Maximo Discussions, District Maintenance

[adry-martinez]

Objective

This meeting is to discuss any ongoing Maximo projects and support for District Maintenance.

May 9, 2024

🤝 Participants

SBO: Areli, Michael C., Baldomero DTS: Diana, Rebekka, Ganesh, Rene, Adriana

📝 Agenda

1. Introductions
2. Completed requests:

   16933 completed

   16901 completed

3. Discuss SBODIST needs

📓 Meeting Notes

1. Introduced Ganesh to the team. I shared that Rebekka will be leading the meetings starting the next meeting thus the newly sent meeting series.
2. Requestors OK the completion of requests.
3. • Baldomero had a question regarding CSR work log type selection, he wanted to know if that applied to standalone work orders, meaning new work orders created by SBO users. I advised that the work log type selections (CLOSE SR) only applies to work orders that have a CSR attached.
   • DTS reminded SBO to clear their portlet that requires QA. They are working slowly through the requests.
   • Baldomero asked about current FY Sidewalk CSRs and if they are being reported since Dir. Mendoza requested #s on these CSRs and wanted to know if Dave A. mentioned anything to the DTS team.
     • I advised that portlets were created and added to SBO Project Coordinator Start Center per Ryan H.'s request. I also mentioned that I recommended for Dave and team to have their own Start Center so they can monitor the data they are looking for instead of manually searching the data. Everyone agreed.
     • Rebekka wanted to understand what the Sidewalk CSRs are and if they are in relation to the Sidewalk CRC. I explained they are two separate Sidewalk projects. One is conducted as a make-safe by District Maintenance triggered by Austin 3-1-1 requests, while CRC is conducted by a service plan provided by Justin's team and responded by Brad and team.

   • 16040

✅ Action Items

DTS Maximo none at this time.

District Maintenance review QA portlets and data quality report.

📅 Next meeting scheduled for May 20, 2024

April 22, 2024

🙋🏼 Participant(s)

Rene, Mike C., Rebekka, Diana, Junior

📄 Agenda

• Review District Maintenance GitHub issue board

• Clarify if this ask is still needed

  • Request to mass clear any Parent WOs prior to 23. Advised to create issue so Maximo team can work on this request.

• 311 Audit, please follow up with users:

Work Order	Description	Work Group	Status	Audit Notes
24-170947	SBO - Obstruction in Right of Way/ glass on sidewalk /ALYSHEBA DR and SEATTLE SLEW DR	SBODISTS	4QACOMP	DR is not an approved abbreviation.
24-171005	SBO - Guardrail New/Repair/ metal guardrail see attachment / ELTON LN and QUARRY RD	SBODISTC	4QACOMP	Common language was not used.
24-171065	SBO - Pavement Failure / Possible Utility Cut / BARRINGTON WAY and DOWNING ST	SBODISTN	4COMP-NFR	Common language was not used.
24-170865	SBO - Utility Cut Repair / ck for hazard / no UER in Maximo / 8402 HORSE MOUNTAIN CV	SBODISTN	4QACOMP	The second activity does not have an outcome selected.
24-170948	SBO - Sidewalk Repair/ sinking / 7121 DAGON DR	SBODISTN	4COMP-NFR	WO and CSR are not approved abbreviations

• Booking training sessions
  • If you are seeking a group training session, please request a meeting with our team first prior to scheduling. We are noticing a high volume of training requests (which is great!) however, we are a team of two and we need to plan for logistics, equipment, and resources with enough time in advance.

📓 Meeting Notes

• We went over the issue "mass clear any Parent WOs prior to 23", it's still a needed item
  • Added a note that an DTS SR will need to be created
• Review 311 SR/WOs that have issues
  • attached to the chat so stakeholders can reference the required actions
• Talked about the uptick in training requests and went over the requests for training
  • Basic training
  • Work Log training
  • Talked about SBO Career Progression plans - Maximo Training
  • Tech 1/2 -
  • Tech 3's are in Maximo
• Tech Procurement: Looking at getting 9 ipad minis. Junior will do research on this and get quote from Scott.

✅ Action Item/s

DTS Maximo

• [x] We received training request from District Maintenance, new user training.
• [x] Need to schedule training for work logs (tentatively: 5/3)

District Maintenance

• [x] Someone is going to submit a DTS Service Request for the "mass clear any Parent WOs prior to 23."
• [x] Work on these Maximo SR-WOs

Work Order	Description	Work Group	Status	Audit Notes	Action Needing to be taken
24-170947	SBO - Obstruction in Right of Way/ glass on sidewalk /ALYSHEBA DR and SEATTLE SLEW DR	SBODISTS	4QACOMP	DR is not an approved abbreviation.	Type out "DR" to Drive
24-171005	SBO - Guardrail New/Repair/ metal guardrail see attachment / ELTON LN and QUARRY RD	SBODISTC	4QACOMP	Common language was not used.	Can't see uncommon language
24-171065	SBO - Pavement Failure / Possible Utility Cut / BARRINGTON WAY and DOWNING ST	SBODISTN	4COMP-NFR	Common language was not used.	Work Order number is missing on the work log note
24-170865	SBO - Utility Cut Repair / ck for hazard / no UER in Maximo / 8402 HORSE MOUNTAIN CV	SBODISTN	4QACOMP	The second activity does not have an outcome selected.	New work log to be created and an outcome activity selected
24-170948	SBO - Sidewalk Repair/ sinking / 7121 DAGON DR	SBODISTN	4COMP-NFR	WO and CSR are not approved abbreviations	Need to write out WO as "work order" and CSR as "customer service request"

24-171005

24-171065

April 8, 2024

Participants: Baldomero R., Diana M., Rene V., Adriana M.

Meeting Notes: Portlet attachments - include all Districts omit prior 2022 Scheduled reports 311 was discussed Overlay support, using identify, Crew DISTN1 South doing Milling, Eli will need to QA North doing Paving, Jr will need to QA Completed 2, tomorrow will be 3rd. Keep an eye on report surface repair report Also doing work for sealcoat, duplicate WO with naming convention - DISTN Made emphasis on training needs

Feb. 26, 2024

Participants

Mike G., Baldomero R., Eladio M., Rene V., Adriana M., Diana M.

Agenda

• 15965

  • to be completed TODAY
  • Baldomero asked if data will need to be re-entered if duplicated, confirmed yes will need to be re-entered

• 15637

  • requested by Dave A.
  • Mike G. would like to discuss offline re: the asks for the reports.

• 15768

  • Rene's project. Need to confirm what District Maintenance is using.
  • Just want to see District's work orders (overdue and 311 requests)

• [x] #17233

• Request to mass clear any Parent WOs prior to 23. Advised to create issue so Maximo team can work on this request.

• Clarification on work log type selection.

  • CSR-WO requires work log type, parent WO log notes can be WORK

  Meeting with CTM today on the following request/s

• 14110

• 15749

• 13544

• 14828

What's coming

• 14862

• Maximo Bookings Page is now live!

Maximo team update Adry will be OOO from 3/1 to 3/15. Rene will be available to support the team. I will be available for emergencies only, I.E. Maximo is out and there is no one to get in touch with.

Other item/s:

• Discuss Maximo team support to District Maintenance

---

Action Items:

Maximo Team:

• create issues from notes

District Maintenance:

• none

Feb. 12, 2024

Participants

Areli C., Michael C., Diana M., Adriana M.

Agenda

Provide updates on reports:

• 13544

• 14828

• 13858

Provide updates on portlets:

• 15748

• 15751

Other item/s:

• Discuss #15607
• Discuss if SBODISTC would like to participate in discussion with dispatch #13939
• Discuss Maximo team support to District Maintenance

Update on ORG: Shon J. is over CSR response Bobby R. is over planned work Michael C. is over planned work.

---

Action Items:

Maximo Team:

• [x] add Shon and Areli to Sweeping meeting
• [x] schedule meeting with Ron and PCs regarding striping report design
• [x] send e-mail

District Maintenance:

• will work on data quality report

[rebekkabry]

📆 May 20, 2024

🙋🏼 Participant(s)

Michael, Baldomero, Areli, Diana, Ganesh, Rene, Adry, Rebekka

📄 Agenda

• [x] General Updates - (bulletin board)
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL
• [x] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
  • Currently 0 "new" or "in progress" issues.
  • On Deck: #17145
  • Updates To Come for other On Hold/Back Log Issues soon regarding reports and enhancements. (see below)
• [x] Quality Report Concerns - Rene (backlogs, review Maximo)
• [x] Stakeholder Feedback and Updates
• [x] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts

📓 Meeting Notes

• Unmetered Water
  • DM does not really use the unmetered water. UE and DT maintenance uses. DM previously used metering when using the milling machine.
• Quality Report DM Support?
  • In addition Arlie who should we send the Q/A report and needs to?
  • CSR not actively resolving or responding to Rene's communication about WO resolution needs.
  • 📓 Send to Superintendent

✅ Action Item/s

DTS Maximo

• [ ] @ReneVarg25 Send Quality Reports to Michael
• [ ] @ReneVarg25 Add Superintendent and Supervisors to recurring Quality Report email send out.
• [x] @rebekkabry @adry-martinez Meet to discuss Unmetered Water

District Maintenance

• [ ] Baldomero will speak with Michael considering Quality Reports
  • Parent to Child investigation / is it backwards
  • Missing Crews - result of duplicate work orders, following up with CSR to instruct to add details into duplicate work order.

Non-Completed Issue Summary for District Maintainence 📊 Row Labels	Count of Pipeline
Backlog	1
Blocked	7
On Deck	1
Ongoing	3

[rebekkabry]

📆 June 17, 2024 and July 1, 2024 and July 14, 2024

June 17 focused on CTM upgrade failure

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates - (bulletin board)
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL
  • Maximo POC Updates Pending: DTS Request Form
• [ ] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
• [ ] Last Meeting Action Items Updates
• Q/A and Closed
  • [x] #17145
  • [x] #16509
• In Progress/Needs Scoping:
  • [x] #17858 - solution expected to be resolved by CTM by EOD. Currently added select users to Dispatch Start Center. Pending SBO DM TEMP start center if not resolved by EOD.
  • [ ] #17147 - Can you invite Vincent to next meeting or discuss this topics and provide insight?
  • [x] #17712 - in progress, not complete, updates to follow.
  • [x] #17351 @ReneVarg25
  • [ ] #13858 in progress, updates to follow
  • [ ] #14658 what is the Q/A process in detail? Who are the players today?
• On Deck: (Will be our focus during the upcoming Sprint)
  • [ ] #15637
  • [ ] #17146
  • [ ] #13544
• [ ] Quality Report Concerns - Rene (backlogs, review Maximo)
• [ ] Stakeholder Feedback and Updates
• [ ] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts

📓 Meeting Notes

✅ Action Item/s

DTS Maximo

• [ ] Schedule PPT review and work order completion checklist with SI team, next meeting? @rebekkabry

District Maintenance

[rebekkabry]

📆 August 15, 2024

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates - (bulletin board)
  • Meeting Invites and Attendees

    
    Project Coordinator: Areli 
    South: 

• Eladio (Eli)

North:

• Jorge
• Baldomero (Jr)

Central:

• Shon

  
    - Maximo POC Updates Pending: [DTS Request Form ](https://atd.knack.com/dts#new-service-request/)

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

• [x] Last Meeting Action Items Updates

• *Q/A or Closed

  • [x] #13858 in progress, updates to follow

• In Progress/Needs Scoping:

  • [ ] #14658 what is the Q/A process in detail? Who are the players today?
  • [x] #17351 to discuss the work orders not able to be [closed under MCOLLIER request.](https://github.com/cityofaustin/atd-data-tech/issues/17351#issuecomment-2251131530)

    Work Order
    --
    24-175237
    24-173702
    24-173672
    24-173638
    24-173605
    24-172945
    22-144240
    21-133668
    19-400385

• On Deck: (Will be our focus during the upcoming Sprint)

  • [ ] #15637
  • [ ] #17146
  • [ ] #13544

• [ ] Quality Report Concerns - Rene (backlogs, review Maximo)

• [ ] Stakeholder Feedback and Updates

• [ ] DTS Focus Areas (if applicable and if time permits)

  • MAXIMO Training Materials
  • Reporting Efforts

📓 Meeting Notes

✅ Action Item/s

DTS Maximo

• [ ] Schedule PPT review and work order completion checklist with SI team, next meeting? @rebekkabry
• [x] create issue to remove 22 and older from Q/A report @rebekkabry
• [ ] send out weekly q/a reports again @ReneVarg25
• [ ] schedule q/a work session for 23/24 work orders needed with DM SI and SV @rebekkabry

District Maintenance

• [ ] review 24 missing crews and add were needed
• [ ] discuss usage and assisgnment logic of CREWID

  DIS2 csr 
  DIS1 maintainence 
  norht1 
  south1

[rebekkabry]

📆 September 9, 2024

🙋🏼 Participant(s)

Diana, Rene, Shon, Areli, Junior, Jorge

📄 Agenda

• [x] General Updates - (bulletin board)
• [x] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
• [x] Last Meeting Action Items Updates
• *Needs Scoping or Q/A
  • [x] Gitbook references for DM,do we need to add or remove?
  • [ ] #17147 - questions answered for spec details by Vincent?
• In Progress
  • [x] #15637
  • [x] #17146
  • [x] #18642
• On Deck: (Will be our focus during the upcoming Sprint)
  • [ ] #13544
  • [ ] #18641 peniding #16442 completion #18642
• [ ] Quality Report Concerns - Rene (backlogs, review Maximo) pending FY 22 completion anything found by SI and SV over the week that need assistance or addressing?
• [ ] Stakeholder Feedback and Updates
• [ ] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts
• [x] Tablets: we were able to order per DTS Diana. We have 3. CSR Group now has the iPads, but now each district should have 2 iPads. 1 additional for each group would be nice. We have to assign to a person.

📓 Meeting Notes

✅ Action Item/s

DTS Maximo

• [ ] send vincent an email with questions, cc eli.
• [ ] sent meeting to review incorrect report data? with junior.

District Maintenance

• [ ] Junior will send list to Diana for ipad assignment

[rebekkabry]

DM Stakeholders Questions and Request 9/9/24

• Forestry Handoff - per Rene CTM, 311 and Urban Forestry has replied - there are no changes in how operates in MAXIMO. As of now and as of Oct 1, will still use Flex Field 2 to communicate any work to Urban Forestry.
• SBO Project Work Order / CSR request by Areli. Any work that needs to be done within the CBD, looking for new. Want to do a DT refresh. IN the past, we did a maintainence plan for the CBD, to see what needs. After you load them, you can associate the street segments and create maximo work orders against them and we can load them in. Met with Reza to assist with the tempalte you need. DTS Maximo can help upload.

Steps to Take:

1. make a map of area scope
2. which streets you want included
3. export list
4. format list in template from reza
5. reach out to GIS for any support needed on map
6. work with DTS for importing template

[rebekkabry]

Upcoming Meeting Items

• https://github.com/cityofaustin/atd-data-tech/issues/19025
• https://github.com/cityofaustin/atd-data-tech/issues/18642
• Any PREP Storm Work Order Needs?
• https://github.com/cityofaustin/atd-data-tech/issues/17146

[rebekkabry]

10/7/24

Meeting Topics Discussed

• https://github.com/cityofaustin/atd-data-tech/issues/18360
• https://github.com/cityofaustin/atd-data-tech/issues/17146
• https://github.com/cityofaustin/atd-data-tech/issues/17147
• https://github.com/cityofaustin/atd-data-tech/issues/19136

[rebekkabry]

11/4/2024

Meeting Topics Discussed

New

• https://github.com/cityofaustin/atd-data-tech/issues/19728

In Progress

• https://github.com/cityofaustin/atd-data-tech/issues/19639

Need to Discuss and TO

• Cleaning / Sidewalk FY25 Hierarchy, set meeting with VIncent and Eli @rebekkabry DISSouth
• @ReneVarg25 AMA meeting schedule details
• DIS met with Dave to prepare the PREP weather work orders.