, clear the
default database name and type in the database you want.
3. The User field may display your user name (provided by your system
administrator). Otherwise, enter your user name here.
4. In the Password field enter your password. The password is not displayed as
you type; for each character you type, an asterisk (*) is displayed.
5. Cllick OK or press [Enter]. This connects you to the specified database and
displays the MAXIMO Main Menu.
If you enter data that is not valid, an error message is displayed. You can type
the information again in case you made a mistake, or you can exit MAXIMO
by choosing Cancel, clicking the Close button, or pressing the [Esc] key.
Change Nonprivileged User Password

As a security precaution, your system administrator probably installed MAXIMO
with a requirement that users change their passwords at regular intervals.
MAXIMO provides the ability for a nonprivileged user (someone with a user name
other 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 your
password. This feature is disabled if the user name is SYSADM or MAXIMO.
27
Chapter 2
2. When you have entered a valid password and you click OK, the Change
Password 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 Application
Using the Mouse
To start a MAXIMO application, move the cursor to the icon representing the
module you want to work in and left-click it; the menu listing that modules
applications is displayed. Click the name of an application to start that
application.
NOTE: MAXIMO uses the left mouse button for all procedures except
displaying the field menu (see page 44). Whenever this manual directs
you 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] key
while holding down the [Shift] key to move backward. You can also use the left
and right arrow keys to move to an icon. The name of the icon you are on is
highlighted.
Press the down arrow key to display the menu. Use the up and down arrow keys to
highlight the menu item you want. Press [Enter] to display the selected application.
To close a menu without selecting an application, press the [Esc] key.
28
MAXIMO and Windows
In general, pressing [Enter] yields the same result as single clicking with the left
mouse button; pressing [Ctrl] + [Enter] is the same as double-clicking with the left
mouse button.
See Chapter 3, The Main Menu, for an overview of the modules and the
application choices available from the Main Menu screen.
Exiting an Application / Closing the Main Menu

There 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 at
the 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, you
receive a message asking if you want to save your changes. If you want
to save changes, click Yes. If you do not want to save changes, click
No.
Exiting MAXIMO
To exit MAXIMO from any application or from the main menu, select Exit
MAXIMO from the File menu.
If you do not have any unsaved modifications, choosing File/Exit MAXIMO
automatically closes MAXIMO and all open MAXIMO applications.
29
Chapter 2
If you have unsaved modifications, choosing Exit MAXIMO displays the warning
message, Exit MAXIMO? (Modifications will be lost.) Click Yes to
closeMAXIMO and all open applications without saving changes. Click No to
return you to the current application or to the Main Menu.
APPLICATION SCREENS
You can accomplish all the tasks you use MAXIMO for via the application
screens. Most of MAXIMOs application screens are used to enter and/or display
database data for a particular application. (Some screens are used to configure or
add tables to the database itself.)
You can use an application screen to look up records in the database, insert new
records, view and modify information, and access other screens. Figure 2.2 shows
a typical MAXIMO application screen.
30
MAXIMO and Windows
Figure 2.2 Equipment Application Screen
Parts of a MAXIMO Application Screen

This section describes the basic parts and functions of a MAXIMO application
screen. These parts and functions are common throughout MAXIMO application
screens and conform to general Windows standards.
Each MAXIMO screen is identified by name in the title bar at the top of the
screen, 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 selections
from the menu bar to work with MAXIMO applications and MAXIMO data. For
31
Chapter 2
more information on the menu bar, see Chapter 4, Getting Around in

MAXIMO.
The toolbar, the row of buttons just beneath the menu bar, lets you quickly initiate
frequently used MAXIMO functions. You can perform functions such as
switching 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 buttons
on this toolbar. For more information, see Chapter 4, Getting Around in
MAXIMO.
The MAXIMO Bar

The MAXIMO bar is the vertical, toolbar-like area at the left of the screen in
each MAXIMO application. The MAXIMO bar allows you to move between
modules and applications without having to return to the main menu.
The bar has two views, Modules and Applications, each accessed by a small
rectangular button on the MAXIMO bar. Click the Modules button to display the
module icons; click a module icon to display a menu of the applications available
in that module, just like on the main menu. Click the Applications button to
display icons for all the MAXIMO applications; click an application icon to open
that application. The modules and applications are displayed in the same order as
on the main menu. To view more icons, you can scroll up or down using the
arrows at the top and bottom of the bar.
The MAXIMO bar is visible by default, and appears at the left of the screen. It
can, 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 click
Hide MAXIMO Bar on the popup menu; follow the same process to display it
again.
To move the MAXIMO bar, click an unused portion of the bar and, holding the
mouse button down, drag the bar to the other side of the screen.
32
MAXIMO and Windows
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 between
arrows 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 or
hide 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 at
the 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 the
same application. The first tab contains the main information for the application,
and is always displayed first when the application is opened. Subsequent tabs
contain secondary, related information.
Tabs can, in turn, have subtabs, to display additional information. All subtabs
contain data pertinent to the main tab. Figure 2.4 shows a tab with subtabs.
33
Chapter 2
Figure 2.4 Tab with Subtabs
The main part of each tab (Figure 2.5) contains labeled fields. These are used to
enter, display, or query for MAXIMO database information. In Figure 2.5 the
Equipment field is highlighted.
On this tab, the Equipment field is the key field. The key field contains the
identifier that makes a record distinct from all others in the database table. More
detailed information about fields is provided later on in this chapter.
34
MAXIMO and Windows
Figure 2.5 Equipment Tab on the Equipment Application Screen
The status bar (Figure 2.6) is the bar at the bottom of MAXIMO application
screens. It shows the current mode, which tells you whether you are adding a
record to the database, browsing through records, modifying a record, or looking
up 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 Windows
Table windows display multiple records from a database table simultaneously.
The top row of a table window lists column headings; these are the field labels for
each record displayed in the table window. The rest of the table displays rows of
data, each row representing one record. Figure 2.7 shows the Vendors table
window, from the Reorder Details tab in the Inventory Control application.
35
Chapter 2
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 (and
sometimes one or more additional fields) remains displayed, so that
you always know which record you are viewing information for. This
feature is known as column locking.
Some fields in table windows are filled in automatically by MAXIMO. They might
display information entered in other screens if youve entered the name of an
already existing record in the leftmost column. You cannot modify or delete any
data in these fields displayed from existing records. If youre entering a new
record, 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:
36
MAXIMO and Windows
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 the
keyboard, tab to the table window, use the arrow keys to move to the desired
row, then tab to the desired field in the row.
Use [Shift] + the spacebar to select an entire row. To deselect the row, press
the spacebar. The cursor will move to the first field in that row. Once a row is
selected you can use [Shift] + the up or down arrow keys to select multiple
contiguous rows.
Insert and delete rows in table windows with selections from the Insert and Edit
menus, 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 rows
that are not currently shown in a table window.
37
Chapter 2
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 respective
row in the table window. This column is present on all table windows in which you
can insert, delete, or modify rows. One of three symbols can appear in this
column:
Symbol
Description
This row is designated for insertion into the database. To designate a row
for insertion, choose New Row from the Insert menu, click an empty row
and enter information, or press the keyboard Insert key.
9
x
This row has been modified.

This row is designated for deletion from the database. To mark a row for
deletion, choose Delete Row from the Edit menu, or press [Ctrl]+ [D].
MAXIMO automatically assigns a symbol to the status column depending on what

action you have initiated. For example, if you change the data in a field, a check
mark (9) is displayed in that rows status column. If you then decide you want to
delete that record, and select Delete Table Row from the Table menu, the symbol
in the status column changes to an x.
If you choose Undelete Row to mark a row for undeletion, the status marker for
that row will revert to its state prior to being marked for deletion. That is, if it was
a new row, the arrow will be redisplayed. If it had been modified, the check mark
will be redisplayed. If it was an already existing row that had been marked for
deletion, then marked for undeletion, the status column will return to containing no
symbol.
38
MAXIMO and Windows
NOTE: Neither insertion, deletion, nor modification actually takes place in the
database 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, the
maximum number of rows that can be retrieved from the database and
displayed is variable.
Default Table Data

On some table windows you can specify values to be used as field defaults. For
example, on the Purchase Orders Material Receipts tab (Figure 2.8), you can
specify 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 in
some 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 for
you when you insert a new record, but will remain editable so that you can enter
another value.
39
Chapter 2
Figure 2.8 Purchase Orders Material Receipts Tab
Dialog Boxes
MAXIMO displays a dialog box when additional information is required to
complete a procedure, or to provide information. Dialog boxes range in complexity
from those that merely display a message to those with table windows, multiple
fields, scrollable lists of choices, check boxes, and buttons. In many cases dialog
boxes are displayed automatically by MAXIMO. These boxes often present a
choice, such as whether or not to exit an application, or whether to change modes.
The dialog box shown in Figure 2.9 is displayed when you begin to exit from
MAXIMO but still have unsaved modifications.
40
MAXIMO and Windows
Figure 2.9 Exit Dialog Box
Most selections made from the Actions menu, and some made from other menu
bar items or the toolbar, also display dialog boxes. The dialog box shown in
Figure 2.10 is displayed when you select Reorder Items from the Inventory
Control Actions menu.
Figure 2.10 Reorder Items Dialog Box (Inventory Control)
All dialog boxes contain one or more buttons usually located at the right side or
bottom of the box. A button allows you to carry out a command by clicking on it.
Two of the most common buttons are OK and Cancel:
41
Chapter 2
Choosing OK makes MAXIMO proceed with the current procedure. Pressing

[Enter] is normally the same as choosing OK.
Choosing Cancel causes MAXIMO to return to the status prior to the display
of the dialog box. Pressing [Esc] is usually the same as choosing Cancel (no
action is taken, and you are returned to the screen).
Some dialog boxes also have a Defaults button. Clicking this button returns the
dialog box to its default settings.
A number of other features are common to many dialog boxes.
Fields in a dialog box have the same characteristics as they do in a MAXIMO
application.. You can usually enter data in fields, but some are read-only. Fields
are usually initially blank so that you can provide information, but some contain
default values. The defaults may also be editable or read-only.
A check box lets you select or deselect a choice or option. When you select a
check box, a small check mark (9) is displayed inside the box. Check boxes
operate like toggle switches: selecting an unchecked box places a check in it, and
turns the option on; selecting a checked box removes the check, and turns the
option off. If there are multiple check boxes, you can choose one or more, or none.
Radio buttons let you select only one option from a group. (Like buttons on a car
radio, only one selection at a time can be active.) When you select a radio button,
a dot appears in the button, and the option is turned on.
A list box displays the available valid selections for the dialog box procedure.
There are usually more selections than those displayed. If choices or options in a
dialog box do not apply to the current situation, they are grayed out. You can
scroll up or down through the list with the mouse and scroll bar or the arrow keys.
Click OK once you have highlighted the selection you want. For more information
on the uses and features of dialog boxes, see the Microsoft Windows Users
Guide.
42
MAXIMO and Windows
NAVIGATION METHODS
Using the Mouse
MAXIMO uses the left mouse button for almost all procedures: selecting an item,
initiating a procedure, moving from one screen to another, and moving from field
to field within a screen.
NOTE: The right mouse button has only two uses: it is used for displaying the
field menu, or context menu, as described later in this section, and it
is used for hiding and unhiding the MAXIMO bar, discussed earlier.
Three actions are commonly referenced when referring to the mouse:
Pointposition the tip of the cursor on a field or menu item.
Click (single-click)press and release the left mouse button once.
Double-clickquickly press and release the left mouse button twice.
The following procedures are common to many screens. All are performed with
the left mouse button.
To select a menu item, point to that item and click.
To move to a field, point to the field and click. The current field is
highlighted. (The current field is also called the active field or the selected
field.) When you click in a field it becomes the current field. A flashing line
the caret [ | ]marks the insertion point, the point where typed characters will
appear.
To move the insertion point in a field, point to the location and click. The
caret is positioned where the arrow was. Typed data appears at that location.
To move within a field: If the displayed length of a field is shorter than the
length of the data it can contain, you can scroll horizontally within the field.
43
Chapter 2
Position the cursor at the right or left end of the field and click. The hidden
portion at that end of the field comes into view.
To scroll on a scroll bar, place the cursor on a directional arrow at one end of
the scroll bar and depress the left mouse button until the desired data comes
into view. You can also place the cursor on the box in the scroll bar that
represents your relative position in the screen or window, depress the left
mouse button, and drag the box to the desired position. Horizontal and
vertical scroll bars are shown in Figure 2.4.
Using the Right Mouse Button to Display the Field Menu

Click the right mouse button on a field to display a pop-up menu of possible
choices for that field (Figure 2.11). Besides containing menu items not found
elsewhere, this menu allows you to access parts of the File, Edit, Actions, and
Help menus without having to go to the menu bar. You can do such things as cut,
copy, and paste data, and clear the field. You can hyperlink to another application
or launch another application if the field is a hyperlink field, and display a value
list for the field when there is one. You can display the long description if its a
long description field. You always have the option of displaying field help by
clicking Whats This?. Unavailable choices are grayed out.
Figure 2.11 Field Menu
44
MAXIMO and Windows
For more information on using the mouse, see the Microsoft Windows Users
Guide.
Using the Keyboard
To select a menu item, use the accelerator keythe underlined letter in a

menu item. This underlined letter is also known as the mnemonic. If the
menu item is on the menu bar (Figure 2.3), press [Alt] plus the accelerator key.
If the item is on a pull-down menu, press the accelerator key only.
To move to a field, use the [Tab] key. Press [Tab] to move the cursor to the
next field. Press [Shift] + [Tab] to move the cursor to the previous field.
To move the insertion point in a field, use the left and right arrow keys.
To move within a field, use the right or left arrow key to move to one end of
the field. Press the arrow key again. If there is hidden text at that end of the
field, it comes into view. The [Home] key will move you to the beginning of the
field. The [End] key will move you to the end of the data in the field.
You can also use the Control key and arrow keys in combination to move from
word to word within a field. Use [Ctrl] + the left arrow to move to the
beginning of the previous word; use [Ctrl] + the right arrow to move to the
beginning of the next word.
To scroll on a screens vertical scroll bar, use the [Page Up] and [Page
Down] keys. For more information on using the keyboard for scrolling, see
Chapter 4, Getting Around in MAXIMO.
If the screen has multiple scroll bars, as in some table window screens, tab to
the first field in the table window you want to scroll on. You can then use the
arrow keys to scroll on the active table window.
To display a help message for a field, press F1 when the cursor is in the field.
A field description is displayed in a popup box on the screen.
45
Chapter 2
To clear data displayed in a field, right-click in the field and select Clear
Field from the popup menu. .
The Detail Button

The Detail button is the button with the ellipsis (three dots) found at the right of
many MAXIMO fields.
The detail button is used in several ways on MAXIMO screens. For example, if
you click the detail button in a description field for the key field, the long
description field will be displayed. If you click it in a hyperlink field, you can
access a list of valid values for the field. In some fields you use the detail button
to display a value list.
FIELDS
Fields are the labeled areas on the screen that let you enter, view, modify, delete,
and query for data from the database (see Figure 2.5). Fields correspond to
specific tables and columns in the database.
Every field has at least three characteristics or attributes:
It accepts or displays information of a specific data type.
It is either read/write or read-only.
It is either a required field (meaning a null value will not be accepted by the
database), or it is not required.
A field can have one or more additional characteristics. For example, it can:
46
be a value list field.

have an associated long description field.
be a hyperlink field.
MAXIMO and Windows
MAXIMO provides some fields which are hidden by default, but which may be
made visible for particular business requirements. See Hidden Fields, page 61, for
additional information.
The status bar displays field icons that tell you the field data type, whether the
field is read/write or read-only, and if it is required. See Chapter 5, The Status
Bar, for more information about the status bar.
MAXIMO provides a help message for each field on the screen. Move the cursor
to the field and press F1, or right click in the field and select Whats This from the
popup menu. The help message is displayed in a popup box.
The Key Field

Most MAXIMO applications have a key field (see Figure 2.5). The key field
contains the identifier that makes a record distinct from all others in its associated
database tableit is the key to a unique record. (The Inventory Control
application has two key fields: Item and Storeroom; see Chapter 11 for a detailed
discussion of the Inventory module.) The key field usually appears in the upper
left-hand corner of the tab, and has a blue field label
Within an application, the key field value remains the same when you switch tabs.
This lets you know you are viewing information associated with the same
equipment record even though it is on a different tab.
The key field is a required fieldyou cannot save a record to the database without
a key.
Field Icons
Field icons are symbols that show you information about the current field (where
the cursor is). The field icons are displayed at the right end of the status bar. When
you become familiar with the field icons you will be able to tell at a glance all the
47
Chapter 2
pertinent information about the current field. Depending on the field, the icons
display different attributes.
The Field icons occupy certain positions, left to right, on the status bar, according
to the attributes they display.
The first icon, i.e., the leftmost icon, always indicates the data type required for
current field (e.g., decimal, alphanumeric, currency, etc.).
The second icon always indicates whether the current field is or is not editable,
i.e., whether the field is read/write or read-only.
If the current field is required, that icon will be displayed in the third position
(except in Query mode).
Last may be icons indicating the presence of a value list, hyperlink, or other
Some fields may possess more attributes than just those displayed by icons in the
status bar.
Field Data Types

All fields accept a specific type of data. Each data type is represented by a field
icon. The first (leftmost) icon on the status bar indicates the data type of the
current field.
Alphanumeric Fields
MAXIMO provides two kinds of alphanumeric fields, which accept any
combination of typed letters, numbers, spaces, and symbols.
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MAXIMO and Windows
Icon
Description
Uppercase text fields store and display alphanumeric text with all
letters in uppercase. If you type in lowercase text, MAXIMO
accepts it, but converts it to uppercase.
Mixed-case text fields store and display alphanumeric text with
letters in uppercase and/or lowercase. Data is stored exactly as
entered.
Lowercase text fields (fields that store and display alphanumeric text with all
letters in lowercase) can be configured in the MAXIMO database. As shipped,
MAXIMO does not contain any lowercase text fields.
Note:
We recommend that you avoid using commas (,) and double-quotes ()

in alphanumeric fields. Using these characters can cause problems
when exporting and importing data; this is especially important in
description and long description fields, where commas and doublequotes are most likely to be used.
Numeric Fields
Three kinds of numeric fields accept only numeric data. All numeric formatting is
controlled by settings included in the [Intl] section of your WIN.INI file. See the
MAXIMO System Administrators Guide for more information.
49
Chapter 2
Icon
Description
Integer value fields accept and display only positive or negative
whole numbers. Negative values are denoted by the minus sign ().
If you enter a decimal value in an integer field, MAXIMO rounds
the decimal value to the nearest integer.
A thousands separator (for example, the comma in 1,000) may be
entered if one is specified in the WIN.INI file.
Example: WO Priority field on the Work Order tab in the Work
Order Tracking application.
Decimal value fields accept and display positive or negative decimal
values. Negative values are denoted by the minus sign (). The
decimal separator used is specified in the WIN.INI file.
If you enter a whole number in a decimal field, MAXIMO provides
a decimal separator and two zeroes to its right (or the number of
zeroes specified by the database columns scale configuration). If
you enter more than the configured number of digits to the right of
the decimal separator, MAXIMO rounds the number to two digits to
the right of the decimal separator. You can enter a thousands
separator if the field has been so configured in the WIN.INI file.
Example: Current Balance field on the Storeroom tab in the
Inventory Control application.
The decimal value field icon is also used to indicate floating point
value fields, which accept and display positive and negative numeric
data in floating point representation.
Example: Use Rate field on the Metered Material Usage screen.
50
MAXIMO and Windows
Amount fields, or cost fields, are used for currency amounts. They
accept and display numbers, a decimal separator, and a number of
digits to the right of the decimal separator (this number is specified
by the associated database columns scale configuration). Two digits
is the typical number of digits displayed to the right of the decimal
separator.
Amount fields handle integers the same ways as decimal fields
(described above). If you enter a whole number, MAXIMO provides
the decimal separator and two zeroes to its right. The currency
notation, the dollar sign ($), for example, may be displayed
(depending on your system configuration).
Example: Average Cost field on the Item Catalog tab in the
Inventory Control application.
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Chapter 2
Date and Time Fields

Four kinds of fields accept only a date and/or a time.
Icon
Description
Date fields contain only dates, expressed in up to 11 characters.
When specifying the month alphanumerically, you can use either
uppercase or lowercase letters.
You should enter dates in the date format set up in the WIN.INI file
(via the Windows Control Panel). Although MAXIMO accepts a
number of other date formats, in some cases you could get an Invalid
DATE TIME message on the status bar.
Pressing [+] enters the current date if the field is empty. If a date is
in the field, [+] moves the date ahead a day. Pressing minus ([-])
moves the date back a day.
Example: Start Date field on the Calendar tab in the Calendars
application.
Time fields accept and display the time of day in hours and
minutes, using a 12-hour or 24-hour format, depending on your
system configuration. The value in a time field consists of one or
two digits representing hours (00 through 23), a colon, and two
digits representing minutes (00 through 59). If you enter only the
hour, MAXIMO provides the colon and two zeroes to its right.
You should enter times expressed in the time format set up in the
WIN.INI file (via the Windows Control Panel). Although MAXIMO
accepts a number of other time formats, in some cases you could get
an Invalid DATE TIME message on the status bar.
52
MAXIMO and Windows
Example: Start Time field on the Labor Reporting screen.

A time field can also be used to express duration, i.e., a calculated
time based on time values entered in other fields. For example, on
the Labor Reporting screen, the Hours field displays the total
number of hours worked on a work order based on the values
entered in the Start Time and Finish Time fields. You can override
the calculated time by manually entering a value for the Hours field.
Example: Hours field on the Labor Reporting screen.
Date/time fields accept and display both the date and time. If no
time is specified, the time defaults to midnight (displayed as 12:00
AM or 00:00 depending upon the settings in your WIN.INI file).
Example: Last Issue Date on the Storeroom tab in the Inventory
Control application.
For date/time fields you might want to modify the date and time display to include
leading zeroes. The leading zeroes will allow for a more readable field display.
The date and time display is controlled by the [Intl] settings in your WIN.INI file;
these values are established using the International dialog box in the Windows
Control Panel.
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Chapter 2
Yes/No Fields
One other type of data can be entered or displayed in a field: yes or no.
Icon
Description
Yes/No fields accept only Y or y (for yes) or N or n (for
no). In addition to the icon in the status bar, Yes/No fields are
indicated by a question mark (?) in the field label. (For non-English
systems, Yes/No fields can be configured by the system
administrator to accept different values.)
Example: Equipment Up? field on the Work Order tab in the Work
Order Tracking application .
Read/Write and Read-only Fields

Each MAXIMO field is defined as being either read/write or read-only. An icon in
the second position from the left on the status bar tells you whether the current
field is read/write or read-only. A field might be read/write in some instances, and
read-only in others. For example, you can enter data for a key field in Insert mode,
but once the record is saved to the database the key field is read-only.
Icon
Description
Read/write fields allow you to enter, modify, or delete data.
Read-only fields do not allow you to enter, modify, or delete data.
54
MAXIMO and Windows
Required Fields
Some fields on MAXIMO screens are designated as required fields.
Icon
Description
Required fields are fields in which data must be entered in order for
the record to be saved to the database. If the current field is a
required field, the required field icon is displayed in the third
position from the left on the status bar.
The key field is always a required field. An application can have one
or more required fields in addition to the key field. In the case of the
key field, data is not only required, it must be unique for the
database table, so that the record is distinct from all other records.
For example, you cannot call three different work orders 1.
Other required fields do not have to contain unique data. For
instance, on the Inventory screen, Location is a required field. The
Location field entry can be the same for many item records.
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Chapter 2
Value List Fields

Icon
Description
Value list fields accept and display only predefined values, stored in
a value list (see Figure 2.12). To display a value list, right-click the
field and choose Select Value from the field menu.
Figure 2.12 Example of Value List
If there are more values than can be displayed at once in the onscreen value list, you will be able to scroll on the value list to see
more values.
You can also use the keyboard to navigate within the list.
Use
up arrow
down arrow
[Page Up]
[Page Down]
[Home]
[End]
56
To move
up one item
down one item
to top of page
to bottom of page
to beginning of list
to end of list
MAXIMO and Windows
To enter data in a value list field, you can either select a value from
the list or type data directly into the on-screen field. The data you
enter in the value list field must be in the value list, or MAXIMO
will not accept it. When you select a value from the list, it is entered
in the field as if you had typed it; validation will occur, and
reformatting may occur.
Using value lists can save data entry time, and it ensures that fields
will contain only valid values. If the current field is a value list field,
the status bar displays the value list field icon.
MAXIMO supplies some default values for value list fields. Your system
administrator can provide additional values. Also, your system administrator can
configure any field to be a value list field.
Synonym value lists are value lists permanently established in MAXIMO. You
can assign synonyms to each of MAXIMOs internal values via the Database
Configuration application. These synonyms could be translations or categories of
the permanent MAXIMO value.
For example, the Status field in Work Orders has a synonym value list. The values
Printed and Issued could be added as synonyms of MAXIMOs internal value
INPRG (In Progress) to better describe a work orders status in your own
processing cycle. In this case, the synonym value list will contain INPRG,
PRINTED, and ISSUED.
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Chapter 2
Long Description Fields

Icon
Description
Long description fields provide room for the entry of more
extensive data than can fit in the associated on-screen Description
field. Long description fields are provided as an attribute of all
MAXIMO description fields.
Note that the on-screen field and the associated long description field
are not the same field. Data that appears in the on-screen field does
not appear in the long description field, and vice versa. They are
paired fields. The on-screen Description field can be thought of as
the heading for additional data you can enter in the long description
field.
To display the long description field, click the detail button in the
on-screen Description field, or choose Long Description from the
field menu. You can scroll vertically and horizontally on the long
description field.
Besides key field descriptions there are other fields that have
associated long description fields. For example, the Special Skills
field on the Labor screen has an associated long description. If the
current field is a long description field, the status bar displays the
long description field icon.
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MAXIMO and Windows
Hyperlink Fields
Icon
Description
A hyperlink field is a field that lets you quickly access a list of
records (value list) or another MAXIMO application so that a value
can be found and entered in the originating field.
You can display a list of records either by clicking the detail button
in a hyperlink field, or by clicking the right mouse button and
choosing Select Value from the displayed menu.
9 Example
1.
On the Work Order tab in the Work Order

Tracking appliation, the key field is Work Order;
the Job Plan field is a hyperlink field, containing
the key to a record in another application (Job
Plans).
2.
If you click the detail button in the Job Plan field,

the value list shown in Figure 2.13 is displayed.
This list is also available, in the Select Value
dialog box, by choosing Select Value on the menu
displayed with the right mouse button, as
described above.
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Chapter 2
Figure 2.13 Value List Dialog Box Displayed from

Job Plan Field
3.
You can scroll through the list to look for

the value you want. Highlight a row and
double-click (Select Value dialog box only)
or click OK to return the value to the field
from which you displayed the list.
4.
Use the Filter By fields to enter criteria that

you want all the values in the list to match.
You can also use a hyperlink field to access another MAXIMO

application quickly. To do this, click the right mouse button in the
hyperlink field and select Hyperlink from the displayed menu. For
example, if you click the right mouse button while you are in the Job
Plan field on the Work Order tab in the Work Order Tracking
application, then select Hyperlink from the menu, the Job Plans
screen will be displayed.
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MAXIMO and Windows
If you prefer, your system administrator can modify the

MAXIMO.INI file setting to specify that clicking the detail button in
a hyperlink field displays the hyperlink application rather than the
value list. See the MAXIMO System Administrators Guide for more
information on this subject.
For more information on using hyperlinks, see Chapter 4, Getting
Around in MAXIMO.
If the current field is a hyperlink field, the status bar displays the
hyperlink field icon. For additional information on the status bar,
refer to Chapter 5, The Status Bar.
Application Launch Fields

Depending on how your system is configured, you can directly access other
MAXIMO or third-party applications by right-clicking in a data field on a
MAXIMO screen and selecting Hyperlink from the dropdown menu. This feature
is known as application launch. Please refer to the MAXIMO System
Administrators Guide for more information on application launch.
Hidden Fields
MAXIMO screens sometimes contain fields that you do not generally need to
access. These fields can have the attributes of any of the fields described in this
chapter, but they are hidden by default. Since they continue to function as ordinary
fields, however, and since they can be made accessible as business needs dictate,
some of these are described in the appropriate sections of this Users Manual.
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Chapter 2
GL Account Fields
Many MAXIMO screens and table windows have one or more GL (general ledger)
account code fields. These fields are in place to hold general ledger account codes,
used by the accounting department to track costs. They specify which account or
cost center gets charged for work or a service or equipment, and which account
gets credited.
GL account fields typically are used only when your MAXIMO system interfaces
with a separate accounting system. If that is the case, your system manager will
have set up MAXIMO so that many GL account fields will be filled in
automatically. In other instances you may, depending on your editing privileges,
have to enter account codes manually.
The following is a brief discussion of GL account codes and how you as a
MAXIMO user might use them.
Tracking GL Accounts in MAXIMO

MAXIMO uses records to represent various things, such as items or services,
throughout the system. For example, you create work order, equipment, and
invoice records to track things such as items or services.
MAXIMO also uses records to represent the combination of, for example, an item
or service and any transaction used to track the costs incurred by ordering or
receiving the item or service. You use GL account fields so that your financial
system is able to track these costs.
MAXIMO provides general ledger account fields on the screens used for creating
or tracking these records:
62
work orders
equipment (hidden)
locations
labor (hidden)
MAXIMO and Windows
tools (hidden)
inventory (hidden)
purchase requisitions
purchase orders
invoices
companies
To fully understand how Chart of Accounts is working in MAXIMO, you should

refer to the MAXIMO System Administrators Guide, particularly Chapter 2,
Security, the GL Account Configuration section in Chapter 4, Database
Configuration, and Chapter 11, Chart of Accounts. The GL Account
Configuration section explains how account codes are broken into segments,
whether they are required or not, the use of delimiters, etc. The Chart of Accounts
chapter details how a particular financial system can be integrated into MAXIMO,
and the Security chapter explains how user access is managed.
Account Components
Each general ledger account code is represented by a number of distinct
components (also called segments). Each component relates to a specific part of
the accounting system and may be used to tag a particular transaction, such as the
purchase of an item, to a particular cost center, department, type of account, or
anything else that is set up by the financial system and integrated into MAXIMO
by the system administrator.
To make it easier to identify account components, delimiters are often used
between components when account codes are displayed on the screen. For
example, you might use hyphens to separate components: 6100-400-SAF.
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Chapter 2
Component Sequence
Account components are displayed in a sequential format, with the leftmost
component in the string representing the highest level. For example, in the
MAXDEMO database, there are four component levels defined:
Component 1 = Cost Center

Component 2 = Activity
Component 3 = Resource
Component 4 = Element
Since account components are concatenated with the highest level component at
the left, the demo database account 6100-400-SAF is read this way:
component 1
component 2
component 3
6100
400
SAF
Cost Center
Activity
Resource
component 4
Element
The component codes in this example refer to Administration, Supplies, and

Safety, respectively. The fourth component does not appear as part of the GL
Account because it is an optional component and no values have been assigned to
it in Chart of Accounts. If the fourth component were accessed using the GL
Account Navigator dialog box, described later, it is filled with placeholder
characters.
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MAXIMO and Windows
Mandatory and Optional Components

Within an account, a component may be mandatory or optional.
A mandatory component requires a value for the account to be fully defined.

When you display an account on screen, any unknown mandatory components
contain the placeholder character set by the system administrator.
An optional component does not require a value in order for the account to be
fully defined. When you display an account on screen, any unknown optional
components are not displayed at all. For example, in the demo database, the
fourth component is optional, and so you often see account codes in that
database consisting of just the first three components.
Fully and Partially Defined Accounts

In establishing rules for the general ledger accounts, the system administrator
specifies whether an account code is acceptable when partially defined, or only if
it is fully defined.
A fully defined account has no unknown characters in mandatory components.

A fully defined account returns a direct match of a single instance from the
Chart of Accounts table. For example, this account in the demo database is
fully defined (the fourth component is optional): 6100-200-450.
A partially defined account may contain an undefined mandatory component,

which is filled with placeholder characters. For example, this account in the
demo database is partially defined: 6100-???-450. The second component is
mandatory, but placeholder characters are acceptable.
Depending on how the accounts are set up and the status of a record, you may or
may not have to define all components in a GL account field. For example, work
orders and purchase orders require the GL account fields to be fully defined before
they can be approved; these accounts can remain partially defined (or undefined)
until approval.
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Chapter 2
Any account code components you enter will have been defined by the system
administrator in the Chart of Accounts application. The system administrator may
also restrict the component combinations you can enter. If the system
administrator specifies that only certain component combinations are valid, then
you will only be able to enter combinations that match an already existing account
in Chart of Accounts. Otherwise, you will be able to enter a GL account code that
does not match any one account in Chart of Accounts, but whose individual
components are all valid.
Entering Account Codes in MAXIMO Using the GL Account Navigator

If you need to enter or edit an account code in a GL Account field, use the
following procedures:
1. Double-click in the GL Account field to display the GL Account Navigator
dialog box (Figure 2.14).
This dialog box is used to build or edit an account from valid components
previously established by your system administrator.
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MAXIMO and Windows
Figure 2.14 GL Account Navigator Dialog Box
The GL Account Navigator dialog box displays the GL account code in the
Select Component field, with placeholder characters in undefined components
(the format of the account code is shown above it, with 0s for integer values
and Xs for alphanumeric values). The Valid Values for Selected Component
list box shows all the valid values for a particular account component.
You select components in the Select Component field by moving the cursor to a
component and clicking on Select (or just double-clicking on the component).
This displays the component name and valid values in the Valid Values for
Selected Component list box.
2. Select the account code component you want to add or edit and specify its
component value by highlighting an entry in the Valid Values for Selected
Component list box and clicking on Select Value (or just double-click the
value). MAXIMO inserts the selected value into the account code. You can
67
Chapter 2
clear a value in the account code by selecting the component and clicking on
Clear.
3. Specify any other components in the same way and click OK.
NOTE: You can access optional components by placing the cursor at the
end of the displayed GL account code (in the Select Component
field) and clicking on Clear. Select the optional component and the
Valid Values for Selected Component list box displays the existing
values, if any.
The number of components required to build a valid account code vary, depending
on how your company has implemented its accounting system.
The system administrator may have restricted the account codes you can enter to
only valid combinations of components. In that case, you will not be able to enter
just any valid componentsand the values displayed in the Valid Values for
Selected Component list box will only be the ones that form valid combinations
with the account codes other defined components. For example, if the account
code has no values in any components and you select the second component you
will see all valid values for that component. If, however, the first component
already has a value in it and you select the second component, only those values
that form valid combinations with the existing first component will be displayed.
Display of Account Codes in the GL Account Navigator Dialog Box

As described earlier, the GL Account Navigator dialog box is accessed by doubleclicking on a GL account field. The current form of the account code in the field
you double-click determines which component (if any) is highlighted in the Select
Component field when the dialog box opens, and which component values are
shown in the Valid Values for Selected Component list box.
68
If the account code you double-click has one or more empty components, the
initial display of the account code highlights the first empty component. For
example, if you double-click in a GL account field showing 6210-???-300, the
MAXIMO and Windows
GL Account Navigator highlights the second component and lists the valid
component values in the associated Valid Values list box.
If the account code you double-click has no empty components, the GL

Account Navigator doesnt highlight any component, but positions the cursor
at the end of the account code and displays the valid component values for the
first optional component (if any) in the Valid Values list box (with the first
value highlighted).
When you select a component in the Select Component field of the GL Account
Navigator, MAXIMO highlights that component in the list of values displayed in
the Valid Values list box. If the component you select is empty (has only
placeholder characters), MAXIMO highlights the first component value in the
Valid Values list box.
Red Dots
For some fields, there might be additional relevant information that is not
displayed in the field itself. In such cases, MAXIMO displays a red dot in the
field; double-clicking in the field will display the additional information. The red
dot is only displayed if there actually is additional information; i.e., even though a
field may contain additional information, no red dot appears unless there is
The additional information that is displayed depends on the field. For example:
If a red dot appears in a long description field, you can double-click in the field
to view the long description. If no long description exists, no red dot will
appear.
A red dot in the Bin field on the Issues and Transfers screen in the Inventory
module indicates that there is more than one bin number for this item. Doubleclicking on the Bin field will display the other bin numbers for the item.
If no red dot appears, there are no other bins for the item.
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Chapter 2
If a red dot appears in the Line # field on the Invoices Line Items screen, it
indicates that the invoice line has been distributed to multiple general ledger
accounts, work orders, locations, or pieces of equipment. Double-clicking in
this field displays the Distribute Costs dialog box.
If the Invoice line has not been distributed, no red dot appears.
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CHAPTER 3
THE MAIN MENU
OVERVIEW
The Main Menu (Figure 3.1) is displayed after you log in to MAXIMO. The Main
Menu provides access to each MAXIMO module. Clicking an icon on the Main
Menu displays a pop-up menu, listing one or more applications available within
the module.
This chapter gives a brief overview of each module and discusses the pop-up
menus available. Volume Two of this manual describes the most commonly used
modules in detail.
The Custom Applications, Setup, and Utilities modules are covered in the
MAXIMO System Administrators Guide.
53
Chapter 3
Figure 3.1 MAXIMO Main Menu Screen
MAIN MENU SCREEN

Menu Bar
The menu bar is the horizontal bar across the top of the screen, just beneath the
title bar. On the Main Menu screen, the menu bar displays two menu names: File
and Help. See Chapter 4, Getting Around in MAXIMO, for a description of
each menu item on the Main Menu screen.
72
The Main Menu
Module Icons
There are twelve icons displayed on the Main Menu screen, each one representing
a separate module within MAXIMO. The twelve modules are: Work Orders, PMs,
Inventory, Equipment, Purchasing, Plans, Labor, Calendars, Resources, Custom
Applications, Setup, and Utilities. An overview of each module is provided in this
chapter.
Beneath each icon is a module name. Selecting a module displays the pop-up menu
for that module. The module menu displays one or more choices from which you
can select the application you want.
Modules, Applications, Screens, and Tabs

MAXIMO consists of modules, applications, screens, and tabs.
A module consists of one or more applications that deal with similar types of data.
For example, the Purchasing module has four applications, Purchase Requisitions,
Purchase Orders, Invoices, and Currency Management.
The terms application and screen are used more or less interchangeably. An
application, or screen, consists of one or more tabs that deal with data about a
particular thing a piece of equipment, for example. Whether the application has
one tab or multiple tabs, all the information on the tab(s) usually refers to a
single record. For example, the Purchase Orders application has five tabs, each
with a different purpose, yet the information on all five tabs relates to a single
purchase order.
A tab displays one set of related data. Typically, a tab contains part or all of the
information about a specific record. Each application has a main tab, and most
applications have additional, secondary tabs.
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Chapter 3
In addition to tabs, MAXIMO applications make use of dialog boxes to convey or

request additional information. Many dialog boxes are displayed by selecting an
option; others are displayed by clicking the Detail button in a field; some appear
automatically.
WORK ORDERS
Work orders are the core of maintenance management. A work order specifies a
particular task to be accomplished, and the labor, material, and tools needed to do
the work. MAXIMO recognizes these general categories of work orders:
Corrective and emergency maintenance work orders are created for a specific
job or repair (emergency, breakdown, or scheduled work).
Event report work orders represent any unscheduled event that stops work
(production) but does not require a maintenance crew to fix.
Preventive maintenance masters are used over and over on a periodic basis to
generate preventive maintenance work orders.
Choosing the Work Orders icon displays a pop-up menu of four items:
Work Order Tracking Designed primarily for maintenance planners and

schedulers, you use this application to perform every function related to
processing work orders. These tasks include creating, approving, and initiating
work orders, checking their status history, and closing or reworking them when
appropriate.
Work Requests For dispatchers and/or maintenance department customers

anywhere in a facility, this application is designed for reporting any problems
that require corrective maintenance activity.
Quick Reporting This application is intended for use by clerks and shop
floor personnel, to report the work done on an open work order or a small job
74
The Main Menu
that may not have had a pre-existing work order, or to report equipment
failures/downtime in which no maintenance department work is involved.
Work Manager This application allows you to specify which labor you
want applied to specific work orders at specific times. It lets you dispatch one
or more laborers to top-priority jobs on an as-needed basis, and even lets you
interrupt other jobs in order to make labor available for more crucial work.
The Work Orders module is described in Chapter 7.
PMs
Many locations and pieces of equipment require periodic maintenance to ensure
uninterrupted efficiency and to guard against breakdowns. You can use the
Preventive Maintenance (PM) application to create PM records and generate work
orders from them. PM records are templates that contain job plan and scheduling
information for your work assets. You copy this information to other PM records
or to work orders you generate from the PM records. A PM record specifies work
to be performed regularly based on elapsed time or on meter readings that may
indicate service hours or mileage. You can set up a PM record for either a piece of
equipment or a location, but not both.
Choosing the PMs icon displays a pop-up menu with one item: Preventive
Maintenance.
The Preventive Maintenance module is described in Chapter 8.
INVENTORY
An important part of maintenance management is keeping track of inventory.
MAXIMO keeps track of items (stocked, nonstocked, and special order items) and
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Chapter 3
indicates when stock falls below a specified reorder point so you know when to
reorder.
Choosing the Inventory icon displays a pop-up menu with four items:
Inventory Control Enter, display, and update information on each inventory

item. You can view master inventory item records (information about items,
irrespective of their storeroom location), or item/location records (information
about an item at a specific storeroom location).You can track :
vendors that supply an item

item balances down to the bin and lot level for each storeroom location
alternate items
The Inventory Transactions screen lists all inventory transactions that move
items in or out of inventory, or from one location to another.
Issues and Transfers Issue stock directly from inventory, with or without a
work order. (Items can also be issued from the Purchase Order Receipts screen
of the Purchase Orders application.) You can also transfer stock from one
storeroom location to another; balances are adjusted accordingly. In addition,
you can trace the transfer of stock from one storeroom to another by
transferring to and from transit locations (i.e., COURIER, LABOR).
Item Assembly Structures Create or view item assembly structures. IASs

allow you to model your equipment using inventory items. These can then be
used as templates to help you quickly build equipment and location hierarchies.
Asset Catalog Setup Classify assets within MAXIMO using specification

templates. You can define specification templates to include up to five
classification levels and as many attributes as necessary to describe each asset.
Once you define these specification templates, you associate them with the
appropriate assets. This allows you to locate specific assets quickly and easily.
The Inventory module is described in Chapter 11.
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The Main Menu
EQUIPMENT
In the Equipment module you can add new pieces of equipment and location
records to the database, establish relationships between equipment, between
locations, and between equipment and locations, track maintenance costs, and
enter and review meter readings. Choosing the Equipment icon displays a pop-up
menu of five items:
Equipment Store equipment numbers and corresponding information such as

equipment class, location, vendor, up/down status, and maintenance costs for
each piece of equipment. Screens in the Equipment application enable you to
build the equipment assembly structures (EASs). EASs are hierarchical
arrangements of buildings, departments, equipment, and subassemblies. The
Drilldown dialog box makes it easy to find a particular equipment number.
Operating Locations Create records for the operating locations of

equipment, and track equipment that might be used in multiple locations.
Operating Locations lets you specify the hierarchical organization of all the
equipment operating locations in your plant. It can be used in conjunction with
the Work Manager application, and provides a means of grouping equipment
locations into areas of responsibility.
Failure Codes Build and display failure hierarchies, which help you
construct an accurate history of the types of failures that affect your equipment
and operating locations. After analyzing failure trends, you can take preventive
measures.
Condition Monitoring Display measurements taken on equipment. You can

generate PM work orders from this screen to address problem conditions
indicated by out-of-range measurements.
Routes List related work assets, which are considered "stops" along the
route. These route stops represent assets such as equipment or locations. The
list of work assets can be related by location, such as all pumps and motors in
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Chapter 3
a room, or by type of equipment, such as all fire extinguishers located

throughout the site. Routes make it easy to build simple hierarchies of work
orders for inspections.
The Equipment module is described in Chapter 10.
PURCHASING
Use the Purchasing module to prepare and generate purchase requisitions and
purchase orders, report receipt of both items and services, match invoices with
purchase orders and receipts, and define and convert currencies.
Choosing the Purchasing icon displays a pop-up menu of five items:
Purchase Requisitions Create and process purchase requisitions for items or

services. These requisitions can be turned into purchase orders.
Request for Quotation Use the Request for Quotation (RFQ) application to
send requests out to suppliers for prices and conditions for items or services.
You can then compare the responses to make the best purchasing decision.
Purchase Orders Create and process purchase orders for items or services.
Create POs from purchase requisitions or from scratch. Record receipts of
items and services on the Material Receipts tab and the Service Receipts tab.
Invoices You can request three-way matches between the purchase order, the
receipts (materials or services), and the invoice. Requesting just a two-way
match can be useful for matching a service receipt to an invoice. You can also
enter an invoice for bills, such as rent or phone bills, which do not require
purchase orders or receipts.
Currency Management Use the Currency Management screen to define

currencies and specify exchange rates. Once currencies and exchange rates are
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The Main Menu
established, you can enter purchase requisitions and issue purchase orders in
the currency of the vendor, while also tracking costs in your base currency.
The Purchasing module is described in Chapter 12.
PLANS
Choosing the Plans icon displays five pop-up menu items:
Job Plans A job plan is a detailed description of work to be performed for a

work order. Use the Job Plans module to create, modify, or delete a job plan
record. Job plans generally contain operationsproceduresalong with lists
of estimated material, labor, and tools required for the work. Use job plans as
templates for work order-specific work plans.
Safety Plans Associate safety requirements and procedures with work

orders, to fulfill regulatory requirements of agencies such as OSHA and EPA.
You can define the safety information necessary to follow a specific job plan
on a work asset. You can then associate defined safety plans with specific job
plans in the Job Plans application.
Safety Hazards Define hazards that exist in the workplace, associate

preventive measures with these hazards, and connect the hazards with more
detailed information.
Safety Precautions Lets you define safety precautions against hazards in the
workplace. You can then associate these safety precautions with workplace
hazards in the Safety Hazards application.
Lock Out/Tag Out A tag out procedure is designed to take work assets out
of service or place them back in service, when this is required to ensure a safe
work environment. You define a tag out procedure to eliminate a defined
hazard on a specific piece of equipment or at a specific location.
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Lock out operations are steps in a tag out procedure. To define a tag out
procedure, you describe the lock out operations needed to accomplish the tag
out.
The Plans module is described in Chapter 9.
LABOR
The Labor module stores information about employees, contractors, and crafts.
Choosing the Labor icon displays a pop-up menu of four items:
Labor Create, modify, and view employee records. You can provide detailed
information about an employees pay rate, overtime worked and refused, and
special skills and certifications.
Crafts Create and work with craft records. A craft represents a group of
employees. Typically, the craft name reflects the type of work done by these
employees and may also indicate a ranking by expertise.
Labor Reporting Report labor usage by employee or craft from outside of

the Work Orders module. You can use the Labor Reporting screen for
timecard reporting.
Labor Groups Displays existing Labor Groups and allows you to define
new ones.
The Labor module is described in Chapter 13.
CALENDARS
In the Calendars module, you establish calendar records to indicate working time
for equipment, location, craft, and labor records.
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The Main Menu
A calendar in MAXIMO is defined by a start date, an end date, and the shift to be
worked. You can choose to apply vacations and holidays to designate nonworking
time. Note that in calculating downtime for a piece of equipment, MAXIMO
checks the equipments calendar to see when the equipment is supposed to be
operational.
Choosing the Calendars icon displays one pop-up menu item: Calendars.
The Calendars module is described in Chapter 14.
RESOURCES
MAXIMO provides three resource screens that contain information involved in
everyday maintenance management:
Companies Establish and update data on vendors and other companies. This
information is accessed by several other MAXIMO applications.
Tools Create and maintain information on the tools used on jobs. This
information is referenced in job plans and on work orders.
Service Contracts Specify information on service contracts with vendors or

manufacturers. These contracts can be referenced from the Equipment module
and the Work Orders module.
The Resources module is described in Chapter 15.
CUSTOM APPLICATIONS
Custom applications make it possible for your system administrator to create
customized database tables and application screens to supplement MAXIMOs
standard screens. The customized screens can be accessed from any MAXIMO
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Chapter 3
application, or from within the Custom Applications module itself. Three types of
Custom Applications tables can be created:
General purpose, stand-alone Custom Application tables that can contain any
kind of information.
Extra tables, each associated with a specific MAXIMO application.
Equipment specifications, location specifications, and item specifications

tables, containing information pertaining to a specific classification of
equipment or location, or a specific type of inventory (e.g., motors, pumps, or
valves).
Once they are created, you can run any Custom application from within any
standard MAXIMO application.
The Custom Applications module is described in the MAXIMO System
Administrators Guide.
SETUP
Use the Setup module to configure your database, assign security, and set up
applications for the application launch feature of MAXIMO. All the items listed
here are described in the MAXIMO System Administrators Guide.
Choosing the Setup icon displays a pop-up menu of six items:
Reports and Other Apps Register reports and other applications for use
within MAXIMO. Reports are described in Chapter 6.
Chart of Accounts Ensure that your accounting systems general ledger

accounts are properly represented in MAXIMO; add or modify accounts; set
up financial periods; enter inventory accounts, company accounts, and resource
recovery accounts; and define tax codes and rates.
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The Main Menu
Signature Security Establish each MAXIMO users access rights to

MAXIMO modules, applications, screens, and options.
Database Configuration Customize the database, including such things as

adjusting field lengths and modifying data types.
Application Setup Change the positions of icons and menu items on the
Main Menu screen. You can also clone a MAXIMO application for
customization.
Hyperlink Connect third-party applications to data fields and push buttons

within MAXIMO applications. A variety of Windows applications can be
used, such as graphic programs, word processors, or spreadsheets (any
application available from the Windows Program Manager).
UTILITIES
The Utilities module contains features that allow the system administrator to
customize your system and maintain your database.
Choosing the Utilities icon displays a pop-up menu of four items:
Interactive SQL Access the database for such database management

functions as import/export and backup.
MRO Online Facilitates the entry of data during MAXIMO implementation.
Screen Editor Display a screen on which you can select a MAXIMO

application to customize.
Archive Remove records from the database and store them for future
reference.
All utilities are described in the MAXIMO System Administrators Guide.

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GETTING AROUND IN MAXIMO
OVERVIEW
The menu bar, toolbar, and function keys provide capabilities that can be used
with the application tabs in every module. The menu bar, toolbar, and function
keys can all be used to perform several of the same functions. For example, when
you want to save data you can use a function key, click the Save Record button
from the toolbar, or select Save (application name) from the File menu.
The menu bar, toolbar, and function keys enable you to use MAXIMOs tab and
field features, and to move from tab to tab and from one application to another.
You can insert new records, view records, delete records, and manipulate the data
of records currently in the database.
This chapter describes how to use the menu bar, toolbar, function keys, and
keyboard combinations to get around in MAXIMO.
For a basic introduction to modules, applications, and tabs, see Chapter 3, The
Main Menu.
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MENU BAR
The menu bar (Figure 4.1 and Figure 4.2) is the horizontal bar across the top of
the screen, just beneath the title bar.
Menu Bar on Main Menu Screen

On the Main Menu, the menu bar (Figure 4.1) displays two menu names: File and
Help. The menu bar for the application tabs (Figure 4.2) displays other menu
names as well.
Figure 4.1 Menu Bar on Main Menu
File Menu on Main Menu Screen

The File menu has five items: Open Database, Close Database, Save Desktop,
Exit Main Menu, and Exit MAXIMO.
Open Database and Close Database let you open a new database or close the
current database without closing MAXIMO. Open Database and Close
Database allow you a number of options: you can log off the system and leave
it in a suspended state, log on as a different user, or log on as the same user,
but on a different database.
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Choosing Open Database displays the warning message: All MAXIMO

applications will be closed. Continue? Click Yes to close all applications (if
any are open) and display the MAXIMO Database Login dialog box. Enter
the name of the new database, your user name, and your password, and click
OK. The Main Menu is again displayed, for the new database. Click No to
return to the Main Menu (or the current application, if you selected Open
Database from within an application), and remain in the current database.
Choosing Close Database displays the warning message: All MAXIMO

applications will be closed! Continue? Click No to return to the Main
Menu. Click Yes to shut down the Main Menu and any open applications,
but keep MAXIMO open.
If you have resized or repositioned the Main Menu, choose Save Desktop to
make it reappear this way whenever you open MAXIMO.
Choose Exit Main Menu to close the Main Menu, but leave applications open.
Choose Exit MAXIMO to end the MAXIMO session.

If you do not have any unsaved modifications, choosing Exit MAXIMO exits
the program and automatically closes all open applications.
If you have unsaved modifications, choosing Exit displays the message, Exit
MAXIMO? (Modifications will be lost.) Click Yes to exit without saving
changes. Click No to return to the Main Menu.
Help Menu on the Main Menu

The Help menu on the Main Menu has five items: Contents and Index, Main Menu
Help, MAXIMO Overview, MAXIMO on the Web, and About MAXIMO. See
the Help Menu section later in this chapter for a description of each Help menu
item.
Menu Bar on Application Tabs

The title bar at the top of each MAXIMO tab shows the application name and the
name of the tab you are in, for example, Companies - [Main] or Inventory
Control - [Item Balances].
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The menu bar (Figure 4.2) is the horizontal bar across the top of the screen, just
beneath the title bar. Each item on the menu bar is summarized in the next section,
Menu Bar Items, and is described in detail in subsequent sections of this chapter.
Figure 4.2 Menu Bar on Application Tab
There are two ways to display a menu from the menu bar:
Click (choose) the menu bar item.

Press [Alt] plus the accelerator keythe underlined letter in the item.
NOTE: For ease of use, the toolbar and function keys provide duplicate ways
to do many of the procedures available via the menu bar items. For
each menu item, button function, and function key, this chapter crossreferences the alternate methods.
Menu Bar Items

This section briefly describes the purpose of each menu bar item. For more
information about an item, see subsequent sections of this chapter.
Menu
Contains Selections for These Purposes
File
Save the current work order; send the current work order using your
local email system; run reports; print a copy of the current tab; open a
new database; close the current database; close the current application;
close MAXIMO.
Edit
Work with fields on the current record: undo typing; cut, copy, or paste
data; clear all fields of data; put application into query mode; delete and
undelete table rows; mark a document registration or document links
for deletion; delete the current record.
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Menu
Contains Selections for These Purposes
View
List or count the number of records in the current application; display

current or saved SQR Where clauses; update the current record.
Actions
Work with records in the current application. Application-specific

actions are described in later chapters.
Insert
Insert new records; duplicate the current record; insert new rows in
table windows; insert document registrations or links between
documents.
Navigate
Open the next or previous record; jump to another application; return to

a previous application; move to the MAXIMO main menu; move to a
selected column in a table window; open extra forms.
Setup
Save the layout of an application; specify default values for fields;

define types of documents to be linked to MAXIMO; define
confirmation messages that will appear when a document is attached to
a MAXIMO application; define properties of records you want to view.
Help
See Help for an application; access PSDIs web site; run the MAXIMO
Overview.
NOTE: The Actions menu and Navigate menu contain items specific to each
application or tab. These are the only two menus whose selections
differ from application to application. All other menus contain the
same selections throughout MAXIMO.
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FILE MENU
The File menu (Figure 4.3) contains functions that connect you with other tabs
and applications.
Figure 4.3 File Menu
Save (Record)
Choosing Save (record) stores data that is displayed on the screen, and on any
other open tabs in the current application.
If the current record is new, Save (record) stores the record in the database.
If the current record already exists and you have modified it, Save (record)
stores the updated record in the database.
If you made on-screen changes, but do not wish to save the changes to the
database, you can:
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click Get Next Record or Get Previous Record to move to another record
(when in Insert or Modify mode).
click Clear Screen.
exit the application without saving changes.
When you click Get Next Record, Get Previous Record, or Clear All, a dialog box
is displayed, noting that modifications will be lost. Click OK to proceed. (If you
do wish to save the changes, click Cancel from the dialog box, then Save Record,
or click the Save Record button on the toolbar.)
To modify a record, it is generally easiest to enter all the changes and then click
Save (record). In the case of numerous changes, however, or an application
requiring modifications on many tabs, you can save processing time (and possible
confusion) by choosing Save (record) on each tab you make changes to. After
saving changes to one tab, you can move to another tab and make changes to the
record there.
9 Example
You have to make changes to an inventory record on the Item Catalog,

Reorder Details, and Where Used tabs. You should save the changes
made on one tab before moving to the next.
Similarly, when adding a new record to the database, it is best to save the
information entered on the primary tab before proceeding to subsequent tabs.
Choosing Save (record) from the File menu performs the same function as:
choosing the Save Record button on the toolbar.

pressing [CTRL]+S.
Send (Record)
Choosing Send (record) from the File menu allows you to send the current record
to a specified destination using your local email system.
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Run Reports
Choosing Run Reports from the File menu displays the Reports dialog box (Figure
4.4), which lists all reports for the current application. You can choose a report
from this list and run it.
You can run each report as is, or have your system administrator customize it to
meet your companys needs. Each report is run from within MAXIMO, from the
Reports dialog box. Where you view or print the report depends on the report type,
and the kind of report software you are running with MAXIMO: Excel, SQR, or
Quest. Reports can also be run from Reports and Other Apps, in the Setup
Module.
See Chapter 6, Reports, for instructions on how to run, view, and print reports,
and for a list and descriptions of the MAXIMO reports.
Figure 4.4 Reports Dialog Box
Print Form
Choosing Print Form from the File menu displays a dialog box (Figure 4.5) that
allows you to print one or more copies of the form (the screen), with two print
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options. You can print the form in draft mode or in high-resolution mode. You can
also specify the number of copies to print. Click OK to print the form.
Figure 4.5 Print Form Dialog Box
Print Documents
Choosing Print Documents from the File menu while on the Linked Documents tab
displays the Print Documents dialog box (Figure 4.6), which allows you to print
either the current document, or all documents that have been identified as requiring
printing in the document properties dialog box. You may also select the option of
printing all documents for the entire result set for the current application. You
must have signature security to select this option.
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Figure 4.6 Print Documents dialog box
When a document is linked to an object, you can specify that it should be printed.
When you then select Print Documents, all documents that have been marked for
printing and are either directly or indirectly linked to the object will be printed.
Open Database/Close Database

Open Database and Close Database function the same as on the Main Menu; see
File Menu on Main Menu Screen, page 86.
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Exit (Application Name)

Choosing Exit (application name) from the File menu exits you from the current
application and closes the application, whether you are on the main tab or a
secondary tab of the application. You are returned to the last tab you were on
outside the current application. For example, if you are on the PO Lines tab with
no other applications open, and you select Exit Purchase Orders from the File
menu, the Purchase Orders application is closed, and you are returned to the Main
Menu.
If you have modified data on-screen but have not saved it, choosing Exit will
display a dialog box with the message Do you want to save the changes you
made to [application name]?
If you click Yes, MAXIMO saves your modifications and closes the
application.
If you click No, the application closes without saving modifications.
Exit MAXIMO
Choose Exit MAXIMO from the File menu to exit MAXIMO and close all open
applications. If you have modified data in one or more applications, but have not
saved your modifications, choosing Exit MAXIMO will display a dialog box with
the message, Exit MAXIMO? (Modifications will be lost.)
If you click Yes, you close all applications without saving modifications, and
exit MAXIMO.
If you click No, you are returned to the current application and can save your
modifications before exiting.
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EDIT MENU
The Edit menu (Figure 4.7) contains functions that affect a single field, or the
entire record.
Figure 4.7 Edit Menu
Undo Typing
Choosing Undo Typing allows you to remove the last character you typed in a
field or table row.
Cut
The Cut menu item transfers selected data from the current field to the Clipboard,
and removes that data from the current field. You can then place the cut data in
another field (see Paste, page 98). Use the mouse or the keyboard to select text in
a field for cutting.
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To select data using the mouse, click in the field to locate the flashing cursor at
the spot you want to start selecting. Hold the left mouse button down, and drag the
cursor left or right to select data. The selected data will be highlighted.
To select data using the keyboard, tab to the field, then use the arrow keys to
move the cursor to the spot you want to start selecting. Hold the [SHIFT] key
down, and use the left or right arrow key to select data. The selected data will be
highlighted.
Choosing Cut from the Edit menu performs the same function as pressing [CTRL]
+ [X].
Copy
The Copy menu item copies selected data from the current field to the Clipboard
without changing the contents of the original field. You can then place the copied
data in another field (see Paste, page 98). Use the mouse or the keyboard to select
data in a field for copying.
To select data using the mouse, click in the field to locate the flashing cursor at
the spot you want to start selecting. Hold the left mouse button down, and drag the
cursor left or right to select data. The selected data will be highlighted.
To select data using the keyboard, tab to the field, then use the arrow keys to
move the cursor to the spot you want to start selecting. Hold the [SHIFT] key
down, and use the left or right arrow key to select data. The selected data will be
highlighted.
Choosing Copy from the Edit menu performs the same function as pressing:
[CTRL] + [INSERT]
[CTRL] + [C]
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Paste
The Paste menu item copies the contents of the Clipboard into the current field. If
there is data currently in the field, the pasted data will be added to the existing
data at the cursor location, without changing the existing data.
NOTE: The Clipboard holds only one set of data at any time. Each time you
cut or copy data and place it in the Clipboard, any previous data is
erased. Pasting data does not remove it from the Clipboard. You can
paste the same data from the Clipboard multiple times.
Choosing Paste from the Edit menu performs the same function as pressing:
[SHIFT] + [INSERT]
[CTRL] + [V]
Clear All
The Clear All menu item clears data from all fields of the displayed record. All
tabs have their fields cleared. Choosing Clear All places MAXIMO in Query
mode. If you are entering data in fields in Query mode or Insert mode, you can
choose Clear All to clear the screen. Clear All also works in Modify and Browse
Mode.
NOTE: Clear All only clears data displayed on screen; it does not delete data
from the database. To delete data from the database, choose Delete
(Record) (see below).
Choosing Clear All from the Edit menu performs the same function as:
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pressing [ESC]
choosing Clear Screen on the toolbar
Find (Record)
Find (record) allows you to search for a specific record. Choosing Find (record)
from the Edit menu saves all changes to the current record, closes the record, and
puts the application into Query mode. Find (record) performs the same function as
choosing the Find button on the toolbar.
Delete Row
To delete a row from a table window, highlight the row by clicking in the status
column at the far left of the row, then choose Delete Row. When you choose
Delete Row, all highlighted rows are marked for deletion. An appears in the
status column of any row selected for deletion. The row will be deleted from the
database when you select Save (Record) from the File menu (or use the Save
button on the toolbar).
You can select multiple rows from a table window for deletion or undeletion.
To select multiple rows using the mouse, hold down the [SHIFT] key and click
the left mouse button on the status column of each row to be deleted or
undeleted. The rows will be highlighted.
To select multiple rows using the keyboard, hold down the [SHIFT] key and
press the space bar to select a row. To select multiple adjacent rows, use the
[SHIFT] key and the arrow keys.
Note that for selecting multiple rows using the keyboard, you can only select
adjacent rows at any one time.
Delete Row is grayed for table windows that dont allow deletion of records.
Choosing Delete Row from the Edit menu performs the same function as pressing
[CTRL] + [D].
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Undelete Row
NOTE: Choose Undelete Row to change the status of the highlighted row(s)
from to be deleted to not to be deleted. Since a row is not actually
deleted until you choose Save (Record), this feature gives you the
chance to change your mind or correct a mislabeled row. Undelete
Row can only protect rows from deletion prior to choosing Save
(Record). It cannot be used to recover rows deleted from the database.
You can select multiple rows from a table window for deletion or undeletion.
To select multiple rows using the mouse, hold down the [SHIFT] key and click
the left mouse button on the status column of each row to be deleted or
undeleted. The rows will be highlighted.
To select multiple rows using the keyboard, hold down the [SHIFT] key and
press the space bar to select a row. To select multiple adjacent rows, use the
[SHIFT] key and the arrow keys.
Note that for multiple rows using the keyboard, you can only select adjacent
rows at any one time.
When you choose Undelete Row, the status column of each highlighted row reverts
to its status prior to being marked for deletion (i.e., either blank, or marked as
modified, or marked for insertion).
Choosing Undelete Table Rows performs the same function as pressing [CTRL] +
[U].
Delete Document Registration

Delete Documentation Registration allows you to mark a document registration
record for deletion. Selecting this option from the Edit menu removes the selected
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document from the MAXIMO database, along will all references (links) to that
document. You must have signature security to access this function.
Delete Document Link

Delete Document Link allows you to mark for deletion a link between a document
and another record. Choosing this option from the Edit menu removes the link
between the currently selected record and its associated document. You must have
signature security to use this option.
Set Linked Document Version

Set Linked Document Version allows you to set the version number of documents
linked from a document management system (DMS).
Some MAXIMO applications require that they lock in specific versions of their
linked DMS documents. When you select Set Linked Document Version from the
Edit menu, the Set Linked Document Version dialog box is displayed (Figure 4.8).
The dialog box shows the latest version of the current records DMS links. The
document descriptions are also shown. Using this dialog box, you can set the
document version you want linked to the current record.
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Figure 4.8 Set Linked Document Version dialog box
Delete (Record)
Choosing Delete (Record) displays a dialog box that asks if you really want to
delete the record. Responding Yes deletes the current record from the database.
Responding No returns you to the record with no changes. The Delete (Record)
menu item is grayed when the screen is blank, or when Insert mode or Query mode
is active. There are also some tabs on which Delete (Record) is grayed because
deletion is prevented for that application.
NOTE: To clear displayed data from the screen without deleting, use Clear All
from the Edit menu.
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VIEW MENU
The View menu (Figure 4.9) lets you display a list of records, perform Queries,
and refresh the current record.
Figure 4.9 View Menu (Work Order Tracking Screen)
(Record) List
The (record) List menu item displays a list of all the records that match the current
query. If you have not executed a query (the default), choosing the (record) List
menu item will display the View List dialog box (Figure 4.10) with a list of all
records for the current application.
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Figure 4.10 View List Dialog Box
Initiate a query by entering search criteria in fields on an application tab or by

executing a SQL Where clause from the View Current Query or View Saved
Queries dialog box.
You can create a new result set by highlighting records in the View List dialog
box, then clicking OK. MAXIMOs default View List Overview dialog boxes
normally display two columns of data: the identifier field and the description. Your
system administrator can customize any applications Overview dialog box to
display up to 15 columns of data.
Choosing (record) List from the View menu performs the same function as:
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clicking the View List button on the toolbar

pressing [CTRL] + [L]
Current Query
Choosing Current Query displays the Structured Query Language (SQL) text of
the current query (i.e., the Where clause conditions), and lets you modify, save,
or execute the query. Modifying the Where clause conditions requires familiarity
with SQL and the MAXIMO mnemonics for field names. If you are familiar with
both SQL and MAXIMO mnemonics, you can also choose Current Query to
specify complex Where clause conditions directly. For more information, see
Query Mode in Chapter 5, The Status Bar.
Saved Queries
Choosing Saved Queries displays a list of Where clauses. The list includes any
SQL Where clauses that you have previously saved (via the Current Query dialog
box) and Where clauses that are available to all users. After highlighting a Where
clause in the table window, you can execute, edit, or delete it. For more
information, see Query Mode in Chapter 5, The Status Bar.
Refresh (Record)
Choosing Refresh (record) lets you refresh, or redisplay, the current record with
the current database information.
Count (Records)
Choosing Count (records) counts the records in the current result set. This
function is very useful before you execute a query, since it shows how many
records will be included in the result set.
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If you have not issued a query, choosing Count (records) counts all records for
the current application (e.g., in Equipment, all the equipment records). In this
case, Count (records) will return the number of records in the default result set.
If you have specified data for a query, choosing Count (records) counts the
records that match the selection criteria in your query. It will count the
matching records both before and after you actually execute the query, i.e.,
before you click Get Next Record, as well as after you click Get Next Record.
9 Example
You need to determine how many in-progress work orders are in your
database.
1. Use Count Work Orders before specifying any query criteriaon a
blank screento show the number of records that currently exist in the
database.
2. In the Work Order Tracking application, in Query mode, enter INPRG in
the Status field.
With the query specified, use Count Work Orders again, to see how
many records match the query. The result set of this query will include
only those work order records with a status of INPRG.
You can use Count Work Orders before or after clicking Get Next
Record. Count Work Orders now shows a smaller number of records
matching the current Where clause.
3. Now you want to find out how many of the in-progress work orders
have a work type code of EM (for emergency maintenance). Choose
Clear All from the Edit menu (or the Clear Screen button on the toolbar,
or press [ESC]).
4. Enter INPRG in the Status field again and enter a work type of EM in
the Work Type field.
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5. Using Count Work Orders again might show that even fewer records
now match the selection criteria. However, if all INPRG work orders are
EM work orders, the count would be unchanged from the original query.
ACTIONS MENU
The Actions menu (Figure 4.11) contains actions that are specific to the current
application. Actions unique to a particular tab or application are described in their
respective chapters.
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Figure 4.11 Actions Menu for Work Order Tracking Screen
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Application Actions(s)
Most applications and many tabs have actions specific to that application or tab.
The actions generally display a dialog box that lets you use one of the
applications functions. These are listed on the Actions menu.
INSERT MENU
The Insert menu lets you insert a new record, duplicate the current record, insert a
new table row, and insert a document registration or link.
Figure 4.12 Insert Menu (Work Order Tracking Application)
New (Record)
New (Record) places MAXIMO in Insert mode, the mode for adding new records
to the database. Choosing New (Record) automatically clears any data from the
screen and sets any default fields to their default values. You can then create a
new record by specifying a unique identifier and entering any other data you want.
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NOTE: In each of the applications of the Work Orders module, and in the
Purchase Requisitions, Request for Quotation, and Purchase Orders
applications in the Purchasing module, choosing the Insert button on
the toolbar places MAXIMO in Insert mode, and automatically
generates a new record number. These are the only modules where this
happens automatically.
New (Record) performs the same function as:
choosing the New button on the toolbar

pressing [CTRL]+[N]
New (Record) with AutoNumber

The New (record) with AutoNumber menu item automatically provides a
sequential value for the identifier field of the record you are inserting. If there is
data already in the identifier field (a coding prefix, for example) the systemsupplied value will be appended to that. The starting point for the system-supplied
numbering is established by your system administrator.
In each of the applications of the Work Orders module, and in the Purchase
Requisitions, Request for Quotation, and Purchase Orders applications in the
Purchasing module, choosing the Insert Record button on the toolbar acts as New
(record) with AutoNumber, and automatically generates a new record number.
These are the only modules where this happens automatically.
Choosing New (record) with AutoNumber performs the same function as:
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pressing [CTRL]+[N]
choosing the Insert Record button on the toolbar (for the applications
mentioned above only)
Duplicate (Record)
Choosing Duplicate (record) from the Insert menu makes a copy of the current
record. You must assign a unique identifier to the new record.
To duplicate a record:
1. When you choose Duplicate (record), MAXIMO displays the Duplicate dialog
box (Figure 4.13). This dialog box contains two fieldsthe Old Key field
displays the current identifier of the record to be duplicated; the New Key field
is blank, for the new identifier of the record being created.
2. To enter a new identifier, you can either manually enter a value, or the
AutoNumber button to assign a value to the new record automatically. Either
way, the new record is generated and added to the database, and the dialog box
is closed automatically.
Figure 4.13 Duplicate Dialog Box
3. The newly added record is displayed on the screen, so you can modify field
information as needed. Some fields that are read-only except in Insert mode can
be modified immediately after a record has been duplicated.
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Connections to Other Records

Duplicating a record maintains (duplicates) connections to other records where
required. For example, duplicating an inventory record keeps intact the association
with the Companies table so that the vendor description can be copied from the
appropriate record there. In some cases it is inappropriate to maintain certain
connections, so some data is not duplicated. In most cases, duplicating a record
duplicates all the information appearing on the primary and secondary tabs for
that record. Exceptions to this are noted throughout this manual.
New Row
Choose New Row to insert a row in a table window. This highlights the first field
in a blank row, and places the cursor in the first field. You can then type in the
information you want to add to the table. To move from field to field in the row,
use the [TAB] key or click each field.
Some table windows, such as Balances in Inventory Control, have certain fields in
the row you are inserting that are already filled in with default values. Some
defaults are read-only, while others can be modified. Other table windows, like
Issues and Transfers in Inventory, let you specify some of the default values. See
Chapter 2 for more information on default table data.
An arrow () appears in the status column of the row to be added. The row will
be added to the database when you choose Save (record) from the File menu or
click the Save Record button on the toolbar.
Choosing New Row from the Insert menu performs the same function as pressing
the Insert key.
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New Row with AutoNumber (Work Orders Module only)

This menu choice is only active when you are on the WO Hierarchy tab in the
Work Order Tracking application. Choosing New Row with AutoNumber allows
you to insert a child work order of the current work order in the Children table
window, and automatically provide a new work order number for it.
Document Registration
Document Registration allows you to insert an already existing network file, Web
address or DMS document into the MAXIMO document registry. To access this
function, you need signature security.
Selecting Document Registration from the Insert menu displays the Document
Registration dialog box (Figure 4.14). The three tabs represent the three categories
of documents that can be registered and linked. Each table window is slightly
different based on the unique characteristics of the category.
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Figure 4.14 Document Registration dialog box
You can register documents simply by dragging them from the Windows Explorer
into a table row. They will be given a number and have their description set to the
file name (without the path).
Document Link
Choosing Document Link displays the Insert Document Link dialog box, which
allows you to link a registered document to the currently selected application. The
document can be a network file, a web address, or a DMS document. To use this
option, you must have an application and document type selected, and you must
have signature security.
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NAVIGATE MENU
The Navigate menu (Figure 4.15) lets you view and move to database records,
move within a table, and open extra forms.
Figure 4.15 Navigate Menu
Next (Record)
The Next (record) menu item displays the next record from the current query.
Next (record) is also used to begin the search process once you have specified the
selection criteria for a query you want to execute. It displays the first record
matching those criteria, assuming one is found.
9 Example
On the Work Order Tracking tab, you want to query for work order 1001.
1. In Query mode, enter 1001 in the Work Order field.
2. Choose Get Next Record on the toolbar (or Next (record) from the
Navigate menu). Work order 1001 is displayed.
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When you have executed a query, Next (record) and Previous (record) operate
only within that subset of recordsthe result set of the current query. To return to
the larger set of records, choose Clear All from the Edit menu, or the Clear Screen
button. Next (record) and Previous (record) can then be used to view records from
the entire set of records for that application.
Choosing Next (record) from the Navigate menu performs the same function as:
choosing the Get Next Record button on the toolbar

pressing [ENTER]
Previous (Record)
Previous (record) displays the previous record from the current query. Previous
(record) is only active once you have displayed more than one record.
When you have executed a query, Next (record) and Previous (record) operate
only within that subset of recordsthe result set of the current query. To return to
the larger set of records, select Clear All from the Edit menu. Next (record) and
Previous (record) can then be used to view records from the entire set of records
for the application.
Using Previous (Record) on the Navigate menu performs the same function as:
choosing the Get Previous Record button on the toolbar

pressing [SHIFT] + [ENTER]
Hyperlink
Every record has a unique identifier that distinguishes it from all other records in
the database. For example, every piece of equipment, and its record, has a distinct
equipment number. The equipment number can also appear as a field on other
records in other applications.
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Choosing Hyperlink displays the primary tab of the hyperlink field. The Hyperlink
menu item is grayed unless the current field is a hyperlink field. Choosing
Hyperlink performs the same function as choosing Hyperlink from the hyperlink
field drop-down menu.
9 Example
The Equipment field on the Work Order Tracking tab is a hyperlink field,
containing the identifier of a record in another application (Equipment). See
Figure 4.16.
Figure 4.16 Work Order Tracking Tab
1. If you choose Hyperlink with the cursor in the Equipment field on the
Work Order Tracking tab, the main tab of the Equipment application
(Figure 4.17) will be displayed.
If the Equipment field is blank, the Equipment tab will be blank, and you
can either click the Get Next Record button or insert a new record. If
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there is an identifier in the Equipment field, the record for that piece of
equipment will be displayed.
2. To return to the Work Orders module, choose one of these items from
the Navigate menu or the toolbar:
Return to Originating Application you are returned to the Work

Order Tracking tab without the value from the Equipment tab, and
the Equipment tab remains open.
Return with Selection you are returned to the Work Order

Tracking tab with the value from the Equipment tab, and the
Equipment tab remains open.
Return with Selection and Exit (not available from the Toolbar)
you are returned to the Work Order Tracking tab with the value from
the Equipment tab, and the Equipment tab is closed.
Figure 4.17 Equipment Tab
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3.
If you enter an invalid hyperlink identifier and then use Hyperlink, an

error message is displayed on the Status Bar, the hyerlinked
application opens, and a warning message (Figure 4.18) is displayed.
Figure 4.18 Warning Message - No Records Found
Return to Originating Application

Return to Originating Application is active only when the current tab was invoked
from the hyperlink field of another tab. Choosing Return to Originating
Application from the Navigate menu returns you to the originating tab without
bringing back a unique identifier (see the example above in the Hyperlink section).
Using Return to Originating Application keeps the hyperlinked tab open.
(Hyperlink fields are discussed in Chapter 2, MAXIMO and Windows.)
For example, if you use Hyperlink on the Primary Vendor field in the Inventory
Control application, you are transferred to the identifier field of the Companies
tab. Using Return to Originating Application returns you to the Inventory Control
application without bringing back a value for the Primary Vendor field, and it
leaves the Companies tab open.
Choosing Return performs the same function as choosing the Return to
Originating Application button on the toolbar.
NOTE: Double-clicking on the Control box at the upper left corner of the
hyperlinked tab returns you to the originating tab without bringing
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back a value and closes the hyperlinked tab. (You can think of this as
Return and Close.)
Return with Selection

Return with Selection is active only when the current tab was invoked from the
hyperlink field of another application. Choosing Return with Selection from the
Navigate menu returns you to the originating application with a unique identifier
(see the example in the Hyperlink section). Using Return with Selection keeps the
hyperlinked application open. (Hyperlink fields are discussed in Chapter 2,
MAXIMO and Windows.)
For example, if you use Hyperlink on the Primary Vendor field in the Inventory
Control application, you are transferred to the identifier field of the Companies
tab. Using Return with Selection returns you to the Inventory Control application
with a value for the Primary Vendor field, and it leaves the Companies tab open.
Choosing Return with Selection performs the same function as choosing the
Return with Selection to Originating App button on the toolbar.
9 Example
You are in the Work Order Tracking application. You need to specify a job
plan, and need to see the job plan operation in order to know which one is
appropriate.
1. With the cursor in the Job Plan field (a hyperlink field in Work Orders),
choose Hyperlink from either the drop-down menu or the Navigate
menu. This displays the Job Plans tab.
2. Display job plan records by using Next Job Plan, by choosing them
from the View List dialog box, or by creating a query to select them
(after creating the query, use Next Job Plan or View List to access the
desired job plan). The equipment number is the hyperlink value.
3. Once youve located the correct job plan, choose Return with Selection
from the Navigate menu, or the Return with Selection to Originating
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App button on the toolbar, to return to the Work Order Tracking

application with the selected job plan number, which will be inserted in
the Job Plan field. Note that the Job Plan tab remains open.
Return with Selection and Exit

Return with Selection and Exit is active only if the current tab was invoked from a
hyperlink field. Choosing Return with Selection and Exit from the Navigate menu
returns you to the originating application with a unique identifier, and closes the
application from which you just exited.
Main Menu
Choosing Main Menu displays the MAXIMO Main Menu. All tabs in all
applications have access to the Main Menu. Choosing Main Menu from the
Navigate menu performs the same function as pressing [CTRL] + [M].
Scroll to Column
When you are in a table window, choosing Scroll to Column from the Navigate
menu opens the Scroll to Column dialog box, which lists the columns in the table
window. Choosing a column from the list brings that column into the visible
portion of the table window.
(Application) Extra Form Window

This menu option allows you to open extra forms for the current application.
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SETUP MENU
The Setup menu allows you to save the layout of an application, specify default
values for fields, define types of documents to be linked to MAXIMO, define
confirmation messages that will appear when a document is attached to a
MAXIMO application, and define properties of records you want to view.
Save Desktop
If you have resized or repositioned an application tab, you can choose Save
Desktop to make it reappear this way whenever you open MAXIMO; the size and
location of the application will be the same whenever you open the application.
NOTE: This option applies only to the application you are in when you select
Save Desktop.
Set Field Defaults

Choosing Set Field Defaults displays the Set Field Defaults dialog box (Figure
4.19).
Figure 4.19 Set Field Defaults Dialog Box
You can use this dialog box to specify a default value for the current field to be
used when inserting new records. The Field Name field displays the database name
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of the current field. The Field Default group box lets you specify one of four
choices as the default value for the current field:
User Default (you enter the default value in the associated field)
System Date/Time
Current User Name
No default (the default choice)
Choose Save to put in place the specified default for the current field.
NOTE: Specifying or changing a field default puts that default in place for all
members of your group. (Groups and their members are established by
the system administrator.) You should be sure that any field default
you specify is appropriate for all users in your group.
There is also a Groups button, which is hidden unless you are logged in as the
system administrator (SYSADM). Only the system administrator can set field
defaults for groups other than his/her own. The system administrator also
determines who else is to be allowed to specify field defaults. See the MAXIMO
System Administrators Guide for information on using the Groups button to set
field defaults by group.
The Field Defaults dialog box remains displayed if you activate a different field on
the screen. Thus you can set several different field defaults for a tab without
having to choose Set Field Defaults for each one. If the current field has a userdefined default value, that will appear in the User Default field on the Field
Defaults dialog box. If you change the value, be sure to choose Save before
moving to another field.
Choose Close to close the dialog box when you are finished setting field default
values. When you subsequently choose Insert, the default values you have
specified will be in place. They will remain default values for insertion of records
until you, someone else in your group, or the system administrator changes them.
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Define Document Types

Define Document Types allows you to define for each application categories of
documents within which you can specify the actual documents to be linked to
MAXIMO records.
Specify Document Confirmations

Specify Document Confirmations allows you to define confirmation messages (by
document type) that will come up when a document is attached to an application.
Define Filter
Selecting Define Filter displays a dialog box (Figure 4.20) that allows you to
determine the criteria to be used for inclusion of records in the default result set.
For example, you can use Define Filter in the Labor application to determine
whether you will include labor, crafts, or both in the default query result set.
Define Filter is only listed on the Options menu on tabs to which it applies.
Figure 4.20 Define Filter Dialog Box for Labor
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HELP MENU
The Help menu gives you access to a variety of on-screen information . You can
browse through the Help system, search for a specific topic, or use jumps
(underlined words or phrases) to display new, related topics. You can move,
resize, or maximize the Help window, just like any other window.
In addition to the Help menu, you can also display specific Help information by
pressing [F1] when your cursor is in a field or dialog box, or you can find Help
topics pertinent to the current application by clicking How Do I? at the far right
of the toolbar.
Figure 4.21 Help Menu
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Contents and Index

The Help Contents and Index dialog box (Figure 4.22) contains three tabs
Contents, Index, and Find which allow you a variety of ways to find Help on
MAXIMO topics. The Contents tab lists Help topics by category and subcategory.
To display Help for an application, for example, open MAXIMO Application
Overviews, then open the module and application.
Figure 4.22 Help Contents Tab
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The Index tab enables you to search for and display a topic. Figure 4.23 shows a
sample Index window. The Index facility provides a quick way to display
information on specific topics.
To display Help for a specific topic:
1. Type a word or phrase, such as actuals in the empty box at the top of the
search tab or choose the word or phrase from the displayed list.
2. Click the Display button. For example, if you request information on actuals,
choosing Display displays a dialog box containing seven items. To display a
specified topic, highlight the topic and click the Display button.
3. To exit the Index facility, click the Cancel or Close button, or double-click the
Close button.
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Figure 4.23 Sample Search Window
The Find tab allows you to search using a list of words found in MAXIMO Help
topics. The first time you use Find, MAXIMO builds the word list, which remains
in place for subsequent use. You can then either type the word you want to find in
the space provided, or select it from the list.
(Application) Help
Each application has a Help menu item.
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The Contents tab for this menu item provides an overview of the application, a
description of each of the applications tabs, and discussions of selected
application topics, as well as overviews of all MAXIMO applications, system
information, and information on contacting PSDI.
The Index and find tabs for this menu item are the same as in the Contents and
Index menu.
Application Help can be useful since it explains how to use the options associated
with the application.
MAXIMO Overview
Select this menu item to start the MAXIMO Overview.
MAXIMO on the Web

This menu item allows you to access the PSDI home page, product support, and
MRO-Online, and allows you to register MAXIMO on-line.
About MAXIMO
The About MAXIMO dialog box lists the MAXIMO version you are running,
your company name, and the serial number for your copy of MAXIMO.
TOOLBAR
The toolbar (Figure 4.24) lets you quickly initiate frequently used MAXIMO
functions. With a click of the mouse, you can perform functions such as switching
to Insert mode, saving data, clearing the screen, running reports, or moving to the
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next or previous record. The toolbar buttons perform the same functions as
commonly used menu items and keyboard keys.
Figure 4.24 Standard Toolbar Buttons
The toolbar on each application contains the standard buttons shown in Figure
4.24. Each applications toolbar may also have one or more buttons specific to the
application. This section provides a description of each button shown in Figure
4.24, with cross-referencing for menu bar items and function keys. Individual
module chapters describe the buttons specific to each application. The Menu Bar
section, earlier in this chapter, provides a complete description of each function.
Button
Description
Insert Record
Places MAXIMO in Insert mode, the mode for adding new

records. Choosing Insert clears any data from the screen and sets
any default fields to their default values. If you have any unsaved
changes, they are automatically saved when MAXIMO goes into
Insert mode. Performs the same function as:
New (record)Insert menu

New button on the toolbar
[CTRL]+[N]
NOTE: In the Inventory, Purchase Requisitions, Purchase

Orders, and Work Orders modules, selecting the Insert
button from the toolbar is the same as selecting the New
(record) with AutoNumber menu item, in which case a
value for the identifier field will be generated
automatically.
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Button
Description
Save Record
Stores the data displayed on all tabs in the current application,

whether new or updated, in the database. Performs the same
function as:
Clear Screen
Save (record)File menu

[Ctrl]+[S]
Clears data from all fields of the displayed record. All tabs have
their fields cleared. Choosing Clear places MAXIMO in Query
mode. If entering data in fields in Query mode or Insert mode, you
can click Clear to clear the screen. Clear also works in Browse and
Modify mode. Performs the same function as:
Clear AllEdit menu

[ESC] key
NOTE: Clear only clears data displayed on-screen; it does not

delete data from the database. To delete data, choose
Delete (record) from the Edit menu.
Print Form
Displays a dialog box that allows you to print one or more copies of
the form (the screen), with two print options. You can print the
form in draft mode or in high resolution mode. You can also
specify the number of copies to print. Click OK to print the form.
Performs the same function as:
Print FormFile Menu

[CTRL]+[P]
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Button
Description
Run Reports
Displays the Reports dialog box (Figure 4.4), which lists all reports
for the current application. You can choose a report from this list
and run it.
You can run each report as is, or have your system administrator
customize it to meet your companys needs. Each report is run from
within MAXIMO, from the Reports dialog box. Where you view or
print the report depends on the report type, and the kind of report
software you are running with MAXIMO: Excel, SQR, or Quest.
Reports can also be run from Reports and Other Apps, in the Setup
Module.
Cut
Run ReportsFile Menu
Transfers selected data from the current field to the Clipboard (a

temporary storage area), and removes that data from the current
field. You can then place the cut data in another field (see Paste,
page 98). Use the mouse or the keyboard to select text in a field for
cutting.
To select data using the mouse, click in the field to locate the
flashing cursor at the spot you want to start selecting. Hold the left
mouse button down, and drag the cursor left or right to select data.
The selected data will be highlighted.
To select data using the keyboard, tab to the field, then use the
arrow keys to move the cursor to the spot you want to start
selecting. Hold the [SHIFT] key down, and use the left or right
arrow key to select data. The selected data will be highlighted.
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[CTRL] + [X]
Button
Description
Copy
Copies selected data from the current field to the Clipboard without
changing the contents of the original field. You can then place the
copied data in another field (see Paste, page 98). Use the mouse or
the keyboard to select data in a field for copying.
To select data using the mouse, click in the field to locate the
flashing cursor at the spot you want to start selecting. Hold the left
mouse button down, and drag the cursor left or right to select data.
The selected data will be highlighted.
To select data using the keyboard, tab to the field, then use the
arrow keys to move the cursor to the spot you want to start
selecting. Hold the [SHIFT] key down, and use the left or right
arrow key to select data. The selected data will be highlighted.
Paste
[CTRL] + [INSERT]
[CTRL] + [C]
Copies the contents of the Clipboard into the current field. If there
is data currently in the field, the pasted data will be added to the
existing data at the cursor location, without changing the existing
data.
NOTE: The Clipboard holds only one set of data at any time.
Each time you cut or copy data and place it in the
Clipboard, any previous data is erased. Pasting data does
not remove it from the Clipboard. You can paste the same
data from the Clipboard multiple times.
[SHIFT] + [INSERT]
[CTRL] + [V]
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Button
Description
Get Previous
Record
Displays the previous record in the current result set. Performs the
same function as:
Get Next
Record Record
Displays the next record in the current result set. Performs the
same function as:
View List
(Record) ListView menu
Active only when the tab was invoked from the hyperlink field of
another tab; returns to the originating tab, leaving the hyperlinked
tab open. Performs the same function as:
Return
Selection to
Originating
Application
Next (record)Navigate menu

[ENTER]
Displays the View List dialog box, which lists all records from the
current result set. Choose one or more records for display by
highlighting them and clicking on OK, or by simply doubleclicking on the record(s). This returns you to the tab with the
record(s). Performs the same function as:
Return to
Originating
Application
Previous (record)Navigate menu

[SHIFT] + [ENTER]
Return to Originating ApplicationNavigate menu
Active only when the tab was invoked from the hyperlink field of
another tab; returns to the originating tab with the record identifier
and leaves the hyperlinked tab open. Performs the same function
as:
Return with SelectionNavigate menu
In addition to the above, there are three more toolbar buttons, displayed at the far
right of the toolbar, that are common to all applications. These are shown in
Figure 4.25, below.
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Figure 4.25 Additional standard toolbar buttons
New
Same as Insert Record
Find
Allows you to search for a specific record. Clicking Find saves

all changes to the current record, closes the record, and puts
the application into Query mode. Performs the same function
as:
How Do I?
Find (record)Edit menu[SHIFT]
Displays a list of Help topics pertinent to the current application.

How Do I?Contents tab(Application)
HelpHelp menu
KEYBOARD COMBINATIONS
Many MAXIMO menu items and toolbar buttons also have associated keyboard
combinations that perform the same function. If the function of a menu item can
also be performed with a keyboard combination, the keys are listed next to it on
the menu. This section provides a list of commonly used keyboard combinations.
To do this:
Use this keyboard combination:
display next record
[CTRL] + [N] or [ENTER]
print form
[CTRL] + [P]
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To do this:
display View list
[CTRL] + [L]
Save the current record
[CTRL] + [S]
Keyboard and Editing

To do this:
undo the last typed character
[CTRL] + [Z]
cut highlighted item
[CTRL] + [X]
clear data from all fields on-screen
[ESC]
copy highlighted item
[CTRL] + [C] or [CTRL] + [INSERT]
paste item in Clipboard
[CTRL] + [V] or [SHIFT] + [INSERT]
Keyboard and Value Lists

To do this:
move to top of displayed window
[PAGE UP]
move to top of entire list
[HOME]
move to bottom of displayed window
[PAGE DOWN]
move to bottom of entire list
[END]
move up one item in a value list field
[CTRL] + up arrow
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To do this:
move down one item in a value list field
[CTRL] + down arrow
move up one item in a value list dialog box
up arrow
move down one item in a value list dialog box
down arrow
Keyboard and Table Windows

To do this:
move to beginning of a field
[HOME]
move to end of field
[END]
move up one row
up arrow
move down one row
down arrow
move from field to field
[TAB]
scroll up one window in table
[PAGE UP] row must be selected
scroll down one window in table
[PAGE DOWN] row must be selected
highlight an entire row
[SHIFT] + [SPACEBAR]
unhighlight row
[SPACEBAR]
extend highlight up one window
[SHIFT] + [PAGE UP] row must be selected
extend highlight down one window
[SHIFT] + [PAGE DOWN] row must be

selected
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To do this:
highlight multiple rows
[SHIFT] + arrow keys row must be selected
insert a row
[INSERT]
delete a row
[CTRL] + [D]
undelete a row
[CTRL] + [U]
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THE STATUS BAR
OVERVIEW
At the bottom of every MAXIMO application is the status bar (Figure 5.1). The
status bar shows the mode MAXIMO is in, provides a message when appropriate,
and displays icons. When a message is displayed, an accompanying message icon
is shown. Field icons are displayed at the right end of the status bar.
Figure 5.1 The Status Bar
The leftmost text field on the status bar is the mode field. The mode field specifies
which of the four modes MAXIMO is currently in:
Query
Browse
Modify
Insert
The longer text field is the message field. The message field gives you information
about your interaction with MAXIMO. When a message is displayed, an
accompanying message icon indicates the type of messageinformation, warning,
etc. The message icon appears between the mode field and the message field.
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Field icons provide information about the characteristics of the current fieldthe
field the cursor is in. The field icons are displayed to the right of the message field.
(The icons themselves are illustrated and described in Chapter 2, MAXIMO and
Windows.)
MODES OVERVIEW
A MAXIMO application is always in one of four modesQuery, Browse,
Modify, or Insert. The mode field is never blankit always tells you which mode
you are in.
The mode MAXIMO is in is determined by the selections you make from the menu
bar or toolbar and the actions you take on the screen. The mode field is read-only;
it automatically reflects any mode change you make on the screen. You cannot
change modes by modifying the information in the mode field.
Query modeAll MAXIMO applications open in Query mode. When

MAXIMO is in Query mode, specify which records from the database you
want to view or modify. Within MAXIMO, you can query in one of two ways:
1. In one or more fields, enter data or criteria to which records should conform;
for example, enter an equipment number in the Equipment application.
2. Access the Current Query option from the View menu to build more
sophisticated queries.
If you do not specify any selection criteria, all records will be selected. That is,
the default query selects all the records in the database for the current
application.
Note: There are a few exceptions to this. Some modules, such as Work
Orders, have a Define Filter option with a default setting of a
generally more useful subset of all the records.)
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The Status Bar
Once you have established the selection criteria, click the Get Next Record
button on the toolbar. This executes the query and displays the first record that
matches your selection criteria. MAXIMO is now in Browse mode and you
can browse through the selected records by clicking the Get Next Record
button on the toolbar. If you dont specify any selection criteria, Get Next
Record displays the first record in the database.
Browse modeMAXIMO is in this mode when you use Next and Previous to
display records from the MAXIMO database.
Modify modeMAXIMO enters this mode as soon as you make any change
to a displayed database recordwhen you edit information in a field, or enter
data in a previously blank field. MAXIMO remains in Modify mode until you
save or cancel the changes you made.
Insert modeMAXIMO enters this mode when you click the Insert Record
or Get Next Record buttons on the toolbar, or by select New (record) from the
Insert menu. Use Insert mode to add a new record to the database. After you
save the record, MAXIMO returns to Browse mode.
QUERY MODE
When you first open a MAXIMO application MAXIMO is in Query mode. In
Query mode you can select and sort records from the database in various ways.
To enter Query mode if data is displayed on the screen, you must clear the data in
one of three ways:
Select Clear All from the Edit menu.

Press [F3].
Click the Clear Screen button on the toolbar.
A query is a request for one or more records from the database. Querying means
specifying which record or records you want to see. You can do this by entering
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sample data in the fields in the application, or by directly specifying a SQL Where
clause. The SQL Where clause limits the request for records to only those that
meet the conditions specified in the Where clause. The record(s) whose data match
the criteria specified are selected from the database. Clicking Get Next Record
displays the first record in that result set. You can query at a basic level or at an
advanced level:
Basic levelyou simply enter data in the fields in the application.
Advanced levelif you know Structured Query Language (SQL), you can
query the database by constructing Where clauses. SQL is the language that
MAXIMO uses to manage its database.
The result set of a query consists of those records that match the specifications
youve entered. The current query is the selection criteria that are currently
active; it yields the current result set The default result set is, in most cases, all
the records in the database that are related to the current applicationif you dont
specify selection criteria, all records are included. To view the list of records
contained in a result set, choose (Record) List from the View menu, or click the
View List button on the toolbar.
Basic Querying
At the basic level you can look up a particular record, or you can select all records
that satisfy one or more specific criteria. For instance, to query for a particular
piece of equipment, enter the equipment number in the Equipment field in the
Equipment application, then click Get Next Record.
You can also query on one or more non-identifier fields. For instance, to see the
records of all equipment manufactured by Ingersoll-Rand, enter IR in the
Manufacturer field, then click Get Next Record.
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You can query for records that meet more than one criterion. For instance, if you
enter a vendor code and a location on the Equipment tab, you will select all
records that meet both those criteria.
All records that satisfy the selection criteria make up the result set. Get Next
Record displays the first record in the result set and places MAXIMO in Browse
mode. You can then display records from the result set one at a time. If no records
meet the specifications, MAXIMO notifies you that no records were found.
Here is an example of a basic query.
9 Example
You want to look at work order 1007.

1. Display the Work Order Tracking application.
2. If MAXIMO is not in Query mode, you can change to that mode it in one
of three waysselect Clear All from the Edit menu, press [F3], or click
the Clear Screen button on the toolbar.
3. Type 1007 in the Work Order field.
4. Click Get Next Record. The record for work order 1007 is displayed.
NOTE: When you build a basic query, MAXIMO actually builds the SQL
Where clause for you. To see the SQL Where Clause statement, choose
Current Query from the View menu to get the View Current Query
dialog box once the query has been executed.
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Using Operators
Use these arithmetic operators to search for a range of values when querying:
This Operator
Means
!=
is not equal to
>
is greater than
<
is less than
>=
is greater than or equal to
<=
is less than or equal to
You do not need to use the equals sign (=) when querying for equivalent values.
MAXIMO assumes that if there is no operator specified you want records with
data that matches the criterion you enter.
Using operators to query on numeric or cost fields is straightforward. For
example, to query for all equipment records whose replacement cost is more than
$5,000, enter >5000 in the Replacement Cost field in the Equipment application.
It is also possible to use the arithmetic operators for querying on alphanumeric
fields. This lets you select and sort alphabetically. However, if you have numbers
stored in alphanumeric fields, familiarity with the ASCII order of characters is
necessary to use the arithmetic operators successfully. Otherwise, using them in
queries can produce surprising results. For example, when ordered
alphabetically, 9 is greater than 200 because the character 9 comes after the
character 2 in the ASCII order of characters.
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Using Wildcards
SQL allows the use of wildcard characters in query specifications. Wildcard
symbols indicate that any character or string of characters in a given position is
acceptable (i.e., matches the specification). There are two wildcard characters:
This Wildcard
Accepts
_ (underscore)
Any single character in this position. There must be one

character, and only one, for a match.
% (percent sign)
Any string of characters in this position. A match occurs if there

are multiple characters, a single character, or no characters in
this position.
9 Example
Review these sample queries using the wildcard characters _ and %.

This
Query
_
Selects This Result Set

All records with a single character in the field:
A, b, 8, #, etc.
All records. The record can have anything in the field, or

nothing in the field.
2_
All records whose data in this field is two characters,

with a first character of 2:
23, 2A, 2+, (but not 2 or 200).
2%
All records that begin with 2 in the field:

2, 2j, 2000, 2 1/2-inch bit, etc.
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This
Query
Selects This Result Set
_a_
All records whose data in the field is three characters,

with a middle character of a.
%a%
All records with an a anywhere in the field.
Steps for Querying by Using On-Screen Fields

To query by using the on-screen fields, follow these steps:
1. If MAXIMO is not in Query mode, select Clear All from the Edit menu, press
[F3], or click the Clear Screen button from the toolbar. MAXIMO clears any
data from the screen. MAXIMO is now in Query mode.
2. Select the field you want to query on and enter the search criteria. You can
include operators (<, >, !=, etc.) and wildcard characters ( _ and %) in the
specification. (Arithmetic operators are listed earlier in this section. Relational
operators are listed in the next section, Advanced Querying.)
3. Repeat Step 2 with any other fields you want included in the search criteria.
4. Select Get Next Record to begin the search process.
MAXIMO automatically displays the first record that meets the criteria you
entered. Once a record is displayed, MAXIMO is in Browse mode. Use Get
Next Record and Get Previous Record to view other records in the result set.
Get Next Record and Get Previous Record now operate only on the result set
of the current query.
If no records match the criteria, a message box displays the message No
records found.
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5. To find out how many records are in the current query result set, select Count
(Records) from the View menu. (You can do this eitherbefore or after the first
time you click Get Next Record.)
6. To perform another query, repeat the steps.
9 Example
Executing a query with the selection criteria shown in Figure 5.2 returns a
result set of inventory records with the following characteristics:
item number has 11 as the first two characters

vendor is Westinghouse (the vendor code is WES)
economic order quantity (EOQ) is less than 20
Figure 5.2 Sample On-screen Query

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Advanced Querying
Advanced querying allows you to specify the Where clause of a Structured Query
Language (SQL) query. To enter a complex query use the View Current Query
dialog box (Figure 5.3) from the View menu. Type the query into the empty dialog
box and click the Execute button.
Figure 5.3 View Current Query Dialog Box
The data that you are searching for must be entered exactly as it is stored in the
database. For example, if you are searching for the company WES and it was
entered in the database with all capital letters, you must use all capital letters when
specifying that company in your query statement.
To indicate the field(s) you want to query on in a Where clause, use the fields
mnemonic. Mnemonics are the names that MAXIMO uses to represent fields in
database tables. Each field is represented as a column in a table. To obtain a list of
all database table and field (column) names, run the Quest report MAXCOLS
from the Reports and Other Apps application, or the SQR report LISTTABL from
the Database Configuration application, both in the Setup module. For more
information about running reports, see Chapter 6, Reports, or, to see the table
and field (column) names for an individual field, click in the field, then press [F1]
or right click and choose Whats This? from the Help menu. The Help message
for every field shows the database table and column names.
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In addition to the arithmetic operators, you can also use the following relational
operators in a Where clause (individually or in combination) to query on a variety
of criteria.
This Operator
Queries for Records That
AND
meet all criteria specified
OR
meet at least one criterion specified
BETWEEN...AND...
fall within the specified range
LIKE
are like the specification, which may make use of one or

more wildcard characters
IN
are in the specified list of values for a field
Sample Where Clauses

This section presents a few examples of how to query with the Where clause.
This Where clause queries for equipment numbers between 10000 and 13000.
The mnemonic for the Equipment field (column) in the Equipment table is
EQNUM; specified values are enclosed in single quotes:
WHERE EQNUM BETWEEN 10000 AND 13000
The LIKE operator allows you to query for a single wild character or for a
string. In this Where clause, only one character can be wild and it must appear
where indicated:
WHERE ASSETNUM LIKE 100_
When using wildcard characters in queries, you must use the LIKE operator. If
you were to use the equals sign (=) in the above query, instead of the LIKE
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operator, MAXIMO would search for records whose asset number is literally
100_, with an underscore as the fourth character.
This Where clause searches for asset numbers beginning with a capital A. The
percent sign (%) indicates that the other character(s) can be anything.
WHERE ASSETNUM LIKE A%
This Where clause searches for equipment that meets two criteria: equipment
that has a classification of PUMPS and was produced by manufacturer
Ingersoll-Rand:
WHERE CLASSIFICATION = PUMPS AND
MANUFACTURER = IR
Quotes are only needed around alphanumeric values. If the field or column
holds numeric or cost values, the quotes are unnecessary and will cause a SQL
error. For example, no quotation marks are needed around the number 5000 in
the following Where clause, since the Replacement Cost field accepts only
numeric data.
WHERE REPLACECOST > 5000
Steps for Querying Using the Where Clause

1. If MAXIMO is not in Query mode, select Clear All from the Edit menu, press
[F3], or click the Clear Screen button on the toolbar. MAXIMO clears any
data from the screen. MAXIMO is now in Query mode.
2. Choose Current Query from the View menu. MAXIMO displays the View
Current Query dialog box.
3. Type the complete Where clause.
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The Status Bar
4. Click Execute. The query is executed and the first record in the result set is
displayed.
If no records meet the query criteria, a dialog box is displayed with the
message No records found.
If your query has an error, a dialog box is displayed noting the error. For
example, an error message might tell you of an invalid character or a missing
right parenthesis. Click the More button to view more information on the
Where clause error, or click OK to close the dialog box.
5. Select Get Next Record to display the next record in the result set (if one
exists). Get Next Record and Get Previous Record now operate only on the
result set.
6. To find out how many records are in the current query result set, select Count
(Records) from the View menu. (You can do this either before or after you first
click Get Next Record.)
7. To perform another query, or to return to the larger set of records, select Clear
All from the Edit menu, press [F3], or click the Clear Screen button on the
toolbar. When you clear the data from the screen, MAXIMO returns to Query
mode.
Editing a Where Clause

Selecting Current Query from the View menu lets you specify selection criteria for
a query. While creating a SQL Where clause from scratch requires familiarity
with SQL and MAXIMO mnemonics, you can edit one built by MAXIMO from
query criteria you have entered in fields on the screen.
You can display a MAXIMO-built clause by selecting Current Query from the
View menu. You can then edit the clause if you want. This lets you incorporate
operators that are otherwise unavailable (unless you know SQL).
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Note that when MAXIMO builds a Where clause, it includes the table name in
addition to the column namePM.EQNUM, for example, not just EQNUM.
9 Example
You want to see all preventive maintenance records that are for equipment
number 12500, or that have a priority of 9.
1. On the PM tab in the Preventive Maintenance application, in Query
mode, type 12500 in the Equipment field.
2. Type 9 in the WO Priority field.
3. Select Current Query from the View menu. The View Current Query
dialog box displays the current Where clause:
WHERE PM.EQNUM = 12500 AND PM.PRIORITY = 9
If you were to select Execute at this point, you would get records that
meet both criteria: PMs for equipment number 12500 that are priority 9
(if any were found in the database)., You want records, however, that
meet either criterion.
4. Edit the SQL Where clauseerase AND and type in OR.
5. Select Execute. MAXIMO displays the first PM that is for equipment
number 12500, or that has a priority of 9.
9 Example
You want to see how many of your current work orders are for corrective
maintenance or emergency maintenance, but you can only enter one value
in the Work Type field. One way to do this is to execute two queries, one
for CM and one for EM, use Count (Records) for each query, and add the
two figures. It is faster, however, to edit the SQL Where clause:
1. In the Work Order Tracking application, in Query mode, type CM in the
Work Type field.
2. Select Current Query from the View menu.
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3. Edit the SQL Where clause. After this line:

WHERE WORKORDER.WORKTYPE = CM
delete the remainder of the SQL Where clause and type this additional
criterion:
OR (WORKTYPE) = EM
4. Execute the query.
5. Select Count Work Orders. The message field tells you the number of
records that match the current query, i.e., how many work orders are
for corrective or emergency maintenance.
Saving a Where Clause

You can save a Where clause in the View Current Query dialog box for use in
subsequent queries.
1. Choose Current Query from the View menu. The View Current Query dialog
box is displayed.
2. Enter the Where clause that you want to save.
3. Click the Save button; the Save Query dialog box (Figure 5.4) is displayed.
Figure 5.4 Save Where Clause Dialog Box
4. Enter a name and description for the Where clause. Use the optional For Use
By Everyone check box to give other users access to the Where clause.
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5. Click OK to save your Where clause. The name and description of the saved
Where clause will now appear in the View Saved Queries dialog box when you
choose Saved Queries from the View menu.
Where Clause Listing

When you choose Saved Queries from the View menu, a list of saved Where
clauses is displayed. After highlighting a Where clause in the table window, you
can execute, edit, or delete it. Selecting Edit brings up the View Current Query
dialog box. After editing a clause, you can execute it or save it again.
BROWSE MODE
Browse mode is the mode MAXIMO is in when you are just looking at records.
Enter Browse mode by displaying a record with Get Next Record. Browse mode is
active as long as you use Get Next Record and Get Previous Record to look at
database records.
If you execute a query, then select Get Next Record, MAXIMO will again be in
Browse mode, but now you will see only those records that form the result set of
your query. To return to the entire default set of records, go into Query mode by
clearing the screen. If you select Get Next Record while in Query mode,
MAXIMO returns to Browse mode; you can once again view all the records in the
table.
When you reach the last record in the result set, the status bar displays the
message At last record. Remember that Get Next Record and Get Previous
Record operate on the result set of the current query only.
9 Example
154
1. The result set of a query for work order 1007 is one record. You cannot
use Get Next Record or Get Previous Record to see another record;
The Status Bar
you are at the first record and the last record of the current querys
result set.
2. Select Clear All from the Edit menu to return to Query mode, where
choosing Next will put MAXIMO in Browse mode with the complete
default set of work order records.
MODIFY MODE
Use Modify mode to make changes to an existing MAXIMO record. You can only
enter Modify mode from Browse mode (there must be a record from the database
displayed on the screen).
You enter Modify mode as soon as you change a record. Changes consist of:
altering data in a field

supplying additional data to a field
clearing data from a field
entering data in a previously blank field
Note that you cannot make changes to read-only fields.

When you have made changes, save the modified record in one of three ways:
Select Save (Record) from the File menu.

Press [F5].
Click the Save Record button on the toolbar
The actual record in the database will not be updated until you save your changes.
If you dont want to save the changes, you can select Get Next Record or Get
Previous Record to return to Browse mode. You can also enter Query mode or
Insert mode. In each case, you will be notified that modifications will be lost.
Click OK to proceed to another mode without saving changes.
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Modify mode stays in effect until you save the changes or enter a different mode.
INSERT MODE
Use Insert mode to add new records to the database. Enter Insert mode in one of
three ways:
Choose New (Record) from the Insert menu.

Press [F2].
Click the Insert (Record) button on the toolbar.
When MAXIMO enters Insert mode, MAXIMO displays a blank screen on which
you can enter a new record from scratch. (Remember that in the Work Orders
module, and in the Purchase Requisitions, Request for Quotation, and Purchase
Orders applications in the Purchasing module, pressing [F2], or selecting the
Insert button from the toolbar automatically places a value in the identifier field.)
Be sure that you have entered a unique value in the identifier field and filled in any
required fields. MAXIMO will check to make sure that all required information is
supplied and will prompt you to enter any that is missing. Some fields are readonly in Insert mode. Any information in read-only fields is filled in automatically
by MAXIMO.
To add a new record to the database, you must save it in one of three ways:
Select Save (Record) from the File menu.

Press [F5].
Click the Save Record button on the toolbar.
When you save a record MAXIMO returns to Browse mode.
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MESSAGES AND MESSAGE ICONS

The long text field on the status bar is the message field. MAXIMO displays
information, instructions, or warnings here when appropriate. The message field is
read-only. A message can be about the current field (Field is read-only), the
current screen (Insert new record), or the database (At last record). It can be
an error message (Invalid equipment number) or a message about an action that
you initiated (Record added to the database).
Whenever a message is displayed, a message icon is shown next to it on the status
bar, between the mode and message fields. Message icons indicate the nature of
the message, letting you know whether the message is simply informational, a
warning, or an error message.
Icon
Description
This message is informational or provides instructions.
This is a warning message. It could affect how you want to
proceed.
This is an error message. It generally indicates that you must
take an action or change something in order to proceed.
Field Icons
Field icons are symbols that show you information about the current fieldthe
field the cursor is in. The field icons are displayed in the six boxes located at the
right end of the status bar. When you become familiar with the field icons you will
be able to tell at a glance all the pertinent information about the current field.
Depending on the field, the icons will display different attributes.
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Additionally, the icons will occupy certain positions, left to right, on the status
bar, according to the attributes they display. Some fields may possess more
attributes than just those displayed by icons in the status bar. The kinds of fields,
their associated icons, and icon position on the status bar are described in detail in
the Fields section in Chapter 2, MAXIMO and Windows.
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CHAPTER 6
REPORTS
OVERVIEW
MAXIMO provides a wide variety of reports. You can run each report as is, or
your system administrator can customize it to meet your companys needs. Your
site or company may have created additional reports that are also available to you.
This chapter gives a brief overview of MAXIMOs Reports capability, and
provides a list of the MAXIMO reports by module, with a brief description of
each report. For detailed instructions on how to run a report, where to view and
print a report, how to use e-mail to mail SQR reports to others, and how to use
report routing for SQR reports, refer to on-line help.
RUNNING, VIEWING, AND PRINTING A MAXIMO REPORT

MAXIMO is provided with SQR so that you can run all SQR reports. You can
run most reports within MAXIMO, from the Reports dialog box available from
the File menu.
Depending on how your system is set up, each application gives access to an
appropriate subset of reports that will be useful to you when using that
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application. For example, in the Purchase Requisitions application, you can run
the Standard Purchase Requisition report, which is the primary printout for
purchase requisition information. The number and kind of reports available to you
within each application is determined by your system administrator. The setup for
this is done in the Reports and Other Apps application.
Reports can also be run directly from the Reports and Other Apps application in
the Setup module. Refer to your MAXIMO System Administrators Guide for
more information about selecting reports for applications and printing reports
directly from the Reports and Other Apps application.
Registered Reports
A registered report is one that has been made available to be run from within a
certain application. The report name will appear in the (application) Reports
dialog box for that application.) For detailed information on how to register
reports, see MAXIMOs online help or the System Administrators Guide.
The (Application) Reports Dialog Box

The Run group box at the right side of the Reports dialog box contains three
choices: Reports, Custom Applications, and Other Applications. The default
selection type matches the displayed operation; for example, if the Reports dialog
box is displayed, the default type is Reports.
It is possible to change the Run setting; if you select Custom Applications or
Other Applications, a list is displayed of the MAXIMO Custom Applications or
the non-MAXIMO applications you can run from this dialog box.
Displaying a list of other applications

To display a list of other applications, and to run them from within a MAXIMO
application:
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Reports
1. Select Other Applications from the Run group box to display the Other
Applications dialog box. This lists the other applications registered to that
particular MAXIMO application and those registered to all MAXIMO
applications.
2. Highlight the application you want to run and click on Run. A Dialog box will
prompt you for information if user prompts were specified in the Specify User
Prompts dialog box when the application was registered.
NOTE: Using the panel of Run radio buttons, you can toggle between the
Reports dialog box, the Custom Applications dialog box, and the Other
Applications dialog box.
The SQR Options Dialog Box

The SQR Options dialog box displays print and data range options. Depending on
the report type, some of the options may be unavailable.
The Preview option allows you to preview the report on-screen.
The Print option controls whether or not you print the report directly from the
application. If you click the Print button, the Copies field becomes available. Enter
the number of copies that you want to print. When you click OK, the report will
be routed directly to your default system printer or another printer youve selected,
and the requested number of copies will be printed.
Once the report has finished printing, MAXIMO returns to the Reports dialog
box.
Other options allow you to e-mail SQR reports to other MAXIMO users, and to
route reports to specified printers. For more information on these options, see
MAXIMOs online help.
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The data range options are No Input, Current Record, and Selected Records.
These options determine the data to be used in the report. The default data range is
set by your system administrator.
No Input means that the report will determine what data it needs to run the
report, or you will be prompted for input.
Current Record means MAXIMO will build the report using the data from
the current record.
Selected Records means that the report will use the data in the current
result set.
REPORT LIST BY MODULE

This section lists MAXIMO reports by module and provides the file name of each
report, the application the report is registered to, and a description of each report.
Modules are listed in the order in which they appear on the Main Menu.
NOTE: You must have Crystal software on your PC to run and view the
Crystal-formatted reports. The Crystal runtime integration necessary
to run these reports is available from PSDI.
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Reports
Work Order Reports

File Name
Application
Report Name and Description
DAYSCH
WOTRACK
Daily Maintenance Schedule by SupervisorLists

a schedule of all open work orders for a specified
date, by supervisor. The report lists the work order
number and description, the location, equipment
number, the scheduled start time and duration,
priority, and estimated craft usage.
DBROLLUP
WOTRACK,
WOREQ,
QUICKREP,
WORKMAN
Equipment Cost Rollup ReportThis report rolls

up equipment costs incurred since the date the
report was last run. It rolls costs up through all
equipment hierarchies to their top levels. The
reports output is a statement that the rollup report
was completed successfully.
DELINQWO
WOTRACK
Delinquent Work Order ReportLists all unclosed

work orders whose target completion date is earlier
than the date the report is run. This report also
includes days overdue, estimated hours, and
actual hours logged.
ESTVSACT
WOTRACK
Estimated vs. Actual Work Order Costs Lists a

cost summary of outstanding work orders. The
report displays estimated and actual costs for each
work order by tool, labor, and material, and
provides grand totals for these costs for all work
orders combined.
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File Name
Application
RNRBYLOC
WOTRACK
Response and Repair Performance Analysis by

LocationLists the mean time to respond and the
mean time to repair for all work orders at the
specified location over the specified time frame.
Work orders are grouped by work type (corrective
maintenance, preventive maintenance, etc.), and
the number of work orders of each type is
provided.
WKSCH
WOTRACK
Weekly Maintenance Schedule by CraftLists a

schedule of all open work orders for the specified
week, by craft. For each work order, for each craft,
the report lists the work order number and
description, the priority, the location, the
equipment number, the scheduled start and finish,
an alternate indicator of target date use, the
duration, and the total craft hours.
WODIAG
WOTRACK
Diagnostic Work OrderThis report can be

substituted for the Standard Work Order report. It
is a diagnostic report that, depending on the type
of work order, provides a failure history for the
piece of equipment being worked on. If the work
order is work type EM and it doesnt contain any
operations, the report displays diagnostic
information about similar failures on that piece of
equipment. The purpose is to give the assigned
maintenance person failure history information to
better diagnose and troubleshoot the problem. If
the work order isnt type EM, or it has operations,
the report prints the standard work order output.
To set this report up as your standard work order
report, rename it WOPRINT.SQR after saving the
original WOPRINT.SQR under another name.
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Reports
File Name
Application
WOMATBAL
WOTRACK
Work Order Material CheckThis report

calculates the storeroom balance expected at the
time the work order starts using reservations and
expected receipts. It reports on whether the
expected balance will be sufficient for the planned
materials for the current work order.
WOPRINT
WOTRACK,
QUICKREP,
WOREQ,
WORKMAN
Standard Work Order ReportProvides a way for

a maintenance department to print all outstanding
work orders. Each work order specifies the
location, the equipment, work type, priority, and
other general information, and details the work
plan, listing operations and the estimated labor,
items, and tools required to complete the work.
Areas are provided on each work order to enter
actual labor, item, and tool usage.
WOSTATUS
WOTRACK
Work Order Status Change ReportLists all work

orders, grouped by supervisor, whose status has
changed within the past seven days. The report
lists the work order number, description, status,
status change date, equipment number, location,
lead craft, and target completion date.
DISPCHLB
WORKMAN
Employee Job AssignmentsLists labor codes that

have job assignments for the specified date or date
range. The report is sorted by craft, with the labor
code and name listed, followed by the work
order(s) to which that person is assigned. The
report shows the work order number and
description, the location, the equipment number,
the start date/time, and the estimated hours.
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File Name
Application
DISPCHWO
WORKMAN
Daily Work Order AssignmentsLists work

orders that have labor assignments for the
specified date. For each work order, the work order
number and description, location and description,
equipment number and description, and the
scheduled start date are listed. The labor
assignment information for each work order shows
the labor code and name, the scheduled start
date/time, and the estimated hours, for each
assignment.
Preventive Maintenance Reports

File Name
Application
PMLABOR
PM
Projected PM Labor RequirementsLists the labor

requirements, in work hours, for each craft for PMs
due to be generated over the next six weeks. Total
work hour requirements for all crafts for each week
and for each craft for all weeks are also listed.
Another report, Notification of Automatically Generated Work Order (WOGEN),

is available, but must be run as a stand-alone report and is not registered in the
MAXIMO Reports application, so is not available from the Reports item of the
File menu in Work Orders or Preventive Maintenance. This report must be run as
a stand-alone report due to the high number of queries involved in generating the
report. The report lists the work order number generated in response to a PM.
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Reports
9 Example
Work order 1013 has been generated in response to PM number IC-11200.
To run the report:

From within Windows, select File / Run from either Program Manager or File
Manager. In the Command Line field of the Run dialog box, enter:
C:\SQR3\SQRWT.EXE
and select OK.
In the Structured Query Report Writer dialog box, enter the report name:
SQRWT.EXE
Provide the appropriate information for the Database, Username and Password
fields and select OK.
After you run the report, you can view the output in the WOGEN.LIS file.
Inventory Reports
A location must be specified for many inventory reports if the selection criteria is
not set to choose inventory records in a defined storeroom location. Thus, for these
reports, if the selection criteria is defined as No LocationItem Master
Information Only, the user must provide location information. The following
reports require a location to be specified, either through selection criteria, or when
entering criteria for the report: Inventory ABC Analysis Report, Economic Order
Quantity Report, Suggested Order Report, Reorder Point Report, Inventory
Valuation Report, the Item Order Status report, the List of Expired Items report,
and the Item Availability at All Locations report.
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File Name
Application
GOODSREC
INVENTOR
Goods Received NoteLists receipts for the

previous 24 hours. The report has page breaks by
requesting individual so that the notice can be sent
out appropriately. It will also send e-mail if the
system is configured to do so. This report is also
available in the Purchasing application.
INPICK
INVENTOR
Inventory Pick ReportA pick list, by work order,

for all items needing to be pulled from a designated
storerooms inventory for work orders having a
target start date of the specified date.
INVABC
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INVENTOR
Both SQR and Crystal versions of the report

prompt for the date and storeroom location.
The Crystal version of the report displays all item

locations; the default date is the current system
date.
Inventory ABC Analysis ReportLists, for a given

storeroom location, inventory items ABC analysis
information. Running the report determines the
ABC category that an item falls into (A, B, or C).
Analysis is based on the quantity of each item
ordered year-to-date and its last cost. The report lists
the ABC category and the cycle count frequency
(CCF) of each included item, both prior to and after
running the report. The ABC type is based on the
number of items selected, multiplied by the ABC
breakpoints specified in Application Setup.
Optionally, the database is updated with new ABC
and CCF values.
Reports
File Name
Application
INVCYCNT
INVENTOR
Inventory Cycle Count ReportLists, for a specified

storeroom, all inventory items that are due to be
cycle-counted, based on the cycle count frequency
and the last count date. Listed are the item number,
location, bin, item description, last count date, and a
column to enter the new count quantity.
INVEOQ
INVENTOR
Economic Order Quantity Report___ For a given

storeroom location, displays the optimum economic
ordering quantity for items in the selected result set.
The EOQ defines the point at which inventory
ordering costs and carrying costs are in balance. The
report lists the EOQ values both prior to and after
running the report. Optionally, the database can be
updated with the new EOQ values.
INVPURCH
INVENTOR
Suggested Order ReportLists all inventory items

in the selected result set that are due to be reordered,
for a specified storeroom location, based on this
calculation: Suggest reorder if (current balance
reserve quantity + on-order quantity) < reorder
point. Lists the item number, description, current
balance, reserve quantity, reorder point quantity, onorder quantity, and suggested reorder quantity.
INVROP
INVENTOR
Reorder Point ReportLists the selected set of items

and the optimum minimum level to have in stock
based on demand, lead delivery time, and a reserve
safety stock. The report lists the ROP and safety
stock values both prior to and after running the
report. Optionally, the database can be updated with
the new safety stock and ROP values.
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File Name
Application
INVVAL
INVENTOR
Inventory Valuation ReportGives an accounting

of the cost of current inventory, for the set of
inventory records in a designated storeroom
location. For each item, the item number,
description, current balance, unit cost, and total cost
(value) are listed. Item cost totals are added to
provide total inventory cost by location.
ITEMSTAT
INVENTOR
Item Order StatusLists all items on order. For

each item, the PR number, status, and quantity are
listed. If a PO has been issued, the PO number,
status, quantity, and vendor delivery date are listed.
LISTEXP
INVENTOR
List of Expired ItemsLists expired lotted items in

a storeroom. Lists item number, description,
expiration date, bin number, lot number,
manufacturer lot number, and quantity of expired
items in that lot and bin.
REORLOCS
INVENTOR
Item Availability at All LocationsThis report is

used to list alternate storeroom locations for items
found within the specified storeroom. Lists all items
in the user-specified storeroom location and all other
storerooms where the item is located. For each item
at the selected storeroom, the report shows the
current balance, reserved quantity, expired quantity,
and available quantity, by storeroom location.
STINVBAL
INVENTOR
Storeroom Material CheckChecks reservations

against expected receipts and current stock to
predict shortages in the immediate future. The user
enters the number of days to check.
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Reports
File Name
Application
WHEREUSE
INVENTOR
Where Used ReportLists all equipment on which

the item is recorded as being used. Lists the item
number and description, equipment number and
description, and number of items used on that piece
of equipment. The report can be run for a single
item or for a selected set of item records.
Equipment Reports
File Name
Application
AVABYLOC
EQUIPMNT
Availability Statistics by LocationThis report

provides equipment availability by location over a
user-specified time period. It lists maximum
availability (the total time over the specified time
period), scheduled and unscheduled downtime, and
subtracts all downtime to determine actual
availability. Availability and downtime are listed in
hours and as a percentage of maximum availability.
The actual availability is defined as the number of
hours the location was available for production.
EQFAIL1
EQUIPMNT
Equipment Failure SummaryDisplays total

number of failures reported against the selected
equipment during the user-specified time period.
Lists each equipment number, description, the
number of failures, the mean time between failures
in days, and the average downtime in hours.
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File Name
Application
EQFAIL2
EQUIPMNT
Equipment Failure Summary by Machine

Summarizes the failures, by problem code, for the
current piece of equipment for the specified time
period. The report lists the equipment number,
description, and location. For each reported problem
code the report lists the code, the description, the
most recent failure date, the number of failures, the
MTBF (mean time between failures), and the
average downtime (in hours).
EQFAIL3
EQUIPMNT
Detailed Equipment Failure Report by Machine

Provides a list of all failure reports for the current
piece of equipment for the specified time period. For
each equipment, the report lists the equipment
number and description, then lists each individual
failure grouped by problem code. For each failure,
the problem code, the cause code, and the remedy
code are listed, as well as the downtime and the
work order number and location. For each problem
code, the report summarizes the total number of
failures, the average downtime, and the MTBF
(mean time between failures).
EQHIER
EQUIPMNT
Equipment Hierarchy ReportLists all equipment

in the EAS (equipment assembly structure). The
equipment number, location, and equipment
description are shown. Top-level equipment is listed
at the far left, with its child equipment indented
beneath it. Equipment at each level in the hierarchy
(up to five levels) is indented beneath its parent
equipment.
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Reports
File Name
Application
EQHSTGRA
EQUIPMNT
Equipment History GraphsA graphical report in

histogram format that displays equipment
breakdown history over a specified time period. Five
histograms are shown; each histogram has a column
for each included piece of equipment. Equipment
must have some or all of the following written
against it in order to be included: labor hours,
response time, downtime, mean time to repair, and
mean time between failures. The report graphs the
following information:
EQMEAS
EQUIPMNT
total labor hours

mean response time for emergency work orders
total downtime hours
mean time to repair
mean time between failures
Equipment Measurement ReportA tabular list and

description of each measurement point for a piece of
equipment and the history of measurements taken
for that point; the date and measurement are shown.
Values that exceeded the upper and lower warning
or action limits set for the measurement point are
indicated. The warning and action limit values are
shown at the top of the measurement list. The report
shows each point number and description for an
included piece of equipment, units of measure for
the point, the equipment number and description,
and the associated PM number and description.
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File Name
Application
EQROLLUP
EQUIPMNT
Maintenance Cost by EquipmentLists transaction

costs for selected equipment in the specified date
range. Also provides a separate cost calculation for
the equipment and all of its children. The report
shows the top-level equipment, equipment
description, costs on the equipment, and costs on the
equipment and children.
FAILGRAP
(Crystal only)
EQUIPMNT
Failure Count by EquipmentThis displays, in

graphical format, the number of failures reported for
each piece of equipment.
FAILGRPH
EQUIPMNT
Failure Analysis GraphsA graphical report that

shows two bar charts and a pie chart. The first bar
chart details the number of failures for each piece of
equipment over the specified time period. The
second bar chart details the number of occurrences
of each problem code within the set of failures. The
pie chart displays failures by problem code.
LOCFAIL1
EQUIPMNT
Location Failure SummaryFor each selected

location, the report summarizes all failures reported
against the location and any child locations for the
specified time period. The locations must be part of
a hierarchical system. If the user specifies a system,
but not a location, the summary will include all
locations in the system. The report displays the
system, system description, and specified date range.
For each location, the location, description, number
of failures, mean time between failures, and average
down time are displayed.
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Reports
File Name
Application
LOCFAIL2
EQUIPMNT
Failure Summary by LocationThe report

summarizes failures for the selected locations and
their children that are part of a hierarchical system.
If the user specifies a system, but not a location, the
summary will include all locations in the system.
The report displays the system, system description,
and specified date range. For each selected location,
the report lists the location and description, and
summarizes all failures at the location and its child
locations. For each failure, the problem code,
description, most recent failure date, number of
failures, mean time between failures, and the
average downtime are displayed.
LOCFAIL3
EQUIPMNT
Detailed Failure Report by LocationThe report

lists all failures for the selected locations and its
children that are part of a hierarchical system. If the
user specifies a system, but not a location, the
summary will include all locations in the system.
The report displays the system, system description,
and specified date range. For each selected location,
the report lists the location and description, then
each individual failure grouped by problem code.
For each failure, the problem code, cause code,
remedy code, downtime, work order number, and
equipment are listed. For each problem code, the
report summarizes the total number of failures, the
mean time between failures, and the average
downtime.
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File Name
Application
MTRISSUE
EQUIPMNT
Material Related Issues ReportThis report gives

you a record of material usage and meter readings
entered together in Issues &Transfers. You can,for
example, see Miles/Gallon of fuel where the miles
are a meter reading on a vehicle and gallons are the
quantity of fuel issued to the vehicle.
SYROLLUP
LOCATION
Maintenance Cost by SystemThe report lists total

costs reported in a given date range for locations in
the selected hierarchical system. If the user specifies
a system, but not a location, the cost summary
includes all locations and their children in the
system. If the user specifies a location and system,
the report gives cost information for that location
and children within the selected system. Information
displayed is the system name, description, system
total cost, selected date range, location cost, and
location and children cost.
SYSTEM
LOCATION
Location Hierarchy ReportLists member locations

of a hierarchical system displayed in a hierarchical
way. If the user specifies a system, but not a
location, the list includes all locations and their
children in the system. If a location is specified, that
location and its children within the system are
displayed. Top-level locations are displayed at the
far left, with child locations indented beneath them.
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Reports
File Name
Application
FAILHIER
FAILURE
Failure Code Hierarchy ReportLists failure codes

in each level of the failure code hierarchy. For each
failure class, the problem codes and descriptions are
listed. Indented beneath each problem code are the
associated cause codes and descriptions. Indented
beneath each cause code are the associated remedy
codes and descriptions.
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Purchasing Reports
File Name
Application
PRPRINT
PR
Standard Purchase RequisitionThe primary

printout for a purchase requisition; this report
includes vendor and shipping information as well as
information for each item requested.
QUOTANAL
RFQ
Quotation Analysis This report offers a detailed

analysis of the quotations received to help in
deciding which quotation is best. The information
contained in the report can vary, depending on the
needs of individual users or sites. Analysis can be
done based on price, lead time, delivery date,
percentage of items that can be supplied, etc.
RFQPRINT
RFQ
Request for Quotation This report contains the

RFQ information for each vendor listed in the RFQ
Vendor list. The quotation may be sent to any
number of listed vendors, and may go by fax, e-mail,
or printed paper. The RFQ report will give the
information needed for the vendor to give the quote.
The report will have extra blank columns for the
vendors to enter a response and be able to send it
back in the form sent. This would allow faxing, emailing or sending back the same form.
ECOM1
PO
Electronic Commerce FileThis report sends an

approved PO from MAXIMO to a local area
network directory to be forwarded on to a vendor.
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Reports
File Name
Application
GOODSREC
PO
Goods Received This report notifies requestors

that their goods have been received. The reports can
be run individually or in batch mode. Each report is
collated separately so that each user will receive an
e-mail or paper report containing only his/her
received parts since the last time the report was run.
INVRECVD
PO
Inventory Receipt RegisterLists all purchase

orders and inventory received for the user-specified
time frame. Displays item, item description, received
location, inventory quantities received and rejected,
and purchasing quantities received and ordered.
Totals are generated by purchase order.
PARTSDUE
PO
Direct Purchase Back Order Report Provides a list

of all items ordered as a direct purchase (any
ordered specifically for a work order, which is listed
on the PO line) not received by the required delivery
date. The report includes this information: the work
order number, the PO number, the item number, the
order date, the required date, the vendor, the vendor
delivery date, the quantity ordered, and the quantity
received.
POFILE
PO
EDI Purchasing ReportCreates and displays POs

in ASCII format so they can be read by third-party
EDI software and forwarded to vendors.
POPRINT
PO
Standard Purchase OrderThe primary printout for

a purchase order; this report includes vendor and
shipping information, as well as information on all
items to be purchased.
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File Name
Application
POSTAT
(SQR file
name)
PO
Purchase Order Status ReportLists all purchase

orders whose status has changed during a certain
time period. There are two versions of this report:
POSTATUS
(Crystal file
name)
INVAPPR
INVOICES
The SQR version lists all purchase orders whose

status has changed within the user-specified date
range; the status change is based on the status
date. The purchase orders are sorted by status, and
for each, the description, the ordered date,
required date, vendor, and base cost are shown.
The Crystal version lists all purchase orders whose

status has changed on the current system date; the
status change is based on the status date.
Invoice Approval ReportProvides an approval

form for entered invoices. The form includes vendor
information, purchase order number for the invoice,
description and line information for the purchase
order, and an area for the invoice authorization
signature.
Labor Reports
File Name
Application
ATTSUM
LABOR
Employee Attendance AnalysisLists planned

attendance, actual attendance, vacation, sick time,
etc., in hours and as a percentage of planned
attendance for the selected employees for the
specified time period.
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Reports
File Name
Application
LABPROD
CRAFT
Labor Productivity AnalysisLists actual labor

hours by labor report category (i.e., actual work
time, travel time, and waiting materials) and shows
each by percentage. The report is grouped by craft
and covers the user-specified time period.
LAVACOM
CRAFT
Labor Availability vs. Commitments by CraftA

graphical report in the form of a bar chart that
details available labor hours versus committed work
order hours, by craft and day. Work order duration
is measured by the scheduled start and finish dates,
or target dates if scheduled dates dont exist.
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Resources Reports
File Name
Application
VENDORPO
(SQR file
name)
COMPANY
Purchase Orders by VendorLists each purchase

order, by vendor. You can choose whether to have
line items listed or not. For each vendor, the report
lists the vendor name and address and the contact.
For each PO for each vendor, the report lists the PO
number and description, the PO status, and the order
date if the PO was approved. The total number of
POs for each vendor is also provided (SQR only). If
line items are listed, the item number and
description, the unit cost, and the total line cost are
shown.
COMPANY
Summary of Inventory Values by Vendor Lists the

cost of inventory, by vendor. The report also shows
details of the expected cost based on on-order
quantities on outstanding approved POs, the cost of
the minimum inventory level, and the cost of
inventory above the minimum level.
VENDPO
(Crystal file
name)
VENDSUM
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Reports
Setup (Database Configuration) Reports

File Name
Application
LISTTABL
(SQR file
name)
CONFIGUR
Database Column List by Table (SQR)/MAXIMO

Database Columns (Crystal) Lists the database
table names and the column or field names for each
table. For each field (column) name, the report lists
the data type, the field length, and a remark,
which is typically the on-screen name for the field.
MAXCOLS
(Crystal file
name)
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CHAPTER 7
WORK ORDERS
OVERVIEW
Work orders are essential elements of maintenance management. In MAXIMO,
work orders serve to track both events that have occurred and work that has been
performed.
Event tracking consists of recording occurrences of problems via failure

reporting and reporting the downtime resulting from the problem.
Tracking of work includes specifying the tasks to be accomplished, the labor,

items, and tools needed to do the work, and the equipment or location to be
worked on.
When you create a work order in MAXIMO, you initiate the maintenance
management process and/or create a historical record of work that has been
performed. Work orders can be created for pieces of equipment, locations, or
general ledger (GL) account codes.
You can create a work order on the fly via the Quick Reporting application.
This feature is particularly convenient when unplanned maintenance work is
required immediately on a shop floor or other work area. For creating work orders
that require planning and scheduling, or for adding data to a work order created
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Chapter 7
through Quick Reporting, MAXIMO provides the more detailed Work Order
Tracking application.
Categories of Work Orders

There are several categories of work orders:
Corrective and emergency maintenance work orders are created for a specific
job or repair (emergency, breakdown, or scheduled work). You may enter these
types of work orders in the Work Order Tracking application or in the Quick
Reporting application.
Event report work orders are intended to represent any unscheduled event that
stops work (production) but does not necessarily require a maintenance crew to
fix. For example, a tube that delivers materials to a work area has jammed,
causing work to stop. Although a line worker can quickly fix the jam and no
maintenance crew is involved, you may want to record this event and its
associated downtime because work has been stopped. You would be likely to
create an event report work order via the Quick Reporting application.
Preventive maintenance records are used over and over on a periodic basis to
generate preventive maintenance work orders. However, you process a
preventive maintenance work order in the Work Order Tracking application or
Quick Reporting application.
DOWNTIME REPORTING
MAXIMO lets you report both planned and unplanned downtime:
planned downtimethe equipment is scheduled to be down and available for

maintenance work to take place.
unplanned downtimethe equipment goes down unexpectedly.
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Work Orders
Why Is It Important to Report Unplanned Downtime?

Reducing unplanned downtime saves you money. To reduce costs caused by
unplanned downtime, you can use MAXIMO to report downtime, then analyze
downtime trends and take action to reduce unplanned downtime in the future.
Reporting Unplanned Downtime

MAXIMO offers two ways of reporting unplanned downtime:
To report a change in downtime status when it occursa piece of equipment

has gone down or been brought back upuse the Change Equipment
Up/Down Status action on any of the applications in the Work Order module.
You enter the date of the status change. If you are bringing equipment up,
MAXIMO calculates the downtime.
To report on unplanned downtime after the fact, when you know all the details
of the downtime event, use the Report Downtime action.
Either enter the downtime start and end times, and have MAXIMO calculate
the duration, or enter the duration of the downtime yourself. To label the
downtime, specify an optional downtime type code. You can also indicate the
nature of the downtimeoperational or non-operational.
How Unplanned Downtime Is Calculated

MAXIMO calculates equipment downtime in the following ways:
If the equipment record has a calendar, downtime equals the number of elapsed
work hours between Down and Up equipment transactions. Work hours are
hours that the equipments calendar specifies as operational time.
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Chapter 7
If the equipment record does not have a calendar, downtime equals the elapsed
system time between Down and Up equipment transactions.
Analyzing Unplanned Downtime

Once you have reported unplanned downtime for a piece of equipment, you can
analyze downtime trends. Three MAXIMO reports that you may find especially
helpful are the Failure Summary by Location report, the Equipment Failure
Summary by Machine, and the Availability Statistics by Location report.
You might look for this type of data in your analysis:
What is the total downtime for the piece of equipment?
What is the average downtime for the piece of equipment?
Have you identified items or subassemblies that are contributing to or causing

the equipment downtime?
What is the downtime on this equipment or operation costing the company?
Once you have analyzed the downtime trends for a piece of equipment and have
determined the cause(s), you can make a plan for reducing downtime. You may
decide to:
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accelerate the preventive maintenance schedule for the equipment.

buy new inventory items or parts, or a new subassembly.
replace the entire piece of equipment.
Work Orders
WORK ORDERS MENU ITEMS

Four applications are available from the Work Orders menu:
Work Order Tracking is intended for maintenance supervisors, planners, and

schedulers to plan, review, and approve work orders. For example, you might
want to check actual labor usage against planned labor usage. You can use the
Work Order Tracking application to perform every function related to
processing work orderscreating, approving, and initiating them, checking
status history, and closing or reworking them when appropriate.
Work Requests is intended for maintenance department customers or others

anywhere in a facility who wish to report a problem that requires corrective
maintenance activity.
Quick Reporting is intended for clerks and shop floor personnel to report on
open work orders or small jobs that may not have had a pre-existing work
order. The Quick Reporting application facilitates creation of work orders on
the fly. You can quickly enter actual labor and actual material usage, or
report events such as equipment failures or downtime in which no maintenance
department work is involved.
Work Manager is intended to allow maintenance supervisors, planners,

schedulers, and dispatchers to specify which labor to apply to specific work
orders at specific times. It allows you to dispatch one or more laborers to toppriority jobs on an as-needed basis, and even lets you interrupt other jobs in
order to make labor available for more crucial work.
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Work Orders and Other MAXIMO Modules

As the central component of MAXIMO, the Work Orders module interacts with
practically every other MAXIMO module.
Work Orders and Preventive Maintenance

In the Preventive Maintenance module, you create PM records. These records are
then used to generate work orders. Every work order generated from a PM record
indicates what record and associated job plan were used to create the work order
and corresponding work plan. Unless another status is specified, a work order
generated from a PM record has an initial default status of waiting to be scheduled
(WSCH), and displays the PM record identifier of the PM record on which it is
based. (Report actual labor, materials, etc., in the Quick Reporting application or
Work Order Tracking application.)
Work Orders and Job Plans

A job plan describes the operations, estimated labor, materials, and tools needed
to perform a work order. A job plan serves as a template. When you specify a job
plan in a work order, the contents of the job plan are copied to a work plan for
that work order. You can modify a work plan so that its procedures, tools,
materials, and labor are more specific to the work order than the original job plan.
The work plan can also serve as a data source for reporting on the actual labor,
items, and tools used to complete a work order. Thus, you can use a job plan as
your starting point, modify the work plan for this work order, and leave the
original job plan (template) unchanged.
Work Orders and Operating Locations

A work order can be written against a location, such as a building or a floor in a
building. The work may also be done on equipment in the location; if there is only
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Work Orders
one piece of equipment at the location, MAXIMO will automatically fill in the
equipment number.
Work order data is incorporated into the location history as follows:
Failure reportingthe process of associating location-specific problem codes

with specific work ordersis done in the Work Orders module.
Actual labor, tool, and material costs are recorded in the Work Orders module
(in the case of labor, in the Labor module as well; for material, in Issues and
Transfers).
Work Orders and Equipment

Work orders may be written for a specific piece of equipment. Work order data is
incorporated into the equipment history as follows:
Equipment downtime reporting can only be done from the Work Orders
module; MAXIMO retains downtime statistics for each piece of equipment.
Failure reportingthe process of associating equipment-specific problem

codes with specific work ordersis done in the Work Orders module.
Actual labor, tool, and material costs are recorded in the Work Orders module.
(Labor costs are also recorded in the Labor module, and material costs in the
Issues and Transfers application.)
Work Orders and Inventory

Work orders typically make use of inventory items. Regardless of whether these
items are included in the work plan, or simply used as needed and then reported
via the Quick Reporting application (or the Issues and Transfers application in
Inventory), any items used on work orders are deducted from inventory. In
addition, the Direct Issue? setting on the Plans/Materials tab determines whether
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Chapter 7
nonstocked and special order items should be reordered when the Reorder Items
routine is run from Inventory.
Work Orders and Labor

Work plans typically make use of the craft and labor records that are created in
the Labor module. In addition, actual labor usage for a given work order can be
entered in the Labor Reporting application in the Labor module.
The MAXIMO Scheduler

The MAXIMO Scheduler is an optional module that enables you to schedule work
orders based on the availability of the equipment and of the labor or crafts
required to complete the work. Certain MAXIMO Scheduler functions are
performed from actions in the Work Order Tracking application, and use data
from fields in the Work Order Tracking application. Refer to the MAXIMO
Scheduler Users Manual for more information.
WORK ORDER TRACKING APPLICATION

Use the Work Order Tracking application to plan, review, and approve work
orders for equipment, locations, or general ledger accounts. When you create a
work order in MAXIMO, you initiate the maintenance process and create a
historical record of work that is performed. You can use several MAXIMO
applications to create work orders.
WORK ORDER TRACKING TABS

The Work Order Tracking application is comprised of eight tabs:
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Work Orders
Work Order Create and modify work orders. View identifiers for an applied
job plan and safety plan. View PM and scheduling information. If this is a
follow-up work order, view the identifier of its originating work order. Identify
the failure hierarchy for the work asset.
Plans Enter, view, and modify job operations and labor, material, and tool
requirements for the work plan.
Actuals Enter, view, and modify actual work order start and finish times,
labor hours and costs, material quantities, locations, and costs, and tool
quantities, hours, and costs.
Costs View hours and costs for estimated and actual labor, and costs for
materials, tools, and services used on a work order.
WO Hierarchy Enter, view, and modify information on work orders in a

hierarchy. Build work order hierarchies.
Safety Plan Enter, view, and modify safety information on the work order.
Failure Reporting Report equipment and location failures so that you can
identify trends for equipment and location breakdowns.
Linked Documents View documents associated with work orders.
Toolbar
In addition to the standard toolbar buttons, the following buttons are available
from the Work Order Tracking application:
Approve Work Order Displays the Approve dialog box, used to approve a
work order.
Initiate Work Order Displays the Initiate dialog box, used to begin work on
a work order.
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Chapter 7
Complete Work Order Displays the Complete dialog box, used to complete
a work order.
Close Work Order Displays the Close dialog box, used to close a work
order.
Generate Follow Up Work Order Displays the Generate Follow Up Work

dialog box, used to generate follow up work orders.
NOTE: The Insert button functions in a unique way in Work Orders. When you
click Insert here, you access MAXIMOs Autonumber function and the
system automatically supplies a unique work order number in the Work
Order field. To enter Insert mode without accessing Autonumber,
select Insert Record from the Database menu or press [F2].
USING THE WORK ORDER TRACKING APPLICATION

Work Order Tracking is intended for maintenance supervisors, planners, and
schedulers to plan, review, and approve work orders. For example, you might
want to check actual labor usage against planned labor usage. Work orders that
address conditions detected through condition monitoring are generated from the
Condition Monitoring application. Preventive maintenance work orders are created
in the Preventive Maintenance application.
Work Plans
When you specify a job plan number in your work order, a copy of a pre-existing
job plan is generated and assigned to the work order. This copy is called a work
plan. The advantage of work plans is that they allow you to modify the operations
or any other component of a job plan for a specific work order, while still leaving
the template job plan intact. You can specify a job plan until the work order is
approved, unless a work plan already exists.
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When a job plan record is modified in the Job Plans module, the changes do not
apply to any work plan based on it. However, you can modify any aspect of the
work plan.
Duplicating Work Order Records

Duplicating a work order record copies the work plan and data from the Work
Order Tracking application only. Safety Plans are duplicated; actuals, failure
reports, follow up work orders and parent and child work orders are not.
Parent and Child Work Orders

A parent work order allows you to track costs, materials, and labor hours for a
group of related work orders, called child work orders. The parent work order
serves as a template for generating child work orders.
You can view the actuals for the parent, as well as the combined totals of the
parent and all of its child work orders via the Grand Totals action. When you
close a parent work order, you will be warned if the parent has any outstanding
child work orders. You can choose to close the parent anyway.
When to Use a Parent Work Order

A large job often requires a parent work order. For example, re-lamping an entire
plant might necessitate a child work order for each building location. This allows
you to keep track of the cost for the work done at each building location and also
keep a running total of costs for re-lamping the plant. With the exception of detailtype work orders, any work order can be used as a parent, unless the work order
has a Canceled or Closed status.
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Actions
Copy Methods
Many actions display dialog boxes with table windows listing records. You can
generally copy one or more rows into a screen from a dialog box using one of
these methods:
To copy a single row, double-click it, or highlight it and click Copy.
To copy multiple rows, click the desired rows while holding down the [Shift]
key, then click Copy.
To copy all rows, click Select All and then click Copy.
Move/Modify Equipment
The Move/Modify Equipment action displays the Move/Modify Equipment dialog
box. You use this dialog box to record move transactions of equipment on the
work order. Move transactions include changes to the equipments physical
location, changes of its parent or location in an equipment hierarchy, or both. By
creating transaction records for each change, MAXIMO provides you a way of
accurately keeping track of equipment history. You can use Move/Modify
Equipment to move a single piece of equipment, or multiple pieces of equipment.
PLANS TAB
Use the Plans tab in Work Order Tracking to insert, view, and modify lists of
estimated job operations, labor and crafts, materials, and tools for the work order's
work plan. When you insert a job plan on a work order or generate a work order
that already has a job plan, MAXIMO inserts a copy of the job plan, called a
work plan, on the work order. The work plan contains work operations and labor,
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materials, and tool requirements that were on the job plan. View the work plan on
the Plans tab of the work order.
MAXIMO may also copy a measurement point and a default safety plan with the
work plan. View the measurement point in the Operations table window of the
Plans tab. View the identifier of the safety plan on the Work Order tab, and the
details of the safety plan on the Safety Plan tab.
NOTE : Changes you make to the work plan and safety plan remain with the
work order; MAXIMO does not copy them to either the Job Plans or
Safety Plans application. If you record a new measurement value for a
measurement point, MAXIMO copies it to the Measurement table.
ACTUALS TAB
Use the Actuals tab in Work Order Tracking to enter, view, and modify lists of job
operations, labor and crafts, materials, and tools used on the work order. If there is
a work plan, MAXIMO copies data from the Operations table window of the
Plans tab to the Operation table window of the Actuals tab.
To report actual labor, material, and tool usage, click the appropriate subtab. You
can then use dialog boxes available from the tabs to copy plan data, or insert
different or additional information on usage. The work order must be approved
before you can report actuals. You can modify most fields until you save the
change. The Equipment, Location, and GL Account fields can be modified until
the work order is in the status specified in the Work Plan Edit Options dialog box
in Application Setup. Changes to reported actuals or to a closed work order can be
made by selecting Edit History from the Actions menu.
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USING THE ACTUALS/LABOR TAB

Restricting Access
Your system administrator can restrict a users access to certain labor and craft
records by registering labor/craft codes in Signature Security. For more
information, refer to the MAXIMO System Administrators Guide.
Additional Validation
As you work with the Start Date, Start Time, Finish Date, and Finish Time fields,
keep in mind the additional validation that MAXIMO performs on the actual labor
record when you enter a start time, finish time, or finish date. If you enter any data
that would not make sense, such as a start date and time later than the finish date
and time, MAXIMO displays an error message and you have to clear the field or
change your entries in order to continue.
Actions
Select Work Plan Components
Planned Labor
Displays the Select Planned Labor dialog box, which lists all labor specified in the
work plan for the current work order.
All fields are read-only. However, you can copy rows from this dialog box into the
Labor table window. Note that this action is available only when a work plan
exists and the work order has a status of APPR or greater but is not yet in History.
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To copy a row to the Labor table, use one of the methods described in Copy
Methods, above. To leave the dialog box without taking any action, click the
Cancel button.
USING THE ACTUALS/MATERIALS TAB

Actions
Reserved Items
This action displays the Select Reserved Items dialog box. This dialog box lists all
the items specified in the work plan for the current work order. All fields are readonly. However, you can copy items into the Materials table window. Note that this
action is available only when a work plan exists and the work order has a status of
APPR or greater but is not yet in History.
To copy a row into the Materials table, use one of the methods described in Copy
Methods, above. To leave the dialog box without taking any action, click the
Cancel button.
Negative Availability Dialog Box
When copying from the Select Reserved Items dialog box to the Materials table
window, MAXIMO checks the quantity of each item to see if it would cause the
current balance to drop below zero at the location specified. If it would, the
Negative Availability dialog box may appear. (Your system administrator may
have hidden this dialog box during Application Setup.) When you click OK, you
return to the Material tab, where you can change the quantity value or proceed.
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USING THE ACTUALS/TOOLS TAB

Planned Tools
This action displays the Select Planned Tools dialog box. This dialog box lists all
tools in the work plan for the current work order. All fields are read-only. You can
copy tools listed here into the Tools table window. Note that this action is
available only when a work plan exists and the work order has a status of APPR
or greater but is not yet in History.
To copy a row into the Tools table window, use one of the methods described in
Copy Methods. To leave the dialog box without taking any action, click the
Cancel button.
FAILURE REPORTING TAB

Use the Failure Reporting tab in Work Order Tracking to record and view
equipment and location problems, causes, and remedies. This data enables you to
identify trends and isolate probable causes of breakdowns.
WORK REQUESTS APPLICATION

Use the Work Requests application to create corrective work orders if you are
non-maintenance personnel. The Work Requests application offers many of the
same features as Work Order Tracking, but the main tab has fewer fields for
simpler entry of work orders.
NOTE: The default setup for the Work Requests application shows the Work
Request tab and a subset of the fields you see in Work Order Tracking.
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Since this application is likely to be customized at your site, it may

look different than it is described here.
WORK REQUESTS APPLICATION TABS

The Work Requests application is comprised of one tab:
Work Request Create, view, and modify work orders.
QUICK REPORTING APPLICATION

Use Quick Reporting to create or report on open work orders or small jobs. You
can enter actual labor and material usage information, or report events such as
equipment failures or downtime that do not involve maintenance department work.
This application contains a subset of fields available in Work Order Tracking, and
has probably been configured to meet the needs of your site.
QUICK REPORTING APPLICATION TABS

The Quick Reporting application is comprised of two tabs:
Quick Reporting
Linked Documents
Toolbar
In addition to the standard toolbar buttons, the following buttons are available in
the Quick Reporting application:
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Complete Work Order Displays the Complete dialog box, on which you
can change the status of the work order to Complete.
Close Work Order Displays the Close dialog box, on which you can close
the work order and send the work order record to history.
Report Equipment Downtime Displays the Report Downtime dialog box,

on which you can report operational or non-operational downtime for the
current piece of equipment.
Generate Follow Up Work Order
USING THE QUICK REPORTING APPLICATION

Creating a New Work Order
1. To create a new work order, click Insert. A work order number will be
automatically generated and displayed in the Work Order field, and (unlike
Work Order Tracking) the work order will automatically be assigned a status
of INPRG (in progress).
2. You can change the work orders status by using the Complete dialog box or
the Close dialog box (available from the toolbar), or by selecting Change
Status from the Actions menu.
3. A value is required in either the Location, Equipment, or GL Account field.
The Location and Equipment fields are hyperlinks to the Operating Locations
and Equipment applications, respectively. Click the Detail button in these fields
to display the Drilldown dialog box; you may enter a location or equipment
identifier directly, or copy one into the fields from the Drilldown. When you
enter identifiers in these fields, the corresponding location or equipment
descriptions are displayed in the read-only Description fields.
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You can click the Detail button on the GL Account field to display the GL
Account Navigator, from which you can select a GL Account code, if
necessary.
4. The Report Date field will display the current date, but you may edit it.
5. After entering required data, you can enter any actuals data you wish, using
Insert/New Row or simply clicking in the appropriate fields to add rows to the
appropriate tables.
6. If a failure class has been specified for a location or piece of equipment, you
can make a failure report by clicking the Failure Codes button and selecting the
appropriate failure codes.
7. If the work order is for a piece of equipment, you can enter meter readings in
the Meter 1 (and, if displayed on your screen, Meter 2) fields. These fields
display the last reading and reading date, regardless of whether they were
entered on the current work order.
8. You can also report equipment downtime using the Report Downtime action.
Reporting on an Open Work Order

To report on an open work order, enter the work order number in the Work Order
field, or query on any of the available fields to retrieve it.
In the Actual table windows, you can enter data directly or copy it from the Select
Planned Labor, Select Reserved Items, or Select Equipment Spare Parts dialog
boxes. These are accessed by clicking the Plan Labor, Reserved Items, and
Equipment Parts buttons. These buttons correspond to the actions listed on the
Actions menu.
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WORK MANAGER APPLICATION

The Work Manager application allows you to specify which labor you want
applied to specific work orders at specific times. You can use the Work Manager
to dispatch one or more laborers to top-priority jobs on an as-needed basis, and
even interrupt other jobs to make labor available for more crucial work. Work
Manager has two main methods functioning. It can be used in Dispatching mode
or in Planning mode.
In Dispatching mode, Work Manager can be used by dispatchers and/or workers
who self-dispatch themselves to a job. When using Dispatching mode, assignments
are intended to be carried out as soon as possible. MAXIMO begins tracking
labor time on the job from the time you use the Start button on the tool bar to start
the assignment. This default calculation of labor time can be revised when the
work is reported as finished. To use the Work Manager in Dispatching mode,
choose Dispatching on the Work Manager Criteria dialog box.
In Planning mode, you make labor assignments for work on shifts other than the
present one, and/or for work on future days. MAXIMO does not provide the Start,
Interrupt, and Finish tools that are available in Dispatching mode. To use the
Work Manager in Planning mode, choose Planning on the Work Manager Criteria
dialog box.
WORK MANAGER APPLICATION TABS

The Work Manager application is comprised of two tabs:
Work Order The Work Order tab is used to create work orders and assign
labor to work orders. It is also used to review outstanding work orders, add or
modify information on work orders, and assign labor to them.
Linked Documents View documents associated with work orders.
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Toolbar
In addition to the standard toolbar buttons, the following toolbar buttons are
available from the Work Manager application.
Assign Labor Displays the Assign Labor dialog box (in Central
Dispatchingmode) or the Assign Individual dialog box (in Self-Dispatching
mode).
Start Labor Assignment
Interrupt Labor Assignment Displays the Interrupt Assignment dialog box,

which can be used to interrupt the use of labor on a work order so that it is
available for another assignment. You can also use this action to specify a
different status for a labor requirement. (Interrupt is only available in
Dispatching mode.)
Finish Labor Assignment Select this button to display the Finish

Assignment dialog box, which you use to record as finished some or all labor
assignments on the work order. If all assignments are recorded as finished and
if there are no remaining requirements for the work order, this also completes
or closes the work order. (The Finish dialog box is only available in
Dispatching mode.)
Go to Work Order/Labor List Displays the Work Order/Labor List table

window.
NOTE: In the Work Manager application, as in other applications for records

that require an approval process (purchase requisitions and purchase
orders), the fields are open to change until the record is approved
(APPR). Any exceptions to this rule are noted in the field descriptions
available in on-line Help. Once the work order is approved, these
fields become read-only. Since Work Manager inserts work orders with
a status of approved (APPR), some fields may become read only
when you save a new work order. CENTRAL DISPATCHING
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Finishing Assignments, Closing Work Orders

Choose Finish Assignment, or click the Finish toolbar button, to display the Finish
Assignment dialog box, which you use to report that one or more work order
requirements are completed. (Finish is only available in Dispatching mode.) If you
record all requirements as complete, this action also completes or closes the work
order, depending on which radio button you choose on the dialog box. Depending
on the mode from which you select Finish, there are some differences in which
requirements are displayed in the dialog box.
Selecting Finish from the main Work Manager application will display all
requirements for the current work order. You can report any or all requirements as
finished. Finishing an assignment results in actual labor hours being recorded in
the Actual Labor table window. By default, the labor time is figured as the
duration from the start date/time (that is, the time the assignment was made) to the
finish date/time. These fields can be edited on the Finish dialog box to provide a
more accurate picture of actual labor time, if you want.
Selecting Finish from the Work Order List will display the dialog box showing
only the highlighted rows from the Work Order List, even if there are other
assignments for the work order(s).
Similarly, selecting Finish from the Labor List will display the Finish dialog box
displaying only the labor assignments highlighted in the Labor List.
Actions Menu
Assign Labor (Self-Dispatch Mode)
In Self-Dispatch mode, choose Assign to display the Assign Individual dialog box,
used to assign one labor code to a work order or a set of work orders. To use the
Work Manager application in Self-Dispatch mode, deselect the Centralized
Assignments check box on the Define Preferences dialog box.
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The default value for the Labor Code field is the log-in name, but you can edit this
field. The entry in the Labor Code field must be a valid labor code for the
assignment to be accepted. This means that if you wish to use the default log-in
name for self-assignment, you must be sure that name is entered in Labor as a
valid labor code.
The default value for the Date field is the current date and time, but you can edit
this field. By default, the Current Record button is selected. To assign a labor code
to multiple work orders, choose Selected Records. Choosing OK assigns the
specified labor code to all work orders in the current result set.
The Assignment Options dialog box is displayed when you click OK under the
following conditions:
The work order has one or more craft requirements listed, but the craft of the
labor code does not match any of them.
There is already at least one assignment for the work order, and there are no
unassigned craft requirements listed.
Note that if you are assigning the labor code to multiple work orders, MAXIMO
will check each one to see if the Assignment Options dialog box should be
displayed, and can display the dialog box several times, for different work orders.
The Assignment Options dialog box operates the same in Self-Dispatch mode as it
does for an individual labor code in Centralized Dispatch mode.
If no craft requirements are listed, and there is no existing labor assignment,
MAXIMO assumes that this assignment matches the need and the Assignment
Options dialog box is not displayed.
The Work Manager application Assign action is the only Assign action that can be
used to assign labor to a new work order while you are still in Insert mode.
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Interrupt Assignment
Displays the Interrupt Assignment dialog box, which you can use to interrupt
(cancel or postpone) the assignment of one or more labor codes currently assigned
to the current work order. This makes the labor available to be assigned to other
work orders.
NOTE: Interrupt Assignment is only available in Dispatching mode.
When you display the dialog box, all labor currently assigned to the work order is
selected (highlighted) by default. If you want to interrupt all labor, simply click
OK and all selected labor codes are interrupted and available for assignment. You
can also select or deselect any labor code for interruption. To select multiple codes
for interruption, press the [Shift] key while clicking each row you want to select.
By default, the status of those labor assignments reverts to WAITASGN, and the
time the labor spent on the job is recorded in the Actual Labor table window. The
actual labor time is calculated as the time from the assignment to the interruption,
which defaults to the current date and time. You can edit the Start Date and/or the
Interrupt Date fields if you want. Note that if you do not want the time from the
original assignment to the interrupt time to be recorded as actual labor hours, you
should change the Start Date or Interrupt Date field entry.
The interrupted labor code(s) will now appear on the Labor List without an
associated work order, and will be listed and available for selection when you
choose Assign Labor or click the Assign button.
The interrupted labor codes will also be listed in the Actual Labor table window
on the Work Manager application, with the associated Hours field entry
determined from the Start and End fields on the Interrupt Assignment dialog box.
You should check the Start and End fields before clicking OK to be sure they
represent the correct actual labor time.
You can use the WO Status field to display a drop-down list of work order
statuses (and their synonyms, if any). You can select one of these to be the new
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status of the work order(s) being interrupted. You need to have signature security
to grant the selected status in order for this action to be available. If the WO
Status field is left blank, the status of the interrupted work order(s) will not
change.
Note that only work orders currently having a status that matches a status in the
list will change. That is, you can change an approved (APPR) work order to
waiting for materials (WMATL), or a WMATL work order to in progress
(INPRG). You cannot change a completed (COMPL) work order to any of the
statuses, nor change any status work order to COMPLCOMPL is not in the
drop-down list, so is not a work order status eligible to be changed to or changed
from.
Use of the WO Status field to change work order status can be useful for someone
dispensing inventory; you can change an approved work order to WMATL if
needed items were unavailable, then change that work order to APPR or INPRG
when the items come in.
You can display the Interrupt dialog box even if there are no assignments, just
requirements specified. You can make an entry in the Schedule Date field to
indicate when the work order should be rescheduled. This can relocate the work
order in the Work Order List so that it is likely to be near the top of the list when
the required labor is available for assignment, the next day, for example.
Finish Assignment
Displays the Finish Assignment dialog box, which you use to record one or more
labor codes as finished on the current work order.
The hours are recorded in the Actual Labor table window. By default, the dialog
box appears with all labor requirements selected. If all listed labor requirements
are recorded as finished, the work order is also completed or closed, depending on
the Work Order group box setting.
NOTE: Finish Assignment is only available in Dispatching mode.
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Click OK to record the highlighted labor codes as complete, with the duration to
be calculated from the date and time in the Start Date and Completion Date fields.
The Completion Date field defaults to the current date and time, but you can edit
it; you can also edit the Start Date field. Labor time is calculated from the start
date and time to the completion date and time. You can enter a note in the Memo
field. Note that it is possible to finish a listed requirement even if there is no
associated assignment.
Click Cancel to close the dialog box without taking any action. Click the Defaults
button to return the Work Order and Copy Estimates to Actuals group box
settings to their defaults.
If the work order has a work plan (specified in Work Order Tracking), you have
the choice of copying the applicable labor, materials, and tools estimates to the
Work Order Actuals tables.
View Submenu
View Equipment Spare Parts
The View Equipment Spare Parts action displays the Select Equipment Spare
Parts dialog box.
This dialog box displays the items listed on the Subassemblies and Spare Parts tab
for the piece of equipment referenced in the work plan. Any items listed here were
specified via the Subassemblies and Parts tab in the Equipment module or the
Where Used tab in Inventory.
This action is available only when the work order has a status of WAPPR (waiting
for approval). By default, items for the current piece of equipment are listed, but
you may enter any valid ID in the Equipment field and that equipments items will
be listed. This action is also available as an on-screen button (Equip Parts).
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To copy a row into the Plans/Materials table window, use one of the methods
described above. To leave this dialog box without taking any action, click the
Cancel button.
View Planned Labor
Displays the Select Planned Labor dialog box, which lists all labor specified in the
work plan for the current work order. You can also click the Plan Labor button to
display the List Planned Labor dialog box.
All fields are read-only. However, you can copy rows from this dialog box into the
Actuals/Labor table window. Note that this action is available only when a work
plan exists and the work order has a status of APPR or greater but is not yet in
History.
To copy a row to the Actuals/Labor table window, use one of the methods
described previously in Copy Methods. To leave the dialog box without taking any
action, click the Cancel button.
WORK ORDER LIST/LABOR LIST

The Work Order List/Labor List Table Window displays Work Orders and Labor
Codes. Use the Define Filter dialog box to determine which records are included in
the list. Use this table window to match labor with work orders.
Toolbar
Most of the Work Order List/Labor Lists actions are available via toolbar
buttons, as well as from the Actions menu.
NOTE: All fields on the Work Order List table window are read-only; you
cannot add work orders or modify them via this screen.
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USING THE WORK ORDER LIST/LABOR LIST

Actions
Work Order List submenu
Select Work Order List Rows
Used to select one or more work orders from the Work Order List. If you choose
Select with a single work order in the Work Order List highlighted, that work
order will be displayed in the Work Manager application. If you select multiple
work orders then choose Select, those work orders become the result set of work
orders for Work Manager.
You can also double-click a row in the list to select and display that work order in
the Work Manager application.
Match Labor List to Work
Choose this action to temporarily filter the Labor List so that it displays only labor
codes with the particular location group code and crafts that match those of the
work order requirement highlighted in the Work Order List.
The Match Labor List to Work action is available only when both the Work Order
List and the Labor List are open, and when a single row is highlighted in the Work
Order List.
Match Labor List to Work is a handy way to temporarily restrict the Labor List to
showing only labor codes that match the selected Work Order List requirement.
You can then select any row from the Labor List and assign it to the highlighted
work order requirement, knowing the labor matches the requirement.
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The next time the Labor List is refreshed (either automatically or by clicking the
Labor List Refresh button), the temporary filter will no longer be in place, and it
will again show the labor specified by the Labor Selection Criteria settings.
Refresh Work Order List
Immediately refreshes the Work Order List; that is, it causes the Work Order List
to be updated from the database. This operates just as does the automatic refresh,
which is configured in the Setup dialog box.
Sort Work Order List By Submenu
The Sort By submenu presents six different ways to sort the Work Order List
rows. The sort method currently being used has a check mark next to it. To choose
a different sort method, click or otherwise highlight the desired sort.
Priority
Sorts and displays the work orders or work order requirements in the Work Order
List by descending order of work priority. This is the default sort method.
Respond By
Sorts and displays the Work Order List in ascending order of the Respond By
time; the work orders with the least time left to respond are at the top of the list.
Location
Sorts and displays the Work Order List alphabetically by location group. Within
each location group, work orders are sorted by the work priority.
Equipment
Sorts and displays the Work Order List by equipment number, in ascending order.
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Work Order
Sorts and displays the Work Order List by work order number, in ascending order.
Craft
Sorts and displays the Work Order List by craft code, i.e., by requirement.
Reschedule Assignment
Displays the Reschedule Assignment dialog box, which you can use to reschedule
existing assignments to another time or date or shift, or to reassign work to a
different labor code, or both. Select one or more assigned requirements from the
Work Order List then choose Reschedule Assignment to display the dialog box.
Split Assignment
Displays the Split Assignment dialog box, which you can use to divide single labor
requirements or assignments into multiple assignments; it lets you divide up
assigned or unassigned work.
Delete Assignment
Displays the Delete Assignment dialog box, which you can use to delete one or
more of the labor assignments highlighted in the Work Order List.
Labor List submenu

Select Labor List Rows
Used to select one or more rows from the Labor List for display in the Work
Manager application. Note that there must be an entry in the Work Order field for
the row to be included.
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If you click the Select button with a single row in the Labor List highlighted, that
work order will be displayed in the Work Manager application. If you select
multiple work orders then click Select, those work orders become the result set of
work orders for Work Manager; you are returned to the Work Manager
application where the first selected work order is displayed.
Match WO List to Labor
Choosing this action temporarily filters the Work Order List so that it displays
only work orders or requirements that match the location group code and craft of
the highlighted row in the Labor List.
The Match WO List to Labor action is only available when both the Work Order
List and the Labor List are open, and when a single row is highlighted in the
Labor List.
Match Work Order List to Labor is a handy way to temporarily restrict the Work
Order List to show only craft requirements that match the selected labor codes
craft and location group. You can then select any row from the Work Order List
and assign it to the highlighted labor code, knowing the labor matches the
requirement.
The next time the Work Order List is refreshed (either automatically or with the
Work Order List Refresh button), the action will no longer be available, and the
Work Order List will again show the work orders or requirements specified by the
Work Selection Criteria settings.
Refresh Labor List
Immediately refreshes the Labor List; that is, it causes the Labor List to be
updated from the database. This operates just as does the automatic refresh, which
is configured in the Setup dialog box.
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Modify Labor Availability

Displays the Modify Labor Availability dialog box. Use this dialog box to add
labor codes to the Labor List. By default, the Add/Modify Labor table window
shows all labor codes not in the current Labor List, either because they are on a
shift or in a location group not included in the Labor List, or because they were
removed from the Labor List with the Remove Labor action.
The Labor Selection Criteria group box lets you further limit the Modify Labor
Availability list. You can limit the labor codes to those belonging in a single
location group by specifying that location group in the Location Group field. You
can type in the location group, or choose it from the drop-down list. Similarly, you
can filter the list to see a single craft, location, or type. You can use any single
field, or use any combination of fields to filter the list. Once youve specified how
you want to filter the list, click Refresh to refresh the list according to your
specifications. (Any unsaved table window changes will be lost.)
The Include Labor Not in Current Labor List check box is checked by default;
only labor codes not presently in the Labor List are shown in the dialog box. If
you uncheck the box and choose Refresh, the Add/Modify Labor list will show
labor codes that are in the Labor List as well as those not in the Labor List, as
long as they meet any limitations you have specified in the Labor Selection
Criteria group box.
To add labor to the Labor List, highlight one or more rows and choose Add to
Labor List. The added labor will stay in the Labor List until the end of the shift.
You can also edit most fields of the records in the Modify Labor Availability list
(the Labor Code, Location Group, and Shift fields are read-only). If you click
Save, the changes will be saved to the labor record.
NOTE: If you change the Calendar column for a labor code on the Add/Modify
Labor dialog box, that can cause a permanent change of shift for that
person, and he or she will be permanently added to the specified
calendar/shift, and removed from the previously specified one. If that
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change of shift means the labor code should be added or deleted from
the Labor List, it will be added or deleted as appropriate.
Click Close to close the dialog box.
Assign Labor
Use this action or click the Assign toolbar button to assign a labor code to a work
order. If you highlight a work order (with a labor requirement) in the Work Order
List, then highlight a labor code whose craft matches the requirement, then choose
Assign, the labor is assigned to the highlighted work order. If the craft of the labor
code doesnt match the requirement, the Assignment Options dialog box is
displayed. You have the choice of adding a craft requirement, replacing the
existing requirement, or assigning the requirement to a different craft. You can
click Cancel to close the dialog box without taking action.
If you have checked the Assigned check box on the Criteria dialog box, the Labor
List will include labor codes currently assigned to work orders. You can assign
these labor codes to other work orders if you want. The labor code appears in the
Labor List once for each assignment.
If there is no work order highlighted in the Work Order List, choose Assign to
display the Assign Work Order to Labor dialog box.
Use this dialog box to assign the selected labor code(s) to a work order. The dialog
box shows work orders that have a requirement that matches the craft of the
highlighted labor code(s). A plus (+) in the status column at the left of the work
order number means that this work order has one or more requirements in addition
to the one matching the craft of the selected labor code. If no work order has a
craft requirement matching the craft of the highlighted labor, no work orders will
appear.
If you click OK and you have selected a labor code for which there is not a
matching requirement on the work order, the Assignment Options dialog box is
displayed. The work order number and selected labor code and craft are displayed.
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By default, the Add New Craft Requirement button is available. If you click OK,
the assignment is made, even though no craft requirement had been listed in the
Requirements and Assignments table window. This dialog box is also displayed if
you select more labor codes for assignment than match the requirements listed.
This feature allows you to make assignments directly, without first specifying the
craft requirements in the Craft field of the Requirements and Assignments table
window.
Note that if you are inserting a work order in the Work Manager application, the
Assign action chosen from the Labor List will not apply to the Work Manager
application work order. To assign labor to a work order while still in Insert mode,
you must use the Assign action in the Work Manager application.
Assigning Labor in Planning Mode
In Planning mode, its best to check the Assigned check box on the Labor
Selection Criteria dialog box, so that labor for the shift always appears in the
Labor List, whether assigned to work or not. MAXIMO calculates and displays in
the Available Hours field the number of unassigned hours remaining for the labor
codes on the specified shift. This lets you match requirements with labor codes
that have enough available hours for the work order. You can assign labor to
multiple work orders, each assignment reducing the available hours. Unassigned
labor shows available hours as the number of hours from shift start to shift end.
If you are in Planning mode, and make an assignment for a craft requirement that
is more than the labor codes remaining availability (e.g., assign someone to a
craft requirement of 12 hours, or assign someone to a requirement of 8 hours when
his Available Hours field reads 4.0), MAXIMO automatically displays the Split
Planned Assignment dialog box.
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Start Assignment
Interrupt Assignment
Displays the Interrupt Assignment dialog box, which you can use to interrupt
(cancel or postpone) the current assignment of the labor code or codes highlighted
in the Labor List. The rows highlighted in the dialog box will be interrupted when
you click OK; unhighlighted rows will remain assigned. By default, the dialog box
is displayed with all selected assignments highlighted. If you want to interrupt all
labor, simply click OK and all selected labor codes are interrupted and available
for assignment. You can also select any single labor code for interruption, or select
multiple codes. To select multiple codes for interruption, depress the [Shift] key
while clicking each row you want to select.
NOTE: Interrupt is only available in Dispatching mode.
Interrupting labor makes it available to be assigned to other work orders. If only
one labor code was highlighted in the Labor List, it remains highlighted after you
interrupt the labor, so you can immediately assign it to another work order if you
want. Note that if you do not want that labor code assigned with your next
assignment, you should click the row to unhighlight it or click another row.
The status of the interrupted labor assignments reverts to WAITASGN, and the
time the labor spent on the job is recorded in the Actual Labor table window of the
associated work order. The actual labor time is calculated as the time from the
assignment to the interruption, which defaults to the current date and time. You
can edit the Start Date and/or the Interrupt Date fields if you want. Note that if
you do not want the time from the original assignment to the interrupt time to be
recorded as actual labor hours, you should change the Start Date or Interrupt Date
entry.
The interrupted labor code(s) will now appear on the Labor List without an
associated work order, and will be listed and available for selection when you
choose Assign Labor or click the Assign button.
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You can use the WO Status field to display a drop-down list of work order
statuses (and their synonyms, if any). You can select one of these to be the new
status of the work order(s) being interrupted. You need to have signature security
to grant the selected status in order for this action to be available. If the WO
Status field is left blank, the status of the interrupted work order(s) will not
change.
Note that only work orders currently having a status that matches a status in the
list will change. That is, you can change an approved (APPR) work order to
waiting for materials (WMATL), or a WMATL work order to in progress
(INPRG). You cannot change a completed (COMPL) work order to any of the
statuses, nor change any status work order to COMPLCOMPL is not in the
drop-down list, so is not a work order status eligible to be changed to or changed
from.
Use of the WO Status field to change work order status can be useful for someone
dispensing inventory; you can change an approved work order to WMATL if
needed items were unavailable, then change that work order to APPR or INPRG
when the items come in.
Finish Assignment
Displays the Finish Assignment dialog box, which you use to record one or more
labor codes as finished on their respective work order(s). By default, the dialog
box appears with the labor codes selected on the Labor List highlighted in the
table window.
NOTE: Finish is only available in Dispatching mode.
ClickOK to record the highlighted labor codes as complete, with the duration to be
calculated from the date and time in the Completion Date field. The Completion
Date field defaults to the current date and time, but you can edit it. Labor time is
calculated from the start date and time to the completion date and time. You can
enter a note in the Memo field. The hours are recorded in the Actual Labor table
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Work Orders
window of the associated work order. If no outstanding requirements remain for

the associated work order, the work order is also completed or closed.
Choose Cancel to close the dialog box without taking any action. The Defaults
button returns the Work Order and Copy Estimates to Actuals group box settings
to their defaults.
If the work order had a work plan (specified in Work Order Tracking), you have
the choice of copying the applicable labor, materials, and tools estimates to the
work order Actual Usage tables. The default is to use the work type defaults.
There are settings in Application Setup that specify default estimates for each
work type (corrective maintenance, emergency maintenance, etc.), to be copied to
the actual usage tables, in cases where a work plan exists.
The Copy Estimates to Actuals group box lets you specify whether to use those
work type defaults, or whether to copy only certain work plan estimates, or all
work plan estimates, to the actuals, no matter what is copied to actuals based on
the work type default settings in Application Setup.
Finishing labor makes it available to be assigned to other work orders. If only one
labor code was highlighted in the Labor List, it remains highlighted after you
record the labor as finished, so you can immediately assign it to another work
order if you want. Note that if you do not want that labor code assigned with your
next assignment, you should click the row to unhighlight it.
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WORK ORDER REPORTS

The following reports are available in the Work Orders module.
Daily Maintenance Schedule by Supervisor Report

Lists a schedule of all open work orders for a specified date, by supervisor. The
report lists the work order number and description, the location, equipment
number, the scheduled start time and duration, priority, and estimated craft usage.
Equipment Cost Rollup Report

This report rolls up equipment costs incurred since the date the report was last
run. It rolls costs up through all equipment hierarchies to their top levels. The
reports output is a statement that the rollup report was completed successfully.
Delinquent Work Order Report

Lists all unclosed work orders whose target completion date is earlier than the date
the report is run. This report also includes days overdue, estimated hours, and
actual hours logged.
Estimated vs. Actual Work Order Costs Report

Lists a cost summary of outstanding work orders. The report displays estimated
and actual costs for each work order by tool, labor, and material, and provides
grand totals for these costs for all work orders combined.
Response and Repair Performance Analysis by Location Report

Lists the mean time to respond and the mean time to repair for all work orders at
the specified location over the specified time frame. Work orders are broken out
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by work type (corrective maintenance, preventive maintenance, etc.), and the

number of work orders of each type is provided.
Weekly Maintenance Schedule by Craft Report

Lists a schedule of all open work orders for the specified week, by craft. For each
work order, for each craft, the report lists the work order number and description,
the priority, the location, the equipment number, the scheduled start and finish, an
alternate indicator of target date use, the duration, and the total craft hours.
Diagnostic Work Order Report

This report can be substituted for the Standard Work Order report. It is a
diagnostic report that, depending on the type of work order, provides a failure
history for the piece of equipment being worked on. If the work order is work type
EM (emergency maintenance) and it doesnt contain any operations, the report
displays diagnostic information about similar failures on that piece of equipment.
The purpose is to give the assigned maintenance person failure history information
to better diagnose and troubleshoot the problem. If the work order isnt type EM,
or it has operations, the report prints the standard work order output. To set this
report up as your standard work order report, rename it WOPRINT.SQR after
saving the original WOPRINT.SQR under another name.
Work Order Material Check

Calculates the storeroom balance expected at the time the work order starts using
reservations and expected receipts. It reports on whether or not the expected
balance will be sufficient for the planned materials for the current work order.
Standard Work Order Report

Provides a way for a maintenance department to print all outstanding work orders.
Each work order specifies the location, the equipment, work type, priority, and
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other general information, and details the work plan, listing operations and the
estimated labor, items, and tools required to complete the work. Areas are
provided on each work order to enter actual labor, item, and tool usage.
Work Order Status Change Report

Lists all work orders, grouped by supervisor, whose status has changed within the
past seven days. The report lists the work order number, description, status, status
change date, equipment number, location, lead craft, and target completion date.
Employee Job Assignments Report

Lists labor codes that have job assignments for the specified date or date range.
The report is sorted by craft, with the labor code and name listed, followed by the
work order(s) to which that person is assigned. The report shows the work order
number and description, the location, the equipment number, the start date/time,
and the estimated hours.
Daily Work Order Assignments Report

Lists work orders that have labor assignments for the specified date. For each
work order, the work order number and description, location and description,
equipment number and description, and the scheduled start date are listed. The
labor assignment information for each work order shows the labor code and name,
the scheduled start date/time, and the estimated hours, for each assignment.
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CHAPTER 8
PREVENTIVE MAINTENANCE
OVERVIEW
Many locations and pieces of equipment require periodic maintenance to ensure
uninterrupted efficiency and to guard against breakdowns. You can use the
Preventive Maintenance (PM) application to create PM records and generate work
orders from them. PM records are templates that contain job plan and scheduling
information for your work assets. You copy this information to other PM records
or to work orders you generate from the PM records. A PM record specifies work
to be performed regularly based on elapsed time or on meter readings that may
indicate service hours or mileage. You can set up a PM record for either a piece of
equipment or a location, but not both.
Master PM records are templates for other PM records, called associated PM
records. You can create associated PM records from master PM records, or make
associations between existing PM records. Use the scheduling information on a
master PM record to update its associated PM records.
You can use non-master and associated PM records to generate work orders. You
can also organize non-master PM records into PM hierarchies, from which you
generate corresponding work order hierarchies. Once generated, preventive
maintenance work orders are processed in Work Order Tracking, Work Requests,
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Quick Reporting, or the Work Manager. You can also use a PM record in
Condition Monitoring.
To display the Preventive Maintenance application, choose Preventive
Maintenance from the PMs icon on the Main Menu.
NOTE: The MAXIMO Scheduler is an optional software package that also
enables you to schedule work orders based on the availability of the
resources required to complete them. Refer to the MAXIMO Scheduler
Users Guide for more information.
Preventive Maintenance and Other MAXIMO Modules

The Preventive Maintenance module interacts with several other modules.
Preventive Maintenance and Job Plans

When creating a PM record, you specify one or more job plans (which are created
in the Job Plans module). You may associate a single job plan with a PM record,
or you may specify a job plan sequence for the PM record.
Preventive Maintenance and Equipment

Each PM record must specify the equipment or the location on which work is to be
performed. You can also add Routes to a PM.
Preventive Maintenance and Work Orders

PM records generate work orders at whatever frequency you specify. The
generated work order contains a field indicating the PM record on which it is
based. Once the work order is created, MAXIMO treats it like any other work
order. You can change its status, report actual material, labor, and tool usage, and
perform every other work order function.
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Preventive Maintenance
PREVENTIVE MAINTENANCE TABS

The Preventive Maintenance application is comprised of the following tabs:
PM Create PM records and associate them with equipment, locations, or GL

accounts.
Frequency Enter scheduling criteria to use when generating work orders.
Job Plan Sequence Build sequences of job plans and associate them with
PM records.
PM Hierarchy Build PM hierarchies to generate scheduled work order

hierarchies.
Master PM Create PM scheduling templates and insert and update

associated PM records.
Linked Documents View documents associated with PM records.
Toolbar
In addition to the standard toolbar buttons, these toolbar buttons are available
from the Preventive Maintenance application:
Generate WO Displays the Generate Work Order dialog box, which allows
you to generate work orders from PM records.
View Job Plan Sequence Displays the View Sequence dialog box, for
viewing the job plan sequence assigned to a PM. This button is active only on
the Job Plan Sequence tab.
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Define Filter Dialog Box

The Define Filter Dialog box is available from the Setup menu in Preventive
Maintenance. Use this dialog box to change the default set of records you see on
the PM tabs. By default, MAXIMO shows only top-level PM records when you
query for records by selecting View/PM List, Navigate/Next PM, and
Navigate/Previous PM.
Restarting a Job Plan Sequence

If you want to restart an entire job plan sequence, change the First Start Date field
(on the Frequency tab) to tomorrows date (the current date + 1). This will
automatically reset the Counter field to 0.
Alternatively, you can use Actions/Set PM Counter on the Frequency tab. This
action displays the Set PM Counter dialog box. You may want to use this dialog
box to assign a specific job plan from a sequence of job plans.
PREVENTIVE MAINTENANCE REPORTS

The following report is available in the Preventive Maintenance module.
Projected PM Labor Requirements

This report lists the labor requirements, in work hours, for each craft for PM
records due to be generated over the next six weeks. Total work hour requirements
for all crafts for each week and for each craft for all weeks are also listed.
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PLANS
JOB PLANS
Overview
A job plan is a detailed description of work to be performed on a job. A job plan
typically includes procedural descriptions and lists of estimated materials, items,
labor, and tools to be used on the job. You can think of a job plan as a template
available for assignment to work orders.
When you assign a job plan to a work order, its resource estimates and operations
are copied into a work plan for the work order. You can modify a work plan so
that its procedures, items, labor, and tools are more specific to the work order than
the original job plan might be. In this way you are able to use a job plan as your
starting point, modify the work plan for the work order, and leave the original job
plan (the template) as it was.
Each job plan can be divided into a sequence of operations, or numbered tasks,
which need to be performed to complete the job plan. You can assign the
operations number to any estimated items, labor, and tools that are associated
with the operation. This is helpful if you want to report and track information by
operation.
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The View Totals action displays estimated totals for materials, labor, and tools
used on the current job plan. MAXIMO retrieves the most current rates and costs
from the database to ensure that your estimates are as accurate as possible.
Select the Job Plans icon from the Main Menu screen to invoke the Job Plans
application.
Job Plans and Other MAXIMO Modules

Job plans draw on data stored in a variety of tables, and are used in several
modules.
Material, labor , and tool estimates in a job plan draw on data that is entered in
the Inventory, Labor, and Resources modules, respectively.
The job plans you create are referenced in work orders (Work Orders module),
PM masters (Preventive Maintenance module), and Routes (Equipment
Module).
Job Plan Tabs

The Job Plans application is comprised of the following tabs and subtabs:
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Job Plan To create, modify, or delete a job plan record. This tab displays
basic information about the job plan, and is the tab on which you specify the
job plan operations.
Labor maintains a list of labor and crafts for the job plan.
Materials maintains a materials list for the job plan.
Tools maintains a tool list for the job plan.
Work Assets To associate work assets and safety plans with job plans.
Plans
Linked Documents To view other documents associated with job plans
Toolbar
In addition to the standard toolbar buttons, the following toolbar button is
available from the Job Plans application:
View Totals Brings up the View Totals dialog box, in which you can view
the estimated totals for the current job plan record.
SAFETY PLANS
Overview
You must clearly associate safety requirements and procedures with work orders,
to fulfill regulatory requirements of agencies such as the Occupational Safety and
Health Administration (OSHA) and the Environmental Protection Agency (EPA)
in the US. You need to show that employees have been informed of hazards they
might encounter while performing work, as well as actions they need to take to
prevent accidents.
In the Job Plans application, you can develop step-by-step procedures to do a
particular type of work. In the Safety Plans application, you can define the safety
information necessary to follow a specific job plan on a work asset. You can then
associate defined safety plans with specific job plans in the Job Plans application.
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Safety Plan Tabs

The Safety Plans application is comprised of the following tabs:
Safety Plan To define safety plans and to view work assets associated with a
selected safety plan
Hazards and Precautions To define and view hazards associated with the
selected safety plan and to view precautions against those hazards that have
been defined in the Safety Precautions application
Hazardous Materials To define and view details about hazardous materials

associated with the selected safety plan
Tag Outs To view hazards defined for each work asset and tag out
procedures associated with each hazard
Linked Documents To view other documents associated with safety plans
SAFETY HAZARDS
Overview
The Safety Hazards application lets you define hazards that exist in the
workplace, associate preventive measures with these hazards, and connect the
hazards with more detailed information.
By defining a hazard you ensure that employees working with work assets are
notified of the potential dangers associated with the hazard. When you associate a
precaution or tag out procedures with a hazard, you enable the employee to reduce
or eliminate the risks involved with the asset. Use the Linked Documents tab to
associate the hazard with more information in the form of a word processing file, a
spreadsheet, or a web page.
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Plans
Safety hazards you define here can be associated with work assets in the
Equipment application or the Operating Locations application. Then, in the Safety
Plans application, you can define a set of safety information necessary to follow a
given job plan on a given piece of equipment or at a particular location. Finally, in
the Job Plans application, you can associate defined safety plans with specific job
plans.
Safety Hazards Tabs

The Safety Hazards application is comprised of the following tabs:
Hazards To indicate whether precautions or tag out procedures can be

associated with the selected hazard and whether there is hazardous materials
information for the hazard.
Precautions To associate previously defined safety precautions with the

hazard.
Tag Outs To view tag out procedures that have been associated with all
assets related to the hazard.
Linked Documents To view other documents associated with safety hazards.
SAFETY PRECAUTIONS
Overview
The Safety Precautions application lets you define safety precautions against
hazards in the workplace. You can then associate these safety precautions with
workplace hazards in the Safety Hazards application.
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When you define precautions and then associate them with workplace hazards,
you enable employees to reduce or eliminate hazards involved with workplace
operations. Using the Linked Documents tab, you can also associate the
precaution with more information in the form of a word processor file, a
spreadsheet, or a web page.
Safety Precautions Tabs

The Safety Precautions application is comprised of the following tabs:
Precaution To define safety precautions
Linked Documents To view other documents associated with safety

precautions
LOCK OUT/TAG OUT

Overview
A tag out procedure is designed to take work assets out of service or place them
back in service, when this is required to ensure a safe work environment.
You define a tag out procedure to eliminate a defined hazard on a specific piece of
equipment or at a specific location. To define a tag out procedure, you describe the
lock out operations needed to accomplish the tag out.
Lock out operations are steps in a tag out procedure. A lock out operation can
apply to any of the following:
Equipment listed in the Equipment application
Location listed in the Operating Locations application
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Plans
Description of a locking device not in either the Equipment or the Operating

Locations application
Description of an action to be taken, not referring to any device or asset
Lock Out/Tag Out Tabs

The Lock Out / Tag Out application is comprised of the following tabs:
Lock Out / Tag Out To create, modify, or delete tag out procedures
Linked Documents To view other documents associated with tag outs
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CHAPTER 10
EQUIPMENT
OVERVIEW
The Equipment module enables you to keep and update records of all your
equipment and operating locations. You can add new pieces of equipment to the
database, define relationships among pieces of equipment, enter and review meter
readings, enter and track equipment operating locations, and create systems of
these operating locations. You can also enter and review failure codes for use in
failure reporting. The Equipment module contains four applications:
Equipment
Operating Locations
Failure Codes
Condition Monitoring
When you create a work order, you can identify the piece of equipment or location
that the work order affects. MAXIMO tracks labor, tools, materials, and service
charges related to the equipment and/or location via transaction records.
MAXIMO maintains a complete maintenance history on equipment via work
orders, which helps you make decisions on replacing or repairing equipment. This
detailed level of reporting can save much time in analysis during an equipment life
cycle.
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All work orders must apply to a location, a piece of equipment, or a GL account.

MAXIMO lets you organize equipment into hierarchies and operating locations
into systems, to better monitor the history of work on those locations and the
equipment in them.
The Equipment application lets you create and maintain records of the equipment
at your site. You can specify the location of the equipment, and its vendor and
manufacturer. You can connect the equipment to an equipment hierarchy by
specifying which equipment it belongs to (its parent), and/or which equipment
belongs to it (its children).
The Operating Locations application lets you create records for the operating
locations of equipment, and provides a way to track equipment that might be used
in multiple locations. Operating Locations lets you specify the hierarchical
organization of all the equipment operating locations in your plant and arrange
them into a primary system. You can also organize locations into other systems.
The primary system can be used in conjunction with the Work Manager
application to select or plan work based on areas of responsibility. For example, a
plant might be divided into three location groupsCentral, East, and Westwith
a dispatcher or planner for each. In the Work Manager application, the dispatcher
or planner would specify to which location group(s) he or she wanted to assign
labor for work ordersCentral, East, or Westdepending on the dispatchers
area of responsibility or the day of the week.
The Failure Codes application provides a means of building failure hierarchies.
Failure hierarchies are used for reporting failure data on work orders; the
hierarchies help you track failure information in various ways. If you report
equipment failures over a significant period of time, you will be able to analyze the
data (via failure analysis graphs and other MAXIMO reports) to see if any
breakdown trends exist. Once you identify recurring problems, you can figure out
the causes and take preventive measures.
In the Condition Monitoring application you can set an unlimited number of
measurement points for each piece of equipment. These measurement points make
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it possible to determine if the equipment is operating within safe parameters (for

example, within the proper temperature range).
HIERARCHIES
Three of the four applications in the Equipment module use the concept of
hierarchies of elements or records. Family trees and organizational charts are
common examples of hierarchies. Family trees begin with a set of ancestors, and
extend into branches containing children, grandchildren, and so on. Organizational
charts have a president or CEO at the top, vice presidents at the next level, and
extend on down through directors, managers, etc.
Organizing equipment records, operating locations, and failure codes in such a
way lets you use specific functionality built into MAXIMO. To organize records
into hierarchies, you need to create parent-child relationshipsyou need to
specify which locations, for instance, belong to another location. For example,
Floor 1 and Floor 2 logically belong to Building A (and not vice versa). You
create these relationships via Belongs To or Parent fields and Children table
windows within the applications.
EQUIPMENT ASSEMBLY STRUCTURES

An equipment assembly structure, or EAS, is simply a hierarchical listing of
equipment records. An EAS is a logical organization of pieces of equipment into a
unit that reflects their physical connection. In addition to equipment, you can also
include inventory items or spare parts in an EAS. You can create equipment
assembly structures in the Subassemblies and Spare Parts application, or in the
main Equipment application. To organize an entire plant or site into locations and
systems, use the Operating Locations application.
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NOTE: If you were a MAXIMO user prior to release 4.0 and have your plant
or site organized into an EAS, you can use the same EAS with release
4.0.
EAS Elements
As shown below, there are three possible elements in an EAS: the top EAS
element, subassemblies, and inventory items or spare parts.
Top EAS Element
Spare Part
Subassembly
Spare Part
Equipment Assembly Structure
Top EAS Element

There is a single element at the top level of each EAS. Any equipment record
entered in the Equipment database and not specified as belonging to any other
equipment is a top-level EAS element.
If you are using both equipment hierarchies and location systems, it is best to keep
your equipment assembly structures relatively small and discrete, representing
actual physical units. In general, an operating locations hierarchy or system is
intended to be used to represent larger entities such as a whole building or facility.
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Equipment
Subassemblies
Subassemblies are entities that belong to another piece of equipment. A
subassembly can have one or more other subassemblies belonging to it. This type
of relationship is referred to as a parent-child relationship. A parent piece of
equipment can have one or more subassemblies (children) belonging to it, but a
subassembly belongs to only one parent.
Inventory Items or Spare Parts

You can also include inventory items or spare parts in an EAS. An item can
belong to any piece of equipmentthe top EAS element or a subassembly, or
both. Unlike individual pieces of equipment, spare parts can be entered multiple
times in an EAS. For example, both a motor and the motor housing might require
two half-inch nuts as parts; the nuts can be entered as spare parts for both pieces
of equipment. Use the Subassemblies and Spare Parts application to link or
attach spare parts to equipment.
LOCATION SYSTEMS
A system is an organization of locations. Establishing one or more systems of
locations allows you to build a logical model of the locations at your site.
Locations can be placed in more than one system. For example, Office2A might
belong to the primary system, as well as to the heating system and the electrical
system. Establishing such systems lets you track equipment as it moves from one
location to another, and lets you see how a work order could affect equipment,
locations, or systems beyond the specific equipment or location the work is to be
done on.
A system starts out as a hierarchy. A system becomes a network if any of its
locations has more than one parent, or if there is more than one top-level location.
A piping system might be organized as a network.
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NOTE: You specify the system to be used as your primary system via an option
in Application Setup. See the MAXIMO System Administrators Guide
for more information.
THE DRILLDOWN DIALOG BOX

When you select Open Drilldown from the Actions menu or choose the Drilldown
toolbar button, the Drilldown dialog box is displayed. On the Drilldown you can
view location or equipment information. You can switch back and forth between
the two views via the Location and Equipment buttons. On the Drilldown dialog
box you can locate and select any piece of equipment by drilling down through a
location hierarchy to a particular location and then viewing the equipment there, or
by drilling down through an equipment hierarchy.
If you have established equipment hierarchies and organized locations into location
systems, the Drilldown provides quick access to lots of useful information.
You can see the siblings and the children or subassemblies of a piece of
equipment.
You can see the parent of a piece of equipment, and view the equipments
ancestors, or path, to the top of the structure.
You can see what location a piece of equipment is in.
You can see the siblings, the children, the parent(s), and the path or flow for
locations.
You can see what equipment is in a given location.
You can see which systems a location belongs to, and so see what systems will
be affected by work on equipment in that location. This could show you, for
example, that both the electrical system and the heating system will be affected
by a work order on equipment in a location belonging to both systems.
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For a selected location or piece of equipment, you can see all open work orders
and PMs.
Having all this information available with just a few clicks of the mouse lets you
make smarter decisions on how and when maintenance work should be done and
how to most effectively deploy your resources., Keep in mind, however, that for
the Drilldown dialog box to be most useful you do need to invest some thought and
time on the following:
Organize equipment records into equipment hierarchies.
Create operating location records, and carefully organize them into one or more
systems via the Operating Locations application.
Specify the operating location for each piece of equipmentmove equipment

into locations; you can do this when equipment records are created, or you can
use the Move/Modify dialog box.
Displaying the Drilldown Dialog Box

The Drilldown dialog box is available not only in the Equipment and Operating
Locations applications, but also in several other applications in MAXIMO. In
general, it is available wherever you need to select a location or a piece of
equipment. There are a variety of ways you can display the Drilldown dialog box.
In most cases, you can click the Detail button on an Equipment or Location field
to display the Drilldown.
Displaying the Drilldown in Equipment and Operating Locations

In the Equipment and Operating Locations applications in the Equipment module,
in addition to clicking the Detail button, there are two other ways you can display
the Drilldown dialog box.
Choose Open Drilldown from the Actions menu.
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Click the Drilldown button on the toolbar.
When you choose Open Drilldown or click the Drilldown button, MAXIMO
always displays the Drilldown dialog box as if it had been called from the key
field of the Equipment or Operating Locations application (no matter what field
the cursor might be in). Click OK to return the selected equipment to the
Equipment field in Equipment; if the equipment has a location, the location is
returned to the Equipment applications Location field. In Operating Locations,
click OK on the Drilldown to return the selected location to the Location field.
When you are in a non-key equipment or location field in Equipment and
Operating Locations, you can use field-related methods to display the Drilldown
from that field.
Click the Detail button (or use [Ctrl] + [Enter]) on an Equipment or Belongs
To field.
Click the Detail button (or use [Ctrl] + [Enter]) on a Location or Belongs To
field.
Choose Value List from the Select menu with the cursor in an Equipment,
Location, or Belongs To field.
Choose Value List from the field menu (right mouse button click) of an
Equipment, Location, or Belongs To field.
Displaying the Drilldown in Other Applications

The Drilldown dialog box is also available from the Equipment and Location
fields in many other MAXIMO applications. You must be in an Equipment or
Location field to display the Drilldown.
NOTE: The Drilldown dialog box is displayed from Location fields by clicking
on the Detail button or choosing Value List when the expected value
for that Location field is an operating location. In some applications,
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some location fields display the Select Location dialog box or the
Select Inventory Location dialog box when the Detail button is clicked
or when Value List is chosen. When the expected kind of location is
other than an operating location, Select Location or Select Inventory
Location is displayed.
Similarly, there are a few instances in MAXIMO in which the Select
Equipment dialog box rather than the Drilldown is displayed from an
Equipment field. This usually happens when only a subset of equipment
identifiers (rotating equipment only, for example) are valid entries for
that Equipment field.
Icons Used on the Drilldown Dialog Box

A number of icons are used on the Drilldown dialog box, both within the white
drilldown area and also in the control area to the right of the display, where you
make choices that control how the Drilldown operates. Knowing what each of
these icons indicates is important if you are to understand the large amount of
information the Drilldown can display, and so make the most of this powerful tool.
Drilldown Area Icons

Every piece of equipment or location displayed in the Drilldown area has an
associated icon. To the right of the icon is the identifier and description of the
equipment or location. The icons and what they mean are shown below.
This is a location; the plus sign (+) at the left means this
location has one or more child locations in the selected
system. You can click the Detail button on this location to
display the children.
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This is a location; the minus sign () at the left means this

location has no child locations beneath it in the selected
system.
This is a piece of equipment; the plus sign (+) at the left
means this equipment has one or more children
(subassemblies). You can click the Detail button on this
equipment to display the children.
This is a piece of equipment; the minus sign () at the left
means this equipment has no children (subassemblies) in
the hierarchy.
Control Area Icons

In the control area to the right of the Drilldown area, icons can appear next to the
Equipment button label, and next to the System field. When a location is selected,
an icon appears next to the word Equipment when equipment is in that location,
and gives some information about the equipment.
When the System radio button is selected, an icon appears next to the selected
system name to indicate whether the system is hierarchical or networked. In the
location view, a system icon is always present next to the selected system name.
Equipment Icons
There are three equipment icons that give you information about the equipment in
a location. Note that a location must be selected before an icon can appear next to
the word Equipment.
(No icon)
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There is no equipment directly associated with the

location highlighted in the drilldown; that is, no
equipment record names this location in its Location field.
Equipment
There is one piece of equipment at the highlighted

location, and it has no children.
There is one top-level piece of equipment at the
highlighted location and it has at least one child piece of
equipment.
There is more than one top-level piece of equipment at the
highlighted location.
System Icons
When you click the System button, an icon next to the system name indicates the
type of system.
The selected system is a hierarchical system.
The selected system is a network system.
Viewing Locations and Viewing Equipment

The Drilldown dialog box displays either locations or equipment at any one time.
The tabs tell you which is the current view. You can switch back and forth
between the location view and the equipment view by clicking the Equipment and
Location tabs.
When you first display the Drilldown, the view defaults to either the equipment
view or the location view depending on how and from where the Drilldown was
called. MAXIMO uses the information you have provided in on-screen fields, and
which field (a Location field or an Equipment field) you called the Drilldown
from, to determine the most appropriate viewequipment or locations.
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In general, if you display the Drilldown from an Equipment field containing an

equipment number, you will initially see the equipment view; if you display it from
a Location field, you will initially see the location view.
Viewing Locations
When the View Locations tab is selected, the drilldown area shows locations.
When the Drilldown dialog box is initially displayed, the locations view is shown
by default (and the Locations button is highlighted) in the following cases:
When you choose the Open Drilldown action or click the Drilldown button on
the Operating Locations application.
When you display the Drilldown (via the Detail button or Value List) from a
Location field, either empty or with a location in it.
When you display the Drilldown from an Equipment field, and both the
Equipment and Location fields are empty, or there is no Location field on the
screen. When this is the case, the location view is displayed even if the
Drilldown is called from an empty Equipment field because it is presumed the
most efficient way to locate a piece of equipment is via the location hierarchy.
If the Drilldown comes up with the location view shown and you want to see
equipment at a location, select the location and then click the Equipment button.
See Switching Between the Location and Equipment Views for more information.
The location that is initially displayed will either be the location in the on-screen
Location field or the top-level location in the primary system.
In general, the location from the screen is displayed when it belongs to a system. If
it doesnt belong to a system or the field is empty, the top-level location in the
primary system is shown.
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NOTE: The system you use for your primary system is established in
Application Setup. See the MAXIMO System Administrators Guide for
information on specifying the primary system.
The following criteria determine which location and which system are shown:
If the Drilldown is displayed from a Location field with an entry in it, that
location is shown when it belongs to a system. The primary system is
highlighted in the System list if the location belongs to that; another system is
highlighted if the location belongs to one or more other systems, but not to the
primary system.
If the Drilldown is displayed from a Location field with an entry in it, but that
location doesnt belong to any system, the top-level location in the primary
system is shown.
If the Drilldown is displayed from an empty Location field, the top-level

location in the primary system is shown.
If the Drilldown is displayed from an empty Equipment field, and the Location
field is also empty, the top-level location in the primary system is shown.
Drilling Down the Location Hierarchy

You can drill down through the location hierarchy by clicking the Detail button on
a location. Click the Detail button to display the children of that location, indented
beneath the parent. The icon associated with a location tells you whether or not it
has children: a plus sign (+) means the location has children. (Nothing happens
when you click the Detail button on a location without children).
You can follow a branch of a location hierarchy to the bottom of that branch or to
the specific location you are looking for. Click the Detail button on a location,
then on one of its children, and so on. When you have found the location you are
looking for, select it and click OK on the Drilldown dialog box to return it to an
on-screen location field.
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Expanding and Collapsing the Location Hierarchy View

Click the Detail button on an icon with a plus sign (+) next to it to display the
children of that location (or of the equipment, in the equipment view). You can
expand your view of the hierarchy more and more by clicking the Detail button on
locations with children. The child levels remain displayed until you collapse the
hierarchy, or switch to another system or to the equipment view.
To collapse your view of the hierarchy, simply click the Detail button on a parent
whose children are displayed. That locations children (and the childrens children,
etc.) will be hidden from view. Clicking the Detail button on the location at the
very top of the hierarchy collapses the hierarchy completely, so that only the toplevel location is shown.
Click the Detail button on a location to display the children when theyre
hidden.
Click the Detail button on a location to hide the children when theyre
displayed.
Viewing Locations by System

You can view locations either by the locations type or the locations system. The
Drilldown defaults to displaying locations by system.
When a location is selected, the systems to which the selected location belongs are
displayed. The System field displays the primary system if the location belongs to
it, and the other systems are shown in the list box. You can click a different
system to have the Drilldown show the locations place in that other system.
If the Drilldown is displayed with no location selected and you then change
systems, the Drilldown will show the top level location and its children for the new
system.
The icon to the right of the System field indicates whether the system is a
hierarchy or a network.
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Switching Systems
You can switch to another system that the selected location belongs to by choosing
that system from the System drop-down list. That list shows only systems that the
current location belongs to. When you switch systems, the default is to show the
location and its ancestors in the newly selected system; that is, the path from the
top of the system down to the selected location is shown in the drilldown area. But
this can be impractical in systems with many levels. You can change this default
setting on the Options dialog box so that the entire path from the top level is not
shown when switching systems. If you do this, the selected location will be shown
at the top of the drilldown area when you switch systems.
To switch to a system to which the selected location does not belong (so is not in
the System drop-down list), choose the Options button.
Viewing Locations by Type

You can choose the Location Type button to view locations by type. This displays
a simple list of locations, not organized hierarchically. This is most useful when
you have locations that do not belong to any systems. For those locations,
choosing Type and then looking through the list allows you to find and select any
location of the selected type.
The default location type is Operating. For the typical purpose of finding a
location to be entered in a Location field (on a work order, for example), operating
locations are the type you will want to view. You can view a list of locations of a
different type (e.g., storeroom or salvage) by selecting that type from the Location
Type drop-down list.
Switching Between the System and Type Views

In the View Locations By group box you can choose System or Location Type.
The default setting when viewing locations in the Drilldown is to view by system.
Choose Type to view locations by type. When you choose Type, the default type
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of locations displayed is Operating. If you are switching from the system view to
the type view, the location highlighted in the system view will also be highlighted
in the list of locations by type (if it belongs to that type). When you switch from
the system view to the type view of locations, any previous focus MAXIMO may
have had on a piece of equipment at a location is lost.
When Type is selected, you can scroll through the list of locations by type and
select a location and then choose OK to return that location to an on-screen
Location field. Youcan also highlight a location in the list to see the system(s) it
belongs to, then choose a system to switch back to the system view, with the
selected location shown at the top of the Drilldown dialog. You could then choose
View Locations Path from the right mouse button menu to see the locations place
in the selected system.
Viewing Equipment
When the View Equipment tab is selected, the drilldown area shows equipment.
When the Drilldown dialog box is initially displayed, the equipment view is shown
in the following cases:
You choose Open Drilldown or click the Drilldown button in the Equipment
application in Browse mode, or when querying with data (i.e., with the
Equipment field filled and the Location field either empty or filled with a
location that belongs to a system).
You display the Drilldown (via the Detail button or Value List) from an
Equipment field that has an equipment identifier in it.
You display the Drilldown from an empty Equipment field, and there is a
location in the Location field; top-level equipment at that location is shown.
You can switch to the location view by choosing the Locations button.
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Drilling Down the Equipment Hierarchy

Drilling down through an equipment hierarchy is just like drilling down through a
location hierarchy: click the Detail button on any equipment icon with a plus sign
(+) next to it. The plus sign indicates the equipment has children, and clicking the
Detail button will display them, indented beneath the equipment. You can drill
down a single hierarchical branch, look at the children of different equipment at
the same level, or do both. To return an equipment identifier to the on-screen
Equipment field you called the Drilldown from, highlight the equipment and
choose OK.
Expanding and Collapsing the Equipment Hierarchy View
You can expand and collapse your view of an equipment hierarchy the same way
you can with locations.
Click the Detail button on an equipment identifier to display the children when
theyre hidden.
Click the Detail button on an equipment identifier to hide the children when
theyre displayed.
Switching Between the Location and Equipment Views

A powerful feature of the Drilldown dialog box that makes it especially useful is
its ability to show a location hierarchy one moment, and an equipment hierarchy
the next. This allows you to select a location, then switch views to see what
equipment is at that location. You can also drill down to a piece of equipment,
then switch views to see its location, and the system(s) that location belongs to.
To switch views, click the Equipment tab while viewing locations; or click the
Locations tab while viewing equipment.
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When a location is selected, an icon is displayed to the right of the word

Equipment in the View group box when there is equipment at that location. Note
that an icon appears there only if a location is selected. Click an identifier in the
Drilldown to select it.
Right Mouse Button Menu

Pressing the right mouse button while on the Drilldown dialog box displays a
menu of seven choices that provide access to functionality available only on the
Drilldown dialog box. The menu choices are available (black) or unavailable
(gray) depending on the selection in the drilldown area. The options relate
specifically to the equipment or location being viewed.
The first option, View Work Orders and PMs, is available for both locations and
equipment. The next four options apply only to locations. The last two options
apply only to equipment.
View Work Orders and PMs

This option displays the Work Orders and PMs dialog box. This option is
available for both location and equipment views (since work orders and PMs can
be written against locations and/or equipment). A piece of equipment or a location
must be selected for this option to be available.
The Work Orders table window shows all open work orders against the location or
equipment selected in the Drilldown area. The Start Date field in the Open Work
Orders table window displays the Scheduled Date field value from the work order,
if it is filled in; otherwise, the Target Start fields date is shown. The PMs table
window shows all PMs against the selected location or work order.
If you check Include Children in Work Order and PM Selection, work orders and
PMs against any children of the selected location or work order will be included in
the lists. By default, the Include Children box is unchecked, so the table windows
show only work orders and PMs against the location or equipment itself.
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Click Print to print a report that lists the work orders and PMs displayed on the
dialog box.
View Location Information

This option displays the Location Information dialog box, which shows a table
window displaying information from the Location record. Choosing this option lets
you quickly see the relevant information for the selected location, such as the
number of pieces of equipment at the selected location and the current status of the
location. This option is only available when a location is selected in the drilldown
area.
View Parents for Networked Location

This option displays the View Parents for Networked Location dialog box, which
shows the parents of the selected location. Locations that are part of networked
systems can have more than one parent. Choose this option to show all the parents
of the selected network location. This option is only available when a location is
selected, and that location belongs to a network system, and you are viewing that
network system.
NOTE: When a networked location is created (by specifying it as a child of
more than one parent location), the system becomes a network, and all
locations in the system are regarded as networked. The View Parents
for Networked Location dialog box is available for all locations in a
network system, whether or not the location actually has more than one
parent.
View Locations Path

This option does not display a dialog box. It redisplays the drilldown area to show
the location hierarchy path for the current system from the top of the hierarchy
down to the selected location. No children of the selected location are shown. You
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can choose this option when you want to see the full path of the location from the
top level in the current system.
This option is also useful if youve drilled down several levels, then want to go
back to a higher level and drill down a different path. You can also use it when
youve accessed the Drilldown from a filled Location field, and you want to view
the path down to the selected location. This option is only available when a
location is selected.
View Locations From Parent Level

two levels of the location hierarchythe selected location and all its siblings are
shown, beneath the parent they all belong to. This is helpful when you are viewing
locations by pathyou can choose this to quickly see all the locations siblings,
since choosing this takes you up one level in the hierarchy. This option is only
available when a location is selected, and that location is not the top of the
hierarchy.
View Equipment Information

Displays the Equipment Information dialog box. The dialog box has a table
window showing information from the equipment record. This option is only
available when equipment is selected in the drilldown area.
View Equipments Path

the equipment hierarchy path from the top of the current hierarchy down to the
selected equipment. No children of the selected equipment are shown.
This option can be useful if youve drilled down several levels of an equipment
hierarchy, then want to go back to a higher level and drill down a different path.
You can also use it when youve accessed the Drilldown from a filled Equipment
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field, and you want to view the path down to the selected equipment. This option is
only available when equipment is selected.
The Options Dialog Box

Click the Options button on the Drilldown dialog box to display the Options dialog
box. The options available on this dialog box affect the Drilldown dialog box as a
whole (as opposed to the right mouse button menu options, which depend on the
location or equipment selected).
Changing Location Systems

The Change System To box at the top of the dialog box lets you change systems.
This field is only available when viewing locations in the drilldown area. The
default system in the Change System To field is the current system. The Change
System To drop-down list displays all systems that are established for your site,
allowing you to change to any system, in particular, to a system to which the
selected location does not belong. When you select a new system and choose OK,
the drilldown area is redisplayed to show the top level of the location hierarchy for
that system.
Showing the Location Path

The Location group box on the Options dialog box lets you check Show Location
Path From Top (available only if the Drilldown is showing locations). When this
box is checked (the default setting), a location is selected, and then you switch
systems, the Drilldown will show the path from the top of the system down to the
selected location.
This default approach to showing the entire path above the selected location when
switching systems can be impractical if the location is far down in an extensive
hierarchy. When this is the case, you can uncheck Show Location Path From Top
and choose OK; then, when you switch systems, the selected location will be
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shown at the top of the drilldown areano ancestors will be displayed. (You can
always view the ancestors by choosing Show Locations Path from the right
mouse button menu.)
You can check Save Show Path Setting to save the current Show Location Path
setting from session to session.
Viewing Top-level Equipment

The Equipment group box on the Options dialog box has a check box that lets you
display all top-level equipment, in any location. The View All Top-level check box
is only available when the Equipment button is selected on the Drilldown dialog so
that the drilldown area is showing equipment, not locations.
Displaying all top-level equipment (equipment without a parent) lets you find any
piece of equipment. The equipment will either be in the list of top-level equipment,
or you can drill down to it from a top-level piece of equipment. Note that if your
site has a lot of equipment that is not listed as belonging to other equipment, this
list could be very long, so this would be an inefficient way to locate an equipment
record. If you have established a location hierarchy and associated equipment with
locations, the best way to find an equipment identifier is usually via the location
hierarchy.
DOWNTIME REPORTING
MAXIMO lets you report both planned and unplanned downtime:
Planned downtimeThe equipment is down and available for maintenance

work to take place.
Unplanned downtimeThe equipment goes down unexpectedly.
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Why It Is Important to Report Unplanned Downtime

Reducing unplanned downtime saves you money. To reduce costs caused by
unplanned downtime, you can use MAXIMO to report downtime, then analyze
downtime trends and take action to reduce unplanned downtime in the future.
Reporting Unplanned Downtime

MAXIMO offers two ways of reporting unplanned downtime:
To report a change in downtime status when it occursa piece of equipment

has gone down or been brought back upuse the Change Equipment
Up/Down Status action in the Work Orders module
You will enter the date of the status change. If you are bringing equipment up,
MAXIMO calculates the downtime.
To report on unplanned downtime after the fact, when you know all the details
of the downtime event, use the Report Downtime action in the Quick
Reporting application.
Either enter the downtime start and end times, and have MAXIMO calculate
the duration, or enter the duration of the downtime yourself. To label the
downtime, specify an optional downtime type code. You can also indicate the
nature of the downtimeoperational or non-operational.
How Unplanned Downtime Is Calculated

MAXIMO calculates equipment downtime in the following ways:
If the equipment record has a calendar, downtime equals the number of elapsed
work hours between Down and Up equipment transactions. Work hours are
hours that the equipments calendar specifies as operational time.
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If the equipment record does not have a calendar, downtime equals the elapsed
system time between Down and Up equipment transactions.
Analyzing Unplanned Downtime

MAXIMO uses reported unplanned downtime for equipment to analyze downtime
trends. Three MAXIMO reports that you may find especially helpful are: the
Failure Summary by Location report, the Summary Failure Report by Machine,
and the Availability Statistics by Location report. You might look for this type of
data in your analysis:
What is the total downtime for the piece of equipment?
What is the average downtime for the piece of equipment?
What are the parts or subassemblies that are contributing to the equipment
downtime?
What is the mean time between failures for the piece of equipment?
What is the downtime on this equipment or operation costing the company?
Once you analyze the downtime trends for a piece of equipment and determine the
cause(s), you can make a plan for reducing downtime. You may decide to:
accelerate the preventive maintenance schedule for the equipment

buy new equipment spare parts or a new subassembly
replace the entire piece of equipment
TRACKING COSTS
MAXIMO tracks equipment and location costs via transaction records. Multiple
reports are included with MAXIMO to provide you with cost information.
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You can use the Maintenance Cost by Equipment report to generate a report that
shows you the cost of maintenance on equipment for the time period you specify.
Tracking costs against a location and the system it belongs to can be done via the
Maintenance Cost by System report.
Equipment Cost Rollup does not produce an output file from which you can get a
printed report; it simply updates the Total Cost and YTD Cost fields on the
equipment record.
When maintenance work is done on a piece of equipment, the cost of that
maintenance is recorded in the actual material, labor, or tool usage transaction, or
the service receipt. To determine the total costs of these transactions for a piece of
equipment, run the Equipment Cost Rollup report. The report totals costs of
transactions recorded against the equipment that have not previously been rolled
up; costs against descendents of the specified equipment that have not previously
been rolled up are also included. The costs are written to the Total Cost and YTD
Cost fields of the equipment record, and, for equipment in hierarchies, also rolled
up to the parent equipment, and so on, to the top of the EAS. At any time you can
know the accumulated cost of maintenance for a piece of equipment by running the
Equipment Cost Rollup report.
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EQUIPMENT MODULE MAIN MENU ITEMS

Five applications are available from the Equipment menu.
Equipment
Operating Locations
Failure Codes
Condition Monitoring
Routes
Equipment and Other MAXIMO Modules

When creating equipment and location records, it is important to understand the
relationship between equipment and locations and certain other MAXIMO
functions: work orders and work requests, PM masters, companies and service
contracts, and inventory control.
Equipment, Locations, and Work Orders

Work orders are typically tied to equipment or a location; you cannot approve a
work order without specifying either the equipment, the location, or the associated
GL account against which the work is to be performed. Therefore, there is an
Equipment field and a Location field in all the Work Orders module applications
(Work Order Tracking, Quick Reporting, Work Requests, and Work Manager).
Equipment, Locations, and Preventive Maintenance

PM masters are generally associated with either equipment or a location. On the
PM master you specify the equipment or location on which the work is to be
performed. (Note that it is possible to create a PM against a GL account,
specifying neither location nor equipment.
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Equipment, Locations, and Resources

If you have equipment service contracts with vendors or manufacturers, you must
specify the equipment number, the location, or the associated GL account in the
Service Contracts application in the Resources module.
Equipment and Inventory Control

Equipment records interact with inventory records in a few respects:
If equipment is considered rotatingthat is, a rotating asset that is tracked in

the Inventory module with a single item number as well as in the Equipment
module with multiple equipment numbersthen it should have an item
number. You can view equipment numbers for an item on the Rotating
Equipment tab, which is available in the Inventory module.
If you choose to attach items or spare parts to equipment in the EAS, then
these item records must already exist in the Inventory table.
EQUIPMENT APPLICATION
The Equipment application is used to store equipment numbers and corresponding
information such as equipment class, location, vendor, up/down status, and
maintenance costs for each piece of equipment. Tabs in the Equipment application
enable you to build the equipment hierarchy, an arrangement of buildings,
departments, equipment, and subassemblies. The equipment hierarchy provides a
convenient way to roll up maintenance costs so that you can check accumulated
costs at any level, at any time. It also makes it easy to find a particular equipment
number.
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EQUIPMENT TABS
The Equipment application is comprised of nine tabs:
Equipment To view, modify, add, or delete the main record for a piece of
equipment.
Spare Parts To create the equipment hierarchy and view the subassemblies
and parts of a piece of equipment.
PMs/Service Contracts To view the PMs and service contracts for a piece
of equipment.
Measurement Points To view the monitoring points for a piece of

equipment.
Safety To view, modify, add, or delete safety records for a piece of

equipment.
Meters To view or add metering information for a piece of equipment.
Routes To view routes associated with a piece of equipment.
Specification To enter or view the specification for the equipment as

recorded in the Asset Catalog.
Linked Documents To view other documents associated with a piece of

equipment.
Toolbar
In addition to the standard toolbar buttons, these buttons are available from the
Equipment applications toolbar:
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Open Drilldown Displays the Drilldown dialog box, on which you can
drill down through location and/or equipment hierarchies to find and select
pieces of equipment, or to find and select locations.
Apply Item Assembly Structure Allows you to associate the top-level item
in the IAS with an equipment record and insert new rotating equipment records
that correspond with each rotating item in the IAS.
Actions
Apply Item Assembly Structure
This action displays the Apply Item Assembly Structure dialog box.
Dialog Box Element
Description
Equipment
Equipment you are applying the IAS to.
Description
Equipment description.
Item
Rotating item that is the top level of the IAS that you are
applying to the equipment.
Description
Description of the item.
Rotating Equipment
Equipment
Equipmentt identifier of any child rotating item in the

IAS. If the IAS has rotating items below the top level in
the hierarchy, when you apply the hierarchy you must
specify an equipment identifier for the individual piece of
equipment. Specify the identifier in this field. You can
click the Detail button on this field, or choose Down, to
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enter equipment identifiers for rotating items at the next

level down.
Description
Description of the rotating equipment. The description

defaults to the description of the rotating item, but you
can edit this field.
Item
Rotating item that this equipment is a single instance or

example of.
Parent
Parent equipment of this piece of equipment in an EAS.
GL Account
General ledger account of the equipment.
Rot Susp Acct
General ledger rotating suspense account associated with

the equipment; this defaults to the rotating suspense
account of the parent equipment, but you can edit this
value.
Spare Parts
Item
Identifier of the inventory item (spare part).
Description
Quantity
Quantity of the item used in the IAS.
Remark
Remark associated with the item and its place in the IAS;
the remark is from the IAS record, not the inventory item
record.
OK
Applies the IAS identified in the Item field to the

equipment identified in the Equipment field.
Cancel
Exits the dialog box without taking action.
Up
Redisplays the dialog box so that it shows the next level

up the hierarchy. This is only available if you have used
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Down, or have drilled down by clicking the Detail button

on the Equipment field.
Down
Moves down one level in the IAS hierarchy. Down is only

available if the equipment highlighted in the Children
table window has a child level of equipment and/or spare
parts. Down shows the children of the selected
equipment; it may be available for one equipment
identifier and not for another.
Autokey
Automatically provides an equipment identifier for the

rotating equipment whose key field is highlighted in the
Rotating Equipment table window.
Autokey All
Automatically provides equipment identifiers for all

rotating equipment in the IAS, including any rotating
equipment not shown on the screen because its further
down in the hierarchy. This is the quickest way to make
sure all rotating equipment in the IAS is properly given
an equipment identifier.
Move/Modify Equipment
When you select Move/Modify Equipment from the Equipment application
Actions menu, the Move/Modify Equipment dialog box is displayed.
Dialog Box Element

(Table Window)
Equipment
Description
Equipment identifier. You can enter an equipment number
in the Equipment field in the Selection Criteria group box
and choose Refresh to have that equipment record
displayed here. Read-only.
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Description
Description of the equipment.
Location
Location of the equipment. The current location of the

equipment is shown when you display the dialog box.
You can enter a different location and choose OK to
move the equipment.
You can click the Detail button in this field to display the
Drilldown dialog box. If there is a location in this field,
that location will be shown on the Drilldown. If you clear
this field then click the Detail button, the Drilldown will
be displayed with the top of the Primary system shown;
you can drill down to select the location you want to
move the equipment to.
You will only see a storeroom location in this field, or be
able to enter a storeroom location, if the equipment is
rotating equipment. You cannot move rotating equipment
from a storeroom location via Move/Modify; you must
use Inventory options, or the Issues and Transfers
application.
When you specify a new location for equipment,
MAXIMO merges the appropriate GL account codes for
the equipment and the new location. If this merged GL
account code is not a valid one, the change of location
is not allowed. A message informs you of this.
Bin
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Bin number of the equipment; applies only if the

equipment is rotating equipment in a storeroom location,
and has a bin number in that storeroom. If the location is
a storeroom, you can click the Detail button in this field
to display the Select Bin dialog box. If you are moving
rotating equipment to a storeroom, you can specify the
Equipment
bin for it here. Read-only (and blank), unless the

location is a storeroom.
Parent
Parent of the equipment; the equipment in the Equipment

field belongs to this equipment.
When you specify a new parent for equipment, MAXIMO
merges the appropriate GL account codes for the
equipment and the new parent. If this merged GL
account code is not a valid one, the change of parent is
not allowed. A message informs you of this.
Priority
Priority of the equipment. If you change the priority

value, the Priority field on the equipment record will be
updated when you choose OK. If you check Update
Priority on Open Work Orders, any change to the Priority
field here will be reflected on open work orders for the
equipment.
Calendar
Calendar associated with the equipment. If you change

the Calendar field, the Calendar field on the equipment
record will be updated when you choose OK.
Memo
Memo that can be associated with the equipment

transaction.
Changed By
Person creating the equipment transaction; the default is

the login signature.
Change Date
Date of the equipment transaction; the default is the

system date/time at the time the transaction is entered.
Debit GL Acct
General ledger account that is to be debited in the

transaction. Read-only.
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Credit GL Acct
(Check Box)
Update Priority on
Open Work Orders
General ledger account that is to be credited in the

transaction. Read-only.
Check this option to have the priority of any open work

orders updated to reflect changes made to the Priority
field on the Move/Modify dialog box. If left unchecked,
which is the default, the Priority field on open work
orders will not be changed.
Selection Criteria
You can enter data in these fields that you want to use to
filter or limit the equipment listed in the table window.
You can use wildcards in the Equipment and Location
fields.
Equipment
Equipment identifier. This defaults to the on-screen

equipment number when there is an equipment record
displayed. If you display the dialog box with no record on
screen, the default is to list all top-level equipment. You
can enter an equipment number here, or click the Detail
button to display the Drilldown dialog box. If you enter a
complete equipment number, that equipment will be
displayed in the table window above.
You can use wildcards in this Equipment field to enter
data you want the rows in the table window to match; for
example, the first three digits of an equipment record.
Note that if the data you enter is not a complete
equipment number, and Show Only Top Level Equipment
is checked, only top-level equipment matching the data
will be displayed. Choose Refresh to redisplay the table
window.
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Location
Equipment location. This defaults to the on-screen

equipment location when there is an equipment record
displayed and a location is specified. If you specify a
location here and choose Refresh, and Show Only Top
Level Equipment is checked, all top-level equipment at
the location will be displayed in the table window.
You can use wildcards in this Location field to show all
top-level equipment for the location(s) that match the data
you specify. You can click the Detail button to display
the Drilldown dialog box to aid you in selecting a
location.
Show Only Top Level

Equipment
By default displays only top-level equipment

(equipment that doesnt belong to another piece of
equipment) in the table window, since moving the toplevel equipment will also move the children. You can
uncheck this box to display all equipment that matches
the selection criteria.
Note that you should not uncheck this option to move
parents and children to different locations. Uncheck this
option only to simultaneously view all the children of a
selected piece of equipment, when that is necessary.
Refresh
Use the Refresh button to redisplay data in the table

window so that it matches the selection criteria.
OK
Choose OK to save any changes you made on the dialog

box.
Cancel
Choose Cancel to close the dialog box without making

any changes.
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View Equipment Move History

This action displays the View Equipment Move History dialog box, which allows
you to view the history of move transactions for the piece of equipment. Move
transactions include changes in locations as well as changes of parents (moves
within an equipment hierarchy). The initial move transaction for an equipment
record is the record of its insertion into the database (if the equipment record was
created in MAXIMO Release 3.0 or later).
If the move transaction was created in association with a work order, or as a result
of a purchase order receipt, the work order or purchase order is included as part of
the transaction record.
All move transaction records for the piece of equipment are displayed in the readonly table window. Transactions are listed with the most recent first.
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MAXIMO LOCATIONS
MAXIMO recognizes and tracks a variety of types of locations. It is important to
understand the differences between these location types, and the purposes for
which each type is used.
Operating Locations
Operating locations are the locations in which equipment operates, so work orders
are typically written either against the location itself or against the equipment that
is in an operating location. Operating locations are the locations intended to be
used when building a system. Systems can be designed to include all locations in
your plant against which work orders are written, and can provide a variety of cost
rollup information. They also provide a means of tracking the movement of
equipment.
Other Equipment Type Locations

In addition to operating locations, equipment can be located in other equipment
type locations. Other equipment type locations are vendor, salvage, and repair.
You can track equipment not only as it moves from one operating location to
another, but as it moves to a vendor or repair location, and eventually, perhaps, to
salvage.
Storeroom Locations
Storeroom locations are the names of your inventory storerooms, the places
inventory items are stored and issued from. While it is possible to include these
locations in systems, the typical use of storeroom locations is as single location
records of the storeroom type. A storeroom location can be named as the vendor
for another storeroom, if it supplies items to that storeroom and the vendor
storeroom is listed in the Companies application. When you insert a storeroom
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location record, you can specify that it be added to the Companies table as well, so
that it can be used as a vendor.
For equipment, only rotating equipment (equipment tracked by an item number as
well as an equipment number) can have a storeroom location specified as its
location.
Other Inventory Type Locations

Other inventory type locations are labor and courier. These are locations that,
like a storeroom, can maintain a balance of an item or items issued from a
storeroom. You could see, for example, that a labor location is holding a batch of
items issued from a storeroom, and is thus responsible for them until they are
received at another location.
OPERATING LOCATIONS APPLICATION

The Operating Locations application lets you enter and track operating locations
for equipment and organize these locations into logical hierarchical or network
systems. Using hierarchies or systems of operating locations and specifying the
operating location for equipment on the equipment record provides the
groundwork for gathering and tracking valuable information on the history of
equipment, including its performance at specific sites, as it is moved from location
to location. With operating locations organized into systems, you can quickly find
an operating location in the Drilldown dialog box, and identify the equipment at
that location.
OPERATING LOCATIONS TABS

The Operating Locations application is comprised of seven tabs:
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Operating Location To enter or view detailed information specific to an

operating location.
Equipment To view equipment at the selected location.
History To view the history of move transactions into and out of the selected
location.
Safety To view, modify, add, or delete safety records associated with the
selected location.
Routes To view routes associated with the selected location.
Specification To enter or view the specification for the location as recorded

in the Asset Catalog.
Linked Documents To view other documents associated with the selected

location.
Toolbar
Operating Locations toolbar:
Apply Item Assembly Structure Allows you to associate the top-level item
in the IAS with an equipment record and insert new rotating equipment records
that correspond with each rotating item in the IAS.
View Systems Allows you to select an existing system to enter in the onscreen System field.
Open Drilldown Displays the Drilldown dialog box, on which you can
drill down through location and/or equipment hierarchies to find and select
pieces of equipment, or to find and select locations.
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Actions
Apply Item Assembly Structure
This action displays the Apply Item Assembly Structure dialog box.
Dialog Box Element
Description
Location
Location to which you are applying the IAS.
Description
Location description.
Item
Rotating item that is the top level of the IAS to which you
are applying the location.
Description
Locations for Rotating Equipment

Location
Location identifier for the child location in the IAS. If the

IAS has rotating items below the top level in the
hierarchy, and you want to create locations for the
associated item, you must insert a location identifier for
the location. Specify the identifier in this field.
Description
Description of the location. The description defaults to

the description of the rotating item, but can be modified.
Item
Rotating item that identifies which kind of rotating

equipment is to occupy this location.
Parent
Parent location of the current location within the system

specified in the Operating Locations application.
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Equipment
Type
Type of location; defaults to OPERATING. This can be

changed to a valid synonym of OPERATING.
Priority
Priority of the location; defaults to the parent locations

priority.
GL Account
General ledger account of the location; defaults to the

parent locations GL account.
Calendar
Calendar used for the location; defaults to the parent

locations calendar.
Status
Status of the location; a value list with default values of

DECOMMISSIONED, OPERATING, and PLANNED
is available from this field.
Failure Code
Failure code that applies to this location. You can click

the Detail button to display the Select Failure Code dialog
box.
Classification
Classification of the location. Click the Detail button in

this field to display a value list of location classifications.
Like equipment classifications, location classifications
can be associated with a specifications screen.
OK
Applies the IAS identified in the Item field to the location

identified in the Location field.
Cancel
Exits the dialog box without taking action.
Up
Redisplays the dialog box so that it shows the next level

up the hierarchy. This is only available when you are
viewing a level farther down the hierarchy than the top
level IAS identifier and its children; that is, only if you
have used Down, or clicked the Detail button on a child
Location field to drill down the hierarchy.
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Down
Moves down one level in the IAS hierarchy. Down is only

available if the location highlighted in the Children table
window has a child location. Down shows the children of
the selected location; it may be available for one location
identifier and not for another.
Autokey
Automatically provides a location identifier for the row

highlighted in the Locations for Rotating Equipment table
window.
Autokey All
Automatically provides location identifiers for all

rotating equipment in the IAS, including any rotating
equipment not shown on the screen because its further
down in the hierarchy. This is the quickest way to make
sure all locations in the IAS are properly given a location
identifier.
Other Dialog Boxes

The Choose System for Relation Dialog Box
The Choose System for Relation dialog box is automatically displayed when you
are inserting a new location and manually enter a parent for it that belongs to more
than one system. (This dialog box is not displayed when you select a location from
the Drilldown dialog box, since location identifiers are always associated with a
system on the Drilldown.)
You can select the system you want the new location to belong to, and choose OK.
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The Select Rotating Item Dialog Box

The Select Rotating Item dialog box is displayed when you click the Detail button
on the Item field. This provides a list of rotating items that you could choose from
in order to specify the kind of rotating equipment required for this location.
The Select Child Location Dialog Box

The Select Child Location dialog box is displayed when you click the Detail
button on a Location field in the Children table window. It lets you select a
location to insert into the table window, and thereby build the system.
The default display is of all operating locations. Selecting a location and choosing
OK inserts the location into the table window. If the current system is a hierarchy
and the selected location already belongs to another parent, you receive a message.
If the system is not the primary system, you have the choice of proceeding and
making the system a network, or not proceeding. If the system is the primary
system, you cannot proceed.
If the location belongs to no system or only to different systems than the on-screen
system, the child is attached to the parent and added to the system.
You can choose a different location type in the Location Type field. You could, for
example, choose REPAIR, and then Refresh, to show all repair locations, and
select one or more to add as children to the on-screen location.
Choose Save in the Operating Locations application to save the changes you make
to the parent and system via the Children table window.
FAILURE CODES APPLICATION

The Failure Codes application is used to build and display failure hierarchies,
which help you construct accurate histories of the failures that affect your
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equipment and operating locations. After reporting and analyzing failure trends,
you can take preventive measures. The identifier of a failure hierarchy is the
failure class. You can enter this code on Equipment and Operating Location
records when you want to report work done on them, and then analyze failure
trends for them.
FAILURE CODES TABS

The Failure Codes application is comprised of two tabs:
Failure Codes Use to build, view, modify, and delete failure hierarchies.
Linked Documents Use to view documents associated with failure

hierarchies.
Toolbar
In addition to the standard toolbar buttons, this button is available from the
Failure Codes toolbar:
Copy Failure Codes used to copy existing data into a level of the failure
hierarchy you are building or modifying.
CONDITION MONITORING APPLICATION

Use the Condition Monitoring application to create and view measurement point
records for your equipment. A measurement point record defines the limits of
acceptable condition and performance measurements for a point or place on a
piece of equipment. You can generate preventive maintenance (PM) work orders
for equipment whose measurements are outside acceptable limits.
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Equipment
CONDITION MONITORING TABS

The Condition Monitoring application is comprised of two tabs:
Measurement Point Tab Insert and view measurement point data. Generate
PM work orders.
Linked Documents Tab Create and view documents associated with

measurement points.
Toolbar
In addition to the standard toolbar buttons, this button is available from the
Condition Monitoring applications toolbar:
Generate Work Order used to create work orders that will correct alarm
conditions.
ROUTES APPLICATION
A route is a list of related work assets, which are considered stops along the
route. These route stops represent assets such as equipment or locations. The list
of work assets can be related by location, such as all pumps and motors in a room,
or by type of equipment, such as all fire extinguishers located throughout the site.
Routes make it easy to build simple hierarchies of work orders for inspections.
You can use a route in the following ways:
Apply the route to a preventive maintenance record to generate inspection-type

work orders for all work assets listed as stops on the route.
Apply the route to a work order, and generate child work orders for each work
asset listed as a stop on the route.
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Create a route on which you specify that child work orders generated for the
route stops are treated as "details" on the parent work order. When you print
the parent work order, you see the detail-type work orders as work order
operations on the parent work order.
ROUTES TABS
The Routes application is comprised of two tabs:
Routes Use this tab to create, view, modify, and delete routes.
Linked Documents Use this tab to view documents associated with routes.
EQUIPMENT REPORTS
The following reports are available in the Equipment module.
Availability Statistics by Location

This report provides equipment availability by location over a user-specified time
period. It lists maximum availability (the total time over the specified time period)
and scheduled and unscheduled downtime, and subtracts all downtime to determine
actual availability. Availability and downtime are listed both in hours and as a
percentage of maximum availability. The actual availability is defined as the
number of hours the location was available for operation.
Equipment Failure Summary

This report displays total number of failures reported against the selected
equipment during the user-specified time period. Lists each equipment number,
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Equipment
description, the number of failures, the mean time between failures in days, and
the average downtime in hours.

This report summarizes the failures, by problem code, for the current piece of
equipment for the specified time period. The report lists the equipment number,
description, and location. For each reported problem code the report lists the code,
the description, the most recent failure date, the number of failures, the MTBF
(mean time between failures), and the average downtime (in hours).
Detailed Equipment Failure Report by Machine

This report lists all failure reports for the current piece of equipment for the
specified time period. For each piece of equipment, the report lists the equipment
number and description, then lists each individual failure grouped by problem
code. For each failure, the problem code, the cause code, and the remedy code are
listed, as well as the downtime and the work order number and location. For each
problem code, the report summarizes the total number of failures, the average
downtime, and the MTBF (mean time between failures).
Equipment Hierarchy Report

This report lists all equipment in the EAS (equipment assembly structure). The
equipment number, location, and equipment description are shown. Top-level
equipment is listed at the far left, with its child equipment indented beneath it.
Equipment at each level in the hierarchy (up to five levels) is indented beneath its
parent equipment.
Equipment History Graphs

This report is a graphical report in histogram format that displays equipment
breakdown history over a specified time period. Five histograms are shown; each
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histogram has a column for each included piece of equipment. Equipment must
have some or all of the following written against it in order to be included: labor
hours, response time, downtime, mean time to repair, and mean time between
failures. The report graphs the following information:
total labor hours

mean response time for emergency work orders
total downtime hours
mean time to repair
mean time between failures
Equipment Measurement Report

This report is a tabular listing and description of each measurement point for a
piece of equipment and the history of measurements taken for that point; the date
and measurement are shown. Values that exceed the upper and lower warning or
action limits set for the measurement point are indicated. The warning and action
limit values are shown at the top of the measurement list. The report shows each
point number and description for an included piece of equipment, units of measure
for the point, the equipment number and description, and the associated PM
number and description.
Maintenance Cost by Equipment

This report is a list of transaction costs for selected equipment in the specified date
range. Also provides a separate cost calculation for the equipment and all of its
children. The report shows the top-level equipment, equipment description, costs
on the equipment, and costs on the equipment and children.
Failure Count by Equipment

This displays, in graphic form, the number of failures reported for each piece of
equipment.
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Equipment
Failure Analysis Graphs

This is a graphical report that shows two bar charts and a pie chart. Data is
passed to Excel as a .CSV file. The first bar chart details the number of failures
for each piece of equipment over the specified time period. The second bar chart
details the number of occurrences of each problem code within the set of failures.
The pie chart displays failures by problem code.
Location Failure Summary

For each selected location, the report summarizes all failures reported against the
location and any child locations for the specified time period. The locations must
be part of a hierarchical system. If the user specifies a system, but not a location,
the summary will include all locations in the system. The report displays the
system, system description and specified date range. For each location, the
location, description, number of failures, mean time between failures, and average
down time are displayed.
Failure Summary by Location

The report summarizes failures for the selected locations and their children that
are part of a hierarchical system. If the user specifies a system, but not a location,
the summary will include all locations in the system. The report displays the
system, system description, and specified date range. For each selected location,
the report lists the location and description, and summarizes all failures at the
location and its child locations. For each failure, the problem code, description,
most recent failure date, number of failures, mean time between failures, and the
average downtime are displayed.
Detailed Failure Report by Location

The report lists all failures for the selected locations and its children that are part
of a hierarchical system. If the user specifies a system, but not a location, the
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summary will include all locations in the system. The report displays the system,
system description, and specified date range. For each selected location, the report
lists the location and description, then each individual failure grouped by problem
code. For each failure, the problem code, cause code, remedy code, downtime,
work order number and equipment are listed. For each problem code, the report
summarizes the total number of failures, the mean time between failures and the
average downtime.
Material Related Issues Report

This report gives you a record of material usage and meter readings entered
together in Issues &Transfers. You can, for example, see Miles/Gallon of fuel
where the miles are a meter reading on a vehicle and gallons are the quantity of
fuel issued to the vehicle.
Maintenance Cost by System

The report lists total costs reported in a given date range for locations in the
selected hierarchical system. If the user specifies a system, but not a location, the
cost summary includes all locations and their children in the system. If the user
specifies a location and system, the report gives cost information for that location
and children within the selected system. Information displayed is the system name,
description, system total cost, selected date range, location cost, and location and
children cost.
Location Hierarchy Report

Lists member locations of a hierarchical system displayed in a hierarchical way. If
the user specifies a system, but not a location, the list includes all locations and
their children in the system. If a location is specified, that location and its children
within the system are displayed. Top-level locations are displayed at the far left,
with child locations indented beneath them.
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Equipment
Failure Code Hierarchy Report

Lists failure codes in each level of the failure code hierarchy. For each failure
class, the problem codes and descriptions are listed. Indented beneath each
problem code are the associated cause codes and descriptions. Indented beneath
each cause code are the associated remedy codes and descriptions.
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INVENTORY
OVERVIEW
Managing inventory is an important part of maintaining any facility. MAXIMO
keeps track of items in stock, indicates when stock falls to user-defined reorder
points, creates purchase requisitions or purchase orders to restock needed items,
and tallies items received. There are three ways you can keep track of your item
cost: by last cost, by average cost, and by a user-defined standard cost.
MAXIMO also allows you to track inventory items by bin and/or lot. The
Inventory module also provides you with the capability to do ABC analysis,
which lets you sort your inventory into groups based on dollar value and on
turnover rate of the item.
Inventory control functions keep a running count of items in stock. You can
specify a reorder point (ROP) for each item and also specify an economic order
quantity (EOQ) to be used as the default reorder amount. MAXIMO keeps track
of inventory levels and determines when they reach the reorder point, so when you
do reordering, MAXIMO knows which items need to be ordered.
Purchase order processing is integrated with inventory control to ensure that as
purchase orders are generated based on reordering needs, on-order quantities in
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inventory are updated. When you fill in quantities of items received on a purchase
order, MAXIMO automatically updates inventory balances.
Inventory Main Menu Items

The Inventory module has four applications available from the Main Menu:
Inventory Control, Issues and Transfers, Item Assembly Structures, and Assset
Catalog Setup.
Use the Inventory Control application to track inventory items in your

storeroom or to move items into or out of inventory, or from one location to
another. The Inventory module also provides tabs to keep track of item
vendors, the balances of items in bins at the various storeroom locations,
rotating equipment, the equipment where the item is used, inventory
transactions, and the substitute or alternate items you can use if necessary.
Use the Issues and Transfers application to issue stock directly from
inventory, either associating it with a work order or independent of a work
order. The transfer options allow bulk transfers of stocked items between
storerooms.
Use the Item Assembly Structures application to create or view item

assembly structures, which can be used as templates of relatively limited item
or part hierarchies that can help you more quickly build your larger equipment
and/or location hierarchies.
Use the Asset Catalog Setup application to logically store detailed information
about the assets defined within MAXIMO in order to locate specific assets
quickly and easily.
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Inventory
Inventory and Other MAXIMO Modules

To process inventory records effectively, it is important to understand the
relationship between inventory and certain other MAXIMO modules: Purchasing
(Purchase Requisitions and Purchase Orders), Work Orders (Work Order
Tracking and Quick Reporting), and Equipment.
Inventory and Purchasing

There is a close relationship between Inventory and Purchasing.
When you reorder an item from Inventoryusing the Reorder Items action on
the Inventory Control applicationMAXIMO creates a purchase requisition
or an approved purchase order.
When you record the receipt of an itemon the Material Receipts tab in the
Purchase Orders applicationthe items balance is increased in Inventory
Control, the ordered and received amounts and costs are adjusted on the
Receipts tab, the lead time of the item is adjusted, and the last cost is adjusted
in the Inventory Control application.
The Purchasing tab in the View Item Availability dialog box lets you view the
purchasing history for the item, including quantities, unit price, and date of
order. You can see the items purchasing information for outstanding purchase
ordersthose with a status of WAPPR, APPR, or PRINT.
The View Vendor Analysis action lets you view the current items price, order
date, and delivery time history, broken out by vendor. If you buy the same item
from multiple vendors, the data in this dialog box helps you to compare
vendors based on past performance.
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Inventory and Work Orders
Any item referenced on a work order or an equipment record must first be

entered via the Inventory Control application.
The Issue Current Item action lets you issue the current item directly to a work
order, piece of equipment, location, or GL account. This flexibility is useful if
you want to charge items that are generally kept on handsuch as soap or
pencilsagainst a location or GL account.
Use the Reservations tab in the View Item Availability dialog box to view all
relevant details of work orders or internal purchase orders that reference the
current item.
Inventory and Equipment

Some items such as pumps and motors may be stocked in inventory and rotated in
and out of use in different operating locations. These items are tracked both by
their item numbers in the Inventory module and by individual equipment numbers
in the Equipment module.
INVENTORY CONTROL APPLICATION

The Inventory Control application allows you to track inventory transactions that
move items in or out of inventory, or from one location to another. You can track
stocked, nonstocked, and special order items. The application also allows you to
keep track of item vendors, the locations where an item can be found, and the
substitute or alternate items you can use if necessary.
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INVENTORY CONTROL TABS

The Inventory Control application is comprised of eight tabs:
Item Catalog Use the Item Catalog tab to enter, display, and update
information on each item in inventory. You can also enter or view alternate or
interchangeable items.
Storeroom Use the Storeroom tab to enter or view all locations where an
item is stored. You can also get detailed information on item balances and issue
history.
Reorder Details Use the Reorder Details tab to enter or view reorder details,
such as the reorder point, lead time, and issue units of an item. In addition, you
can enter or view information about one or more vendors for a item, as well as
information about multiple manufacturers or models for each vendor.
Where Used Use the Where Used tab to list all pieces of equipment on
which an item is listed as a subassembly or spare part.
Rotating Equipment Use the Rotating Equipment tab to identify and track
rotating assets -- interchangeable pieces of equipment that can be identified
with a single item number.
Transactions Use the Transactions tab to display inventory transactions

recorded in MAXIMO.
Specification Use the Specification tab to enter or view the item specification
as recorded in the Asset Catalog.
Linked documents Use the Linked Documents tab to create links between
MAXIMO and the documents located in your document management system
(DMS), on the network, and/or on the Web. Once you create document links,
you can view, modify, and print the documents in MAXIMO.
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Toolbar
In addition to the standard toolbar buttons, this toolbar button is available in the
Inventory Control application:
Reorder Displays the Reorder Items dialog box.
USING THE INVENTORY CONTROL APPLICATION

Actions
Reorder Items
This action displays the Reorder Items dialog box.
Dialog Box Element
Description
Items to Reorder
Stocked Items
Check box specifying whether to reorder only items

whose category is stocked. The default is to reorder
stocked items only.
Items for Direct Issue

on Approved Work
Order
Check this box to have the reorder routine check

approved work orders for items that are flagged direct
issue, and include those. This is discussed further later in
this section.
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Stocked Item Details

Storeroom
The storeroom location you are reordering for.

Reordering is done by storeroom location, so this field
must be filled in when reordering stocked items, and can
only be filled in with a location for which you have access
authority. Reordering is handled for one storeroom
location at a time.
Range
The Range buttons apply only to reordering stocked

items.
Current Item
Selecting this button means only the currently displayed

item will be reordered. This is the default selection when
Reorder Items is chosen with an item record displayed on
screen.
Selected Items
If this button is selected, all stocked items in the current

result set will be examined to see if they meet reorder
criteria. This is the default selection (and only possibility)
when no record is displayed on screen.
Order Quantity
Prompt for Order
Quantity
Checking this box will cause the Reorder Quantity

dialog box (discussed later in this section) to be displayed
for each item; applies only to stocked items (i.e., it does
not apply to direct issue items on approved work orders).
Ignore Reorder Point

(ROP)
Checking this box causes MAXIMO to disregard the

reorder point and reorder the item whether or not the
ROP is reached. This is discussed later in this section.
This applies only to stocked items.
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PR/PO Details
Group Orders by
Vendor
The Group Orders by Vendor check box specifies

that each purchase requisition is to contain line items for
a single vendor only. (Purchase orders are always
grouped by vendor.)
If you select Group Orders by Vendor, MAXIMO sorts
the records by vendor prior to checking them for reorder
criteria. There may be multiple purchase requisitions. The
default for batch reordering is to group by vendor.
If you deselect Group Orders by Vendor, all the lines on
the current requisition will be filled, regardless of vendor,
before the next requisition is generated. Just one purchase
requisition is generated at a time. There will be no vendor
information on the purchase requisition.
Create Release
Against Blanket
Purchase Order
Allowance for Extra
Lead Time (Days)
The amount of additional lead time, in days, that you

want to provide as insurance that reordered items will be
on hand in time. The default is 7 days. (If your lead time
figure for a vendor is accurate, you should not need
additional lead time.)
The reorder routine examines the lead time value on the
item/location record and the required date on the
reservation to determine if the item should be reordered.
Then any additional lead time is taken into account. For
example, if the vendors lead time is 10 days, then with
additional lead time of 7 days the item would not be
ordered if the required date is farther away than todays
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date plus 17 days; if the required date is 17 days away or

nearer, the item is reordered. (If no required date is
specified on the reservation, or if the item is not reserved,
the item will be automatically reordered.)
Save Settings
Check this box to save the Reorder Items dialog box

settings for your next session in MAXIMO.
OK
Choose the OK button to start the reordering process.
Cancel
Choose Cancel to close the dialog box without taking any

action.
Using a Minimum/Maximum Approach to Replenishing Stock

MAXIMO allows you to set your system up to use a minimum/maximum
approach to reordering inventory stock, rather than the economic order quantity
approach described above, which is based on using the values in the EOQ and
ROP fields. If your site reorders to a maximum level, your system administrator
should have made the Maximum field visible in the Inventory application. You or
the system administrator can then customize the EOQ report so that it incorporates
the maximum value in calculating the EOQ.
Issue Current Item

This action displays the Issue Current Item dialog box.
Dialog Box Element

Issue
Quantity
Description
The quantity of the item being issued; cannot be zero.

Defaults to 1 for rotating items, and 0 for nonrotating
items (so must be edited). Required.
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Work Order
The work order the item is being issued for.
Unit Cost
The unit cost of the item, from the Inventory record;

defaults to the cost (standard or average) specified in
Application Setup as the cost to be used for issues. Unit
cost is zero (0) when issuing a capitalized item.
Rotating Equipment
The equipment number for this item; applies only if it is a

rotating item and has an equipment number as well as an
item number. Required for rotating items; read-only for
nonrotating items.
Equipment
The equipment number on the work order, or the

equipment against which you are issuing the item.
Line Cost
The overall item cost of this transaction; calculated by

this formula: Line Cost = Quantity Unit Cost. Readonly.
Issue Type
Location
The location of the equipment, or the location against

which you are issuing the item.
Outside?
Field used to indicate consignment goods. Enter Y to

indicate the item belongs to a contractor or vendor, but is
stored on-site, and is an item for which you expect to be
charged. The default is the setting on the item record.
Storeroom
Storeroom
The storeroom from which the item is being issued;

defaults to the storeroom location on the current record.
Bin
The bin whose current balance is being reduced; defaults

to the default bin of the item if not lotted, or, if lotted, to
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the bin in which the item closest to expiration resides.

You can click the Detail button in this field to see all bins
for this item at the specified location.
Lot
The lot number of the item.
Details
Entered By
The name of the person issuing the item; defaults to the

log-in name.
Entered Date
Date of the item issue; defaults to the system date and

time.
Debit GL
Account
The general ledger account to be debited in the item

issue transaction. Prior to entering any data on the dialog
box, this field defaults to showing just the resource (item)
component of the GL account. If a work order number is
entered, this defaults to the debit GL account for the work
order; if no work order is entered, this defaults to the GL
account of the location; if no location, this defaults to the
GL account of the equipment. You can edit this field, or,
if none of the above are named, directly specify a GL
account to be debited.
Credit GL
Account
The general ledger account to be credited the cost of

items issued in this transaction. This defaults to the credit
GL account of the storeroom location issuing the item.
You can edit this field, or, if necessary, directly specify a
GL account to be credited.
Memo
WO Op
The work order operation number that this item will be

used for.
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Issue To
The name of the person receiving the items. Note that this
person must be entered as a valid labor code in the
database.
OK
Choose OK to issue the item, with the data in the dialog

box fields to be recorded with the transaction.
Cancel
Choose Cancel to close the dialog box without issuing the

item.
View Item Availability

Purchasing
Selecting the Purchasing tab in the View Item Availability dialog box displays any
purchase orders for the item by item/location.
Table Window
Column
Description
Purchase Order
The purchase order number.
Storeroom
Storeroom location requesting the item on a PO.
Internal?
Yes/no field, indicating whether this is an internal PO (to

be filled by another storeroom location), or an external
PO (to be filled by an outside vendor).
Status
Status of the purchase order: WAPPR (waiting

approval), APPR (approved), etc.
Currency Code
Code for the vendors currency; e.g., IL (Italian lira), DM

(German marks), etc.
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Order Price
The cost per order unit at the time of the PO.
Qty Ordered
Quantity of the item on the PO.
Qty Received
Quantity of the item received so far.
Ordered Date
Date/time of the PO.
Units
Standard unit by which the item is ordered, such as dozen

or case; from the Inventory record.
Vendor
Vendor for the item (from the PO).
Vendor Date
Vendors estimated delivery date.
Required Date
Date item is required.
Work Order
Work order the item was ordered for, if one was

specified.
Debit GL Account
The general ledger account to be debited for the cost of

the item order.
Credit GL Account
The general ledger account to be credited the item order

cost.
Catalog #
Vendors catalog number for the item.
Model
Manufacturers model number for the item.
Remark
Any remark associated with the line item on the PO.
Reservations
Selecting the Reservations tab in the View Item Availability dialog box lets you
view a read-only table containing all relevant details of requests from work orders
and internal purchase orders that reference the current item at the specified
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location; if you are viewing master inventory records (no location is specified),
you can see reservations for all locations. Items can be reserved for two purposes:
work orders and internal POs, which are purchase orders generated by one
storeroom that name another storeroom as the vendor. This dialog box details the
reservation information that it summed up in the on-screen Reserve field.
NOTE: The Reservations tab shows information for the current record in the
Inventory application. If that is a master inventory item record (no
location), the dialog box shows reservation information for the item,
without regard to location. If the current record is an item/location
record, the dialog box shows reservation information for that item at
that location.
Table Window
Column
Description
Request #
The number of this request to reserve items. The request

number is automatically generated when a work order or
internal PO (transfer order) requiring this item is
generated.
Work Order
The work order the item is being reserved for; applies to

work order reservations only.
Quantity Reserved
The quantity of reserved items that are to be issued in this

transaction.
Storeroom
Storeroom location against which the reservation is made.

When viewing an item/location record, this field will
always contain the current location. When viewing an
item master record (no location), this field could contain
any valid storeroom location.
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Qty to be Issued
The total number of this item on reserve for this work

order or internal PO.
Actual Qty
The quantity of the total reserve issued to date for this

work order or PO.
WO Description
Description of the work order.
Work Order Status
Status of the work order.
Target Start Date
The target start date/time of the work order.
Purchase Order
The number of the (internal) purchase order for this item;

for internal PO requests only.
Delivery Location
The location items should be issued toeither the work

order location or the location of the storeroom issuing the
internal PO.
Required Date
Date/time the item is required.
Request Date
Date/time the reservation request was made.
Requested By
Person requesting the item.
Phone #
The phone number of person requesting the item.
OK
Choose OK to dismiss the dialog box.
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View Vendor Analysis

Choosing View Vendor Analysis displays the View Vendor Analysis dialog box.
Dialog Box Element

Item Details
Location
Description
The storeroom location of the item. If the item has only

one storeroom location, that location will appear here by
default. Table window data refers to vendor information
for the item at this location.
If there are multiple storeroom locations, the Location
field will be initially blank. If the Location field is blank,
information in the table window is for all locations.
Primary Vendor
The primary vendor for the item at this location. Note

that this can be another storeroom location, if you
primarily restock from a main warehouse, for example.
(To list a storeroom as a vendor, it must have been
entered in the Companies table.) The description is shown
along with the primary vendor identifier. Read-only.
Manufacturer
Manufacturer of the item; both the identifier and the

description are shown. Read-only.
Model
Manufacturers model number for the item. Read-only.
Catalog #
Primary vendors catalog number for the item. Readonly.
(Table Window)
The table window is read-only.
Vendor
Identifier of the vendor for the item.
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Manufacturer
Identifier of the item manufacturer.
Model
The manufacturers model number for the item.
Currency
Base currency of the vendor.
Total # Complete POs The total number of completed and closed POs for this
item and location (if location field is filled in) for this
vendor; if location is not specified, this is the total
number of completed and closed POs for all locations.
Bid Price
Vendors quoted bid price for the item (for the given
manufacturer and model).
Bid Price Date
Date bid price was quoted.
Last Price
Actual price for the item most recently received from a

PO.
Average Price
Average price of the item from all deliveries. This is the

sum of actual costs for all POs, divided by the total
number of completed and closed POs.
Last Order Date
Date of most recent order.
Promised Delivery
Time (Days)
Vendors quoted delivery time, in days.
Last Delivery Time

(Days)
Vendors most recent actual delivery time, in days.
Avg Delivery Time

(Days)
Vendors average delivery time, in days, calculated from

actual delivery times. This is the sum of lead times for all
completed/closed POs, divided by the total number of
completed/closed POs.
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Percent On Time
Percentage of times the vendor delivered within the

promised delivery timethat is, when the lead time for
the PO was within the promised delivery time.
Contact Name
Name of contact at vendor.
Contact Phone
Contacts phone number.
Quantity Received
Quantity of items received.
Quantity Rejected
Quantity of items that were rejected.
Percent Rejected
The percentage of the total quantity received that was

rejected.
Vendor Name
The description or name of the vendor, from the

Companies table.
Catalog #
REORDER DETAILS TAB

Vendors Group Box
An item can have one or more vendors. The Vendors group box lets you do
detailed tracking of vendor, manufacturer, and model information for each item.
You can specify multiple vendors for an item, multiple manufacturers for a
vendor, multiple vendors for a manufacturer, and so on. Each vendor record is
uniquely identified by the following combination of fields: Item, Vendor,
Manufacturer, and Model.
Use the Vendors group box to enter or display the vendor and manufacturer and
associated information such as last price and last order date for an item. The
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Inventory
manufacturer, the manufacturers model number, the vendors catalog number, the
vendors promised lead time, etc., for the item can also be viewed or recorded.
Field
(Table Window)
Vendor
Description
Identifier of the vendor of the item. The primary vendor
as well as any other vendors for the item are listed in the
table window. This is a hyperlink to the Companies
application. Read-only, except when inserting a row.
Manufacturer
This vendors manufacturer of the item. This is a

hyperlink to the Companies application. Read-only,
except when inserting a row.
Model
Manufacturers model number for the item. Read-only,

except when inserting a row.
Catalog #
Vendors catalog number or product list number for the

item.
Promised Lead Time

(Days)
The vendors promised delivery time for the item. This

can be useful in vendor analysis. The default is zero (0).
Currency
Currency of the vendor; this is copied from the vendors

record in the Companies application. Read-only.
Last Price
Vendors price for this item the last time it was ordered
Read-only.
Last Order Date
Date of the last order for this item from this vendor.
Read-only.
Tax Code
The tax code for the vendor. This defaults to the tax code
specified for the vendor on the Companies application, if
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there is one. You can click the Detail button in this field
to display a list of possible tax codes.
Vendor Name
Name or description of the vendor. A long description

field is available from this field. Read-only.
Manufacturer Name
Name or description of the manufacturer. A long

description field is available from this field. Read-only.
Vendor Disqualified?
Yes/No field. Y indicates that currently you may not

purchase from this vendor; N indicates that you may
continue to purchase from this vendor.
Catalog Web Page
The URL for the vendor catalog.
Using the vendors group box

Use the Vendors group box to view or enter vendor information for the current
item. If you want to add a new vendor for the item, you can click the Detail button
in the Vendor field in the table window to display the Select Company dialog box,
which lists all companies recorded in the Companies application. Select a
company and choose OK to return it to the Vendor field. This feature is also
available from the Manufacturer field. This is the tab you use to specify the bid
price a vendor quotes; the bid price for the vendor will be used in the Purchasing
module.
Note that vendors can get automatically added to the table window in the Vendors
group box, when a purchase order with the vendor information is approved.
Select Value Dialog Box

You can click the Detail button in either the Vendor field or the Manufacturer field
to display the Select Value dialog box. This displays a list of companies listed in
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Inventory
the Companies application; any storeroom locations entered there as companies

that serve as vendors for other storeroom locations are included in the list.
You can highlight a company and choose OK to return it to the on-screen Vendor
or Manufacturer field. You can filter the list of companies to match only specific
criteria by entering data in the Key field in the Selection Criteria group box then
choosing Refresh. For example, entering A in the Key field then choosing
Refresh redisplays the list so that it shows only companies beginning with the
letter A.
Select Order Unit Values and Select Issue Unit Values

Dialog Boxes
Click the Detail button in the Order Units field to display the Select Order Unit
Values dialog box with a list of values for the Order Unit field and the Unit
Conversion field. To select a value from the list, highlight a row and then select
OK.
The selected values will be displayed in the Order Unit and Unit Conversion fields
in the Inventory Control application.
NOTE: You can only display the Select Order Unit Values dialog box by
clicking the Detail button in the Order Unit field in the Inventory
Control application. Clicking the Detail button in the Issue Units field
displays the same dialog box; its labeled Select Issue Unit Values
when displayed from the Issue Unit field.
ISSUES AND TRANSFERS APPLICATION

The Issues and Transfers application is a separate application within the Inventory
module, and is directly accessible from the Inventory main menu. Use the Issues
and Transfers application to issue stock directly to a work order or against a
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general ledger account. You can also transfer items out of a storeroom or transfer
items from one storeroom to another.
ISSUES AND TRANSFERS TABS

The Issues and Transfers application is comprised of three tabs:
Issues - Use the Issues tab to issue items directly to a work order, equipment,
location, or against a general ledger account.
Transfer Out - Use the Transfer Out tab to transfer items out of your
storeroom to another storeroom, courier, or labor code.
Transfer In - Use the Transfer In tab to transfer items from another storeroom
to a storeroom, courier, or labor code.
Toolbar
from the Issues and Transfers applications toolbar:
Select Reserved Items Displays the Select Reserved Items dialog box, where
you can view and select from the list of items reserved. In Issues mode, the
dialog box shows work order reservations; in the Transfer modes, it shows
(internal) purchase order reservations.
Select Items for Transfer Displays the Select Items for Transfer dialog box,
which you can use to select one or more items to transfer into (Transfer In tab)
or out of (Transfer Out tab) your storeroom.
Select Equipment Spare Parts Displays the Select Equipment Spare Parts
dialog box.
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Inventory
USING THE ISSUES AND TRANSFERS APPLICATION

ISSUES TAB
The Issues and Transfers application Issues tab is used to issue items from
inventory. You can issue multiple items to a single work order, location,
equipment, or GL account. Or you can issue one or more items to different work
orders, etc. You can also use the Select Items for Return action in order to return
unused items to inventory. To issue from the Issues and Transfers application,
there must be a storeroom location specified, and you must have authority (granted
via Signature Security) to issue items from that storeroom.
Although items are generally specified in a job plan and issued in conjunction with
specific work orders, it is also sometimes necessary to issue them directly to a
location, or against a piece of equipment, or simply against a GL account, without
a work order number. For example, you might want to charge the costs of items
such as soap, grease, or rags to a location or GL account (rather than charging the
costs to a work order or specific piece of equipment). Whenever you issue an item,
you must make an entry in at least one of the following fields: Work Order,
Location, Equipment, or Debit GL Account. In general, when you make an entry
in one field, one or more of the others will be filled in with default values
associated with the first specified field. For example, if you specify a work order,
the equipment and/or location and/or GL account named on the work order will
also be filled in.
This tab works like the Issue Current Item dialog box except that you can issue
multiple items in a single transaction.
Issuing and Returning Rotating Equipment

When you issue a rotating item, you must specify the individual piece of
equipment you are issuing with an entry in the Rotating Equipment field, and the
location to which you are issuing the equipment in the Location field. Entering a
rotating item in the Item field causes MAXIMO to display the Select Rotating
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Equipment dialog box. Highlight an equipment row and choose OK to specify

which rotating equipment to issue. You can also display the dialog box by clicking
the Detail button in the Rotating Equipment field. The Quantity field for issues of
rotating equipment defaults to 1 and is read-only. If you are issuing multiple
rotating items, an individual table window row is required for each.
When you issue a piece of rotating equipment, a move equipment transaction is
recorded since the item being issued has an equipment number and is being moved
(issued) from the storeroom location to a new location.
You can only use the Select Items for Return action for rotating equipment if the
equipment is in the location it was issued to. If you issue a piece of rotating
equipment, then that equipment is subsequently moved to another location, and
then you try to use Issues and Transfers to return that equipment to inventory, you
will receive a message. You need to use the Move/Modify Equipment dialog box
to move the equipment back to the operating location to which it was originally
issued in order to use Issues and Transfers to return that equipment to inventory
and have the work order/location against which it was originally issued credited
with the return on the actual material usage transaction.
Do Not Double-record Item Usage

If you issue items to a specified work order (or location, equipment, or GL
account) via this application, do not record their usage in the Work Orders
module, and vice versa. If you record items usage in two places, the item will be
subtracted from inventory twice, thereby causing an inaccurate item count. To
protect your inventory records, establish a policy for your site as to whether item
usage will be recorded in the Issues and Transfers application or in the Work
Orders module.
No matter where material issues/usage are originally recorded, the information is
copied to the Actual Materials subtab in Work Orders.
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Actions
Select Reserved Items
Select this action to display the Select Reserved Items dialog box, where you can
view information about items that have been reserved for work orders. For items
reserved for work orders, you can view the item number, location, description,
quantity, and operation number for every item listed in the work plan. All the
reservation information is specific to the storeroom location in the Issues and
Transfers application. You can select one or more reservations and copy them to
the Issues and Transfers application. This makes it easy to issue the appropriate
items in the right quantities for specific work orders, without having to manually
enter the information in the Issues and Transfers table window.
This action is also useful if your stock room personnel assemble items together for
work orders. For example, on Monday a stock room clerk could look at all the
work orders scheduled to begin on Tuesday and assemble all reserved items in
advance. The items could then be issued via the Issues and Transfers application.
Once issued, the reserve quantity in inventory is automatically reduced by the
amount of the issue.
Dialog Box Element
Description
Request #
Request number of the reservation; from the Inventory

Reservations table. Read-only.
Item
The item on reserve for the request. Read-only.
Description
Description of the item. Read-only.
Qty to Be Issued
Quantity of the reservation still to be issued. This is equal

to the total reserve quantity minus the quantity issued to
date (see below). Read-only.
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Work Order
Work order the items are reserved for. Read-only.
Required Date
Date the reserved items are required. Read-only.
Requested By
Name of the person requesting or reserving the items.

Read-only.
WO Description
Description of the work order. Read-only.
WO Op
Work order operation number the reserved items are for.

Read-only.
Total Resrvd Qty
Total quantity of this item that was reserved for this

request. Read-only.
Qty Issued to Date
Quantity of the reservation that has been issued to date

for this request. Read-only.
Direct Request?
Filter By
You can use this group box to limit the list of item
reservations to ones matching the criteria you specify in
the fields.
Work Order
Work order number. If you entered a work order in the

Issues and Transfers application, it will be filled in here
as well, and the table window will display only
reservations for this work order.
Requested By
Name of the person requesting or reserving the items.
Item
The item on reserve for the request.
Request #
Request number of the reservation; from the Inventory

Reserves table.
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Refresh
Order By
Request #
Use the Refresh button to redisplay the data in the table

window after you have entered data in any of the
Selection Criteria fields, or after you have selected a
different order-by method (see below).
Order the item reservations by request number. This is

the default.
Required Date
Order the item reservations by the required date.
Requested By
Order the item reservations by the person requesting.
Item
Order the item reservations by item number.
(Buttons)
OK
Use the Copy button to copy the highlighted reservation

row or rows to the Issues and Transfers application.
Cancel
Choose Cancel to exit the dialog box without taking any

action.
Select All
Highlights all rows, so you can copy them all.
Copy methods:
To copy an item from the Select Reserved Items dialog box to the Issues and
Transfers table window, use one of these methods:
To copy a single row, click the Detail button on it, or highlight it and click on
Copy.
To copy multiple rows, click on the desired rows while holding down the
[Shift] key, then click on Copy.
To copy all rows, click on Select All and then click on Copy.
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TRANSFER OUT TAB

Actions
Select Reserved Items
This action works like the Select Reserved Items dialog box available on the
Issues tab. On the Transfer Out tab, however, the items listed are reserved for
internal purchase orders, rather than for work orders.
You could enter a purchase order in the Selection Criteria group box and choose
Refresh to see items reserved for that internal PO. You could then select any or all
of the reserved items for transfer. The reserved quantity is decremented upon
transfer.
Reservations listed here can be removed by selecting a row and choosing the
Delete button, then OK. Reservations are also removed when the PO is closed.
TRANSFER IN TAB
Actions
Select Items for Transfer
Choose this action, or the Transfer button on the toolbar, to display the Select
Items for Transfer dialog box. This provides a list of items you can select from for
copying to the Issues and Transfers application.
This shows all the items in the from location specified in the Issues and
Transfers application. If no from location is specified, the table window is empty.
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You can enter a location in the Location field, or click the Detail button to display
the Select Inventory Location dialog box, from which you can select a location.
Select Receipts From Transit Location Dialog Box

When you specify an item and a labor or courier location in the Issues and
Transfers application Transfer In tab, MAXIMO automatically fills in the
appropriate data for the transfer if there is only one outstanding receipt for the
item and labor or courier location combination. The Select Receipts From Transit
Location dialog box is displayed when you are transferring in from a labor or
courier location and there are multiple outstanding transit receipts for the same
labor or courier location for the same item (and you have specified that location
and item on the screen).
Highlight the row with the quantity and/or PO information that matches the
transfer you are making. Choose OK to copy that row to the Issues and Transfers
application.
ITEM ASSEMBLY STRUCTURES APPLICATION

Use the Item Assembly Structures application to build and view item assembly
structures. An Item assembly structure (IAS) is a hierarchically arranged set of
inventory items. . The IAS is identified by the item number at the top of the
hierarchy. Use this structure as a template to build hierarchies of locations and of
rotating equipment. Because the IAS is a template, you can use it to build many
copies of these hierarchies.
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ITEM ASSEMBLY STRUCTURES TABS

The Item Assembly Structures application is comprised of two tabs:
Item Assembly Structures Build, modify, and view item assembly

structures.
Linked Documents View documents associated with item assembly

structures.
Toolbar
from the Item Assembly Structures applications toolbar:
Select Top-Level Item for New IAS Displays the Select Top-level Item
for New IAS dialog box, which is used to select the top-level item for creation
of a new item assembly structure.
Copy Item Assembly Structures Displays the Copy Item Assembly

Structure dialog box, which you use to copy an existing IAS into another IAS
that you are creating or modifying.
Rotating Items and Rotating Equipment

Two terms are used in this section (and elsewhere in the MAXIMO Users Guide)
when talking about things that rotate in and out of use. They mean almost the
same thing, but not quite.
A rotating item is an inventory item, with an item number, and a current balance
(which can be greater than one), multiple instances of which can be used in a
plant. For example, you might track your 10 different 5-horsepower pumps with
the single item identifier PUMP-5HP.
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A piece of rotating equipment is an individual instance of a rotating item,

identified by an individual equipment number. For example, your 5-horsepower
pumps might be identified by equipment numbers PUMP501, PUMP502, etc.
USING THE ITEM ASSEMBLY STRUCTURES

APPLICATION
You use the Item Assembly Structures application to view existing item assembly
structures, to create new ones, and/or to edit existing ones.
Item assembly structures are built as templates for instances of equipment/location
hierarchies that you use repeatedly. Rather than build the structure each time for
each instance of the hierarchys occurrence, you simply name the IAS in the Item
field, and the entire item assembly structure can be applied to that location or
equipment. Equipment records can be created for any rotating equipment in the
structure when applied to equipment; location records can be created for any
rotating equipment in the structure when applied to a location.
In terms of an equipment hierarchy, an equipment record can be created for each
rotating item within the item assembly structure. The rotating item at the top of the
IAS is given an equipment identifier by applying the IAS to a piece of equipment.
Any lower-level elements in the IAS that are themselves rotating items need to be
given equipment identifiers during the process of applying the IAS to an
equipment record. Items in the structure that are not rotating equipment will be
treated as spare parts of the equipment. They will be listed in the Spare Parts table
window in the Subassemblies and Spare Parts application for the equipment
record created for the parent rotating item. Any children of nonrotating items in
the IAS are treated in the equipment hierarchy as belonging to the rotating
equipment nearest above the item in the IAS. That is, while the IAS can have
multiple levels of nonrotating itemsitems that have no equipment numberthe
equipment hierarchy can only have one level of nonrotating items beneath an
equipment number.
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In terms of the location hierarchy, elements of the IAS that are not rotating items
are ignored. But as with equipment, when the IAS is applied to a location, an
operating location record can be created for each rotating item within the IAS.
When the same IAS is applied to both a location and equipment, a location
hierarchy is created that matches the equipment hierarchy. Moving a piece of
equipment with IAS 123 applied into a location with IAS 123 applied would map
the children of the equipment to the corresponding children of the location.
Actions
Select Top-level Item for New IAS
Displays the Select Top-level Item for New IAS dialog box, which is used to
select the top-level item for creation of a new item assembly structure. This action
is also available via the Select button on the toolbar. This action is only available
on the Insert tab, when there is no item assembly structure on the screen (i.e., with
nothing in the Item field).
The dialog box is displayed showing a list of all item records that are not already
the top-level element of an item assembly structure. You can select a single item
and choose OK to make that item the top level item of a new item assembly
structure. If the selected item is in another item assembly structure (at a child
level) and has children there, a message is displayed asking if you want to copy
those children to the Children table in the Item Assembly Structure application for
this new item assembly structure.
NOTE: It is possible that a rotating item exists at a child level in more than
one IAS, and that it has different descendents beneath it in the different
IASes. If such a rotating item is selected to be the top level of a new
item assembly structure, MAXIMO copies the descendents from the
first instance of the item in another structure that it encounters.
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You can use the Key field in Selection Criteria to limit the list of displayed items.
For example, you could enter MOT in the field to limit the table window list to
only items that have MOT as the first three characters. Use the Refresh button to
redisplay the list so that the key field filter is in effect.
ASSET CATALOG SETUP APPLICATION

The Asset Catalog Setup application provides you with a way to classify assets
within MAXIMO using specification templates. You can define specification
templates to include up to five classification levels and as many attributes as
necessary to describe each asset. Once you define these specification templates,
you associate them with the appropriate assets. This allows you to locate specific
assets quickly and easily.
ASSET CATALOG SETUP TABS

The Asset Catalog Setup application is comprised of one tab:
Asset Specification Use this tab to structure assets into specification templates.
Within each specification, you can define classifications and attributes that you
can organize into hierarchies with selection capabilities to further organize your
assets.
INVENTORY REPORTS
The following reports are available in the Inventory module.
A location must be specified for many inventory reports if selection criteria are not
set to choose inventory records in a defined storeroom location. Thus, for these
reports, if selection criteria are defined as No LocationItem Master
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Information Only, you must provide location information. The following reports
require a location to be specified, either through selection criteria, or when
inputting criteria for the report: Inventory ABC Analysis Report, Economic Order
Quantity Report, Suggested Order Report, Reorder Point Report, Inventory
Valuation Report, the Item Order Status report, the List of Expired Items report,
and the Item Availability at All Locations report.
Goods Received
Inventory Pick Report
A pick list, by work order, for all items needing to be pulled from a designated
storerooms inventory for work orders having a target start date of the specified
date.
the SQR version of the report prompts for the date and storeroom location
the Quest version of the report displays all item locations; the default date is
the system (current) date
ABC Analysis Report

Lists, for a given storeroom location, inventory items ABC analysis information.
Running the report determines the ABC category that an item falls into (A, B, or
C). Analysis is based on the quantity of each item ordered year-to-date and its last
cost. The report lists the ABC category and the cycle count frequency (CCF) of
each included item, both prior to and after running the report. The ABC type is
based on the number of items selected, multiplied by the ABC breakpoints
specified in Application Setup. Optionally, the database is updated with new ABC
and CCF values.
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Inventory Cycle Count Report

Lists, for a specified storeroom, all inventory items that are due to be cyclecounted, based on the cycle count frequency and the last count date. Listed are the
item number, location, bin, item description, last count date, and a column to enter
the new count quantity.
Economic Order Quantity Report

For a given storeroom location, displays the optimum economic ordering quantity
for items in the selected result set. The EOQ defines the point at which inventory
ordering costs and carrying costs are in balance. The report lists the EOQ values
both prior to and after running the report. Optionally, the database can be updated
with the new EOQ values.
Suggested Order Report

Lists all inventory items in the selected result set that are due to be reordered, for a
specified storeroom location, based on this calculation: Suggest reorder if (current
balance reserve quantity + on-order quantity) reorder point. Lists the item
number, description, current balance, reserve quantity, reorder point quantity, onorder quantity, and suggested reorder quantity.
Reorder Point Report

Lists the selected set of items and the optimum minimum level to have in stock
based on demand, lead delivery time, and a reserve safety stock. The report lists
the ROP and safety stock values both prior to and after running the report.
Optionally, the database can be updated with the new safety stock and ROP
values.
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Inventory Valuation Report

Gives an accounting of the cost of current inventory, for the set of inventory
records in a designated storeroom location. For each item, the item number,
description, current balance, unit cost, and total cost (value) are listed. Item cost
totals are added to provide total inventory cost by location.
Item Order Status

Lists all items on order. For each item, the PR number, status, and quantity are
listed. If a PO has been issued, the PO number, status, quantity, and vendor
delivery date are listed.
List of Expired Items

Lists expired lotted items in a storeroom. Lists item number, description,
expiration date, bin number, lot number, manufacturer lot number, and quantity of
expired items in that lot and bin.
Item Availability at All Locations

This report is used to list alternate storeroom locations for items found within the
specified storeroom. Lists all items in the user-specified storeroom location and all
other storerooms where the item is located. For each item at the selected
storeroom, the report shows the current balance, reserved quantity, expired
quantity and available quantity, by storeroom location.
Storeroom Material Check

Where Used Report
Lists all equipment on which the item is recorded as being used. Lists the item
number and description, equipment number and description, and number of items
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used on that piece of equipment. The report can be run for a single item or for a
selected set of item records.
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PURCHASING
OVERVIEW
The Purchasing module provides tools for creating, processing, and printing
purchase requisitions, requests for quotations, and purchase orders, for recording
invoice information and matching invoices with purchase orders, and for defining
and converting currencies. You can order and receive, and track invoices for, both
materials and services.
Purchase Requisitions and Purchase Orders
A purchase requisition (PR) is a written request issued internally to a

purchasing department to order items or services. Generate a purchase
requisition from the Inventory application, or enter it in the Purchasing module.
You can assign a purchase requisitions line items to one or more purchase
orders. A purchase requisition is closed when all its line items are assigned to a
purchase order. A single purchase requisition can list items or services for
several vendors.
A purchase order (PO) is an authorized order from a purchasing agent or

department to an external vendor. MAXIMO lets you grant the same kind of
purchasing authority to the person responsible for a storeroom, to generate an
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storeroom purchase as a transfer order or an internal PO. A purchase

order is closed when all of its line items, as well as the invoice with cost
information, have been received. A purchase order can list items or services for
a single vendor only.
Receiving Materials and Services

MAXIMOs Purchasing module makes it possible to order and receive both
materials and services.
Material receipts might include costs associated with items used for work
done on site by your companys employees. To record material receipts, use the
PO Material Receipts tab. When inventory items are received against a
purchase order, MAXIMO updates quantities and costs in Inventory, and an
inventory transaction is generated.
You can also receive materials not tracked in inventory, but which require a
purchase order. For example, you may order a catered lunch or a new desk,
neither of which would be stored in Inventory or tracked by an item number.
You would, however, want to track their costs on purchase orders and receipts.
Service receipts might include costs associated with any service provided by a
vendor or contractor, such as repairs to equipment. The service may be
performed on or off site. You specify service purchases either in terms of a
quantity and a unit cost, or as a single lump sum amount. Whichever terms you
use on the service PO must be the same on the corresponding receipt
transaction, which you record on the PO Service Receipts tab.
Requests for Quotation

A Request for Quotation (RFQ) is a request sent out to a number of (usually) predefined suppliers for prices and conditions for items or services. Using RFQs
allows you to manage quotations in order to make the best purchasing decision.
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When all quotations are received, they can be compared against one another to
select the one that best meets your criteria.
A Request for Proposal (RFP) is similar to an RFQ, but is generally used for a
large number of items or services. MAXIMO includes RFP capabilities within the
RFQ application, but to avoid confusion between the two refers to both simply as
RFQ.
Invoices
MAXIMO allows you to record invoices and debit and credit notes from vendors,
and match invoice details against purchase orders and receipts. It allows you to
match multiple invoices to a single PO line item, multiple POs to a single invoice,
or multiple receipts to a single invoice line. It allows you to create invoices for
which there are no receipts. You can distribute costs to multiple GL accounts and
create multiple tax types with varying rates. You can define tolerance amounts and
percentages to ensure that payments are within an acceptable range of PO
amounts, and you can close the PO when the invoice is approved.
The Invoices application also provides automatic calculation of taxes to be paid to
vendors, full foreign currency support, and integration with MAXIMOs
Equipment, Inventory, and Work Orders modules.
Currencies
MAXIMO allows you to define a list of vendors and the currencies they deal in,
and to keep exchange rate information up-to-date. You can create PRs and POs in
any of the defined currencies. Upon receipt of goods or services, MAXIMO
converts any foreign currency into your base currency, using current exchange
rates. MAXIMO likewise converts invoice prices into your base currency, and
provides for totals to be displayed in the vendors currency. MAXIMO also
converts entries to your base currency for display in the Inventory and Work
Orders modules.
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Purchasing Main Menu Items

The Purchasing module has four applications available from the Main Menu.
Purchase Requisitions
Use the Purchase Requisitions application to create purchase requisitions for items
and services, or to create a purchase order from a purchase requisition.
To specify individual items or services for the purchase requisition, use the PR
Lines tab, available in the Purchase Requisitions application.
Requests for Quotation
Use the Request for Quotation (RFQ) application to send requests to suppliers for
prices and conditions for items or services. You can then compare the responses to
make the best purchasing decision.
Purchase Orders
Use the Purchase Orders application to create purchase orders; purchase orders
may be created from purchase requisitions.
To specify individual items or services for the purchase order, use the PO Lines
tab. Purchase order actions let you create blanket purchase orders, releases,
change orders, and price agreements.
To record receipt of items for the purchase order, use the PO Material Receipts
tab; to record receipt of services, use the PO Service Receipts tab. Both tabs are
available in the Purchase Orders application.
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Invoices
Use the Invoices application to enter invoices and credit notes, to match invoices
to corresponding POs, and to calculate price differences between the order and the
invoice.
To enter line items on invoices use the Invoice Lines tab, available from the
Invoices application.
Currency Management
Use the Currency Management application to identify currencies and exchange
rates. You can then specify a currency for a company (vendor) in other MAXIMO
applications such as Purchase Orders, Purchase Requisitions, and Invoices.
Purchasing and Other MAXIMO Modules

To process purchasing records effectively, it is important to understand the
relationship between Purchasing and each of these modules: Inventory, Resources,
and Work Orders.
Purchasing and Inventory

When you reorder an item from Inventoryusing the Reorder Items action
MAXIMO creates either a purchase requisition (PR) or a purchase order (PO). A
setting in Application Setup lets you specify which will be created. In addition, the
setting determines whether this will be created as approved or unapproved. There
are separate settings for external and internal requests.
When you record the receipt of an item on the PO Material Receipts tab in
Purchase Orders, MAXIMO increases the items balance, and adjusts both last
cost and average cost (if affected), in Inventory. MAXIMO also adjusts received
amounts and costs on the PO Material Receipts tab.
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Purchasing and Companies

You can analyze a vendors cost and delivery time performance, with the View
Vendor Analysis for Item action on the PO Lines tab, which uses data from the
Inventory and Companies applications.
Purchasing and Work Orders

If you raise a service receipt against a work order, you can debit the associated
costs to the general ledger account specified on the work order.
PURCHASE REQUISITIONS APPLICATION

Use the Purchase Requisitions application to create purchase requisitions for
items, supplies, and services. A purchase requisition is a written request issued
internally to a purchasing department to order items and services.
PURCHASE REQUISITIONS APPLICATION TABS

The Purchase Requisitions Application is comprised of three tabs:
PR To create, view, and modify purchase requisitions.
PR Lines To enter line items for a purchase requisition. Each line item has
information such as item number, quantity, unit cost, required date, and
category for the item.
Linked Documents To create links between MAXIMO and the documents

located in your document management system (DMS), on the network, or on
the World Wide Web. Once you create document links, you can view, modify,
and print the documents in MAXIMO.
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Purchasing
Toolbar
In addition to the standard toolbar buttons, these buttons are available on the
Purchase Requisitions applications toolbar:
Create PO Displays the Create PO dialog box, where you can create a
purchase order from a requisition record.
Approve PR Displays the Approve dialog box, which lets you approve a
requisition with waiting for approval (WAPPR) status.
Print PR Displays the Print dialog box, which lets you print the current
requisition or a selected set of requisitions.
Close PR Displays the Close dialog box, for setting the status of an
approved PR to closed, which indicates that all line items have been assigned to
POs.
NOTE: In the Purchase Requisitions application, as in other applications for

records that require an approval process, you can edit the fields until
the record is approved (APPR). When the purchase requisition is
approved, these fields become read-only. Any exceptions to this rule
are noted in the field descriptions available in on-line Help.
USING THE PURCHASE REQUISITIONS APPLICATION

Reordering by Batch
To reorder multiple items, choose the Selected Records button on the Reorder
Items dialog box, or choose the Reorder Items action while in Query mode. If you
choose Reorder Items while in Query mode, MAXIMO displays the Reorder Items
dialog box with the Current Item check box grayed out, and both the Selected
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Records button and Group by Vendor selected. MAXIMO generates a PR line

item for every item whose available balance is below the reorder point.
PR LINES TAB
Use the PR Lines tab to enter items, services, or supplies for a purchase
requisition. The Total Cost field reflects the total cost of all the items listed in the
table window. If you are entering a series of items, you may want to fill in some of
the Default Table Data fields for fields with consistent entries to speed up data
entry.
NOTE: In the PR Line Items application, as in other applications for records
that require an approval process, you can edit the fields until the
record is approved (APPR). Once the purchase requisition is
approved, these fields become read-only. Any exceptions to this rule
are noted in the field descriptions available in on-line Help.
Item and Location

If your organization has multiple storerooms, make sure that the entry in the
Storeroom Location is valid for each line item you enter. Items are ordered for a
specific storeroom, unless the Issue on Receipt? field is set to Yes.
REQUEST FOR QUOTATION APPLICATION

The Request for Quotation (RFQ) application provides you with the ability to
create requests and store quotations to assess which order most meets your needs.
A Request for Quotation is a request that is sent out to one or more potential
suppliers, who are usually listed in the Companies application but can be added to
a request if you want to. In the request, you can ask for specific costs and
conditions for the delivery of an item or service.
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You create an RFQ when:
The stock count of a stocked item has dropped below a certain level and you
need to make another bulk order.
A requisition is received for an item or service that requires a quotation each

time the item or service is ordered, due to price or other requirements.
Someone at your site requests a quote for an item or service. This can be for a
typically stocked item or for a unique item not usually ordered, such as a
special order or non-stocked item.
Commodity bulk buying needs to be done for a certain period of time. This is
typical for many items with common commodity codes. The quotation might
not be copied to a PO immediately, but the pricing is set.
When the quotations are received, they are entered into the application one at a
time. At the end of the process, the quotations are reviewed and one quotation is
accepted. This quotation is then converted to a purchase order or purchase
agreement. This depends on the procurement flow within the organization.
REQUEST FOR QUOTATION APPLICATION TABS

The Request for Quotation application is comprised of five tabs:
RFQ to enter general information about the RFQ, including a description of

the RFQ, the desired date of the response, the close date of the RFQ, and other
information pertinent to this specific quotation
RFQ Lines to enter the line items or services that require quotations,
including the items, quantities desired, and other item-specific information.
Vendors to enter the vendors to whom the request for quotation is intended
to be sent.
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Quotation Lines to enter the quotations received by vendors over the

telephone, fax, etc., including such data as the item, quantity, unit cost, taxes,
and other order type information
Linked Documents to view other documents associated with RFQ
Toolbar
In addition to the standard toolbar buttons, the following buttons are available in
the Request for Quotation application:
Copy PR Line Items to RFQ displays the Copy PR Lines to RFQ dialog
box
Change RFQ to Ready displays the Ready dialog box
Print RFQ displays the Print dialog box
Complete RFQ displays the Close dialog box
Create/Copy to PO displays the Create/Copy to PO dialog box
PURCHASE ORDERS APPLICATION

Use the Purchase Orders application to create purchase orders, either from
purchase requisitions, requests for quotation, or from scratch. You can also create
blanket purchase orders, releases, pricing agreements, and change orders.
PURCHASE ORDERS APPLICATION TABS

The Purchase Orders application is comprised of five tabs:
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Purchasing
PO Use the PO tab to create, view, and modify POs, either from PRs or from
scratch.
PO Lines Use the PO Lines tab to enter line items on the PO. It also contains
summary information from the Material Receipts and Service Receipts tabs.
Material Receipts Use the Material Receipts tab to report materials received
on a PO.
Service Receipts Use the Service Receipts tab to report services received on
a PO.
Linked Documents Use the Linked Documents tab to create links between
MAXIMO and the documents located in your document management system
(DMS), on the network, and/or on the Web. Once you create document links,
you can view, modify, and print the documents in MAXIMO.
Toolbar
Purchase Orders toolbar:
Copy PR Line Items to PO Displays the Copy PR Line Items to POs dialog
box.
Approve PO Displays the Approve dialog box, which lets you approve a
purchase order with waiting for approval status (WAPPR).
Print PO Displays the Print dialog box.
Close PO Displays the Close dialog box.
NOTE: In the Purchase Orders application, as in other applications for

records that require an approval process, the fields are open to change
until the record is approved (APPR). Any exceptions to this rule are
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noted in the field descriptions available in on-line Help. When the

purchase order is approved, these fields become read-only.
PO LINE ITEMS TAB

Use the PO Lines tab to enter line items on a PO. You can enter line items
manually, copy them from a requisition, or create them from an RFQ (Request for
Quotation). MAXIMO also displays summary information from the Material
Receipts tab or Service Receipts tab on this tab. If you are entering a series of
items, you may want to fill in some of the Default Table Data fields for fields with
consistent entries to speed up data entry.
NOTE: On the PO Lines tab, as in other applications for records that require
an approval process, you can edit the fields until the record is
approved (APPR). Any exceptions to this rule are noted in the field
descriptions available in on-line Help. Once the purchase order is
approved, these fields become read-only.
View Vendor Analysis for Item

Dialog Box Element
Item Details
Location
Primary Vendor
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Description
The storeroom location of the item. Table window data

refers to the item at this location.
The primary vendor for the item at this location. Note
that this can be another storeroom location, if that
storeroom location has been entered in the Companies
table. The description is shown along with the primary
vendor identifier.
Purchasing
Catalog #
Primary vendors catalog number for the item.
Manufacturer
Manufacturer of the item; both the identifier and the

description are shown.
Model
Manufacturers model number for the item.
(Table Window)
Vendor
Identifier of the vendor for the item.
Manufacturer
Identifier of the item manufacturer.
Model
The manufacturers model number for the item.
Currency
Base currency of the vendor.
Total # Complete POs The total number of completed POs for this item from
this vendor.
Last Price
Actual price for the item on most recent invoice.
Average Price
Average price of the item from all deliveries.
Last Order Date
Date of most recent order.
Promised Delivery
Time (Days)
Vendors quoted delivery time, in days.
Last Delivery Time

(Days)
Vendors most recent actual delivery time, in days.
Avg Delivery Time

(Days)
Vendors average delivery time, in days, calculated from

actual delivery times.
Percent On Time
Percentage of times the vendor delivered within the

promised delivery time.
Contact Name
Name of contact at vendor.

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Contact Phone #
Contacts phone number.
Quantity Received
Quantity of items received, all deliveries.
Quantity Rejected
Quantity of items that were rejected, all deliveries.
Percent Rejected
The percentage of the total quantity received that was

rejected.
Vendor Name
The description or name of the vendor, from the

Companies table.
Catalog #
PO MATERIAL RECEIPTS TAB

Use this tab to enter information about items received on an approved PO. You
can copy all the PO line items to the Material Receipts tab's table window if the
entire order has been received, or you can enter partial receipts. You can also
record receipt of the materials ordered on the PO and note any discrepancies
between what was ordered and what was received, or what was rejected.
Each time you record an item receipt, MAXIMO creates an inventory transaction
for that item. MAXIMO increases the balance of the item at its primary location
by the quantity of the receipt and decreases the quantity on order by the quantity
received.
If you report an actual cost (in the Unit Cost field on the Material Receipts tab)
that is different from the cost value listed in the Standard Cost field on the
Inventory Control tab, MAXIMO automatically updates the Average Cost field
and Last Cost field in Inventory.
Once you close the PO, the fields on the Material Receipts tab become read-only
(including Invoice # and cost fields).
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PO SERVICE RECEIPTS TAB

The Service Receipts tab lists information about services received on an approved
PO. Use this tab to record any services received against an approved purchase
order. You can copy all the PO line items to the Service Receipts table window if
all services have been received, or you can enter partial receipts.
The recording of service receipts on the Service Receipts tab generally follows a
sequence of events like this:
A contractor or vendor submits a claim.
Someone at your company who has the authority to check the cost of services
approves the receipt.
COPY PR LINE ITEMS TO PO DIALOG BOX

Set Blank Vendor to Primary Vendor
If the Vendor column for an item is blank on the Copy PR Line Items to PO dialog
box, i.e., if the item comes from a purchase requisition for which the vendor was
not specified, you can set the vendor to the primary vendor as follows:
Click the Filter button to display the Define PR to PO Filter dialog box.
Select the Sort tab.
Check Set Blank Vendor to Primary Vendor.
You can use this method to indicate that the primary vendor is to be used for any
line item without a vendor named. If the Copy PR Line Items to PO dialog box is
sorted by vendor, you can re-sort the table after using this action.
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INVOICES APPLICATION
Use the Invoices application to record vendor invoices as you receive them. The
invoice you create in MAXIMO may represent one of these invoice types:
An invoice related to a single purchase order you enter information such as

the invoice number, corresponding PO number, any receipts recorded for the
PO, and information specific to the invoice.
An invoice related to many purchase orders you enter general invoice data on
the Invoice tab, then list the related POs on the Invoice Lines tab.
An invoice without a related purchase order typically, such an invoice

represents a bill for which there is no purchase requisition or purchase order.
You just enter invoice-specific information. This could be appropriate if, for
example, you receive an invoice for a rent or phone bill.
INVOICES APPLICATION TABS

The Invoice application is comprised of the following tabs:
Invoice Use to enter, edit, and delete invoices, credit notes, or debit notes, to
change the invoice status, and to view the invoice's status history.
Invoice Lines Use to enter line items on the invoice.
Linked Documents Use to view other documents associated with an RFQ
Toolbar
Invoices toolbar:
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Copy PO Lines to Invoice Displays the Copy PO Lines to Invoice dialog

box. Use it to:
copy line items to the Invoice Lines tab line, from purchase orders,
services, or receipts.
perform a trial match for materials (between the invoice, the purchase
order, and any related receipts).
Distribute Costs Displays the Distribute Costs dialog box, on which you
spread the cost of an individual invoice line to more than one general ledger
account, work order, location, or piece of equipment.
Allocate Services Displays the Allocate Services dialog box, which allows
you to prorate the cost of standard services over some or all of the invoice line
items.
Approve Displays the Approve dialog box, on which you can change an
invoices status from entered, waiting for approval, or hold, to approved.
Hold Displays the Hold dialog box, where you specify that payment for an
invoice should be put on hold.
NOTE: In the Invoices application, as in other applications for records that

require an approval process, you can edit the fields until the record is
approved (APPR). Once the invoice is approved, these fields become
read-only. Any exceptions to this rule are noted in the field
descriptions available in on-line Help.
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INVOICE LINES TAB

Use the Invoice Lines tab and its actions to:
Enter invoice line items.

Make changes to order units and standard services.
Enter multiple POs for a single invoice.
Perform a trial match between invoice, receipt, and PO.
Distribute costs across line items.
Add taxes to the cost of line items
Add standard service costs to the cost of line items.
NOTE: On the Invoice Lines tab, as on other applications for records that
require an approval process, you can edit the fields until the record is
approved (APPR). Once the invoice is approved, these fields become
read-only. Any exceptions to this rule are noted in the field
descriptions available in on-line Help
Distribute Costs Dialog Box

Dialog Box Element
NOTE:
Description
If the invoice line has a PO Line # and you have received the line
using the Material Receipts or Service Receipts tab, the entire
line on the dialog box is read-only.
Line #
Line number generated by MAXIMO. Read-only.
Percent
The percent of invoice line cost represented by the cost

distribution line you are entering. If there is an entry in
the Invoice Quantity field and you change the percent,
MAXIMO recalculates the quantity and line cost. If there
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is an entry in the Line Cost field and you change the

percent, MAXIMO recalculates the line cost.
Work Order
Work order number. You can click the Detail button on

this field to display a list of open, approved work orders.
Read-only if the invoice line has a PO Line # and you
have received the line using the Material Receipts or
Service Receipts tab. You can provide a default for this
field in the Default Table Data section of the Invoice
Lines tab.
Location
Location where the materials or services were used,

displayed from the PO line. Read-only if there is a
purchase order line reference.
Charge to Store?
Yes indicates that the cost for this line item should be
accumulated in the Inventory Cost field on the equipment
with which this line is associated. You can change this
field to Y only if the line item is for a service. Read-only
if there is a purchase order line reference.
Equipment
If the Charge to Store? field is set to Yes, this is the

equipment to which costs for the service should be
charged. To see a list of valid entriesnon-capitalized,
rotating equipmentclick the Detail button on this field
(in Insert mode only). The Debit GL Account field
defaults to the rotating suspense account on the
equipment identified in this field.
If the Charge to Store? field is set to No, the Debit GL
Account field for the line defaults to the GL account for
the equipment identified; clicking the Detail button in this
field now displays the Drilldown dialog box.
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Required if the Charge to Store? field is Yes. Read-only

if there is a purchase order line reference.
Debit GL Account
Account code for the general ledger account to be debited

the cost of this invoice line item, taken from the PO line
(if one is specified).
Read-only if there is a purchase order line reference.
Credit GL Account
Account code for the general ledger account to be

credited for this cost distribution line. The default
account code is the accounts payable suspense account
from the Companies table.
Invoice Quantity
Enter the quantity to be charged to the work order,

location, equipment, or debit GL account named for this
line, or leave this field blank and enter either a line cost or
percent instead. If you enter a quantity here, MAXIMO
automatically updates the percent. Read-only if the
Quantity field on the Invoice Lines tab is empty.
Unit Cost
Unit cost of the item, displayed from the Invoice Lines

tab. Read-only.
Line Cost
If the Invoice Quantity field is blank, you can enter in this

field the amount to be charged to the work order,
location, equipment, or debit GL account named for this
line. If you enter a line cost here, MAXIMO
automatically updates the percent. If there is an entry in
the Invoice Quantity field, MAXIMO multiplies the
quantity by the unit cost to calculate the amount in this
field.
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WO Op (Work
Order Operation #)
(Buttons)
OK
Optional. The work orders work plan operation number

associated with this line item. Read-only if there is no
entry in the Work Order field.
Saves the entries you have made on the dialog box. If the
cost distribution line cost and quantity totals on this
dialog box dont match the line cost and quantity
specified for the invoice line on the Invoice Lines tab, you
will get a warning.
Cancel
Closes the dialog box without saving any changes.
Insert Row
Inserts a new cost distribution line.
Delete Row
Deletes the highlighted cost distribution line.
Undelete Row
Undeletes any highlighted rows that have been marked for

deletion.
Help
Displays help for this dialog box.
Copy PO Lines to Invoice Dialog Box

Materials Tab
Dialog Box Element
Description
Item
Item number.
Description
Item description.
Uninvoiced Quantity
Number of items not yet invoiced.
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Unit Cost
Cost at which the item was received.
Line Cost
Value of the quantity not yet invoiced, calculated as

Uninvoiced Quantity Unit Cost.
Rejected Quantity
Number of items rejected.
Received Date
Date and time the order was received.
Packing Slip
Packing slip number.
PO Line #
Purchase order line item number.
Loaded Cost
Line cost plus taxes and standard services.
Tax
Applicable tax on the item.
(Check Boxes)
Save Settings
Show Uninvoiced
Items Only
Click in this check box to establish the current settings

the table window and the sort orderas defaults for the
next time you display the Copy PO Lines to Invoice
dialog box.
Click in this check box to have MAXIMO display only
those material receipt line items that have not yet been
invoiced.
(Buttons)
Select All
Highlights all line items.
Combine
Matches multiple receipt lines to a single invoice line.

The item numbers on the lines you highlight must be the
same; if not, this button is not enabled. For example, you
may accept three deliveries of a part, but use just one
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invoice line to cover all the deliveries. Once you use this
button, the Cancel button becomes Close.
Trial Match
Instructs MAXIMO to attempt matches of received

material line items to the total entered on the Invoice tab.
You must have specified a single PO number in the
Invoices application, and have entered a value in either
the Invoice Total or Pretax Total field; this button cannot
be used for multiple POs on a single invoice.
When you use the Trial Match button, MAXIMO
searches for all material receipt transactions not yet
invoiced for the entered PO, grouping them by actual
transaction date. MAXIMO highlights any matching lines
in the table window of the dialog box.
To judge a match, MAXIMO determines whether the
total for any group of transactions (grouped by date
received) matches (within tolerance) the result of this
equation:
Invoice Total = Line Cost - all other special charges
Special charges include line items entered on the invoice
that have no PO line number reference; they were added
as a result of the invoice, and were not on the original
order. For example, a standard service charge for
installation, or freight not specified on the PO, could be a
special charge.
OK
Copies all currently selected items from the dialog box to

the Invoice Lines tab, creating an invoice matching the
entries.
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Cancel
Closes the dialog box and returns the cursor to the

Invoice Lines tab. This button name changes to Close
after you take an action on the dialog box.
Help
Displays help for the Materials tab.
Order By
The Order By radio buttons let you specify the primary

sort for ordering the PO lines. Within each sorting
category, items (or lines) are listed by date received, in
ascending order.
Item
Sorts the PO lines by item number.
Received Date
Sorts the PO lines by the date the item is received.
Packing Slip
Sorts the PO lines by the packing slip number.
Services Tab
Dialog Box Element
Description
Description
Description of the service, displayed from the PO line.
Uninvoiced Quantity
Quantity received but not yet invoiced.
Unit Cost
Unit cost of the service received.
Uninvoiced Cost
Cost of service not yet invoiced.
Claim #
Claim number from the service transaction.
Received Date
Date the service was provided.
PO Line #
Line Cost
Cost for the service.
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Tax
Check Boxes
Save Settings
Show Uninvoiced
Items Only
Applicable tax on the service
Click in this check box to establish the current settings

the table window and the sort orderas defaults for the
next time you display the Copy PO Lines to Invoice
dialog box.
those service receipt line items that have not yet been
copied to an invoice.
(Buttons)
Select All
Highlights all line items.
Combine
Matches multiple service receipt lines to a single invoice

line; all must have the same PO Line #. Once you use this
button, the Cancel button becomes Close.
OK

the Invoice Lines tab, creating an invoice matching the
entries.
Cancel

Help
Displays help for the Services tab.
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Order By
The Order By radio buttons let you specify the primary

sort for ordering the PO lines. Within each sorting
category, items (or lines) are listed by Received Date, in
ascending order.
Claim Number
Sorts the PO lines by claim number.
Received Date
Sorts the PO lines by the date the item is received.
PO Line #
Sorts the PO lines by purchase order line number.
PO Lines Tab
Dialog Box Element
Description
PO Line #
Item
Item number (if it was specified).
Description
Description of the item or service, displayed from the PO

line.
Uninvoiced Quantity
Quantity still to be invoiced.
Unit Cost
Cost per unit.
Uninvoiced Cost
Cost of items or services not yet invoiced.
Unit
Standard unit by which the item is ordered, such as dozen

or case.
Conversion Factor
The value used to convert the order unit to the issue unit,
and vice versa.
Line Cost
Cost of the line item.
Tax
Applicable tax on the line item.
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(Check Boxes)
Save Settings
Show Uninvoiced
Items Only
Click in this check box to establish the current settings as

defaults for the next time you display the Copy PO Lines
to Invoice dialog box.
those receipt line items that have not yet been copied to
an invoice.
(Buttons)
Select All
Highlights all items.
OK

the Invoice Lines tab. Using this button does not create an
invoice matching the entries.
Cancel

Help
Displays help for the PO Lines tab.
CURRENCY MANAGEMENT APPLICATION

Use the Currency Management application to identify currencies and exchange
rates. Once youve done so, you can specify a currency for a company (vendor) in
other MAXIMO applications such as Purchase Orders and Invoices. If you enter
purchase requisitions and issue purchase orders in a foreign currencythe
currency of the vendorMAXIMO converts the prices to base currency upon
receipt of goods or services, or when you record the invoice, purchase requisition,
or purchase order.
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USING THE CURRENCY MANAGEMENT APPLICATION

Define Filter
Use Setup/Define Filter to restrict the display in the Exchange Rate table window
in the Currency Management application.
On the Define Filter dialog box specify a date range using the Start field, End
field, or both. These date range settings determine which transaction records are
displayed. Any data entered on a date falling outside the range you specify is not
displayed in the Exchange Rate table window.
By limiting the date range, you improve the speed at which MAXIMO performs.
If you click the Defaults button, the Start field displays the current system date
minus 30 days, and the End field remains blank.
If you keep the defaults, transaction records generated in the last 30 days
(counting back from the system date) are displayed in the table window. (You can
change defaults via MAXIMO.INI; see your system administrator for more
information.)
You can click the Detail button in the Start field or the End field to display the
Date/Time dialog box, a graphical calendar you can use to reset the date.
Choosing the All Dates check box displays all transaction records for the selected
set and disables the Start and End date fields.
9 Example
To see only the exchange rate transactions reported after April 1, 1997,
enter 04/01/97 in the Start field and leave the End field blank.
To see the exchange rate transactions reported between April 1, 1997 and
April 15, 1997, enter 04/01/97 in the Start field and enter 04/15/97 in the
End field.
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PURCHASING REPORTS
This section describes reports available in the Purchasing module.
Standard Purchase Requisition

This report is theprimary printout for a purchase requisition; it includes vendor
and shipping information as well as information for each item requested.
Quotation Analysis
This report offers a detailed analysis of the quotations received to help in deciding
which quotation is best. The information contained in the report can vary,
depending on the needs of individual users or sites. Analysis can be done based on
price, lead time, delivery date, percentage of items that can be supplied, etc.
Request for Quotation

This report contains the RFQ information for each vendor listed in the RFQ
Vendor list. The quotation may be sent to any number of listed vendors, and may
go by fax, e-mail, or printed paper. The RFQ report will give the information
needed for the vendor to give the quote. The report will have extra columns blank
for the vendors to enter a response and be able to send it back in the form sent.
This would allow faxing, e-mailing or sending back the same form.
Electronic Commerce File

This report sends an approved PO from MAXIMO to a local area network
directory to be forwarded to a vendor.
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Goods Received Note

This report notifies requestors that their goods have been received. The reports can
be run individually or in batch mode. Each report is collated separately so that
each user will receive an e-mail or paper report containing only that users parts
received since the last time the report was run.
Inventory Receipt Register

This report lists all purchase orders and inventory received for the user-specified
time frame. Displays item, item description, received location, inventory quantities
received and rejected, and purchasing quantities received and ordered. Totals are
generated by purchase order.
Direct Purchase Back Order Report

This report provides a list of all items ordered as a direct purchase (any ordered
specifically for a work order, which is listed on the PO line) not received by the
required delivery date. The report includes the following information: the work
order number, the PO number, the item number, the order date, the required date,
the vendor, the vendor delivery date, the quantity ordered, and the quantity
received.
EDI Purchasing Report

This report creates and displays POs in ASCII format so they can be read by
third-party EDI software and forwarded to vendors.
Standard Purchase Order

This report is the primary printout for a purchase order; it includes vendor and
shipping information, as well as information on all items to be purchased.
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Purchase Order Status Report

This report lists all purchase orders whose status has changed during a certain
time period. There are two versions of this report:
The SQR version lists all purchase orders whose status has changed within the
user-specified date range; the status change is based on the status date. The
purchase orders are sorted by status, and for each, the description, the ordered
date, required date, vendor and base cost are shown.
The Quest version lists all purchase orders whose status has changed on the
system (current) date; the status change is based on the status date.
Purchase Orders by Vendor

This report lists purchase orders for each vendor showing the PO lines and the
total for each PO.
Invoice Approval Report

Provides an approval form for entered invoices. The form includes vendor
information, purchase order number for the invoice, description and line
information for the purchase order and an area for the invoice authorization
signature.
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LABOR
OVERVIEW
The Labor module contains information about laboremployees and
contractorsand crafts.
You can create labor records that provide a detailed accounting of hours worked,
individual pay rates, and overtime worked and refused.
In addition, you can create craft records to represent groups of employees.
Typically, the craft name reflects the type of work done by these employees; it
may also indicate a ranking by expertise. For example, you could have a craft for
mechanic, first class, or carpenters apprentice. You can specify a pay rate
and overtime scale for a craft so that all members of the craft are automatically
assigned the same rates.
Both labor and craft records may have calendars assigned to them. Calendars
provide shift, vacation, and holiday information which can be used to schedule
work.
Another feature of the Labor module is the ability to report actual labor usage by
labor or craft, via the Labor Reporting application.
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Labor Menu Items

Four applications are available from the Labor menu.
Labor Create, modify, and view employee records.
Crafts Create, modify, and view craft records. The table window in this
application lists the labor associated with each craft record.
Labor Reporting Report the work that was performed and the total number
of hours worked.
Labor Groups Displays existing Work Queues and allows you to define new
ones.
Labor and Other MAXIMO Modules

Labor records are used in job plans and work orders.
When you create a job plan in the Job Plans module, you refer to labor and
craft records that have been created in the Labor module.
When you assign work or report on actual work performed in the Work Orders
module or in the Labor Reporting application in the Labor module, you refer to
labor and craft records.
The calendars you create in the Calendars module can be applied to specific
labor or craft codes to indicate their regular working hours. Note that if you
intend to use the optional MAXIMO Scheduler to schedule work orders, you
must assign a calendar to the labor and/or craft records that would be used on
the work orders.
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LABOR APPLICATION
Use the Labor application to create, modify, and view worker records. You can
provide detailed information about a worker's pay rate, overtime worked and
refused, special skills, and qualifications.
LABOR APPLICATION TABS

The Labor application is comprised of two tabs:
Labor To add, modify, and view labor records for employees and
contractors
Linked Documents To view other documents associated with labor
CRAFTS APPLICATION
Use the Crafts application to create and work with craft records. A craft
represents a group of workers. Typically, the craft name reflects the type of work
done by these people and can also indicate a ranking by expertise.
CRAFTS APPLICATION TABS

The Crafts application is comprised of two tabs:
Crafts To add, modify, and view craft records
Linked Documents To view other documents associated with crafts
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LABOR REPORTING APPLICATION

The Labor Reporting application is used to report the type and total numbers of
hours of work that was performed. This application is designed to report labor
hours by worker or craft instead of by work order. You can use the Labor
Reporting tab for "timecard" reporting.
LABOR REPORTING APPLICATION TABS

The Labor Reporting application is comprised of one tab:
Labor Reporting To report actual labor usage
Actions
Select Operation
This action is only available by clicking the Detail button as described below; it is
not available from the Actions menu.
If you enter a work order number in the Work Order field on the Daily Time table
window, click the Detail button in the Op (operation) field to display the Select
Operation dialog box. Valid work plan operations are listed on this dialog box
you can copy one to the Op field.
To choose an operation, double-click it, or highlight it and click OK. In either
case, the dialog box is closed and the selected operation is placed in the Op field.
To close the dialog box without selecting an operation, click Cancel.
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LABOR REPORTS
The reports described here are available in the Labor module.
Employee Attendance Analysis

This report lists planned attendance, actual attendance, vacation, sick time, and
other variables, both in hours and as a percentage of planned attendance for the
selected employees for the specified time period.
Labor Productivity Analysis

This report lists actual labor hours by labor report category (i.e., actual work
time, travel time, and waiting for materials) and shows each by percentage. The
report data is grouped by craft and covers the user-specified time period.
Labor Availability vs. Commitments by Craft

A graphical report in the form of a bar chart that details available labor hours
versus committed work order hours, by craft and day. Work order duration is
measured by the scheduled start and finish dates, or target dates if scheduled dates
dont exist.
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CALENDARS
OVERVIEW
A calendar in MAXIMO is defined by a start date, an end date, and the shift to be
worked. You can also designate non-working time and holidays. Use the Calendars
application to indicate working time for equipment, craft, and labor records. A
single calendar record can be referenced by any number of labor, craft, or
equipment records.
You are likely to need more than one calendar definition. For example, you might
use these calendars:
DayShift calendarfor the first shift of work

EveShift calendarfor the second shift of work
Equip calendarworking time calendar for equipment uptime
Jones calendarworking time calendar for an individual worker.
You can apply one or more shifts to a calendar. You can also define shifts with
complex repeating patterns in the Define Shift Pattern dialog box.
In calculating downtime for a piece of equipment, MAXIMO checks the
equipment's calendar to see when the equipment is supposed to be operational.
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To display the Calendars application, choose the Calendars option from the icon
on the Main Menu.
Shifts
A shift is a general definition of working timeit is not specific to any dates. You
choose the days of the week to be considered working days, then designate the
start and end times for work. For example, you can create a shift called First,
which has these properties:
working days are Monday through Friday

work starts at 7:00 a.m.
work ends at 3:00 p.m.
work hours for the day total 8
You can schedule explicit breaks by entering multiple start and end times for each
working day. You can also create shift definitions that do not reflect the usual
working time at your company but would be useful to have in case a special work
situation comes up. For example, you can define a Saturday shift.
Once a shift is defined, you can apply it to a calendar. Then, after you have
created a calendar, you can use it on labor, craft, locations, and/or equipment
records to specify working time.
Holidays and Nonworking Time

You can use the holidays list to define nonworking time. In creating the holidays
list, remember that the calendar(s) to which you apply the list can define working
time for more than one person. Thus, you are likely to want to include only the
official company holidays in the standard list.
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Later, if you apply the holidays list to a calendar, you can apply any number of
the holidays in the list. There is just one standard list of holidays, but you are not
required to apply all of the holidays in the list to a given calendar.
To specify nonworking time for an individual or a group, you can use the Apply
Nonworking Time action. Be careful, however, that you do not apply nonworking
time to a calendar for people who should be working over the specified dates.
Sequence for Creating Records

The sequence in which you create calendar, shift, and optional holiday records is
important. Since you must apply a shift record to the calendar in order to specify
working time, and must have a calendar in place to specify holidays, we suggest
this sequence for creating records:
shift record(s)
calendar record(s)
holidays and nonworking list record(s), if used
Sequence for Applying Records to a Calendar

Thesequence in which you apply shift, holiday, and vacation records to a given
calendar is crucialif there is a discrepancy between working and nonworking
time defined on these records, the last option used will override the effect of the
preceding option(s).
For instance, you apply a holidays list to your DayShift calendar and then apply a
shift definition. The shifts working days will override the holidays applied, and
the result will be all working time without any holiday nonworking time; that is,
the result will be the same as if you had not applied the holidays list.
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Calendars and Other MAXIMO Modules

For a full discussion of how the MAXIMO Scheduler uses calendars to determine
availability of labor, crafts, and equipment in scheduling work orders, see the
following section, Calendars and the MAXIMO Scheduler.
Calendars and Labor

In the Labor module, you can specify a calendar for an individual employee or
contractor, or for a craft (a category of workers, such as Mechanic or Carpenter),
to define working time.
Calendars and Equipment

When you create an equipment or location calendar, you can apply a single shift
or multiple shifts to represent the equipments or locations operational time.
CALENDARS AND THE MAXIMO SCHEDULER

The MAXIMO Scheduler is an optional module that you can use to schedule work
orders. It schedules work orders based on equipment availability, craft and labor
availability, and work order priority. The availability is determined from the
calendars specified for the equipment and the labor. If you use the MAXIMO
Scheduler, you must assign calendars to equipment, labor, and crafts that are
referenced on the work orders to be scheduled.
This section provides an overview of the MAXIMO Scheduler, and how calendars
are used with the Scheduler. For more information on how to use the Scheduler,
see the MAXIMO Scheduler Users Manual.
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Overview of the Scheduling Process

Here is an overview of how to begin the work order scheduling process:
1. In the Work Order Tracking application, select a set of work orders to be
scheduled. The Scheduler uses the target dates shown in the Scheduling
Information area in Work Order Tracking as a starting point to generate a
scheduled start and a scheduled finish.
2. Select Schedule Work Orders from the Actions menu, which displays the main
Schedule Work Orders dialog box.
The MAXIMO Scheduler allows you to:
schedule work orders on a resource-leveled basis, to the day and the hour
include equipment availability as a consideration in the scheduling
display a bar chart schedule
display a resource-availability histogram
Craft and Labor Availability and the Scheduler

For labor you will typically use a calendar with just one shift applied to it. For
example, you could apply a shift called First to a calendar called DayShift. In
determining availability, MAXIMO looks at the calendar of each individual who
has a record in the Labor table, to see when each person is working.
To specify a calendar for an individual, enter it in the Calendar field in the Details
area of the Labor tab in the Labor application. The Calendar field is a hyperlink to
the Calendars application.
If individuals are assigned to a craft, MAXIMO will add together the availability
of all the people working at the same time to get the craft availability.
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9 Example
If five people are on a calendar that starts at 8 a.m. and finishes at 4 p.m.
Monday through Friday, there are 40 work hours per day and 200 work
hours per week. If you add to the craft four more laborers, on a calendar
working from 12 p.m. to 8 p.m., availability becomes:
5 work hours per hour from 8 a.m. until 12 p.m.

9 work hours per hour from 12 p.m. until 4 p.m.
4 work hours per hour from 4 p.m. until 8 p.m.
To specify a calendar for a craft, enter it in the Calendar field in the Details area
of the Crafts application. The Calendar field is a hyperlink to the Calendars
application. If you likefor instance if you are running a high-level schedule
you can request that MAXIMO determine availability by the calendar applied to
the craft.
9 Example
You want to create a high-level schedule for your mechanics. Rather than
running a schedule based on each individuals availability, by labor record,
you could run a schedule for the ME1 (mechanic 1st class) craft, which
represents a whole group of workers.
Equipment Availability and the Scheduler

Though it is easy to see why you want to define working time for people, it may
not at first be apparent why you would set up a calendar for equipment.
The main reason is this: in order to schedule work orders, the Scheduler needs to
know when the equipment will be operational and when it will not be; it is the
equipments calendars shifts that specify the operational (working) time. The
Scheduler will schedule work orders on that equipment when it is not in operation,
if downtime is required.
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Note that the calendar is also used to calculate downtime:
If a piece of equipment has a calendar with shifts applied, downtime is

calculated based on the periods of time during which that piece of equipment
would normally be up and operational.
If a piece of equipment has a calendar but no shifts applied, downtime is

calculated as 0 (zero); MAXIMO in this case assumes that the equipment
would not normally be up.
If a piece of equipment has no calendar, downtime is just elapsed time.
Since a piece of equipment could easily be available for more than a standard
eight-hour shift, you might apply multiple shifts to a single calendar. For example,
you could apply a first shift (7:00 a.m. to 4:00 p.m.) and a second shift (4:00 p.m.
to 12:00 a.m.) to the calendar that specifies company working time for equipment
uptime. (Alternatively, you could use a single stretched shift such as 7:00 a.m.
to 12:00 a.m.)
To specify a calendar for a piece of equipment, enter it in the Calendar field in the
Details area of the Equipment application. The Calendar field is a hyperlink to the
Calendars application.
Guidelines
This section provides guidelines for setting up calendars to represent equipment
availability.
When creating an equipment calendar, the shift(s) applied to the calendar

should represent when the piece of equipment is in operation, not when the
equipment is down and can be worked on. The Scheduler uses the nonoperating
time for availability.
If downtime is required for a piece of equipment and no calendar is assigned to

the equipment, MAXIMO displays a dialog box with the message:
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Chapter 14
The following work orders requiring equipment downtime have no equipment

calendars.
The calendar nonworking time information is used to create a resource profile in
the MAXIMO Scheduler. These resultant resources and resource profiles are
named for the calendar defining the equipments working time. The calendar
resources default to an availability of 100; the default can be set in the
MAXIMO.INI file.
If You Are Going to Schedule Work Orders

If you plan to schedule work orders, you should specify calendars for the
equipment so that the Scheduler can determine when the equipment is available to
be worked on. The calendar specified for the equipment should indicate the time
when the equipment is in operation. If downtime is required, the Scheduler will
then schedule work orders on that equipment when it is not in operation.
9 Example
The packaging line calendar, Packline, has shifts applied that define its
working time as 8:00 a.m. to 12:00 midnight. Thus, any maintenance work
for the packaging line equipment should be scheduled between 12:00
midnight and 8:00 a.m. (on the night shift).
The work order specifying maintenance work for the packaging line
equipment calls for 2 mechanics, for 4 hours.
The Mechanics calendar specifies that just 1 mechanic is available on the
night shift Friday, Saturday, and Sunday. However, 2 mechanics are
available on the night shift Monday through Thursday. The Scheduler will
schedule this work order for the next night shift falling on Monday through
Thursday.
372
Calendars
CALENDARS APPLICATION TABS

The Calendars application is comprised of two tabs:
Calendars To enter, view, and modify calendars
Work Periods To enter, view, and modify work periods for the current
calendar
Toolbar
In addition to the standard toolbar buttons, these toolbar buttons are available
from the Calendars application:
Show Date Displays the Show Date dialog box, which lets you view the
month calendar for a particular date.
Define/Apply Shifts Displays the Define/Apply Shifts dialog box, which you
use to define and apply shifts.
Define/Apply Holidays Displays the Define/Apply Holidays dialog box; the

holidays list can be applied to calendars.
373
Chapter 14
374
CHAPTER 15
RESOURCES
OVERVIEW
MAXIMO provides resources routinely used in maintenance management
company, tool, service contract and labor groups records . Other MAXIMO
modules can access the resource records.
Resources Menu Items

Four applications are available from the Resources menu:
Companies Maintains information on vendors, manufacturers, and other

companies. Several other MAXIMO modules access this application.
Tools Maintains information on the tools used to do maintenance work. This

information is referenced in job plans and on work orders. Use of tools
generally has an associated cost, which is carried on work orders.
Service Contracts Maintains information on equipment service contracts

with vendors or manufacturers. These contracts can be referenced from the
Equipment module and the Work Orders module.
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Chapter 15
Labor Groups Displays existing Labor Groups and allows you to define
new ones.
Resources and Other MAXIMO Modules

We recommend that you enter data in the companies, tools, and service contracts
tables when you begin working with MAXIMO, as this data is used extensively
throughout the system:
When you create item records (Inventory module) and generate purchase
requisitions and orders (Purchasing module), MAXIMO uses vendor data
stored in the Companies table.
When you write job plans (Job Plans module) and create work orders (Work
Orders and Preventive Maintenance modules), MAXIMO uses data stored in
the Tools and Work Assignment tables.
When you create equipment records (Equipment module), MAXIMO uses data
stored in the Service Contracts table.
COMPANIES APPLICATION
The Companies application maintains detailed information on vendors,
manufacturers, and other companies. You can also enter your own company's
storeroom locations here so that these locations become "vendors" for internal
purchase orders (i.e., transfers from one storeroom location to another). You must
enter company information in the Companies application before other modules,
such as Inventory and Purchasing, can access it.
376
Resources
COMPANIES APPLICATION TABS

The Companies application is comprised of four tabs:
Company to enter, view, and modify information on vendors, manufacturers,

and other companies
Addresses to enter, view, and modify information about people to contact

and mailing addresses for a company
Contacts to enter, view, and modify information about the people you need
to contact at the company
Linked Documents to view other documents associated with companies
USING THE COMPANIES APPLICATION

Entering a Storeroom Location as a Company
If your company has storeroom locations that supply other storeroom locations,
you can add these supplying storerooms to the companies list so that MAXIMO
can recognize them as vendors.
You can add (create) storeroom locations only in the Inventory module. When you
do, MAXIMO gives you the choice of adding the storeroom to the Companies
application to use as a vendor for internal requests. If the storeroom is to be used
as a vendor for other storerooms, you should respond Yes to the prompt in
Inventory to add the storeroom to Companies.
If you have not added a storeroom location to Companies via Inventory, you want
to identify it as an internal vendor for other storerooms, enter the storeroom name
in the Companies application. Then, use the Select Location dialog box to
377
Chapter 15
associate the storeroom and the company so that MAXIMO recognizes it as a

valid vendor.
TOOLS APPLICATION
The Tools application maintains information on the tools used in maintenance
work. When you write job plans (Job Plans module) and create work orders (Work
Orders and Preventive Maintenance modules), MAXIMO uses data stored in the
Tools table of the Tools application. Be sure to enter records here for major tools
(cranes, back hoes, cement mixers, etc.) so that the MAXIMO Scheduler will take
them into account as required resources when calculating start and finish dates for
major projects.
TOOLS APPLICATION TABS

The Tools application is comprised of two tabs:
Tool to enter, view, and modify information on the tools used for
maintenance work
Linked Documents to view other documents associated with tools
SERVICE CONTRACTS APPLICATION

The Service Contracts application maintains information on equipment service
contracts you have with vendors or manufacturers. Once you have created an
equipment record in the Equipment module, you can use the Service Contracts
application to create a contract (or multiple contracts) and associate it with the
equipment.
378
Resources
SERVICE CONTRACTS APPLICATION TABS

The Service Contracts application is comprised of two tabs:
Contract to enter, view, and modify information on service contracts

between your company and vendors
Linked Documents to view other documents associated with service

contracts
LABOR GROUPS
You can use the Labor Groups application to view existing Labor Groups and to
define new ones. Once you have defined these groups, you can go to the Labor
Groups field of a work order and select a predefined Labor Group. You will then
see only labor in the Lead Craft Field that has been included as part of that group.
RESOURCES REPORTS
The following reports are available in the Companies application in the Resources
module.
Purchase Orders by Vendor

This report lists each purchase order by vendor. You can choose whether to have
line items listed or not. For each vendor, the report lists the vendor name, address,
and contact. For each vendor PO, the report lists the PO number and description,
the PO status, and the order date if the PO was approved. The total number of
POs for each vendor is also provided (SQR only). If line items are listed, the item
number and description, the unit cost, and the total line cost are shown.
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Chapter 15
Summary of Inventory Values by Vendor

Lists the cost of inventory, by vendor. The report also shows details of the
expected cost based on on-order quantities on outstanding approved POs, the cost
of the minimum inventory level, and the cost of inventory above the minimum
level.
380
INDEX
A
ABC Analysis report, 304
ABC Analysis Report, 150
About MAXIMO (Help menu), 111
Accelerator key, 27
Account components. See GL accounts
Actions Menu, 89
Actual Material tab
Negative Availability dialog box, 181
Actual Tools tab
Planned Tools action, 182
Actuals/Labor tab
Planned Labor action, 180
validation for dates and times, 180
Actuals/Materials Tab
Planned Materials action, 181
Add/Modify Labor option, 19899
Alphanumeric fields, 3031
Amount fields, 33
Application Help (Help menu), 110
Application launch fields, 43
Application modes (overview), 12223
Application Setup, 65
Applications
actions, 91
defined, 55
dialog boxes, 2224
exiting, 11, 77
fields, 16
key fields, 16
launching third-party applications, 65
modes, 17
starting, 10
table windows, 1722
Apply Item Assembly Structure action

Equipment, 247
Operating Locations, 258
Archiving data, 65
Arithmetic operators, 126
ASCII order of characters in a query, 126
Asset Catalog
setup, 58
Assign Individual dialog box (Work
Manager), 18889
Assign Labor option
Labor List screen, 199201
Assign Work Order to Labor dialog box
(Labor List screen), 199200
Assignment Options dialog box (Work
Manager), 189
Availability Statistics by Location report,
153, 264
B
Browse mode, 123, 13637
C
calendars
scheduling work orders, 35055
Calendars, 347
and equipment, 350
and labor, 350
and the MAXIMO Scheduler, 35055
holidays, 34849
interaction with other modules, 350
sequence for applying records, 349
sequence for creating records, 349
shifts, 348
381
Index
vacations, 34849
Calendars, 6263
Changing passwords, 910
Charge to Store? field
Invoice Lines tab, 327
Chart of Accounts, 64
Check boxes, 24
Child work orders, 177
Choose System for Relation dialog box, 260
Clear All
Edit menu, 80
Clear Screen (toolbar button), 113
Clipboard, 80, 115
Close Database option (File menu), 69
Companies
storeroom locations as, 359
Companies application
usage, 359
Components. See GL accounts
Condition monitoring (equipment), 59
Contacting PSDI (Help menu), 111
Contractors, 62
Copy (Edit menu), 79
Copy Item Assembly Structure action, 303
Copy PR Line Items to PO
Set Blank Vendor to Primary Vendors
action, 323
Copying rows from dialog boxes, 178
Costs
equipment, 242
Count (Records) (View menu), 87
Crafts. See also Labor
availability for scheduling work orders,
35152
defined, 341
printed reports, 162
Crafts, 62
Currencies, 311
Currency Management, 60
Currency Management application
382
Define Filter, 336

purpose, 335
Current balance (items)
Negative Availability dialog box, 181
Current query, 124
Current Query (View menu), 87
Current result set, 124
Custom applications, 6364
Cut (Edit menu), 7879
D
Daily Maintenance Schedule by Supervisor
report, 145, 204
Daily Work Order Assignments report, 148,
206
Data
archiving, 65
deleting, 80, 113
selecting, 79, 114
Database
deleting data from, 80, 113
login, 89
Database Columns. See MAXIMO
Database Columns report
Database configuration, 65
Database Configuration, 64
Database management
interactive SQL, 65
Date and time fields, 3435
Date/time validation (Actuals/Labor Tab),
180
Decimal value fields, 32
Default table data (table windows), 2122
Define Filter, 106
Currency Management application, 336
sample dialog box, 106
Delete Assignment option
Work Order List screen, 196
Index
Delete Record
Edit menu, 84
Delete Row(s) (Table menu), 81
Deleting data, 80, 113
Delinquent Work Order report, 145, 204
Detailed Equipment Failure Report by
Machine, 265
Detailed Failure Report by Location, 157,
267
Detailed Failure Report by Machine, 154
Diagnostic Work Order report, 146, 205
Dialog boxes, 2224, 56
check boxes, 24
copying rows from, 178
fields, 24
list boxes, 24
push buttons, 2324
radio buttons, 24
Direct Purchase Back Order report, 338
Direct Purchase Back Order Report, 161
Double-click fields, 28
Downtime
analyzing unplanned, 170
analyzing unplanned, 242
calculating unplanned, 169, 241
planned, 35255
planned, 240
reporting, 24042
unplanned, 240, 24142
Downtime (equipment), 63
Drilldown dialog box
displaying, 22527
drilling through equipment assembly
structures, 235
drilling through location systems, 231
32
icons, 22729
Options dialog box, 23940
right mouse button menu options, 236
39
showing location path from top, 23940

switching between location and
equipment views, 23536
switching between system and type
views, 233
system initially displayed, 231
usage, 22440
View Equipment Information option, 238
View Equipments Path option, 238
View Location Information option, 237
View Locations Path option, 237
View Locations From Parent Level
option, 238
option, 237
View Work Orders and PMs option,
23637
viewing equipment, 23435
viewing locations, 23034
viewing locations by system, 23233
viewing locations by type, 233
viewing top-level equipment, 240
Duplicate Record, 93
connections to other records, 94
Duplicating records
Work Orders, 177
Duration fields, 35
E
EAS. See Equipment assembly structures.
See Equipment assembly structures
Economic Order Quantity report, 305
Economic Order Quantity Report, 151
EDI Purchasing Report, 161
Edit menu, 7784
Editing
keystroke combinations, 118
Electronic Commerce File, 160
383
Index
Employee Attendance Analysis report, 162,

345
Employee groups. See Crafts
Employee Job Assignments report, 147, 206
Employee records. See Labor; Labor
Reporting
Employees. See Labor. See Crafts; Labor
Equipment, 5960. See also Equipment
application; Condition Monitoring
application
and calendars, 350
35255
downtime reporting, 16870
planned downtime, 35255
printed report, 153
rotating, 300301
rotating (defined), 245
Select Equipment Spare Parts dialog
box, 192
spare parts. See also Select Equipment
Spare Parts action
Spare parts, 192
tracking costs, 242
viewing in Drilldown dialog box, 23435
Equipment application
Apply Item Assembly Structure action,
247
toolbar buttons, 24647, 24647, 246
47, 24647
View Equipment Move History action,
254
Equipment assembly structures, 59
defined, 221
drilling through using Drilldown dialog
box, 235
elements, 22223
illustration, 222
items, 223
384
spare parts, 223

subassemblies, 223
top-level element, 222
Equipment Cost Rollup report, 204
Equipment Cost Rollup Report, 145
report, 265
Equipment Failure Summary report, 264
Equipment Hierarchy report, 265
Equipment Hierarchy Report, 154
Equipment History Graph, 155
Equipment History Graphs report, 265
Equipment Measurement report, 266
Equipment Measurement Report, 155
Estimated labor requirements
Select Planned Labor dialog box, 180,
193
Estimated tool requirements
Select Planned Tools dialog box, 182
Estimated vs. Actual Work Order Costs
report, 145, 204
Event tracking, 16768
Exit
File menu, 77
MAXIMO session, 69
Exit Main Menu, 69
F
Failure Analysis Graphs, 156
Failure Analysis Graphs report, 267
Failure Code Hierarchy report, 269
Failure Code Hierarchy Report, 159
Failure codes, 59
Failure Count by Equipment report, 266
Failure Count by Equipment Report, 156
Failure hierarchies (equipment), 59
Failure Summary by Equipment report, 153
Failure Summary by Location report, 267
Failure Summary by Location Report, 157
Index
Field data types, 30

Field delimeters (GL account codes), 45
Field help
using keyboard, 27
using mouse, 26
Field icons, 2943, 139
alphanumeric fields, 3031
date and time fields, 3435
field data types, 30
illustration, 121
numeric fields, 3133
Fields, 2551
active, 25
alphanumeric, 3031
amount, 33
application fields, 16
application launch, 43
current, 25
date and time, 3435
decimal value, 32
dialog box, 24
double-click, 28
duration, 35
field data types, 30
floating point value, 32
foreign key, 4143
GL account, 4451
help for, 26, 27
hidden (defined), 43
icons, 2943
integer value, 32
key fields, 16, 29
long description, 40
numeric, 3133
read/write, 36
read-only, 36
red dot, 5152
required, 37
required, 28
setting defaults, 1046
synonym value list, 39

time, 34
value list, 3839
Yes/No, 36
File menu, 68
on Main Menu screen, 6869
Finish Assignment action
Work Manager application, 19192
Finish Assignment option
Floating point value fields, 32
Foreign key
fields, 4143
Forms (defined), 15
G
Get Next Record (toolbar button), 116
Get Previous Record (toolbar button), 116
GL Account Navigator dialog box, 4851
placeholders, 49
GL accounts, 4451
component sequence, 4546
components, 4551
displaying, 5051
entering, 4850
field delimeters, 45
fully defined accounts, 4748
mandatory, 4648
merger of codes after changing
equipment parent, 251
merger of codes after moving equipment,
250
optional, 4648
partially defined accounts, 4748
tracking records via, 4448
Goods Received Note, 150
Goods Received Report, 161
385
Index
H
Help
Contents, 108
field help, 26, 27
Main Menu, 69
Help menu, 10711
Hidden fields
defined, 43
Hierarchies
defined, 221
equipment, 3012
location, 3012
Holidays
defined, 348
holidays list, 348
Hyperlink, 65
Navigate menu, 98
I
IAS. See Item assembly structures
Icons
Drilldown dialog box, 22729
field, 139
field (illustration), 121
message, 139
message (illustration), 121
Index(Help menu), 109
Insert Menu, 91
Insert mode, 123, 138
Insert Record
toolbar button, 112
Integer value fields, 32
Interactive SQL, 65
Interrupt Assignment action
386
Interrupt Assignment option

Inventory, 5758
and Work Orders, 173
defined, 271
Negative Availability dialog box (Work
Orders), 181
reserved items, 28385
reserved items, 29598
selecting order/issue units, 291
transfers. See Issues and Transfers
vendors, 288
Inventory Control application
purpose, 272
Select Company dialog box, 29091
Select Order Unit Values action, 291
toolbar buttons, 276
usage, 276
View Reservations action, 28385
Inventory Cycle Count report, 305
Inventory Cycle Count Report, 151
Inventory Pick report, 304
Inventory Pick Report, 150
Inventory Receipt Register report, 161, 338
Inventory Valuation report, 306
Inventory Valuation Report, 152
Invoice Approval report, 339
Invoice Approval Report, 162
Invoice Lines tab
combining receipt lines, 330, 333
Invoices, 60, 311
combining receipt lines, 330, 333
Invoices application
Issue Current Item action, 279
field descriptions, 279
Issues and Transfers, 58
Index
Issues and Transfers application. See also

Issues and Transfers applicationIssues
mode; Issues and Transfers application
Transfer In mode; Issues and Transfers
applicationTransfer Out mode
purpose, 272
mode
Select Reserved Items action, 29598
Select Rotating Equipment dialog box,
29394
Issues and Transfers applicationTransfer
In mode
Select Items for Transfer action, 298
Select Receipts From Transit Location
dialog box, 299
Item assembly structures, 58, 301
applying to equipment, 247
applying to locations, 258
copying, 303
Item Assembly Structures application
Copy Item Assembly Structure action,
303
purpose, 272
Select Top-level Item for New IAS
option, 3023, 3023
usage, 301
Item Availability at all Locations, 152
Item Availability at All Locations report,
306
Item Order Status report, 152, 306
Item/location records, 58
Items, 5758
and equipment, 223
issuing, 29598
issuing rotating, 29394
Negative Availability dialog box (Work
Orders), 181
reservations, 28385
reservations, 29598
rotating, 29394, 300301

selecting order/issue units, 291
vendors, 288
J
Job plans
and work orders, 176
defined, 211
restarting job plan sequences in PMs,
210
Job Plans, 61
Job Plans application
purpose, 212
Jumps, 107
K
Key fields, 29
inserting value automatically, 92
Keyboard
accelerator key, 27
combinations, 11720
field help, 27
using to navigate, 2728
L
Labor, 62
adding, 19899
and calendars, 350
Assign Individual dialog box, 188
assigning, 199201
35152
387
Index
defined, 341
deleting assignments, 196
finishing assignments, 188, 2023
interrupting assignments, 2012
matching to work, 19495, 197
modifying, 19899
rescheduling assignments, 196
splitting assignments, 196
View Planned Labor action, 193
work time calculation (work orders), 188
Labor Availability vs. Commitments by
Craft report, 163, 345
Labor List screen
Add/Modify Labor option, 19899
Assign Labor option, 199201
Assign Work Order to Labor dialog box,
199200
Finish Assignment option, 2023
Interrupt Assignment option, 2012
Match WO List to Labor option, 197
matching labor with work, 194
Refresh List option, 197
Select Rows option, 196
Labor Productivity Analysis report, 163,
345
Labor Reporting, 62
Labor Reporting application
Select Operation dialog box, 344
List boxes, 24
List of Expired Items, 152
List of Expired Items report, 306
List Where Clause dialog box, 136
Location Failure Summary report, 267
Location Failure Summary Report, 156
Location hierarchies, 223
Location Hierarchy report, 268
Location Hierarchy Report, 158
388
Location systems
drilling through, using Drilldown dialog
box, 23132
viewing locations by system, 23233,
239
Location systems
defined, 223
Locations
labor (transit), 58
operating, 59
operating locations defined, 255
overview, 25556
viewing by system, 23233
viewing by type, 233
viewing in Drilldown dialog box, 23034
Lock Out/Tag Out, 61
Lock-Out/Tag-Out, 216
Long description fields, 40
M
Main Menu, 53
on Navigate menu, 103
Main Menu screen, 5456
illustration, 54
Maintenance Cost by Equipment report,
266
Maintenance Cost by Equipment Report,
156
Maintenance Cost by System report, 268
Maintenance Cost by System Report, 158
Match Labor List to Work option, 19495
Match WO List to Labor option, 197
Material Receipts tab, 60
Material Receipts table window (Invoices)
combining receipt lines, 330
Material Related Issues report, 268
Material Related Issues Report, 158
Index
Materials
receiving, 310
MAXIMO
About MAXIMO (Help menu), 111
ending a session, 69
exiting an application, 11, 77
starting a session, 89
starting an application, 10
MAXIMO Bar, 14
MAXIMO Database Columns report, 165
MAXIMO Database Login dialog box, 89
MAXIMO on the Web (Help Menu), 111
MAXIMO Overview (Help menu), 111
MAXIMO Scheduler
and calendars, 35055
and craft and labor availability, 35152
and equipment, 35255
menu bar, 68
Edit menu, 7784
Help menu, 10711
Menu bar, 54
application screens, 69111
Edit menu, 70
File menu, 70
Help menu, 71
items, 70
Main Menu screen, 68
View menu, 71
Menu Bar
File menu, 68
Menu bar (illustration), 13
Message icons, 139
illustration, 121
Mnemonic. See Accelerator key
Mnemonics (in queries), 130
Modes
Browse, 13637
Insert, 138
Modify, 13738
overview, 12223
Query, 12336
Modify mode, 123, 13738
Modules, 5556
Mouse
displaying field help, 26
displaying field menu, 26
using to navigate, 2527
Mouse option menu (Drilldown dialog box),
23639
Move/Modify Equipment action
and rotating equipment, 294
Show Only Top Level Equipment
checkbox, 253
Move/Modify Equipment action
Work Orders, 178
MRO Online, 65
N
Navigate Menu, 97
Navigation methods, 2528
mouse, 2527
Navigation Methods
keyboard, 2728
Negative Availability dialog box
Actual Material tab, 181
New (Record) with AutoNumber Insert
menu, 92
New Row (Insert menu), 94
Next (Record) (Navigate menu), 97
Nonworking time
holidays, 34849
vacations, 34849
Numeric fields, 3133
O
Open Database option (File menu), 68
389
Index
Operating locations, 59
defined, 255
failure codes, 59
Operating Locations application
Apply Item Assembly Structure action,
258
Choose System for Relation dialog box,
260
Select Child Location dialog box, 261
Select Rotating Item dialog box, 261
Operators
arithmetic, 126
relational, 131
Options dialog box (Drilldown dialog box),
23940
Order units (Inventory)
selecting, 291
Other Applications dialog box,,, 143
Overview, 85
Overview (Help menu), 111
P
Parent work orders, 177
Passwords
changing, 910
Paste (Edit menu), 80
Placeholders (GL Account Navigator dialog
box), 49
Planned downtime
defined, 240
equipment calendars and scheduling
work orders, 35255
Planned Materials action, 181
Planned Tools action, 182
Plans, 61
PMs. See Preventive Maintenance
PO Lines table window (Invoices)
390
POs. See Purchase orders

PR Lines tab, 316
usage, 316
Preventive maintenance
work orders, 59
Preventive Maintenance, 57
Preventive Maintenance application
Preventive maintenance records
defined, 57, 207
restarting job plan sequence, 210
Previous Record (Navigate menu), 98
Print Form (File menu), 74, 113
Printed reports
listing by module, 145
overview, 141
Projected PM Labor Requirements report,
148, 210
PRs. See Purchase requisitions
PSDI
contacting, 111
Purchase Order Status report, 339
Purchase Order Status Report, 162
Purchase orders, 60
defined, 30910
internal, 298
internal (defined), 310
specifying vendors, 323
Purchase Orders application
Purchase Orders by Vendor report, 164,
339, 361
Purchase requisitions, 60
defined, 309
Purchase Requisitions application
purpose, 312
Purchasing, 6061
Index

purchase orders (defined), 30910
purchase requisitions (defined), 309
Push buttons (dialog box), 2324
Q
Query mode, 122, 12336
Querying. See also Overview; Previous
Record; Next Record
advanced, 13036
arithmetic operators, 126
ASCII order of characters, 126
basic, 12429
defined, 123
editing Where clauses, 13335
listing Where clauses, 136
relational operators, 131
result set, 124
saving Where clauses, 135
SQL Where clauses, 13036
SQL Where clauses defined, 124
using on-screen fields, 12829
using SQL Where clauses, 13233
using wildcards, 12728
Quick Reporting, 56
Quick Reporting application
creating new work orders, 18485
purpose, 171
reporting on open work orders, 185
Quick Reporting screen
Quotation Analysis Report, 160
R
Radio buttons, 24
Read/write fields, 36
Read-only fields, 36
Receipts
items and services, 60
Records
counting, 87
item/location, 58
Red dot fields, 5152
Refresh (Record) (View menu), 87
Refresh List option
Relational operators, 131
Reorder Items action
Reorder Point report, 305
Reorder Point Report, 151
Report Downtime option, 241
Reports. See Printed Reports
Equipment, 26468
event report work orders, 56
Inventory, 3037
Labor, 345
on File menu, 74, 114
Purchasing, 33739
Resources, 36162
running as a MAXIMO user,,, 143
tracking equipment costs, 242
Work Orders, 2046
Reports
running,,, 143
Reports and Other Applications
running applications,,, 143
running reports,,, 143
Reports and Other Applications screen
Other Applications dialog box,,, 143
Reports and Other Apps, 64
Reports dialog box (File menu), 74
Request for Quotation, 60, 310, 316
Request for Quotation Report, 160
Required fields, 28, 37
391
Index
Reschedule Assignment option

Resources
menu, 357
reports, 36162
Resources, 63
Response and Repair Performance Analysis
by Location report, 146, 204
Result set, 124
Return Selection to Originating Application
(toolbar button), 116
Return to Originating Application
Navigate menu, 101
toolbar button, 116
Return with Selection
Navigate menu, 102
Return with Selection and Exit
Navigate menu, 103
RFQ, 60
Rotating equipment, 300301
defined, 245
issuing, 29394
returning, 29394
Rotating items, 29394, 300301
S
Safety Hazards, 61, 214
Safety Plans, 61, 213
Safety Precautions, 61, 215
Save Desktop
Setup Menu, 104
Save Desktop option (Preferences), 69
Save Record
Database menu, 72
Save Record (toolbar button), 113
Saved Queries (View menu), 87
392
Scheduler. See MAXIMO Scheduler

Screen Editor, 65
Screen menu bar
View menu, 8589
Screens, 1217
defined, 12
menu bar (illustration), 13
parts of a MAXIMO screen, 1317
refreshing. See Refresh (Record)
saving. See Save Record
status bar, 17
title bar (illustration), 13
toolbar (illustration), 14
Security, 64
Select Child Location dialog box, 261
Select Company dialog box
Inventory, 29091
Select Equipment Spare Parts action
Work Orders, 192
Select Issue Unit Values dialog box, 291
Select Items for Return action
and rotating equipment, 294
Select Items for Transfer action
Issues and Transfers application
Transfer In mode, 298
Select Operation dialog box
Labor Reporting application, 344
Select Order Unit Values action, 291
Select Receipts From Transit Location
dialog box, 299
Select Reserved Items action
mode, 29598
Issues and Transfers application
Transfer Out mode, 298
Select Rotating Equipment dialog box,
29394
Select Rotating Item dialog box, 261
Select Rows option
Index

Select Top-level Item for New IAS option,
3023, 3023
Select Work Plan Components Action, 180
Service Receipts tab, 60
Service Receipts table window (Invoices)
combining receipt lines, 333
Services
receiving, 310
Set Blank Vendor to Primary Vendor
action, 323
Set Field Defaults
Setup Menu, 1046
Set Field Defaults (Setup Menu)
dialog box, 104
Setup, 6465
Setup (Database Configuration)
Setup Menu, 104
Shifts
defined, 348
Show Only Top Level Equipment checkbox
Move/Modify Equipment action, 253
Signature Security, 65
Spare parts. See also Items
equipment, 223
Split Assignment option
SQL query
relational operators, 131
using mnemonics, 130
SQL Where clauses
defined, 124
editing, 13335
listing, 136
saving, 135
using, 13233
Standard Purchase Order report, 161, 338
Standard Purchase Requisition report, 160,
337
Standard Work Order report, 147, 205
Starting a session in MAXIMO, 89
Status bar, 17, 12140
field icon position, 29
field icons, 29
illustration, 121
Status column (table windows), 1921, 81,
82
Storeroom locations
adding, 359
as companies, 359
as vendors, 359
creating, 359
Storeroom Material Check, 152
Subassemblies
in equipment assembly structures, 223
Suggested Order report, 305
Suggested Order Report, 151
Summary Failure Report by Machine, 154
Summary of Inventory Values by Vendor
report, 164, 362
Suppliers. See Vendors; Vendors screen
Synonym value lists, 39
T
Table windows
default table data, 2122
deleting rows, 81
illustrated, 18
inserting rows, 94
keystroke combinations, 119
status column, 1921, 81, 82
undeleting rows, 82
Table Windows, 1722
Tables
393
Index
custom applications, 64
Tabs, 55
Text
underlined, colored, framed. See Jumps
Text fields
mixed-case, 31
uppercase, 31
Time fields, 34
Title bar, 69
illustration, 13
Toolbar, 11117
buttons, 112
illustration, 14
standard toolbar buttons (illustration),
112
Toolbars
MAXIMO Bar, 14
Transit (labor) locations, 58
U
Undelete Table Row(s) (Table menu), 82
Unplanned downtime
analyzing, 170
analyzing, 242
calculating, 169, 241
defined, 240
reporting, 24142
Unplanned maintenance work. See Quick
Reporting screen
Utilities, 65
V
Vacations
defined, 348
Value list fields, 3839
Vendors, 58
394
storeroom locations as, 359

Vendors screen
purpose, 288
usage, 29091
View Current Query dialog box
(illustration), 130
View Equipment Information option, 238
View Equipment Move History action, 254
View Equipment Spare Parts action
View Equipments Path option, 238
View List (toolbar button), 116
View Location Information option, 237
View Locations Path option, 237
View Locations From Parent Level option,
238
View menu, 8589
option, 237
View Planned Labor action, 193
View Reservations action, 28385
View Work Orders and PMs option, 236
37
W
Weekly Maintenance Schedule by Craft
report, 146, 205
Where clause. See SQL Where clause
Where Used report, 306
Where Used Report, 153
Wildcards (querying), 12728
Work Manager, 57
Assign Individual dialog box, 18889
Assignment Options dialog box, 189
closing work orders, 188
finishing labor assignments, 188
Work Manager aplication
purpose, 171
Work Manager application
Index
Finish Assignment action, 19192

Interrupt Assignment action, 19091
ViewPlanned Labor action, 193
Work Manager Application
View Equipment Spare Parts action, 192
Work Order List
Delete Assignment option, 196
Match Labor List to Work option, 194
95
matching work with labor, 19495
Refresh List option, 195
Reschedule Assignment option, 196
Select Rows option, 194
sorting, 195
Split Assignment option, 196
usage, 194203
Work Order Material Check report, 205
Work Order Material Check Report, 147
Work Order Status Change report, 206
Work Order Status Change Report, 147
Work Order Tracking application
Move/Modify Equipment action, 178
purpose, 171
Work orders
assigning labor, 199201
categories, 168
child work orders, 177
closing, 188
creating, 18485
deleting labor assignments, 196
duplicating records, 177
equipment downtime, 16870
estimated labor, 180, 193
estimated materials, 181
event reports, 168
finishing labor assignments, 19192
grouping. See Parent work orders

interrupting labor assignments, 19091
job plans, 176
matching work to labor, 197
parent and child work orders, 177
purpose, 167
reporting on open work orders via Quick
Reporting application, 185
reports, 2046
requesting maintenance work, 171
rescheduling assigned labor, 196
scheduling, 174, 35055
work plans, 172, 176
Work orders
estimated tools, 182
Work Orders, 5657
preventive maintenance, 56, 59
Work plans, 172, 176
Work Requests, 56
Work Requests application
purpose, 171
Working time (calendar shifts), 348
Y
Yes/No fields, 36
395
Index
396
MPD0209-402UG-01-ENG-03/09/99

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

Copyright 1999, Project Software & Development, Inc.

CHAPTER 1 INTRODUCTION ............................................................................ 19

Starting an Application ........................................................................................... 28

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

Table Windows ....................................................................................................... 35

Using the Keyboard................................................................................................. 45

Application Launch Fields....................................................................................... 61

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

Menu Bar on Application Tabs................................................................................ 87

(Record) List ......................................................................................................... 103

New Row............................................................................................................... 112

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

CHAPTER 5 THE STATUS BAR........................................................................ 139

Advanced Querying............................................................................................... 148

BROWSE MODE ..................................................................................................... 154

The SQR Options Dialog Box................................................................................ 161

Preventive Maintenance Reports............................................................................ 166

How Unplanned Downtime Is Calculated .............................................................. 187

The MAXIMO Scheduler ...................................................................................... 192

PLANS TAB............................................................................................................. 196

USING THE ACTUALS/LABOR TAB..................................................................... 198

USING THE ACTUALS/MATERIALS TAB............................................................ 199

USING THE ACTUALS/TOOLS TAB ..................................................................... 200

FAILURE REPORTING TAB................................................................................... 200

Finishing Assignments, Closing Work Orders....................................................... 206

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

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

Finish Assignment .......................................................................................................... 220

WORK ORDER REPORTS....................................................................................... 222

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

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

Define Filter Dialog Box ....................................................................................... 228

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

Job Plan Tabs ........................................................................................................ 230

SAFETY PLANS ...................................................................................................... 231

LOCATION SYSTEMS............................................................................................ 241

Icons Used on the Drilldown Dialog Box............................................................... 245

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

Viewing Equipment .............................................................................................. 252

Switching Between the Location and Equipment Views......................................... 253

View Locations From Parent Level.................................................................................. 256

The Options Dialog Box........................................................................................ 257

DOWNTIME REPORTING ...................................................................................... 258

EQUIPMENT APPLICATION.................................................................................. 263

MAXIMO LOCATIONS........................................................................................... 273

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

Other Dialog Boxes ............................................................................................... 278

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

FAILURE CODES APPLICATION .......................................................................... 279

CONDITION MONITORING APPLICATION ......................................................... 280

ROUTES APPLICATION......................................................................................... 281

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

INVENTORY CONTROL APPLICATION............................................................... 292

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

REORDER DETAILS TAB ...................................................................................... 306

TRANSFER OUT TAB............................................................................................. 316

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

ITEM ASSEMBLY STRUCTURES APPLICATION ................................................ 317

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

ASSET CATALOG SETUP APPLICATION ............................................................ 321

ABC Analysis Report...................................................................................................... 322

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