IBM Maximo System Administrator's Guide

1 Release administrator s Guide IBM MaximoFirst Edition (January 2007)This edition applies to version 6, release 2, modification 1 of IBM Maximo and to all subsequent releases and modifications until otherwise indicated in new technology : Certain Maximo products contain technology provided under license from third parties, as noted in the following table:Open Source: Maximo contains computer software obtained from the public domain, known as "Open Source" ownership of which is attributed as follows: Portions 2002, Steve Souza Portions 2000-2004, Jason Hunter & Brett McLaughlin. Portions 2004-2005, The Apache Software Foundation ( ). Copyright International Business Machines Corporation 2007. All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM ProductThird-Party InformationAll ProductsPortions 1996-2003 Visual Mining, Inc.

2 Visual Mining NetCharts Server provided by Visual Mining, Inc. IBM MaximoPortions 1995-2004 Actuate 2005 BEA Systems, Inc. BEA WebLogic Server provided by BEA Systems, Inc. Portions 1996-2005, i-net software GmbH. J-Integra for COM 2004 Intrinsyc Software International, DiscoveryMSDE Copyright Microsoft Corporation. 1998-2005 Centennial Software Maximo Asset NavigatorPortions 1993-2002 Snowbound Software Corporation. RasterMaster Raster imaging technology provided by Snowbound Software Maximo MobilePortions 2005 DataMirror, 2000-2005 Zaval Creative Engineering Maximo Mobile SEPortions 1996-2005 Syclo, using this information and the product it supports, read the information in Notices on page Notices-1. Copyright IBM Corp. 2007iiiAbout This Guide .. xiiiAudience .. xiiiRelated Documentation.

3 XiiiSupport .. xivChapter 1: Maximo Overview .. 1-1 Maximo Components .. 1-1 Application Server .. 1-1 Actuate Server .. 1-2 Database Server .. 1-2 System Requirements .. 1-2 Typical Maximo Network Configuration .. 1-3 System , Organization, and Site Levels .. 1-4 Creating Maximo Settings .. 1-4 System Settings .. 1-5 Organization Settings .. 1-5 Site Settings .. 1-7 Security.. 1-7 Understanding Maximo Applications and Multisite ..1-8 Chapter 2: Maximo Security .. 2-1 Adding and Managing Users .. 2-1 Changing the Default User Passwords.. 2-2 Changing Default User IDs .. 2-3 Administrative Users.. 2-3 System Users .. 2-3 Using the Default Insert Site .. 2-4 People and Labor .. 2-5 Managing Users .. 2-5 Users Menu .. 2-7 Workflow .. 2-7 Change Status .. 2-8 View History .. 2-8 Database Access .. 2-9 Change Password.

4 2-10 Set Password Hint.. 2-10 Set Security Profile .. 2-11 Authorize Group Reassignment ..2-11 Security Controls .. 2-12 Change Person.. 2-14 Duplicate User .. 2-14 Delete User .. 2-16 User Self-Registration .. 2-16 Security Groups .. 2-18 Security Group Types .. 2-20 Security Groups Tabs .. 2-20 Advanced Searches .. 2-21 Security Groups Actions .. 2-23 Overriding Password Duration..2-23 ContentsivIBM Maximo : System administrator s GuideSetting Security Controls .. 2-23 Duplicate Group .. 2-24 Delete Group .. 2-24 User Security Profiles .. 2-24 Combining and Merging Security Group Types.. 2-25 Assigning Applications to Groups ..2-26 Rules for Combining and Merging Groups .. 2-33 Site Administration .. 2-38 User Site Administration .. 2-38 Group Site Administration .. 2-39 Basic Rules for the Users and Groups Applications.

5 2-40 Building Security Profiles: Examples .. 2-40 Example 1 Single Organization with Worker and Management Security Profiles .. 2-41 Example 2 Single Organization with Mixed Security Groups .. 2-43 Example 3 Single Organization with Independent Security Groups using Site Administration 2-44 Example 4 One Organization with Independent and Non-Independent Security Groups .. 2-45 Example 5 Multi-Organization with Independent and Non-Independent Security Groups . 2-47 Chapter 3: Security Mechanisms .. 3-1 Authorization .. 3-1 Application Access .. 3-1 Group Access .. 3-3 Users.. 3-3 Authentication .. 3-4 Native Maximo Authentication .. 3-4 Application Server Authentication .. 3-5 Managing Security Roles .. 3-6 Application Server Security .. 3-7 Preliminary Tasks .. 3-8 Configuring BEA WebLogic Security for Active Directory.

6 3-8 Configuring WebSphere Security for Active Directory .. 3-12 Synchronization .. 3-14 Data Mappings.. 3-15 Synchronization Tips .. 3-15 Configuring Maximo .. 3-16 Encryption .. 3-20 Modifying Encryption Settings .. 3-20 Using Encryption .. 3-21 Encrypting Additional Properties..3-22 Editing Encrypted Files .. 3-22 Single Sign On .. 3-22 Chapter 4: Database Configuration .. 4-1 Data Dictionary .. 4-1 Reserved Words for IBM DB2 Version .. 4-2 Reserved Words for Oracle Version .. 4-6 Reserved Words for SQL Server .. 4-8 The Database Configuration Menu .. 4-10 The Object Tab .. 4-10 Creating or Modifying an Object.. 4-11 Deleting User-Defined Objects .. 4-13 Saving Changes to the Database .. 4-14 The Attributes Tab .. 4-14 Maximo Data Types .. 4-14 Modifying Attributes .. 4-16 Adding Attributes to Maximo Objects.

7 4-17 Deleting User-Defined Attributes from the Database .. 4-18 ContentsvCreating Views .. 4-18 Purpose .. 4-18 Indexes Tab.. 4-20 Creating an Index .. 4-21 Deleting an Index.. 4-22 Refreshing Index Tables .. 4-22 Database Relationships .. 4-23 Relationships Tab .. 4-23 Creating a Relationship Between Parent and Child Objects .. 4-24 Deleting a Relationship .. 4-25 Configuring the Database .. 4-25 Restoring Backup Tables .. 4-27 Text Search .. 4-27 Electronic Signatures and Audit Records .. 4-28 Implementing Electronic Signatures and Audit Records .. 4-29 Enabling Login Tracking .. 4-30 Enabling Electronic Signature and Electronic Audit Records on Database Attributes .. 4-30 Enabling Electronic Signature for Accessing Specific Menu Items .. 4-31E-audit and E-signature Filters .. 4-31 Creating a Drop-Down List for the Reason for Change Field.

8 4-33 Electronic Signature Authentication .. 4-33 Adding Values to the Reason For Change Domain .. 4-34 General Ledger Account Configuration .. 4-35 Component Sequence.. 4-35 Required Versus Optional Components ..4-36 Specifying the General Ledger Account Formats .. 4-36 Site and Organization Types .. 4-38 Security Issues .. 4-39 SQLT imeout Setting (SQL Server only) .. 4-40 Chapter 5: Bulletin Board .. 5-1 Viewing Messages .. 5-1 Creating Messages .. 5-2 Duplicating Messages .. 5-2 Deleting Messages .. 5-3 Designating Audiences for Messages .. 5-3 Chapter 6: Communication Templates .. 6-1 Using Templates for Notifications.. 6-2 Using Substitution Variables .. 6-3 Templates Included in Maximo .. 6-4 Creating a Template .. 6-5 Adding Recipients to a Template.. 6-6 Associating Attachments to a Template .. 6-7 Modifying a Template.

9 6-8 Changing a Template s Status.. 6-9 Duplicating a Template .. 6-9 Chapter 7: Chart of Accounts .. 7-1 General Ledger Account Codes Overview .. 7-1 Standard Accounting Functions .. 7-2 Merging General Ledger Accounts .. 7-2GL Accounts Table Window .. 7-3 Downloading Account Codes from an Accounting System .. 7-3 Creating or Modifying General Ledger Account Codes .. 7-4 Creating or Modifying a General Ledger Component Value .. 7-5 Updating the Database .. 7-7viIBM Maximo : System administrator s GuideDefining Financial Periods .. 7-8 Closing Financial Periods .. 7-10 Chapter 8: Cost Management.. 8-1 Unhiding the Cost Management Action .. 8-1 Creating or Modifying a Project .. 8-2 Assigning a Work Order to a Project or Task .. 8-3 Deleting a Project or Task .. 8-3 Chapter 9: Currency Codes .. 9-1 Currency Codes Tab.

10 9-1 Creating a Currency Code .. 9-2 Modifying a Currency Code .. 9-2 Deleting a Currency Code Record .. 9-3 Chapter 10: Sets .. 10-1 Sets and Organizations .. 10-1 Sets Application Table Windows.. 10-2 Creating a Set .. 10-2 Modifying a Set .. 10-3 Deleting a Set .. 10-3 Chapter 11: Exchange Rates .. 11-1 Rules and Logic .. 11-1 Entering Exchange Rates .. 11-2 Properties .. 11-3 Modifying Exchange Rates .. 11-4 Deleting Exchange Rates .. 11-4 Converting Foreign Currencies to Base Currencies ..11-5 Configuring Multiple Base Currencies .. 11-5 Chapter 12: Escalations .. 12-1 Escalation Components .. 12-1 Example Incident Escalation .. 12-2 Escalation and SLA Integration .. 12-3 Understanding Escalations .. 12-3 Creating an Example Escalation .. 12-4 Task 1: Define the Escalation's Header Attributes .. 12-5 Task 2: Create Escalation Point A.