Find Model WO per Work Group in MAXIMO

[rebekkabry]

Background As we review the MAXIMO training materials, we would like to reference examples of ideal "model" work orders per each work group.

Objective Find Model Examples of work orders for each work group, that can be added into the training material. The result of operational tracking is the completed work order that will detail the happenings of the activity. Currently work order modeling is not used, mostly training on the expectations of how to complete the workorder/ticket.

Plan Review MAXIMO records to find examples of completed work orders for each work group. These WOs will be included into the training material and library.

Resources MAXIMO database

MVP Versions and Templates

• 4/1/24 - Sample Model WO Quick Guides

[rebekkabry]

• [ ] Find Work Order each work group
  • [x] District Maintenance
  • [ ] 311 CSR
  • [ ] Dispatch
  • [ ] Forestry
  • [x] Pavement
  • [ ] General All Works - SBO etc.
• [x] First 5 tabs are the same (WO, Plans, Actuals, Related WO)
  • Naming convention: WO/Description/Location
  • Location and Service Addressed pulled from WO Name
  • Alt Reference: if work order comes from CSR from 311
  • When Work Group is filled in (other tabs are prepopulated)
  • All other information in Responsibility comes from CSR
  • Start and Finish - auto populated
  • Job Plan: or could be entered in PLANS tabs
    • Falls for the ACTUALS
    • All Work Order need labor material and tools
    • Different groups can set up a job plan: it is a controlled environment of resources and allocations for a particular team or project.
  • Specifications tab is different.

Work Order Complete: Work Log / Work Order / Actual / Failure Reporting / Specifications Each group has a different set of requirements.

• [ ] Discuss Creating new issue for record XX-##### not auto populating.

[rebekkabry]

Model Work Orders District Maintenance

SBO Maximo QRS Work Order Completion Checklist - District Maintenance.pdf

• Most likely in 3INPROGRESS status

Work Order Tab

Actuals Tab

Actuals is its own tab, with 3-4 sub tabs; but only 3 sub tabs are used. "Services" is not used.

1. without Job Plan

3. with Job Plan Pending

Logs Tab

Details verbiage: prepopulated for certain types of work logs.

Template for all other types of work logs SBO Maximo QRS Work Order Completion Checklist - District Maintenance.pdf

Ways to view or add new

Failure Reporting

Specifications

Goal: everything pertaining to the work they did.

• For example: It started on x street, ended on y street. x ft long replaced, y requested, etc, etc. etc.
• The document provided is the only source of specifications required notices to crew.
  1. Notifying another work group. Reassigning to group - generating new order. if they cant work on work order

After Field Crew Work Order Submission

• gets sent to 4COMPfor SI and SV to check, review and do q/A
• once done, they sent to 4QACOMP by SI and SV
• if approved at this state, complete.
• if not approved. goes into 4QAREJECT, then back into queue.

[rebekkabry]

Question for next meeting/Next Meeting Scheduled: 4/2 : Does the work order process operate the same for the mobile application? Should we consider reviewing the mobile application process for District Maintenance to gather the same documentation?

[adry-martinez]

Question for next meeting/Next Meeting Scheduled: 4/2 : Does the work order process operate the same for the mobile application? Should we consider reviewing the mobile application process for District Maintenance to gather the same documentation?

@rebekkabry Yes! It is all the same between the desktop and mobile application

@adry-martinez Thank you. Would you recommend using these videos to make the Documentation or should we consider creating updated ones? EZ Max Mobile Current Training Videos

EZ Max Mobile Videos

Basic Navigation Setting Up Maximo Updating the Server URL How to Set-Up and Log Into EZMaxMobile Navigating and Viewing Work Orders

How to Update Actuals

How to Update Other Work Order Tabs

FAQ and Quick Reference Guides

[rebekkabry]

4/11/24 - Work Session

• [ ] Work on Pavement Model Work Orders
• [ ] Look into the differences for each Pavement Sub Group (if applicable) (like Seal Coat, Overlay, Fog/Crack Seal)

Q: Is there a Pavement Work Order Checklist? Currently Yes

Overlay Checklist

Seal Coat Ops Checklist (deals with Parent and Child Work Order)

Seal Coat CSR Response (311 sends in information, generated with an WO, the checklist is to close those) -

Fog Crack and Seal - Follow up with @adry-martinez - is there a checklist for Fog Seal/Crack? No,

• [ ] Look into creating a Fog Crack/Seal. What is currently being captured in the report to ensure we have the specifications? @adry-martinez @ReneVarg25 @rebekkabry

Q: The Pavement SubGroup same work order requirements, except the Specifications tab? Believe Q: Can we find a WO for each SubGroup to evaluate differences? Looking now during worksession

[rebekkabry]

Pavement - Overlay WO SP24-137272

Work Order Tab

Actuals Tab

Job Plan Used

Labor

Material

Tools

Specifications

Change Status

[rebekkabry]

Seal Coat

CSR Process

• When citizen sees an issue on the street, they call it into 311
• 311 then generates CSR to SR
• SR goes into MAXIMO
• in MAXIMO the Dispatch Team review and triage to appropriate Work Group
• Dispatch assigns Work Order to Pavement Ops (for this example)
• Pavement Start Centers shows a WO for triage
  • Flex Field 2: used to generate work to another group, from being assigned to a group that does not support that asset.
  • CSR: the process being defined here

Who does CSR handling

• they does not response to CSR
• sometimes Pavements Ops
• Depending on the request I.E. if they're asking for a sweeper then District Maintenance would assess for hazard and then Pavement Ops. Not for pavement ops.
• Pavement Ops the only group that has sweepers
• We do not need to consider training CSR functions.

How to know if a WO came from a CSR

• Follow Up

• Related Tickets

• [x] Need to follow up with staff to confirm CSR log note requirements @adry-martinez @adry-martinez any update on this? Is the auto log note issue related to CSR part of this topic and/or solution?

• [x] Update CSR checklist to include log @rebekkabry

• CSR Log Notes Requirements CSR responses are done through the work log. The only work log type that does not send back to CSR is "work", used for internal communication to notify those on the work order what is going on. Pavement and Overlay will always be "work" - all internal close

[rebekkabry]

Seal Coat

Operations

Work Order Tab

• [x] update for requirement for picture, remove "if applicable" @ReneVarg25

Actuals

Labor

Materials

Specifications

[rebekkabry]

Updates to Check List

Failure Reporting - usually already populated for seal coat Log Note - not populated, need a manual by the user. Q: Log Note Requirements; Currently not listed on checklist @adry-martinez @rebekkabry follow up staff to see what needs to be in log notes

@rebekkabry 4/24 log notes are not currently being utilized by the Pavement Ops team, however, they are logging (very seldom) that the project is completed.

[rebekkabry]

4/25/24

• Completed the CSR Work Order Completion Discussion
• Updated notes into Miro
• [ ] Drafting new CSR Work Order - Dispatch Checklist
• [x] Meetings scheduled to complete Pavement Ops Work Order Updates (Fog and Crack Seal; Seal Coat with Phases)