Maximo Discussions, Project Coordination

[adry-martinez]

Objective

Discuss ongoing Maximo projects and enhancements to business processes as it pertains to Maximo and the project coordinators' respective work groups.

[adry-martinez]

February 7, 2024

Participants

Areli C., Michael D., Andre E., Adriana M., Rene V. Ryan H. (did not attend)

Agenda

• Discuss update on report designs
  • Downtown Enhancement
  • Pavement Operations Prep Performance Measure
• Dive into UER's current process using Excel and how to implement in Maximo
• Review GitHub issues:

  • 13939

  • 13985

  • 14872

• Discuss future/potential project of improving Specifications organization and requiring fields prior to close out
• Review data quality review

Meeting notes: SBO Project Coordinator Meeting

---

Action Items

Maximo Team

• [x] Schedule meeting with Floyd and OCE regarding new process
• [x] Create Sweeping portlet for Sweeping WOs in 2-, 3-, 4-status

Project Coordinators

• Chat with work groups regarding organization of the attributes in Specifications tab
• Review data quality report to see if anything needs to be omitted or updated

[adry-martinez]

Feb. 21, 2024

Participants

Areli C., Mike D., Ryan H., Joe H., Adriana M. Unavailable: Rene V., Andre E.

Agenda

• Discuss any needs for #13888
• Discuss any needs for #13729
• Update on #13939
• Reminder of #15767
• Update on #15750
• Adry OOO 3/1 - 3/15, Rene will be available to support
• Discuss re-schedule of next meeting
• Discuss of any training needs (share Maximo bookings link)

Meeting notes: SBO Project Coordinator Meeting

---

Action Items

Maximo Team

• [x] Re-schedule meeting to earliest time prior to OOO. If no slot available, cancel meeting and send follow-up for any needs from PCs. Rescheduled for 2/29

Project Coordinators None at this time

[adry-martinez]

Feb. 29, 2024

Participant(s):

Areli C., Andre E., Adriana M., Rene V. Unavailable: Mike D., Ryan H.

Agenda

• 13939

• 16008

• 16007

• 15750

• 16040

• 13985

• 16042

• 15826,

  • 15824

• Adry OOO starting 2/29 - 3/15, will be back on 3/18 but will be a short week due to medical reasons.

• Maximo Booking link

Meeting Notes

• Areli will schedule time with Shon and CSR group to discuss flex field 2 training.
• Areli OK to give Dave to individual start centers

Action Item/s

• [x] - Close 16007
• [x] - Close 15750
• [x] - Requesting for a new report 16040
• [x] - Close 13985

[adry-martinez]

Mar. 18, 2024

Participant(s): Mike D., Adriana G.

Agenda:

Discuss Scofield project #16167 :

• Will be done in Phases

• Parent (For the entire Project)

  • Child Phase 1a - 3INPR

    • Grandchild - concrete
      • record multiassets
    • Grandchild - asphalt
      • record multiassets.

  • Child Phase 1b - 2RTW

    • Grandchild - concrete
      • record multiassets
    • Grandchild - asphalt
      • record multiassets

[adry-martinez]

Apr. 3, 2024

Participant(s): Michael D., Andre E., Rene V., Adriana M.

Agenda:

• 16040

• 16510

• 16403

• 16376

• 16110

• 13939

• 16509

• 15824

• Discuss Pavement Ops upcoming training

Meeting Notes:

• Ryan is in another meeting.
• Will combine Pavement Ops job plan to reflect naming convention
• Reminded PCs to review data quality reports
• Asking for striping report to be done daily vs monthly, I informed team we're dependent on CTM to make such updates.
• Will forward Sweeping document to PCs and DMs for sign-off to be published on SharePoint
• No other comments/requests provided to DTS Maximo team.

Next meeting scheduled for April 17, 2024.

[adry-martinez]

April 26, 2024

🙋🏼 Participant(s)

Ryan, Areli, Mike D., Andre, Diana, Rebekka, Rene, Adriana

📄 Agenda

1. Discuss items on GitHub board
2. Discuss training efforts
3. Update start centers: District Maintenance and Project Coordinator
4. Recommend meeting every month

📓 Meeting Notes

1. GitHub issues

   • 15824

     PCs asked to limit to only if marking is needed. DTS wants to get confirmation from SMD that they would be OK with just that information alone since SMD can get their assets on what needs marking off of their own database. They are also asking for this since entering the Markings Type is time consuming for staff out in the field and inconsistent to data entry. DTS Maximo advised that they can just mark it Y/N rather than filling in the information unless SMD needs it since this was set up to mirror the paper notification. I advised the team I would be double-booked for the Whereabouts discussion with Jennifer, and shared that either Rene or Rebekka, if available, can stand in. Also, since SMD is involved, Diana recommended that @ChristinaTremel review the request as well to determine if the PCs ask is doable.

   • 16886

     This request goes in hand with the #14546 request that Dave made. I shared that if we were to gut out the current hierarchy, there's a higher risk that the current Sealcoat reports would be skewed since it was designed based on the current hierarchy. Recommended to meet with DM since the DM is asking for this to be set up. DTS Maximo will schedule a meeting to scope out the request further.

   • 16952

     Areli asked how to proceed to add additional locations. I advised to send our team an e-mail with the spreadsheet so that we can upload the added locations.

2. I asked the PCs to communicate to their Superintendents and Supervisors when it comes to requesting a work group training to schedule a consultation meeting with our team. They recommended to bring this topic up to the SBO Roundtable. However, DTS Maximo has not been invited since February of 2024. Ryan will be sending out a meeting to our team to participate.

3. No feedback at this time for the start center updates.

4. Consensus was across the board when I proposed to meet every month vs bi-weekly since we have other standing meetings with the PCs' respective work groups. Rebekka will create and lead the meeting series.

   • @rebekkabry (4/30) I cancelled the series (ended on 4/26). Could you please schedule the new monthly recurring series for this group? Thanks!

✅ Action Item/s

DTS Maximo

• [x] Schedule meeting with Pavement Ops DM and PC to discuss WO hierarchy

Project Coordinators Forward Markings Whereabouts meeting to Rene, Rebekka, and Christina.

[rebekkabry]

📆 June 6, 2024

🙋🏼 Participant(s)

📄 Agenda

• [ ] General Updates - (bulletin board)
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL
• [ ] Last Meeting Updates
  • Discuss items on GitHub board: Which Github tags are used for this group? @adry-martinez
  • Training Efforts - @adry-martinez How to Create a Parent Work Order How to reverse parent-child relationship
  • Document Collection Efforts - upload to Sharepoint
• [ ] #17351 Q/A Report @ReneVarg25
  • Discuss recent email sent out
  • Discuss coordinator role in Q/A and DTS process
• [ ] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
  • In Progress:

    • 17580 and #17669 by SI and SV

• [ ] Work Group Q/A Concerns
• [ ] Stakeholder Updates
  • Next Roundtable?

✅ ACTION

DTS Team

• [ ] Discuss sending to Project Coordinators in addition to the SI when we send out reports.

Project Coordinators

• [ ] Forward Markings Whereabouts meeting to Rene, Rebekka, and Christina
• [ ] Upload forms used to Sharepoint Folder

[rebekkabry]

SBO

• Maximo Updates

• [ ] email about unhappy with service done to the sidewalk. attempting to figure out how to handle the ticket. order 24-178905

• request for reorder of specs

[rebekkabry]

📆 Septermber 5, 2024

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates - (bulletin board)

• [ ] Last Meeting Updates

  • [x] #18677 Reorder Specs
  • [x] Uphappy WO Follow Up? - Areli will get with Ryan. They will be reassigning.

• [ ] Any Q/A Report @ReneVarg25

• [ ] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)

  • Q/A
    • [x] #18804 Start Center Edits
  • On Hold
    • [x] Revamping Service Plan Report from Andrem #18079
  • In Progress:
    • [x] Feedback on Gitbook, PJ section need to know.

• [ ] Work Group Q/A Concerns

• [ ] Stakeholder Updates

  • Next Roundtable?

✅ ACTION

DTS Team

• [ ] Discuss sending to Project Coordinators in addition to the SI when we send out reports.

Project Coordinators

• [ ] Forward Markings Whereabouts meeting to Rene, Rebekka, and Christina
• [ ] Areli - following with Jonathon on PAVEMENT Q/A report.
• [ ] Areli - following up with DMs on Specs groups

[rebekkabry]

11/7/24

• Work Log:
• ryan sent an email to myself and 311, confirmation from them that nothing would get messed up.
• reviewed email from ryan.
• Q: does 311 or tech responsbile for text? A: tech.
• Andre: they had to have an agreement with 311 what information needs to go back, as a request from director level that we are not providing enough text. The messages where done by the Maximo team and 311.
• Rene: recent issue: one of them was not mapped to the 311 response.
• Q: Andre: wants the process when we tell someoone to call back, if we close it and they call back. New order or Austin 311 contact for more information? A: they need to consider. Risk: workorders not attached to CSR for the same issue.

.311 mapping review .dispatch workorder handling guides and workflows from coordinators.
.work log template upgrade to include: scheduled meeting with Carrie and team

• rene: has already left message. ctm says issue has been resolved. but we are confirming.

• weather prep:

• possibly loaded bridges into maximo? meeting with dave.

• are we using CSR? refer to Dave. who is responsbile for entry of data...appears to be SBO project coordinators.

• start centers: -reviewed test and prod