[MEETING] Maximo Discussion on UER Road Map

[dianamartin]

4/12/24

Meeting to discuss work order process improvement Participants: Clay, Greg, Rebekka, Adry, Diana

Whiteboard Workflow

[dianamartin]

4/12/24

Projects (10 projects)

• Parent WO
  • Child WO
  • material
  • labor
  • vehicle/equipment usage

Ex. Cameron Road 20 segments (Parents)

• Schedule by the day

Set performance measure

• Do 2-3 projects, gives schedule

Proposed Process

• Parent WO - location should be set on parent
  • Child WO - street segments
  • Child WO - street segments
  • Child WO - street segments

Sidewalk asset - service location

Pain Points

• The current way things are being tracked makes it challenging to review reporting. The field ops teams are just reporting on the parent work order, daily logs (labor), materials, vehicles.
• Intake is only going through one centralized person, not one centralized system
• There's no transparency in the intake process

Proposed Process

• Intake is coming from meetings, emails (ex. Sidewalk Program, AFD..)
• Stakeholders fill out work in Knack to be reviewed (DM, Superintendent, stakeholder)
• Upon approval --> to Maximo

Future

• CRC (a lot of funding) getting a lot of requests
• Bridge & Maintenance/Repair

Intake Form Questions

Project vetting process. Define what projects should get scheduled, go in Maximo.

• Requester Type/Name - Sidewalk, External COA department
• Location - they need to dictate what the need it, "How much sidewalk to repair", "Design"
• Site Meeting - initial walk through
• Funding - always needed
• Plans & Attachments -
• Cost Estimate -
• Frequency of requests

Reporting Goals

• How many projects (parents) are "On Deck" - 1NEW
• How many projects (parents) are - 3INPRG
• How many child work orders are there - what are their status?
• For superintendent to have schedules for all work task
• Ability to assign the work orders to their supervisors
• Forecasting: in the next 3 months, we need to do XYZ projects
  • Buying inventory in bulk for projects

Training of stakeholders

• Once a process is proposed we can vet it

Short Term Goal

• CRC - Incoming requests (future: stakeholder entry)
• Bridge - Incoming requests (future: stakeholder entry)

Next Steps

• Formal DTS Service Request
• Scope
• Builder Huddle
• Schedule Resources
• copy of SMD Tracker
• minor tweaks

Pilot

• CRC & Bridge intake internal and external users
• Ask CRC and Bridge staff
• Ask stakeholders to fill it out

Project Summary

• I would like to request an intake process for the Concrete Repair Construction & Bridge Repair and Maintenance teams. They currently received work request via email, meetings, hallway conversations. I would like to have a more formal way to review the requests coming in.
• Currently my superintendent receives all the work requests and schedules the work on a spreadsheet
• I would like to see something similar to the Signs and Markings Tracking application in Knack.

[dianamartin]

@adry-martinez @rebekkabry feel free to add any meeting notes here. cc @ChristinaTremel @ReneVarg25

[adry-martinez]

Maximo Discussion about UER Road Map

April 12, 2024

Adry's notes

Clay would like to improve CRC and Bridges process. Currently, CRC is using spreadsheets to track work orders. UER is set up to tell staff project statuses. His objective is to know project statuses: what's incoming, pending, completed and what is the cost-driver.

CRC should be broken up to smaller issues/phases, currently they are recording on ONE work order to track a several months long projects.

Target Finish may be considered. Out of 20, 2-3 child work orders/day. Wants to set up performance measure

Parent - PROJECT (all Phases) by using Location, or Multiple Locations (Location 1 - 4) Actual Project Charter, Admin Costs, Inspections

Child - Phase 1 - Location 1 and multiple assets Child - Phase 2 - Location 2 and multiple assets Child - Phase 3 - Location 3 and multiple assets Child - Phase 4 - Location 4 and multiple assets

Wants report similar to UER to tell story about backlog will need to define what a backlog is.

Same roles and responsibilities as UER Superintendent - conducts QA Supervisor - reviews and NFR Lead - data entry and COMP

Brad gets work from e-mails, meetings, requests. There is no singular place to track all requests. Requesting to be done by Knack, to gather all project requirements and figure out how to move that to Maximo.

Wants concept to be also applied to Bridge.

Request for Project Initiation would be created in KNACK.

• Initial walk-through for project scope (to define what goes into MAXIMO)
• Requestor
• Location
• Funding
• Plans and attachments
• Cost and estimate

There is no transparency on # of projects requested.

DM Rivers wants to know PROJECTS that are in NEW (PWO) Of a project, what are still pending? (CWO)

wants to use every status in Maximo in its proper form to pull reports from. wants to forecast (using target start/finish) to justify inventory management/requests

Maximo Ideas

I reached out to Erin A. with CTM to see whether a PM or data load would make sense for the volume of potential requests that would come in from CRC.

She shared the following: I think we could use PMs but I think for those a data load might be the easiest way to get the child work orders in. You could create the Parent wonum and then we can have a template to enter all the child work orders in and then data load them into the system. Then we could set something up that could be generated when you want it and not necessarily on a schedule.

This proposal would alleviate the heavy load on the DTS Maximo team in generating work orders for CRC

Parent WONUM would reflect the Project ID and the Children would be the PROJECT ID - PHS# For example:

Project ID is 1234 CRC24-1234 for Parent WONUM CRC24-1234-PHS1 for Child Phase 1 WONUM CRC24-1234-PHS2 for Child Phase 2 WONUM

A similar concept has been implemented before and proved successful for the Colony Park Sidewalk Maintenance Project #13889