Los Angeles Unified School District AWMS Enterprise Applications Design & A/E Technical Support Maximo Business Process

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1 AWMS Enterprise Applications Production Rev. 4/1/2008 Los Angeles Unified School District AWMS Enterprise Applications Design & A/E Technical Support Maximo Business Process

2 AWMS Enterprise Applications Production Rev. 4/1/2008 Design & A/E Technical Support Maximo Business Process Table of Contents Status Responsible Party Action Page #

DESIGN & A/E TECHNICAL SUPPORT MAXIMO BUSINESS PROCESS PURPOSE The use of the Maximo program will integrate the business processes and sub-processes of Design & A/E Technical Support department into

3 DESIGN & A/E TECHNICAL SUPPORT MAXIMO BUSINESS PROCESS PURPOSE The use of the Maximo program will integrate the business processes and sub-processes of Design & A/E Technical Support department into a single unified system. The instructions below describe the Maximo business process for the Design & A/E Technical Support team. 1. WORK IDENTIFIED AND REQUEST MADE Work can be identified by a number of different entities. For example, Project Execution Group, M&O Central, Design Services, etc Per existing procedures, the requesting entity submits a Request for Design Assistance to a Design support staff to initiate the request. Note: The instructions below assume that a work order number has NOT been created for this request from the originating entity. If a work order number has been created by the originating entity, search for that number in the Find screen in the Work Order Tracking application and populate the fields per the instructions on page CREATE THE AWMS WORK ORDER. The Lead Discipline or Designee will perform this function. Login Log on to AWMS. Type in your user name and password. Click on Sign in or hit the Enter button on your keyboard. To request a new Maximo user account or to download a copy of this guide and all other application guides, go to Maximo s webpage at 1

Start Center AWMS opens to the Start Center. The AWMS Applications are grouped into nine Modules. A design request is initiated with the creation of a Work Order in the Work order Module.

In the Find tab, you may search for existing work orders by populating known values in the fields below and click Find or hit Enter on your keyboard.

4 Start Center AWMS opens to the Start Center. The AWMS Applications are grouped into nine Modules. A design request is initiated with the creation of a Work Order in the Work order Module. Hover your pointer over the Work Order module. Select Work Order Tracking from the dropdown menu. Find Screen Each AWMS Module opens to the Search/Find tab. In the Find tab, you may search for existing work orders by populating known values in the fields below and click Find or hit Enter on your keyboard. If you want to search for a specific work order, there are two ways: Enter the Work Order number in the Quick Key Search field and click on the Binoculars icon or hit Enter on your keyboard. This returns only those records exactly matching your entry. Enter the Work Order number in the Work Order field and click Find at the bottom of the find screen window, or hit Enter on your keyboard. This returns all records containing the string of numbers matching your entry. For example, if you entered 123 as your search, the system will return all those Work Orders containing the numbers

New WO To create a new Work Order; click on the AWMS New Work Order icon in the AWMS toolbar. New Work Order The AWMS New Work Order opens with an assigned Work Order number.

Fields with an asterisk* must be populated before the record can be saved. Populate the Bolded fields listed below. For a more detailed explanation of fields and its values, turn to the next page.

5 New WO To create a new Work Order; click on the AWMS New Work Order icon in the AWMS toolbar. New Work Order The AWMS New Work Order opens with an assigned Work Order number. Write the Work Order Number on the Request for Design Assistance document. The Status of the Work Order is defaulted to WAPPR (Waiting on Approval). Fields with an asterisk* must be populated before the record can be saved. Populate the Bolded fields listed below. For a more detailed explanation of fields and its values, turn to the next page. General Work Order Information Job Details Scheduling Information Responsibility Description Work Type Job Plan Target Start Date Category Code Location Requestor Target Finish Date Routing Code Work Priority Tracking Code (if DSA) Section Req. Title New Work Order Number Save Record Status of the Work Order Uncheck box Enter the lead discipline job plan number 3

Description Type the brief description of the project in the Description field. Long Click on the icon to open up the long description window.

These codes can be drilled down to identify buildings, and rooms. If the job is at the site level, type the site Location Code directly into the Location Code field.

next to the Location Type the name of the Location in the Name field. Type OPERATING in the Type field Hit Enter on your keyboard. Type the name of the site here.

6 Description Type the brief description of the project in the Description field. Long Click on the icon to open up the long description window. Type in the long project Description description. Location A unique four character code defined by the branch/office to identify a specific school, office or unit. These codes can be drilled down to identify buildings, and rooms. If the job is at the site level, type the site Location Code directly into the Location Code field. If you do not know the Location Code, click on the field button field. Choose Select Value from the dropdown menu. next to the Location Type the name of the Location in the Name field. Type OPERATING in the Type field Hit Enter on your keyboard. Type the name of the site here. Type OPERATING here. Click on the blue box to the left of your selection to return it to the Work Order. The Location field populates with your selection. If the job specifies a building, click on the field button next to the Location field and the dropdown menu appears. Choose Open Drilldown. 4

The Locations Drilldown window opens. Click on the blue box to the left of your selection. The Location field in the Work Order populates with your selection.

7 The Locations Drilldown window opens. Click on the blue box to the left of your selection. The Location field in the Work Order populates with your selection. Building Insurance Number Work Order Priority Type 1 as the Work Order Priority for Design projects in the WO Priority field. Section A unique four character code defined by the branch/office to identify a specific office or unit. It will generally follow the job to distinguish the section responsible for the administration of the job. Type the four-digit Section Code of the service branch section responsible for all tasks related to the Job in the Section field. The four-digit Section Code that Design will use is DSGN. Work Type Choose the Work Type that best describes the job. You may type your selection directly into the field if you know the Work Type Codes. If you do not know the Work Type Codes, click on the field button next to the Work Type field and the selection window opens. The Work Type for Design is DSGN. Requestor Type the acronym of the requesting entity, follow by a dash and the name of the individual requesting the job. Use the following list of acronyms. Requesting Entity M&O Central Design Services Modified Consent Decree New Construction Project Execution Group Planning and Control Unit Regions Relocatable Housing Unit Space Planning Technical Services Unit Acronym MOC DS MCD NEW PEG PCU REG RHU SP TSU Tracking Code If your project requires submission to DSA, select DSA from the value list or you may type your selection directly into the Tracking Code field if you know the Tracking Code value. If you do not know the value, click on the spy glass icon next to the field to view the value list. 5

Click on the blue box to the left of your selection. The Tracking Code field in the Work Order populates with the value.

Job Plan In the Job Plan field under the Job Details section, type in the job plan number that has been created for your

Discipline Job Plan number Architectural/Estimating 10234 Civil/Land Survey 10235 Electrical 10236 Mechanical 10237

8 Click on the blue box to the left of your selection. The Tracking Code field in the Work Order populates with the value. Requestor Title In the Requestor Title field, type either EXISTING FACILITIES or NEW CONSTRUCTION, depending on your project. Job Plan In the Job Plan field under the Job Details section, type in the job plan number that has been created for your discipline. Discipline Job Plan number Architectural/Estimating Civil/Land Survey Electrical Mechanical Specification Multi-Discipline Target Dates Enter the requestors Target Start Date and Target Finish Date fields, type in the date (e.g. 3/20/08) or click on the calendar icon next to each field and click on the date you wish to choose. 6

Category Code The Category Code designates the general craft or category of work to be done on the job, such as DESIGN.

If you do not know the value name, click on the arrow icon next to the Category Code field to view the menu and click on Select Value. The Category Code Lookup window opens.

Routing Code The Routing Codes are sub-menus of the Category Codes.

9 Category Code The Category Code designates the general craft or category of work to be done on the job, such as DESIGN. You may type your selection directly into the Category Code field if you know the value name. If you do not know the value name, click on the arrow icon next to the Category Code field to view the menu and click on Select Value. The Category Code Lookup window opens. Click on the blue box to the left of your selection. The Category Code field in the Work Order populates with your selection. Routing Code The Routing Codes are sub-menus of the Category Codes. After selecting the Category Code, the system filters the selection of Routing Codes to show you only those appropriate for the Category you have chosen. You may type your selection directly into the Routing Code field if you know the Routing Code value. If you do not know the Routing Code value, click on the spyglass icon next to the Routing Code field. The Routing Coe lookup window opens. Click on the blue box to the left of your selection. The Routing Code field populates with your selection. Uncheck the Change Status on Child WO s checkbox. 7

10 Save the Work Order SAVE Note: The Labor Group field and Craft field auto-populates after the Routing Code is entered and the record is Saved. 3. Develop Work Plan Plans Tab Click on the Plans Tab to the right of the Work Order Tab. 8

Under the Task for Work Order section, adjust the tasks to your actual work plan.

Click on trash to delete a row Click on New Row to create a new row After finalizing on your work plan, click on the Change Status status to INPLAN.

Click on OK. Estimate Labor, Material, and Contract Cost On the Plan for Work Order section, update the Task Information for each row.

11 Under the Task for Work Order section, adjust the tasks to your actual work plan. You may either delete unwanted tasks by clicking on the trash icon, or create new tasks by clicking on new row. Click on trash to delete a row Click on New Row to create a new row After finalizing on your work plan, click on the Change Status status to INPLAN. in the AWMS toolbar. Change the A Change Status window appears. Click on the arrow icon to display the selection. Choose In Planning (INPLAN). Click on OK. Estimate Labor, Material, and Contract Cost On the Plan for Work Order section, update the Task Information for each row. Plan Craft/Labor Click on the twistee to open and close the Information Section. Task ID Reference number from top section Modify the Quantity and number of hours (if applicable) If you would like to create a new plan labor record, click on new row 9 Click on Done when finish

If a TASK ORDER is required, generate the RFP per existing procedures and change the status of the TO task work order to WREVIEW when it is sent to the task order firm for review.

12 If a TASK ORDER is required, generate the RFP per existing procedures and change the status of the TO task work order to WREVIEW when it is sent to the task order firm for review. Click on the change status icon of the Task Order line and change the status to WREVIEW. Click on the drilldown and select WREVIEW. Once selected, click on OK Once you have received the accepted proposal back from the Vendor, change the status of TO task work order to REVIEW. Click on the change status icon of the Task Order line and change the status to REVIEW. Click on the drilldown and select REVIEW. Once selected, click on OK 10

Enter the Proposal estimate in the Plan Material/Services tab.

Contract estimate. Click New Row Plan Task Order Contract 1.

Type in CO for Contract 5. Type in 00 for Craft 4.

13 Enter the Proposal estimate in the Plan Material/Services tab. Click on the Materials/Services tab to create a Material/Task Order Contract estimate. Click New Row Plan Task Order Contract 1. Enter the TO task ID number 2. Enter the Firm Name 3. Type in CO for Contract 5. Type in 00 for Craft 4. Enter Cost of Contract 6. Click on Done when finish Save Record 4. Enter Fund Details Click on the WO Details tab of your work order. 11

14 Enter the project description under the IFS Work Requested field. Save the Record 12

15 5. Print Planner Data Entry Report Click on Select Action and Run Reports. Select Planner Data Entry report from the list of available reports. 13

16 Enter the Work Order number and click on submit Review the Planner Data Entry Form for accuracy, obtain the required signatures and submit form to requesting entity for review and funding. 14

After receiving the approved Planner Data Entry form back from the requestor with the buyer line, change the status of the work order to

17 When submitting the Planner Data Entry form to the requesting entity, change the status of the work order to WREVIEW. Click on change status icon and select WREVIEW. After selecting the Waiting on Review (WREVIEW) Status. Click on OK 6. After receiving the approved Planner Data Entry form back from the requestor with the buyer line, change the status of the work order to PFUND and hand the document to your Financial Unit for processing. Click on change status PFUND. icon and select After selecting the Pending Funding (PFUND) Status. Click on OK 15

The Financial Unit or Designee will perform this function. 7.

Click on New Row, type the word Seller on the Fund Line field, and enter the seller funding line on the

18 The Financial Unit or Designee will perform this function. 7. Encumber the funds according to existing procedures, enter the fund information on the work order and change the status to APPR. Click on WO Details tab Enter the Fund Details information and the Seller/Buyer lines for your project. Click on New Row, type the word Seller on the Fund Line field, and enter the seller funding line on the Seller Line field without any dashes. The funding line will be separated by dashes after you tab out of the field. Repeat steps for Buyer Line. Type the word SELLER Enter the Seller Funding Line Click Done when finished 16

Click on OK The Lead Discipline or Designee will perform this function. 8.

19 Enter the Job Number on the Job Number field and change the status to APPR. Click on change status APPR. icon and select After selecting the Approved (APPR) Status. Click on OK The Lead Discipline or Designee will perform this function. 8. The Financial Unit notifies the Lead Discipline or Designee that the funding is in place and Scheduling can begin. Enter the Schedule Start and Schedule Finish of the job in the Scheduling Information section. Enter Scheduled Start and Finish dates 17

20 When the project starts, change the status of the work order to INPRG. Click on change status INPRG. icon and select After selecting the In Progress (INPRG) Status. Click on OK After the status is changed to INPRG, the Actual Start date auto populates with the current date and time. 18

icon and select After selecting the In Progress (INPRG) Status.

21 When the project has started, Go to the Plans Tab and change the status of the IH (In-House) task to INPRG. Change Status of IH (In-House) task(s) to INPRG Click on change status INPRG. icon and select After selecting the In Progress (INPRG) Status. Click on OK Enter Schedule Finish and Schedule Start dates for TO (Task Order) and Milestone tasks and change status to INPRG when task begins. Click on the twistee to open the details of the task Enter the Schedule Start and Schedule Finish for each tasks. Click Done when finished 19

Change Status to INPRG for each of the tasks when it begins. Click on change status INPRG. icon and select After selecting the In Progress (INPRG) Status.

(Enter the Schedule Start/Finish dates and change the status to INPRG if the task(s) has began) Note: All tasks EXCEPT for the 30%, 60%, 100% milestone tasks, goes from INPRG when started and COMP

22 Change Status to INPRG for each of the tasks when it begins. Click on change status INPRG. icon and select After selecting the In Progress (INPRG) Status. Click on OK When status is changed to INPRG, the system automatically generates the current date and time to the Actual Start field. REPEAT steps for each of your tasks. (Enter the Schedule Start/Finish dates and change the status to INPRG if the task(s) has began) Note: All tasks EXCEPT for the 30%, 60%, 100% milestone tasks, goes from INPRG when started and COMP when complete.. For 30%, 60%, 100% milestone tasks, the status goes from INPRG to PCOMP (if it requires review and/or DSA approval) and then from PCOMP to COMP. The INPRG to PCOMP (pending completion) represents the time you begin Design and the time you are complete with your portion of Design (prior to review and/or DSA submittal). The PCOMP to COMP represents the time you begin the Review and/or DSA submittal of your Design and the time you complete the Review and/or receive the DSA approval of your Design. If Review and/or DSA approval is not required, the status of INPRG to COMP may be used. 20

9. Attach Documents, Photos, Drawings, and URL in the Attached Documents Tab If you would like to attach documents to your work order, click

The Attach a File or URL field displays FILE as the default. In the sample illustrated below, the attachment is a Word Document.

Click on the Browse button. NOTE: There is a 2megabyte maximum for each attached document.

23 9. Attach Documents, Photos, Drawings, and URL in the Attached Documents Tab If you would like to attach documents to your work order, click on the Attached Documents tab. Click Attach a New Document icon in the AWMS toolbar. The Attach a New Document page opens. The Attach a File or URL field displays FILE as the default. In the sample illustrated below, the attachment is a Word Document. However, diagrams or images can be attached as well. In the Select a folder field, leave Attachments, which is the default. Click on the Browse button. NOTE: There is a 2megabyte maximum for each attached document. Click on the arrow icon to view/select the options of Diagrams or Images. Highlight your selection from the Choose file dialog box, and click Open. Click to Highlight the document you wish to attach to the Work Order and click Open. 21

The document path is inserted in the Specify the file

AWMS will generate a number for the document.

type the document name that you are attaching.

24 The document path is inserted in the Specify the file field. Leave this field blank. AWMS will generate a number for the document. In the Name the document field, click in the field and type the document name that you are attaching. To verify that your document has been attached, click the + next to the Attachments folder. The document name appears. Detach an attachment Click on the blue circle information icon Click on the Detach box to detach the attachment 22

Click here to open the long description box. Separate each line with <>.

25 10. PROJECT PROGRESS LOG Enter your project progress log in the IH (In-House) long description task. Separate each line by a greater than lesser than sign <>. Click here to open the long description box. Separate each line with <>. Enter the latest updates on top. The first line will be displayed on your reports. Click OK when finished 23

11. DSA: If the project goes to DSA, you may check the DSA status by going to the DSA Info tab Enter the P3 Project ID number After entering the P3 Project ID number, the DSA Information section will

26 11. DSA: If the project goes to DSA, you may check the DSA status by going to the DSA Info tab Enter the P3 Project ID number After entering the P3 Project ID number, the DSA Information section will auto-populate all applicable fields the following day. DSA data is downloaded from the DSA website daily. 12. Project Cost Worksheet If you would like to view the Project Budget for the Project number, you may run the Project Cost Worksheet report. Click on Select Action and Run Reports. 24

27 Click on Project Cost Worksheet in the Business Analysis and Reporting window. Enter the IFS Project Number for your project, select Yes on the drilldown and click on Submit. Enter your IFS Project Number Select Yes 25

28 13. Job Cost Recap Report If you would like to get a current cost report for your project, you may run the Job Cost Recap Report. On the work order, click on Select Action and Run Reports. Click on Job Cost Recap in the Business Analysis and Reporting window. 26

29 Enter the work order number and click Submit. Enter your main work order number The Job Cost Recap details the planned expense, Actual expense, and Remaining expense of your project. 27

Click on change status COMP. icon and select After selecting the complete (COMP) Status.

30 14. Complete Project Once all of your task lines have been completed and changed to the COMP status, you may complete the project by changing the status of the main work order to COMP. Change main work order status to COMP. Click on change status COMP. icon and select After selecting the complete (COMP) Status. Click on OK When the status of your work order has been changed to COMP, the system auto populates the Actual Finish date with the current date and time. 28

31 Parent Work order statuses Status Sequence WAPPR INPLAN WREVIEW PFUND APPR INPRG COMP Explanation When the work order is first created, the status is defaulted to WAPPR. When the work plan has been finalized, change the status to INPLAN. When the Planner Data Entry form (Production Job Order Cost Estimate) is sent to the requestor for review, change the status to WREVIEW. After receiving the approved Planner Data Entry form (Production Job Order Cost Estimate) from the requestor, change the status to PFUND. After encumbering the funds and entering the job number on to the parent work order, change the status to APPR. After the funding is secured and the lead craft or designee is notified, the job can begin and the status is changed to INPRG. When all tasks are complete, change the status of the parent work order to COMP. Task Work Order statuses Tasks Status Sequence Explanation IH (In-House) WAPPR When first created, the status is defaulted to WAPPR. INPRG When the job has started, change the status to INPRG. COMP When the job is complete, change the status to COMP. Tasks Status Sequence Explanation TO (In-House) WAPPR When first created, the status is defaulted to WAPPR. WREVIEW When the task order proposal is created and sent to the vendor for review, change the status to WREVIEW. REVIEW When the proposal is accepted by the requestor, change the status to REVIEW. INPRG When you issue the NTP to the task order consultant, change the status to INPRG. COMP When the task order consultant completes the statement of work and user acceptance is made, change the status to COMP. Tasks Status Sequence Explanation 30, 60, 100 WAPPR When first created, the status is defaulted to WAPPR. INPRG When the 30, 60, 100 has started, change the status to INPRG. PCOMP (if applicable) If the design requires review or DSA, change the status to PCOMP when finished with your design portion of the work. COMP When the review portion or DSA portion of the design is complete, change the status to COMP. Tasks Status Sequence Explanation All other tasks WAPPR When first created, the status is defaulted to WAPPR. INPRG When the job has started, change the status to INPRG. COMP When the job is complete, change the status to COMP. NOTE: Remember to enter the Schedule Start and Schedule Finish for tasks that you wish to capture schedule and variances. (ex. TO, 30, 60, 100 task work orders) Rule of Thumb: INPRG = Actual Start COMP = Actual Finish 29

Los Angeles Unified School District Maximo 7.5 / Procurement Annual Contract Purchase (PG) Guide. Post Date: 9/13/13

Los Angeles Unified School District Maximo 7.5 / Procurement Annual Contract Purchase (PG) Guide Post Date: 9/13/13 DEFINITION The Annual Contract Purchase (PG) Guide is a method to purchase goods, commodities,