Maximo Sync - Training and Resources Discovery Notes

[rebekkabry]

Background

Objective:

• Support the MAXIMO training initiatives and aid in implementing MaxMobile into utilization among crew.

Current:

• Tablets have been provided to crew members. There is not a requirement to use app, crew are still able to determine solution.
• Team not currently utilizing the support resources available. (like Sharepoint resource page)

Challenges: Different solutions, aim to maximize resources and new solution and align support expectations.

Shareholders

• Maximo Support Team (Adrianna/Rene)
• DTS Support Team (Diana, Rebekka, Christina, Peggy)
• MAXIMO Users (all users for feedback and alignment discovery)

[rebekkabry]

Sharepoint Test Drive for Form and Quizzes into Stream

Using the PDF version as a guide for the questions.

[rebekkabry]

• [ ] Get a baseline of the current field crew mobile app usage/attitude around app. Thoughts: Able to determine log in and activity records of users.

• [x] Get insight into the challenges around not using Thoughts: Attended in-person training and received valuable information first hand from users and development team. (Notes)

• [x] Consider solutions to aid in increasing usage and minimizing errors/fears around implementing Thoughts: Considering embedding Q/A features into already developed training material and new MaxMobile training material. Q/A could be used as milestones to encourage and initiate user mobile activity. More details can be developed, pending team discussion.

• [x] How can we support MAXIMO support team?

[rebekkabry]

12/2023 In Person Mobile App Training Notes

• Everything on desktop is on the mobile app. Nothing is different

Usage Processing and Steps 

• Find SBO district group: Swipe to the left.
• Bulletin board: linked to Maximo notes
• SBO work order tracking = buckets
  • Q: groups pick their bucket by?
  • Ex: newly created work orders
• Advised don't use start button - due to the way the app processes the request
• Attachments Features (newly added)
  • Nice functionality
  • picture add, and edit
  • search options

---

Recommendations and/or Considerations

• Baseline Status - - Get baseline survey of usage / attitudearound app. Thought: Do we want to encourage usage of the mobile app. Implement Q/A process to encourage and support usage. What is the current status, compared to status post efforts.

• MAXIMO Shortcut on field crew devices? Thoughts: Prevent having to search for tool. Aid in easier user experience.

• Required Fieldson Every Screen (if data is needed) Example: Parts/Labor/Failure Etc. Not allowing user to move to next screen without having the fields needed for reporting and tracking entered.

• Groups/Buckets determined by role and have a specific view, not all or requiring filtering when logging in. Thoughts: APPSis there a way to provide the advanced search scene automatically without the search process. - Workgroup

• Can statusesbe linked in on the appropriate group? Thoughts: Some groups don’t use all same. Status codes dictionary.

• Auto naming standardization of pictureattachments. Thoughts: In additional to being able to add specific notes and tags, all attachments could be auto coded with the WO# and other identifying information of its Parent or Work ticket.

• Log Notes, speech to text features? Thoughts: Since using mobile devices would it be difficult to enable Speech to Text. Would it be valuable or cause more difficulty?

• Create videos, focusing on mobile app instead of desktop version. Thoughts: Turn PDFs or create new Scribe videos with MAXIMO support team that could aid in preparing for usage. Also could add Q/A. Training documents, quizzes, start date to implement across team, expert or team leads to help. Add quizzes to the videos and documents that she is creating. Passing scores and participation allows you To be able to use. Add implementation of support when needed

• Investigate linksto asset health and maps from WO data  

[rebekkabry]

Emailed @adry-martinez to get insight of value of EzMaxMobile training material. Pending updates and DTS leadership further insights.

[rebekkabry]

Sample Proposed Condensed Outline of Considerations:

• [ ] Get baseline survey of usage / attitude around app.
• [ ] Begin recording and using Syncs as Tutorial Report pulling, etc
• [ ] Using Scribe to create new EzMaxmobile training material.
• [ ] Work with BI to develop Q/A for training retention.
• [ ] Develop training and implementation process for EzMaxMobile.
• [ ] Work with top down with training initiatives, roles and expectations, training, etc.
• [ ] Get status of usage/attitude around app, after initial Q/A training efforts.

[rebekkabry]

Example:

[rebekkabry]

PDF Training Doc created by @adry-martinez Meeting scheduled for 2/12/24 to discuss support areas here.

Great document.

• [x] Discuss translating into video
  • Already videos created for the EZMaxMobile
  • Process on current videos are the same.
  • Marketing options (like UKG), embed videos into Sharepoint @dianamartin has more information. Recorded videos and embed them in the site/tools.
  • [x] Determine how the use case will be used.
  • [x] Is it possible to use the Bulletin Board or link into MAXIMO for videos and links? We can add links but not embed videos.
  • [x] Sharepoint looks friendly but there is a barrier with log in required, difference between platforms. @adry-martinez Think about where you want the links/files stored?
  • Adding in some Q/A to assist with training
• [x] LMS Learning Module or Knack, hope to implement videos and ask questions to staff. Is there a way to add a form?
  • What would the LMS timeline look like?
  • Food for Thought:_ Creating pages vs adding videos into folder? How would someone get to that page? What is the intent of the quizzes? @adry-martinez
• [ ] Crew Lead and SI sign off training, with role supporters documentation

@dianamartin would prefer to do phases, focusing on creating documentation for MAXIMO training before training for ExMAX. Users should be familiar with desktop operation before moving into mobile app. Continue on the discussion. However find the intent of the quizzes before getting started with the program. Showed how to add URL to desktop. Follow up with Matt on how to get on desktop version. This is what we can do today.

• [x] Improve MAXIMO sharepoint usability

@rebekkabry Recommendations: support creating support documentation.

• [x] Look at existing MAXIMO resource page and determine usability layout options. Next work session 2/21/24

@adry-martinez and @dianamartin

• [ ] Form pain points --- HR Banner access discussed.

[rebekkabry]

Sharepoint Usability Focus scheduled 2/21/24

• [x] Set up mock up workshop
• [x] Get videos on Github
• [x] Update calendar to show training sessions coming up

Current

In Progress

[dianamartin]

2/12/2024

STEPS

Planning the training workflow in Miro

• Create GitBook Maximo Resources - @dianamartin
  • To improve Maximo user's UX for Maximo training/reference information
• To improve Maximo Account Requests - @dianamartin
  • provide Maximo team "Employee List" view to see Employee ID
  • to improve Maximo team's process
• NEW issue: Improve Maximo Resources SharePoint - Karo/Diana
  • to improve the self service process for any TPW employee that needs Maximo information
• Training Education Form
  • Adry already has a form already
• IDEA: Process Change
  • Require quiz before account creation?

[rebekkabry]

Apps Sync Insights 2/13/24

• @KaroEngstrom buttons, use icons. In progress, will explore options.

• [x] Add icons.

• MAXIMO auto select from Sharepoint link, discussed @dianamartin @ChrispinP may be possible with embedding code for URL. To be discussed further.

[rebekkabry]

Feedback with MAXIMO Team - Sharepoint Usability Workshop 2/21/24

@adry-martinez - Looks great so far!

• would like to see the newsletter or link to newsletter. Scrolling view on the front page, ideal.
• Tools to Add: add Jurisdiction maps, permitting public search, austin water map, 311, property profiles.
• Improve and continue to work on Decision Tree JotForm

@dianamartin Reviewing the mock up page that she created with apps team. \

• Where to put the document? Okay with hiding the document library.
• QRG Pages Questions - PDF vs Back-end version. Why is there both? Not sure why they are located in multiple places. We can leave in the back, but still bring it forward. Deciding to keep it.
• Few that didn't seem completed? Example: FAQ/Contact Page. There are some things we need to omit, that is still there from prior revamping and updates.
• Booking and Time to Chat - ready for booking when team ready to accept.
• Form - updated to pre-select MAXIMO, mentioned enhancement from Apps meeting. Would like to have implemented. @dianamartin
• Created a resource detailed page to help understand what the posts and pages are referencing - newsletter topic.

How to Sort Content

• per workgroup
• quick accessibility to guides and videos

[rebekkabry]

Projects / Epics Supporting Efforts

• Sharepoint / MAXIMO User Resources Redesign #15944
• MAXIMO Mock Training Series #16061
• Model Work Orders #16288
• Scribe Work sessions #16286

[rebekkabry]

Updates

• Revamped Gitbook/Sharepoint
• Multiple projects and ititatives started and completed as a result of this assessment.
• Start Center Project