Maximo User Process Discovery Meeting - OCE Pavement

[ChristinaTremel]

Objective

The Data & Technology Services Division is initiating a series of meetings to learn more about Maximo user experiences and processes in TPW. In this meeting we'll be asking questions about how individual teams use Maximo and how it fits into their work processes.

Participants

Goals:

• Maximo system performance and functionality
• User experience and interface experiences
• Current processes within and related to Maximo
• User feedback and improvement
• Future roadmap and upgrades

Agenda

User experience and interface experiences

• Explain your process on how you use Maximo?

PROCESS - Planning

• Who plans the work? How do you get work to do?
• How is work scheduled and issued out

PROCESS - Implementation

• How is work scheduled and issued out?
• Who is executing the implementation?

PROCESS - Field Work

• Who is executing the work - implementation?
• Who is reporting on the work and what are they tracking?

Maximo system performance and functionality

• How long is it taking to do a Maximo work order in the field?

PROCESS - Review & Reporting

• What is your final review, QC process?
• What reporting do you care about? How are you pulling that information out?
• What are you reporting?

User feedback and improvement

• What challenges are you having with Maximo?

Future roadmap and upgrades

• What would you like your work order management system to do that you’re not getting right now? What’s missing?

Points of Contacts

---

• [x] Schedule meeting - 1/22/24
• [x] Meet and take notes
• [x] Process notes on Miro Maximo Assessment Plan

[ChristinaTremel]

Notes from Ron before meeting:

I review these MAXIMO generated reports :

• 311 Daily Calls ( SBO 311 Dashboard ) just to see what complaints are – occasionally using the crew’s photos
• Active utility cuts ( SBO Utility Dashboard ) - just to see if crew is using all of MAXIMO for start dates schedule/( they aren’t)

Current issues :

• MAXIMO does not provide a monthly 311 call total for alleys …
• MAXIMO – so far- does not compile WO data on a daily basis like the original Daily Logs … (see attached from June 20 2023) l will attend meeting to discuss if time permits

[dianamartin]

1/26/24

Diana's Notes

Participants: Jonathan R, Ron K., Reza K, Rebekka, Adry, Rene, Diana

Ron K - Pavement Operations Engineers

• Milling, Pavement, Seal Coat
• Maximo involvement is light
• Interested in follow-up work orders created in Maximo
• Reviews daily 311 Maximo
• Automatically reviewing reports
• Track individual resurfacing jobs

Reza K. - Work in Pavement Mgmt team

• Use Maximo for all surfaces
• Sometimes Districts get various pavement issues
• Districts send work orders to OCE for feedback
• Sometimes getting complaints
• He creates work orders for districts to do
• Track service plans
• yearly basis, enter service plan and prepare data to Maximo team to load into Maximo

Jonathan R. - Asset Mgmt team

• to hear more about Maximo is being used on the stakeholder teams

PLANNING PROCESS

Different kind of projects, fog seal, seal coat, crack seal, mill and overlay. Different kind of work

Seal Coat: preparation work - parent work order in

• sweeping

Overlay job

• milling work orders to track milling

PMIS - Agile Assets

• keep track of street conditions
• contractor gets 1/3 of the network, every 3 years get pavement condition data
• Decision tree, decide which will be the PM treatment for that street
• lot of manuals involved
• Draft Service Plan
  • share with other stakeholders to get their feedback
  • utility coordination & identify conflicts
• Publish final service plan
  • Street A, From here To there
• Each project has a couple of segments (if it's more than one block)

Preparation - to have those Maximo Asset IDs in each project

• In PMIS, only track segment IDs

IMPORT STEPS

• Did before, upload with CTM
• Have trained DTS Maximo team
• so now they can do that themselves

Send two spreadsheets per treatment (fog seal, seal coat, crack seal, mill and overlay)

• project level information
• segment level information Import about 1000 work orders
• Are there carry over projects going into the new year?

Seal Coat: 80% completed projects

• no excavation, simple work

Overlay: 50-60%

• more and more difficult to work
• unexpected conflicts
• Hot Mix, shouldn't be cut in 7 years
• ATSD, gets a grant but that project gets pushed over

Crack Seal & Fog Seal: Can get this done for the most part

Spreadsheet that has the 3 lines per work order - this goes into the specifications FROM STREET ON STREET TO STREET

TRACKING THE SERVICE PLAN

• Not using schedule module in Maximo
• Schedule of work "Seal Coat", is done on excel spreadsheet
  • how much of the service plan is done
• Depend on Maximo, when the work is "DONE"
• Entered back into PMIS system

Tracking work orders in Maximo Scheduling of the Service Plans - Excel

• not tried to do detailed scheduling

Operations

• Scheduled Start Date

• Scheduled Finish Date Things to change all of those things

• Project Coordinator is having to update all that

• They are trying to hire more people to help with that administrative work

  REPORTING

• sbo_crackseal_lane_miles (1).pdf

• sbo_pvmnt_complt (1).pdf

• sbo_seal_coat1and2_lane_miles.pdf

• Maximo can produce a chart, but doesn't show which streets aren't done

• Operations was still working on figuring out Statuses

  • they only used 1NEW and then go into "COMPLETED" Lane Miles report - Maximo Reporting Data warehouse

Reza: has been using Maximo to see fiscal year Get reports, filter out using date range - that is very useful

Automated Reports

• Ron is interested in:
• Utility Cut Repair, when the Start Date happened
  • Snap shot of where the utility crew is
• 311 Calls SR turned into Maximo Work Orders
  • seeing to complaints about projects going in and projects that were completed
  • generally is about trees, glass and debris
  • during Seal Coat season - there are more SR types
  • those calls/SRs are supposed to go to Seal Coat team Haven't been able to do that in previous systems

PERMITS?

• In the old days
• Overlay team, is directly getting those permits
  • Michael D.

CHALLENGES - THINGS YOU'RE NOT GETTING IN MAXIMO

• Maximo doesn't get total 311 monthly calls for alleys

  • No service plan for Alleys, no preventative maintenance
  • repair alleys
  • Can't get a monthly report by month
  • haven't been able to simply it to see (ex. in December)
  • Is afraid Alley calls are higher and will have trouble for getting maintenance calls

• Pothole can be reported in different ways, for alleys

• Report: sbo_alleyresponse.pdf

• Maximo doesn't compile data on a daily basis

• Daily Log, originally set up as Excel spreadsheet

  • Seal Coat, can do 4-5 streets
  • Maximo to give a similar report?
  • Materials: they didn't have materials associated with location
  • Crews are starting to do that
  • Hot Mix: different recipes, different
  • need to know which mix is on which street
  • there could be multiple mixes on one street

On Actuals tab Material information can be tracked, but not in very much detail Asphalt - Type C mix, different recipes

REIMBURSING - INVOICING?

• Utility Cut & Repair, invoice Austin Water directly
• Need to get approval at a higher level
  • doing work for other COA departments
  • ex. Paved roads for Parks
  • fixed CIP projects that went wrong
  • Those were reimbursed, very rare occurrences Most if not all work is within service plan

CONTRACTORS USED?

Contractor overlay work - that is in Maximo as well Fog Seal - contractor In general, if a project is specific location. Traffic is challenging, sometimes they contract that work on a case by case basis Manage the contractors

• OCE team manages that Use inspectors to manage the job in the field
• get reports
• sign invoices that go back to the contractor Difficult of the job and the capability of the contractor
• It's it's too big, will keep it in house
• If it's too small, the in-house teams should be able to do it

Points of Contacts

• Reza, Veena, Ron, Anna, Binaya (Bridge)

[rebekkabry]

CURRENT USAGE OF MAXIMO

How does your team use MAXIMO?

• Following work orders generated by the work that we do
• Look at progress report
  • Using Maximo reporting what is going on with the field crew (i.e. Resurfacing jobs)
• Not had a lot of time to work on the reports they need back from MAXIMO
  • MAXIMO issues with reporting on service plan - working on it with operations.

Reza RE: work with Pavement Management OCE with MAXIMO

• Work orders from District recourse of pavement issues. Go onsite and send in wo for feedback
• Complaints - manually create WO for district to do
• Track: all service plan work with MAXIMO,, on yearly basis we have Service plan in the right format, send to Adrianna to put into MAXIMO and have integrated. Batch imported at the beginning of the year. 1000s of Work Orders.

Service Plan Creation

• There are different kind of projects on the Service Plan (crack seal, etc)
• Example: Track Pavement Conditions and how Service Plans are created:
  • keep track of street network condition; every 3 years they are maintained as part of Service Plan.

Permitting Process

• Major pain point
• Overlay team - working to get the permits because they have the awareness. Start of the acquisition process.

Identifying Codes

• WONUM:
  • SP: Service Plan
    • XX : Year of Service Plan
• Asset: Assigned to each block on the street

Areas of Opportunity (Things They are Not Getting from MAXIMO)

1. They have not tried to use MAXIMO for that type of scheduling.
   • MAXIMO Support Team provided Insight - difficulty in the change of processes with the various types of
2. Not getting monthly 311 calls for alleys (alleys are becoming more of a problem, there is currently no service plan for alleys)
   • The only way we repair them, The report tells us the jobs,
3. I just cant get a summary by month on 311 calls. The MAXIMO may be having issues with the month.
   • Sounds like user training needed.
   • Noticed work order volume going up over the past year.
4. FORECASTING: Could have problems maintaining service plan for alleys. Request month to month reporting
5. flex note for alleys - think this is already resolved.
6. Pothole and alley can be reported multiple ways; looking to see if there are work duplicates etc = ways to single asset numbers.
   • Sounds like a bigger asset management issue, conversations already in place with GIS team.
7. Not compile WO on daily basis or daily log: daily log was an excel spreadsheet that showed the work they did per day, per crew.
8. the material and etc for the crew, how do we keep a track of the material and which jobs did it go to etc.

Hanging Considerations

1. Follow Up Discussion to Detail their processes
2. Ensure all proactive/planned work is loaded in MAXIMO, instead of manually added.
3. ways to make it consistent and mandatory entry for the fields we need for Work Orders. Thoughts: Which fields are currently mandatory or have restrictions, to aid to consistent records.
4. Can weremove all spreadsheetcomponents of their process? Request examples of all spreadsheets they use to track.
5. how do we track and account for travel time and the effects on productivity Thoughts: Are there any GIS features or travel time data that could support this?

Legacy Pavement Discussion Documents from Ecosystem Sessions #12893

[dianamartin]

@ChristinaTremel are you needing to add your notes?

[maccallump]

Can we add an agenda item about reports? “What reports or “spreadsheets” do you use from Maximo? What do you do with that report/spreadsheet?

[dianamartin]

@maccallump are you talking about adding those questions to the assessment board we have? We have these questions we ask

[ChristinaTremel]

Notes were added to the miro board ✅