Maximo Discussions, USD Bridge

[adry-martinez]

Objective

This meeting is to discuss any ongoing Maximo projects and support for the Bridges work group.

[adry-martinez]

Feb. 28, 2024

Participants

Patti M., Rene V., Adriana M.

Agenda

• Introduction to Maximo discussion meeting
• Discuss group's need from the Maximo team
• Adry OOO from 2/29 - 3/15
• Shared Maximo Bookings link

Meeting Notes

see Agenda

• preference to keep Concrete and Bridges separate
• Potential Project: Figuring out how to classify large vs small bridges projects in Maximo

---

Action Items:

Maximo team:

• [x] create issue for Potential Project: Figuring out how to classify large vs small bridges projects in Maximo

Bridges: none at this time.

Next meeting scheduled for March 27, 2024.

[adry-martinez]

March 28, 2024

Participants

Patti M., Clay R., Adriana M., Diana M.

Meeting Notes

• Work Group assignment to reflect MORENOP and ELLISONJ for SBOBRIDGE and for SBOMOBTRL.

• Previously discussed when District Maintenance received a work order, a call from WPD cleaning out a culvert in the creek. Called in the broken bridge rail, no one has fixed it, forwarded over to Patti, District had been out there, put a cone and closed it; not forwarded to Bridge. I advised that currently on the Bridge start center there is the work group notification portlet, I demo'd flex field 2 to Patti. I will need to send her the QRG for this process.

• Calls received by different channels, Patti wants to have those calls counted. I advised using requesting agency to help facilitate that count.

• Clay wanted a Concrete start center. Team to schedule meeting with Clay and Brad to discuss design. Clay needed assistance to update UER start center to see updated report list.

Action Item(s)

• [x] Update SBOBRIDGE and SBOMBTRL responsibility assignments
• [x] Send Patti flex field 2 QRG
• [x] Schedule SBOCONC meeting to discuss start center design

Next meeting scheduled for April 24, 2024

[adry-martinez]

April 24, 2024

🙋🏼 Participant(s)

Clay R., Rebekka, Rene, Adriana Patti was not available due to TPW Supervisor Meeting

📄 Agenda

1. SBOBRIDGE and SBOMBTRL has been updated to reflect Patti as SUPT and Joe as SUPV
2. Notification of District Initiated WOs to Others
3. Will need to confer with PM Tremel to confirm when we plan to meet with SBOCONC
4. Discuss frequency of meetings: move from monthly to bi-weekly to better support Bridge team

📓 Meeting Notes

1. Accepted changes
2. Link sent via chat
3. No meeting scheduled as of yet, but will confirm with PM Tremel. DTS ticket has not been submitted yet for the Knack form for Stakeholders/Customers to submit requests from Concrete
4. OK to switch to bi-weekly, Patti request to add JJ to meetings

✅ Action Item/s

DTS Maximo

• 16939

• 16940

Bridge none at this time

Next meeting scheduled for two weeks: May 15, 2024 meeting re-scheduled to May 29, 2024

[adry-martinez]

May 22, 2024

🙋🏼 Participant(s)

Ganesh, Clay, Patti, 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)
  • 6 open total, with 2 in scoping.
  • Discuss moving to On Deck to begin mapping process. If approved by Bridges management, schedule team meeting to review current process notes and document. #13542
  • Discuss identifiers for "large" and "small" projects. #16070 (see notes on references below)
  • Currently working on Overview PPT for Bridges through the Discovery Notes #17039, updates to come when completed.
  • Did the swap of monitors solve this request? #17096
  • Ask Clay about the Start Center request and need? #16532 Already discussed? Which portlets or goals desired? (from March 2024 agenda)
• [x] Q/A Report Concerns - Rene (backlogs, review Maximo)
  • none reported by Rene
• [x] Stakeholder Feedback and Updates
• [x] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts
  • Process Documentation
• [x] Business Process Documentation Review DTS Records
  • MAXIMO User Process Discovery #16121
  • DTS Ecosystem Discovery Notes #12893

📓 Meeting Notes

📝 Please see each above reference link for additional notes 📝 

✅ Action Item/s

DTS Maximo

• [ ] add Brad (SI over Concrete) and John P (UER) get them added to invite @rebekkabry - Discuss with DTS team on combining USD Discussions (Concrete, Bridges, CRC)
• [x] Meeting set 6/4 with Brad/Clay to discuss start center and meeting schedule.
• [x] Follow-up with DTS apps on solutions existing. Example: Ratings perimeters with classes (see Tracy) @rebekkabry
• [x] Emailing Binaya for updates. OOO until 5/28/24 @rebekkabry
• [x] Follow up with Adry to confirm close on Start Center request. @rebekkabry
• [ ] Scope Bridge Process (review current and recent documentation resources) @adry-martinez @rebekkabry; scheduled during Spring week 5/26

USD - Bridges

📊 Non-Completed Issue Summary USD - Bridges

MAXIMO filter, search bridge and conc 💡

Row Labels	Count of Pipeline
Icebox	1
In Progress	1
Needs Scoping	2
On Deck	1
Ongoing	1

[rebekkabry]

May 29, 2024

🙋🏼 Participant(s)

Clay, Rebekka, Adry, Ganesh, Rene

📄 Agenda

• [x] General Updates - (bulletin board)
• [x] Last Meeting Updates
  • Confirm combining Concrete/Asphalt meetings with Bridges or kept separate? with Clay
    • keep them separate
  • Review Large vs Small Details with Patti #16070; show sample rating graphs.
  • Review Needs for Start Center CONC #16532 with Clay and Adry; meeting scheduled 6/4 with Brad/Clay
  • Documenting Updates: PPT #17039; Schedule Documenting Meeting for Bridges #13542
• [x] New Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
  • no new issues
  • What groups should be included in our scope here: Bridges, CRC (concrete), ???)
• [x] Q/A Report Concerns - Rene (backlogs, review Maximo)
• [x] Stakeholder Feedback and Updates
  • Clay advised of meeting with Dave Anderson - monthly performance reporting. BRDG has long term projects that they do every month throughout the year. currently showing as backlog. need to figure out a better way to present what we are reporting now. not an urgent need. Advised to submit DTS ticket to get on list of open support items.
• [x] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts
  • Process Documentation
• [x] Business Process Documentation Review DTS Records
  • MAXIMO User Process Discovery #16121
  • DTS Ecosystem Discovery Notes #12893
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL

📓 Meeting Notes

📝 Please see each above reference link for additional notes 📝 

✅ Action Item/s

DTS Maximo

• [x] create Brad Workgroup recurring meeting (add Clay, Dave, DTS) @rebekkabry
• [x] @rebekkabry - Discuss with DTS team on combining USD Discussions (Concrete, Bridges, CRC)
• [x] Add Dave Anderson into all Maximo, USD meetings.
• [ ] Bridge Stakeholder Process Review and Discussion schedule @rebekkabry

[rebekkabry]

June 12, 2024

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates
• [x] Last Meeting Updates
  • Review Large vs Small Details with Patti #16070; show sample rating graphs.
  • Documenting Updates: PPT #17039; Schedule Documenting Meeting for Bridges #13542
• [x] New Issues Review, Recap, Insights (review updates and discuss specs, when applicable)
  • no new issues
• [x] Q/A Report Concerns - Rene (backlogs, review Maximo)
• [x] Discussions
  • Look at performance measure list
  • What performance measures currently reported up from BRIG?
  • BRIG data points that reflect long term project (mentioned by Dave last week)
• [x] Stakeholder Feedback and Updates
• [x] DTS Focus Areas (if applicable and if time permits)
  • MAXIMO Training Materials
  • Reporting Efforts
  • Process Documentation
• [x] Business Process Documentation Review DTS Records
  • MAXIMO User Process Discovery #16121
  • DTS Ecosystem Discovery Notes #12893
  • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL

📓 Meeting Notes

📝 Please see each above reference link for additional notes 📝 

✅ Action Item/s

DTS Maximo

• [x] Bridge Stakeholder Process Review and Discussion schedule @rebekkabry, review during next meeting. Sent to team prior.
• [ ] Update Performance Measures list for BRIG @rebekkabry (on internal doc)

[rebekkabry]

June 27, 2024

keep agenda for next meeting Patti OOO until July 16th

🙋🏼 Participant(s)

Rebekka and Ganesh

📄 Agenda

• [x] General Updates
• [x] Last Meeting Updates
  • [ ] none, need to focus on mapping process and understanding tracking tools.
• [ ] In Progress/Focus Topics - SBO Discovery Map
  • Bridge Mapping Questions:
    • What forms / tools used from pre create maximo work order?
    • What do you get to notify you of a new bridge work?
    • Can we walk through that process?
    • Review Permitting Process
    • Review Priority Process (where do you find and notate these points)
  • [ ] Business Process Documentation Review DTS Records
    • MAXIMO User Process Discovery #16121
    • DTS Ecosystem Discovery Notes #12893
    • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL

📓 Meeting Notes

📝 Please see each above reference link for additional notes 📝 

✅ Action Item/s

DTS Maximo USD: Bridge

[rebekkabry]

Notes from 7/25/24 meeting

Currently not using forms for tracking Create own work orders (some times through 311, or OCE - moving forward they will not be creating OCE - report from TXDOT bridges; moving forward BRD will review and decide which are made priority Work Group: Priority determined? - Ah Yong follow up Large and Small currently determined by dolloar amount (not sure how we get there now, maybe over 5K over a week)
Actual and specifications - as we complete (not daily) [need to train a few people on data entry]

24-176077 - example of OCE

• pictures and notes from OCE in 1NEW
• if there is a question they will meet in the field in discuss

24-167878

• example electrical - Pfluger Bridge Electrical and Handrail repairs FY 2024 (almost like a project, needs to be considered parent/child)

🚥 OCE not putting work orders in anymore? amount of outstanding tickets. Patti uses a way to track work orders that need to be handled. Concern about duplicate tickets, if OCE finds and BRD finds. The process has been going back and forth. What is the frequency of their report submission? Varies. They would like to have roll over like PAVE SLCT where needed like a service plan, once or twice a year.

PMIS - pavement conditions data imported to

What could be used to support Service Plans needs. TxDOT - provide report BDG - system that keeps reports for all the bridges and system calculates what needs to happen on the system

Statuses need to decide

2APR 2ONHOLD - being looked at / engineering issue

3INPROGRESS - when working on it

Tag Asset No asset IDs tied to BRD. linked to service address. Has lat and long. Currently do not segments to determine exact working area (ex 100ft, only working 10ft) Descriptive Measures: Span 3/Beam4/NorthBound/Outside Lane

TO DO

• [ ] Patti will follow up with OCE to understand why they would not be handling
• [ ] OCE/BRG work order discussion with DTS - scheduled vs reactive (ownership?) Service Plan
• [ ] Assessment tool - PMIS conversation alignment
• [ ] Patti - conversations about redirecting out of scope 8/15/24 more meet and greet - scoping of work and expectation will bring in MAXIMO at later time.
• [ ] Process from 1NEW to in progress.

[rebekkabry]

August 7, 2024

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates
• [ ] Last Meeting Updates
  • [x] Review action items
• [x] In Progress/Focus Topics - SBO Discovery Map
  • Bridge Mapping Questions:
    • What forms / tools used from pre create maximo work order?
    • What do you get to notify you of a new bridge work?
    • Can we walk through that process?
    • Review Permitting Process
    • Review Priority Process (where do you find and notate these points)
  • [ ] Business Process Documentation Review DTS Records
    • MAXIMO User Process Discovery #16121
    • DTS Ecosystem Discovery Notes #12893
    • New Training Resources and Link Access - Maximo Sharepoint Landing Page URL

📓 Meeting Notes

📝 Please see each above reference link for additional notes 📝 

Additional Questions BRIDGE_WORK - classification Types of Service Types: Materials required, specifications known for each? = what is being reported on for Bridges?

✅ Action Item/s

DTS Maximo USD: Bridge

[rebekkabry]

MIRO MAPPING OF CURRENT BRIDGE PROCESS 8/9/24 https://github.com/cityofaustin/atd-data-tech/issues/13542

scheudle another mapping meeting. follow up with DTS apps for solution

Miro Board https://miro.com/app/board/uXjVKksGZEo=/

TxDot Report Sample 14-227-0113-12-090_RTInsp_2024-02 (1).pdf

Bridge Processing Video Part 1

Bridge Current Reporting SBO Performance Report 2024.07.25 1.pdf

[rebekkabry]

September 4, 2024 and September 18, 2024

🙋🏼 Participant(s)

📄 Agenda

• [x] General Updates
• Last Meeting Updates
  • [ ] Review action items
• [ ] In Progress/Focus Topics - SBO Discovery Map
  • Bridge Miro Board Mapping
  • [ ] Review to add to Gitbook Business Process Documentation Review DTS Records
    • [ ] specifications tab.
    • [ ] Any internal documents would like added?
• [ ] Upcoming discussion with OCE for Bridges
• [ ] Successful process conversations with Patti, ongoing.

📓 Meeting Notes

📝 Please see each above reference link for additional notes 📝 

Additional Questions BRIDGE_WORK - classification Types of Service Types: Materials required, specifications known for each? = what is being reported on for Bridges? Any alignment with the Inspection Report data?

✅ Action Item/s

DTS Maximo

• [x] additional meeting with Patti for scoping and discussion of process.
• [ ] Compare reporting to Q/A next meeting
• [x] Scheudule discovery OCE WO assignment meeting 10/2/24

USD: Bridge