Discovery Day: Could Knack Forms be used to Replace Maximo Daily Work Logs?

[rebekkabry]

Challenge or Reason for Investigation

Current Maximo assessment and support efforts have shed light on various value added opportunities for DTS involvement in Technology Support and Consulting.

Area of Focus: Paper collection of daily work logs, which require physical hand-offs and manual entries, before Q/A and reviewing can take place.

Tools: Currently we have available the EzMaxMobile and Desktop Version of MAXIMO.

Consideration:

How could the utilization of Knack Forms be used to aid in efficiency and reduce pain points.

Actions:

• [x] Reached out the CTM to understand the options for customized bulk imports into Maximo
• [x] Reviewed current Seal Coat Daily Work Order template
• [x] Began mapping Daily Work Order template to MAXIMO Work Order Fields (required for completion)
• [x] Need to investigate Maximo Work Order Fields to Daily Log fields (that are not represented) Opportunity to align with Coordinators and SII (owners of the process) to modify work log templates based on the final needs for work order reviewing and reporting.
• [x] Builder App Knack Test Page

Builder Challenges:

• Getting name to auto populate from "account", "created by"
• Getting table list to show as multi dropdown, with qualities for materials
• Auto import for temp/weather status Diana M. informed we have the ability via: Tasks can be run, but not an daily import out of the box. A customer scripted ETL can be created. Functionality already in place in other applications.
• Add qualities to field opts

Next Steps:

• create issue or epic to continue work
• work with Coordinator PM to get a repository of all currently used daily work logs
• work with Coordinators and SII (including Maximo Support Team) to understand the Maximo WO and DB alignments
• build out mock template for one workgroup
• test value and build case study (should we continue with others)
• should Knack house or should we consider EzMaxMobile or other IBM customizable solutions?
• work with stakeholders to finish build out
• work with stakeholders for leadership signoff and training sessions scheduling

[rebekkabry]

Conversation with CTM

Regarding Customized Bulk Imports with Erin A

• We are unable to load in tables that have non-Maximo related data in them. Since we are hosted in the cloud they won't let us modify the database structure at all. We are able to bulk load data into any of the applications in Maximo that we need to.
• Meaning more Work Order Tracking, Assets, Locations, etc. The different apps within the Maximo application.
• We have the ability to bulk import with tables that have related Maximo fields for Work Order Tracking, Assets, Locations, etc?
  • Yes. So the service plan, for example, is loaded into the work order tracking table and creates those work order in bulk.
• The upload could create new work orders? If included in the table, could the work order also include data such as: work group, asset, specifications, etc?
  • Yes! Any data field on the screens in Maximo we are able to load data into.
• Is there a template or preferred bulk upload form? Or can we make a template with the requirements needed to upload?
  • It is easist for you to create a template with the fields you want. The ones we are able to export from Maximo are quite cumbersome and confusing. We are able to transfer your data into them!

[rebekkabry]

Mapping, Current Daily Log Review Efforts

From Daily Work Log > MAXIMO Work Order Fields > MAXIMO Database Fields

Tools:

• Mapping Template
• Seal Coat Daily Work Log Template

builder notes	Daily Work Log Field_Name	Sample Entry	Type	Work Order Mapping_Tab	Work Order Mapping_Field	MaximoDB_Mapping	Ops Definition and Details
	Workgroup	SBOSLCT2	Auto	Work Order	Work Group	WORK_GROUP_SBO_P (example)
	Crew		DropDrown	Asset	Labor
	Date		Auto	Work Order
	Low Temp	56 F	Auto
	High Temp	98 F	Auto
	Weather Type	Rain	Auto
	Project #		Number
	Work Location: Street		Address	Work Order	Service Address		What are the differences here?
	Work Location: From		Address	Specifications	From Street
	Work Location: To		Address	Specifications	To Street
	Work Code		DropDrown	Work Order	Work Type?
get materials report from maximo	Material 1:		DropDrown	Asset	Material
	U/M Material 1:		?
	Qty Material 1:		Number
	Material 2:		DropDrown	Asset	Material
	U/M Material 2:		?
	Qty Material 2:		Number
	Work Dimensions: Length		Number
	Work Dimensions: Width		Number
	Work Dimensions: Depth		Number
	LM		?
	Rate/CL		?
	Crew Size		?
	Work Complete		?
	Efficency Rate		?
	HMAC - D		Number		Material
	Service Plan Cracksealant		Number		Material
	PM Cracksealant		Number		Material
	Tack oil		Number		Material
	HFRS-2P		Number		Material
	#5 Trap Rock		Number		Material
	#6 Trap Rock		Number		Material
	#5 Washed		Number		Material
	#6 Washed		Number		Material
	#5 Transferred		Number		Material
	#6 Transferred		Number		Material
	Sealcoat Arterial LM		Number		Material
	Sealcoat Residential LM		Number		Material
	SP Crackseal LM		Number		Material
	PM Crackseal LM		Number		Material
	Notes		Paragraph Text
generated during bulk upload				Work Order	Work Order Number
				Work Order	Title
leave as is, or auto to appropriate for state at time of upload, decide with coordinators				Work Order	Status
				Work Order	Status Date
		116763		Work Order	Alt Reference
				Work Order	Class
				Work Order	Work Order Priority
		STRSURF		Work Order	Failure Class
				Work Order	Problem Code
				Work Order	Class Description
get list and offer dropdown or auto		SEALCOAT_WORK		Work Order	Classifcation
get list and offer dropdown or auto	Responsilbity	CARTERB	Auto	Work Order	Superintendent
get list and offer dropdown or auto			Auto	Work Order	Supervisor
get list and offer dropdown or auto	Crew ID	SLCT2	Auto	Work Order	Crew
			Auto	Work Order
			Auto	Work Order
			Auto	Work Order
			Auto	Work Order
			Auto	Work Order
			Auto	Work Order

[rebekkabry]

Knack Builder Form Efforts

Mapping to Form Currently 6 Rules

Tools: Builder App Knack

Challenges

• Getting name to auto populate from "account", "created by"
• Getting table list to show as multi dropdown, with qualities for materials
• Auto import for temp/weather status Diana M. informed we have the ability via: Tasks can be run, but not an daily import out of the box. A customer scripted ETL can be created. Functionality already in place in other applications.
• Add qualities to field opts

[rebekkabry]

5/6/24

Meeting with Ryan (coordinator PM)

• Reviewed the Mock Daily Work Log
• Sent the folder to start having coordinators add
• Ryan advised
  • to consider solutions that address the technology hinderances and uncertainties among users.
  • to speak with Ron concerning the Whereabouts document and usage.
  • Involve the coordinators in upcoming discussions.
• Added markings condition to mock form

To Do

Creating workflows for coordinator process

• [ ] Requesting all paper documents be sent or added to drive
• [ ] Upcoming coordinator meeting, will introduce efforts and start workflow discovery meeting planning

[rebekkabry]