ChristinaTremel
commented
6 months ago Christina's Notes
User experience and interface experiences
Explain your process on how you use Maximo?
- Uses Maximo from start to finish
- Receives work from Austin Water as a Service Request
- Service Requests come from Austin Water to Maximo
- When request comes through, things are coded with Austin Water assets and Michael has to update these with SBO assets
- Come in as 1NEW
- Service Address and the Maximo number is on the parent
- Michael sets up the work order, description, and gets the ticket ready for the Supervisor
- Create children from the parent
- Sometimes combine request in the same child and sometimes split it up into several child records
- Creates child records based on how the work needs to happen
- If there assets that don’t mesh with each other like concrete and asphalt, concrete has to happen first and cure, then asphalt can come in. That would require 2 work orders
- If assets mesh together (like just concrete assets), that can be one child wor order and can be done all in one time
- Submits ticket
- Gets permit
- 2APR for inspector: Inspector has to go check it out - inspector is within UER
- Inspectors take a photo and once the photo is added, they can issue the work
- 2HOLD: If they identify the asset incorrectly, they have to ask for a change order from Austin Water and this goes on hold
- Adds a code to let Michael know what he needs
- 2OKTS: inspection is complete and it’s ready to be scheduled
- Asset change order that Austin Water approves if something was filled out incorrectly and once it’s approved does the work
- Contractor work
- Work ticket gets sent through Utility Cut group and Michael doesn’t see the work until the job is complete
- Service Requests come from Austin Water to Maximo
- Almost all the work comes from Austin Water
- They do occasionally get work from other teams (sealcoat, district maintenance assistance), but this team works for and is paid from Austin Water.
- Permitting Process:
- If there’s not a permit, Michael has to get a permit
- Has 30 days to get the work done on the permit that Austin Water pulls
- The system with Austin Water is different
- Michael gets tickets that have one day left on the permit and that’s not enough time to schedule the work
- At that time, he has to pull a new permit
- This has gotten better over time, but it could still be improved and some get lost in the shuffle.
- If Michael has to pull a new permit, which takes him about 30 minutes on the portal. About a 15 page process
- Gets the permit right away (typically within a couple days)
- Critical arterials are more complicated
- Takes more time
- Requires engineer traffic control plan and that’s expensive
- These permits take 3 months to pull
- Have to provide a traffic control plan
PROCESS - Planning
Who plans the work? How do you get work to do?
- Joe gets the locations for the next months (150-160), puts them in a map app and that’s how they schedule the work
- Map app on their iPad that shows scheduled stops and optimize routing
- Circuit app used for that
How is work scheduled and issued out?
- Circuit app used for that
- Asphalt group does 8-10 work orders per day
- 1 crew (10-12 people)
- Concrete group does anywhere from 7-8 per day
- 1 big crew or 6 2-man crews
- 6 trucks
- At the end of the day, the crews notify Joe what’s been done/not done and they have a weekly schedule that John checks and Joe manages
- Weekly schedule is tracked in a spreadsheet and Joe highlights things in green that have been completed on the schedule
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?
- When the crew comes back from the field they fill out the Maximo work order with the actuals
- John sees that the work order is green and he goes into Maximo and QAs the work order and closes it out in Maximo
- Mix use for Maximo work orders. Collect data using cell phone in the field: take photo, text lead when they are done with the job, fill out a travel log that’s in the truck, and text messages are used in Maximo for actuals
- When they come back, the crew lead enters the actuals in Maximo in the office
- 2 crew leads in concrete
- Lead will combine everything that’s been texted to them and communicated to them and fill out the work order back in the office using their laptop
- They also fill out work orders sometimes in the field, but typically it’s when they get back in the office
- Need to find out if this process is working for Maximo
- Joe has heard that the iPads the technicians use are slow depending on where they are or the time of the day
- 2 crew leads in concrete
- They use EzMax mobile
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?
- Monthly report is sent to Austin Water that reports what has been completed by the UER team. This is for reconciliation to charge for labor.
- Reporting hours, materials and that stuff to Finance.
- All the staff in UER are billed directly through the task order number.
- Supervisors sends tickets and receipts to finance for reconciliation for materials.
- There’s a form filled out for the amount of materials that’s sent to finance
User feedback and improvement
What challenges are you having with Maximo?
- Integration between Austin Water <> Maximo could use some improvements:
- Sometimes service addresses don’t come in perfectly and the service address comes in as a long description
- Sometimes the service address isn’t correct and it takes the team time to figure it out
- Send the bill to purchasing weekly and then finance bills AWU monthly (uses UER Revenue Summary)
- There’s a report that the supervisors pull to get counts of material
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
Asphalt Leads: Concrete Leads:
adry-martinez
dianamartin
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:
Agenda
User experience and interface experiences
PROCESS - Planning
PROCESS - Implementation
PROCESS - Field Work
Maximo system performance and functionality
PROCESS - Review & Reporting
User feedback and improvement
Future roadmap and upgrades
Points of Contacts