TPW-DTS Maximo Discussion: Forestry Contractor access to Maximo

[adry-martinez]

April 23, 2024

Objective

This is to explore the option of allowing a 3rd-party vendor and/or contractor to gain limited access to Maximo to efficiently improve Forestry's Maximo business process.

Participants

Erin A., Christina T., Rene V., Adriana G., Diana M. (optional)

Agenda

• briefly discuss objectives
• review questions
• determine if this process would optimally improve Forestry's communication to contractors

Notes

Questions to ask CTM

- what is the overall process to allow access to a contractor to Maximo? - can we limit rights to their access to just viewing the work order, adding a log note, and adding items to the Specifications tab? - could we see a demonstration of how Maximo would look like with the limited rights? - what would be the best practice to flag/assign work orders to the contractor in Maximo? (i.e. do we use OWNER/LEAD, work type, etc? - how long does the process take to allow access? - are there any other department/s who have requested this? If so, do we know what their experience has been like? - could we meet said departments and who are their POCs?

Action Item/s

---

• [x] Schedule meeting
• [ ] Optional: Schedule debrief
• [x] Meet and take notes
• [ ] Optional: Debrief with DTS team members
• [ ] Create resulting issues

Note: add GIS team to next chat with SME PARD and/or WPD

[adry-martinez]

@ChristinaTremel were you able to meet with Erin yesterday (4/23)?

[ChristinaTremel]

Meeting Notes

Tree assets in Maximo

• PARD has tree inventory/work orders in Maximo test, but they are not currently managing tree inventory and work orders in Maximo. They were understaffed and are getting restaffed. Will implement at that time!

Steps to get Contractors access to Maximo:

• 3rd Party Request form
• Maximo is in the cloud, but they do need a City of Austin email address.
  • This is because Maximo authenticates through Azure
• Urban Forestry might have a lot of contractors… City doesn’t like shared email addresses so this will be an issue
• Fire has a 3rd party that services an asset
  • Tracked in Maximo
  • Submitted in Maximo
  • Triggers a communication template to the spec op and vendor to notify them what’s wrong with them
  • Vendor gets email and services the monitor and replies to the email and what they did
  • Spec ops contact then goes into the corresponding work order and closes it out

@dianamartin and @ReneVarg25 do y'all have any notes to add here?

[rebekkabry]

17822

[rebekkabry]

• Communications sent via email
• DTS plans to discuss during the Discovery session.

[ChristinaTremel]

Iceboxing this because they don't utilize Maximo in the same way that the other SBO work groups utilize it and could benefit from another solution for their work process. We'll start the conversation again if we determine we need to remain in Maximo after processing the discovery session data.