Maximo Discussions, Forestry

[adry-martinez]

Objective

This is a recurring monthly meeting with the Forestry team to discuss how the DTS Maximo team can best support them when it comes to Maximo and EzMaxMobile.

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Feb. 23, 2024

Participants

Lisa K., Shane K., Michael J., Rene V., Adriana M.

Agenda

• Discuss #15768
• Follow-up on the consideration of Pavement Operations using Flex Field 2 to notify Forestry regarding sealcoat work orders that require Forestry response
• Propose any training opportunities to staff and collect feedback regarding their EzMaxMobile experience
• Inquire about their current process in Maximo, how work is assigned, how contractors are notified, and how that is recorded in Maximo
• Inquire if Forestry needs any training or support

Action Items:

• [x] #15992

[adry-martinez]

@ReneVarg25 @dianamartin here are the notes for tomorrow's meeting. Please be sure to review each item and take notes within this issue using the first comment.

[ReneVarg25]

2/23/2024

Discussed #15768, created #15992 for report update requests Will schedule future times to discuss work processes

[adry-martinez]

Mar. 22, 2024

Participants

Agenda

• Discuss #15992 (review last comment)
• Follow-up on the consideration of Pavement Operations using Flex Field 2 to notify Forestry regarding sealcoat work orders that require Forestry response
• Inquire if Forestry needs any training or support

Meeting Notes

Using Flex Field 2 for Sealcoat requests

• Sealcoat can update either their Level-Ups or Crack Seal WOs with a Flex Field 2 notification for Forestry to review and create their own work order instead of relying on e-mail. This way, it will be easier to track Forestry's support related to Pavement Operations.

Action Items:

[ReneVarg25]

3/22/2024

_Using Flex Field 2 for Sealcoat requests

Sealcoat can update either their Level-Ups or Crack Seal WOs with a Flex Field 2(FF2) notification for Forestry to review and create their own work order instead of relying on e-mail. This way, it will be easier to track Forestry's support related to Pavement Operations._

• Work would need be done ahead of pavement scheduled work, at least 3 weeks
• Currently when they get that information and go work on it, pavement is out there and they cannot work it, unsure if this would be better or worse with Maximo when using FF2 over email
• Until relationship is worked out between Forestry and Pavement Ops, Maximo (FF2) shouldn't be implemented
• Pavement needs to prioritize Tree work by either working along side or through some other effort
• Currently, Forestry is using ticket_type in Specifications Tab for tracking work from pavement ops
• They feel that this would be better for tracking support vs the flex field 2, and maybe would like another option (pavement ops) to be added

Action Items:

• Do not do full switch over until discussion between pavement ops and forestry are done (will include us in meetings(in person))
• Wants to keep email just in case
• Need to discuss FF2 vs Ticket_type for reporting/tracking support in reports

[adry-martinez]

April 26, 2024

🤝 Participants

Michael J., Shane K., Lisa K., Rebekka, Diana, Adriana, Rene

📝 Agenda

1. Discuss FF2 v Ticket Type
2. Discuss keeping WO status 1:1 to SR status via work logs
3. Upcoming Maximo training curriculum
4. Rebekka to lead meetings to support our team and meeting cadence
5. Any questions for Maximo team

📓 Meeting Notes

1. Forestry will be meeting with Pavement ops to discuss. Maximo team advised re: using ticket type will require new work orders created.
2. Cody will work with inspectors to make sure there's 1:1 match. If WO is open, maintain log type as open vs CLOSE SR.
3. Maximo team will need to create training for Forestry Inspectors and their process. Cody will share what he has re: Forestry's process. Diana shared re: Discovery meeting for Forestry and contractor access to Maximo for Forestry.
4. OK with monthly cadence for meeting. Introductions for Rebekka, supporting with Maximo related projects.

✅ Action Items

@rebekkabry - create new meeting for Forestry monthly team.

[rebekkabry]

May 24, 2024

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates - (bulletin board)
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL
  • Introduce Ganesh - Maximo Report
• [ ] Last Meeting Updates, any action items needed?
  • Forestry will be meeting with Pavement ops to discuss. Maximo team advised re: using ticket type will require new work orders created.
  • Cody will work with inspectors to make sure there's 1:1 match. If WO is open, maintain log type as open vs CLOSE SR.
  • Maximo team will need to create training for Forestry Inspectors and their process. Cody will share what he has re: Forestry's process. Diana shared re: Discovery meeting for Forestry and contractor access to Maximo for Forestry.
• [ ] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
  • Currently 1 open ticket.
  • Review updates for Contract Access to Maximo #16770
    • Are there the same limitations with EzMaxMobile access to be considered for contractors?
  • Current Forestry Process Discovery Links? or need to ensure Discovery Meetings are being scheduled?
• [ ] Q/A 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

• Work Order: Conversation has occurred, planning to come back to discuss the best approach for trees that need to be trimmed back to complete the work. Has the conversation happened? No status change as of now. They are still reaching out via email. There are a lot of work order OL and SC operations in July. Maybe another batch of 20-30 locations with new work orders created. It is still a work in progress. We are still in the process of inspector emailing a laundry list of addresses.
  • appears to be working well for now. Not planning to interrupt the process. Let us know if assistance in needed in MAXIMO.
  • it is a time consuming issue...to make work orders for all the addresses they are giving us. JR/Shane creating and vetting. John sending list via email.
    • Vetting = program with the photo. On the photo there is an address, based on real time location. Sometimes that can include changing the address.
  • Inspector - determine ownership, action if ownership, handoff; is it private?; from overlay: we need time. (for example, min 10 days notice to work on private issues)
    • Photo App- Time Stamp: @dianamartin would it be easier to get into system for GIS consideration.
    • 3,000 requests per year, they are already using priority considerations (engineering based, storm, impact, etc)
    • 3 personnel to look throughout the city?
    • All public safety related. Portlet considerations @adry-martinez
• everything they went through at night
• something needs to be followed up on
• resource recovery (emergency prioritize) https://teams.microsoft.com/l/message/19:meeting_NmEyN2UwZTgtOTFmNS00ZWQxLWJiZTctNGI2MDViY2QyNWJj@thread.v2/1716575246396?context=%7B%22contextType%22%3A%22chat%22%7D https://teams.microsoft.com/l/message/19:meeting_NmEyN2UwZTgtOTFmNS00ZWQxLWJiZTctNGI2MDViY2QyNWJj@thread.v2/1716575212033?context=%7B%22contextType%22%3A%22chat%22%7D

⏰ PAIN POINT: Work Order Creation and Entry keep it, location administration.

✅ Action Item/s

DTS Maximo

• [x] Investigate Urban Forestry participation in Maximo Assessment. @rebekkabry Update: Christina will get them scheduled.
• [ ] @ChristinaTremel include Johnathon in Discovery for Photo assessment and process.
  • List of Invitees: Lisa, Cody (Michael), Shane, JR, Chelsie R (coordinator)

Urban Forestry

📊 Non-Completed Issue Summary Urban Forestry

Row Labels	Count of Pipeline
Backlog	2

[rebekkabry]

Date

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates - (bulletin board)
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL
  • DTS Maximo Support POCs
• [ ] Last Meeting Updates, any action items needed?

  • 17083 Forestry will be meeting with Pavement ops to discuss. Maximo team advised re: using ticket type will require new work orders created.

  • Cody will work with inspectors to make sure there's 1:1 match. If WO is open, maintain log type as open vs CLOSE SR.
  • [ ] Review with Stakeholders #17036 Maximo team will need to create training for Forestry Inspectors and their process. Cody will share what he has re: Forestry's process. Diana shared re: Discovery meeting for Forestry and contractor access to Maximo for Forestry.

  • 17083 Is the newly added Portlet for Pavement Tree Requests on Forestry Start Center, notified of Pavement generated Forestry WO as expected?

• [ ] Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
  • Review updates for Contract Access to Maximo #16770
• [ ] Q/A Report Concerns - Rene (backlogs, review Maximo)
• [ ] Stakeholder Feedback and Updates
• [ ] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts

Action

DTS/Maximo

• [ ] Create workflow documentation for upload after approval from stakeholders.

Forestry

• [ ] Cody will share what he has re: Forestry's process.

[rebekkabry]

Date

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates - (bulletin board)
• [x] Last Meeting Updates, any action items needed?
• [x] Closed Tickets

  • 15992

• [ ] In Progress and Deck

  • 17083

  • 16770

    • Future of tree plotter @ChristinaTremel add to discussion
  • PPT Review

    
    - - lack of business tools have resulted in manual and ad hoc procedures. 

  • when someone leaves, lack of knowledge transfer - no documentation, now the process has to be reinvented.
  • Mowing program:
  • held under forestry.
  • standardizing the process is needed (Lisa K)

Q/A Reports

Stakeholder Updates

Actions

• [x] Download files from meeting and add to MAXIMO board or folder? which one? @rebekkabry - added to Google Drive Team Maximo
• [x] update the PPT with the most recent notes, make a new template. @rebekkabry
• [x] set meetings to bi-weekly to focus on ops mapping. can change to monthly once completed, or as desired by stakeholders.