Maximo Version 7.1 How-To

1 Maximo Version How-To June 2012 ( Version ) 2 Contents Table of Figures .. 4 PART I - GENERAL user guide .. 5 To Access Maximo .. 5 The Main Tool Bar .. 6 Updating Your Profile .. 6 Online Help .. 6 Sign Out .. 6 Go To .. 7 Start Center .. 7 Creating a Service Request .. 9 PART II SPECIALIZED user guide .. 11 Specialized Applications .. 11 Creating a Detailed Service Request .. 13 Entering time (labor) for a work order, a project, or other activity .. 15 Option 1: Time Entry Using Labor Reporting (UOT) .. 15 Option 2: Time Entry Using Work Order Tracking / Actuals .. 17 Option 3: Time Entry Using Quick Reporting (UOT) .. 20 Correcting a Time Entry Mistake .. 23 Log Services .. 23 Find a work order (BT) given a particular service request (DS) .. 25 Find a Service Request (DS) given a particular work order (BT).

2 25 3 Searching for Records .. 26 Saving Frequently Performed Searches .. 28 Extracting Data in Excel .. 29 Appendix A - Search Basics .. 30 Wild Cards .. 30 Selecting a Value .. 31 Examples of Filters for Selecting a Location Value .. 31 Filtering down to locations in a specific building .. 31 Filtering down to a specific type of room and building .. 32 Filtering down to only building codes .. 33 Appendix B Maximo Icons and Buttons .. 34 Appendix C - Reported Priority Choices .. 36 Appendix D Terminology .. 36 Appendix E - Bugs and Workarounds .. 37 Function: LOGIN .. 37 Null Strings .. 38 Help Function .. 40 4 Table of Figures Figure 1 Maximo Login .. 5 Figure 2 Main Tool Bar .. 6 Figure 3 Go To Menu .. 7 Figure 4 General user Start Center .. 8 Figure 5 Create Service Requests (UOT) .. 10 Figure 6 Specialized 12 Figure 7 Service Requests (UOT) Window.

3 14 Figure 8 New Labor Row with Labor Reporting (UOT) .. 15 Figure 9 Time Entry with Labor Reporting (UOT) .. 16 Figure 10 New Labor Row with Work Order Tracking (UOT) Actuals .. 18 Figure 11 Time Entry with Work Order Tracking (UOT) .. 19 Figure 12 New Labor Row with Quick Reporting (UOT) .. 21 Figure 13 Time Entry with Quick Reporting (UOT) .. 22 Figure 14 Adding a log entry .. 24 Figure 15 Viewing log entries from a service request DS .. 24 Figure 16 Find BT from a DS .. 25 Figure 17 Find DS from a BT .. 25 Figure 18 Ways of Searching for Records .. 26 Figure 19 Advanced Search .. 27 Figure 20 Save Query .. 28 Figure 21 Extracting Data in Excel .. 29 Figure 22 Search Wild Cards .. 30 Figure 23 Filtering down to locations in a specific building .. 31 Figure 24 Location Filters for a specific type of room .. 32 Figure 25 Location Filter to list building codes.

4 33 Figure 26 Valid URL for Login .. 37 Figure 27 Null Strings in headers and application names .. 38 Figure 28 Login in French .. 39 Figure 29 Update Start Center .. 39 Figure 30 Help page not found .. 40 5 PART I - GENERAL user guide This section is meant for all Maximo users. To Access Maximo To access Maximo , click or copy the following link into your Internet browser: To obtain a username and password, contact the Call Centre at 2222 or . Figure 1 Maximo Login 6 The Main Tool Bar The main Maximo toolbar (see Figure 2 appears at the top of the Maximo window and allows you to update your user profile, get help, navigate between different applications and sign out of Maximo . Updating Your Profile To update your coordinates such as email, phone number, address etc., select Personal Information from the Profile menu.)

5 To change your password, select Password Information from the Profile menu. To set or change your language preference, select Default Information from the Profile menu. Online Help Use the Help menu for the general application help and Alt+F1 for help on specific fields. The Help menu is application sensitive that is if you click the help button while in the Start Center application, it will show the help for Start Center; if you click help while in the Create a Service Request application, then help for that application will be displayed. Not all UOA applications currently have a corresponding help page. See Help Function in Appendix F - Bugs and Workarounds. Sign Out Use the Sign Out menu to exit from Maximo . It is not recommended to use your Internet browser s quit button. Figure 2 Main Tool Bar 7 Go To The Go To menu (see Figure 3) gives access to different Maximo applications.

6 Access to the applications is restricted by the user permissions based on job responsibilities. A general user will have access to the following: Create Service Request (UOT) To create a service request View Service Request (UOT) To search for and track existing service requests Start Center Start Center (see Figure 4) is the user s dashboard. By default it has four windows: Quick inserts (1): for quick access to applications that create new requests Favorites (2): for quick access to your favorite applications Bulletin (3): not used My Service Requests (4): the list of the current user s Service Requests Figure 3 Go To Menu 8 Figure 4 General user Start Center 1 2 3 4 5 9 Creating a Service Request 1. From the Start Center window (see Figure 4), click on the Create Service Request (UOT) (1) shortcut located in the top left corner of your Start Center or access via the Go To menu Self Service module (5).

7 The Create Service Request (UOT) window appears (see Figure 5). By default, the fields Reported By and Affected user are populated with your personal ID, phone number and e-mail address. 2. If you are making a request on behalf of someone else affected by the situation, do ONE of the following: i) Enter the other person s ID in the Affected user field (2a); ii) Or, enter the phone number in the Phone field (2b). 3. Go to section Affected Asset Details (3) and complete the Location field. If known, enter the numeric building code directly into the field followed by a hyphen and the room number. For example : 004-W112 corresponds to Tabaret Hall room W112. If you do not know the numeric building code select a location by clicking on the Detail Menu (3a) to the right of the location field and refer to Appendix A - Selecting a Value.

8 4. For billable requests, check the Billable? / Facturable ? box (4a) and enter your GL account (4b). Use the magnifying glass icon to search through the list of GL accounts. 5. Enter a short description of your request (max. 100 characters) in the Summary field (5) and use the Details field for further explanation. 6. If necessary, you may attach a document or a Web link to your service request. Select the Attach File or Attach Web Address Link (6) at the right of your screen. 7. Once completed, click on the Submit button at the bottom right of the page. At this point any change to this request will have to be done by contacting the Call Centre at 2222 or 10 Figure 5 Create Service Requests (UOT) MyID 1234 3a 2b 3 4a 4b 5 6 MyID 1234 2a 11 PART II SPECIALIZED user guide This section is meant for specific Maximo users whose jobs require them to report time, spent on work orders or PRS projects, generate reports and generally track work orders.

9 It applies mostly to PRS employees. Specialized Applications Certain users may have access to more applications from their Go To menu (4) and Start Center depending on their job responsibilities. In addition to the default applications Create Service Request (UOT) and View Service Request (UOT), the following may be accessible (refer to Figure 6 ): Labor Reporting (UOT) (1) To report time spent working on a work order (BT) Quick Reporting (UOT) (2) To create, review and approve and report time on Service Requests (UOT) (3) To create new service requests with more specifications than Create New Service Request (UOT) Work Order Tracking (UOT) (4) Use Actuals to report labor, materials, tools and services for a Work order (BT) Whether you access these applications via the Go To menu or the Start Center, make sure you select the customized applications with the (UOT) suffix.

10 12 Figure 6 Specialized Applications 1 4 2 3 13 Creating a Detailed Service Request 1. Select Service Requests (UOT) from your Start Center favorites OR from the Go To menu / Work Orders menu. (Refer to Figure 6.) 2. From the Service Requests (UOT) window, see Figure 7, click the New Service Request icon (1) or CTRL+Alt+I. This automatically generates a new Service Request (DS) number (2). 3. From the Service Request Tab, fill in the following sections and fields: user information (3) you only need to enter one of the fields as the others will auto populate Affected Person (4) will auto populate with the Reported By information but you may override that information if you are making a request on behalf of someone else affected by the situation Service Request Details (5) Summary a short description of the request with keywords to help find the request quickly Details further explanation on the request such as starting date, if multiple crafts, if any attachments, etc.