Facilities & Service Division End User Training Manual. Introduction to Maximo. Version 3 January Delia Ritherdon Peter Nardi Amanda Nov

Transcription

1 Facilities & Service Division End User Training Manual Introduction to Maximo Version 3 January 2011 Delia Ritherdon Peter Nardi Amanda Nov NAV 1/45

2 Contents INTRODUCTION TO MAXIMO NAVIGATION SKILLS (LEVEL 1) 3 RESOURCES...4 EXERCISE 1 LOG ON AND OFF MAXIMO CORRECTLY EXERCISE 2 - UNDERSTANDING MAXIMO NAVIGATION BAR EXERCISE 3 - SET UP YOUR PROFILE EXERCISE 4 - HOW TO SET UP SHORTCUT MENUS EXERCISE 5 - ENTERING DATA IN MAXIMO HOW TO SUBMIT A NEW SERVICE REQUEST EXERCISE 6 - NAVIGATING IN MAXIMO AND THE TOOL BAR WITHOUT THE SHORTCUT MENU..26 EXERCISE 7 SEARCHING FOR DATA EXERCISE 8 - HOW TO INSERT AN ATTACHMENT EXERCISE 9 - MAXIMO REPORTING NAV 2/45

3 Introduction to Maximo Navigation Skills (Level 1) Activity Materials Lecture Guide Goal: To have the skills and knowledge to use Maximo on a basic level Participant Objectives: 1. Log on and log off Maximo correctly 2. Understanding Maximo Navigation and How to set up your start centre 3. Setup your profile 4. Create shortcut menus in the Start Center window 5. Enter and retrieve data 6. Basic search queries NAV 3/45

4 Resources Activity Materials Lecture Guide The learning materials are listed below: Participant Guide Training database Playpen database Facilities & Services Help Desk x Help Desk fs.bsqa@anu.edu.au Facilities & Services Web site: Training Data base During class you will be working in a training data base and the exercises use fictitious data so that you can practice the new procedures without worrying about data corruption or making errors. NAV 4/45

5 Exercise 1 Logon and log off Maximo correctly To Logon to Maximo you use your University ID (including the U ) and password (as supplied by the help desk and the extension number is 59666). In the class room you will use the same instructions to access the training data base. To Logon and Sign out of Maximo, please follow step 1 to step 5. To Logon to Maximo During class you will be working in a training data base. To Logon into a training database: 1. Open a web browser, go to the ANU Staff home page, URL: 2. On the left hand side of the screen click on 3. Go to the Maximo section, and then click on Train Logon, as shown below. NAV 5/45

6 4. When the web browser opens up enter: User Name: enter your University id number (including the U) Pass word: enter the password supplied by the trainer Click on the Sign In button NAV 6/45

7 The following start centre screen will display: Signing Out of Maximo 5. Do not exit an application by closing the browser. You should always use the Sign Out link in the Navigation Links to exit Maximo before closing the browser. NAV 7/45

8 Exercise 2 Understanding Maximo Navigation Bar Browser Toolbar The menu and toolbar icons at the top of the page control your Web browser. Do not confuse them with the Maximo menus and toolbars. CAUTION: Do not use the browser Forward and Back buttons to navigate within Maximo. These buttons act on the browser, and are not part of the Maximo software. Maximo Navigation Bar Below the browser menu and toolbar is the Navigation Bar, the first part of the Maximo application page. The following figure shows the Navigation Bar: NAV 8/45

9 Maximo have the following Navigation Bar: Bulletins displays current system messages. This link only appears when there are active Bulletin Board messages. Go to allows you to navigate in Maximo according to your access. Reports allows you to run reports Start Centre returns you to your start centre Profile displays your profile and allows you to change your password Sign Out allows you to exit Maximo correctly Help? provides online searchable help on Maximo NAV 9/45

10 Exercise 3 Setup your profile When you first log in to Maximo you need to check that your default site is set to your business unit to ensure that you have access to your business unit information and the ability to read, insert and save information. To check/setup your Profile, follow step 1 to step Click on Profile 2. Select Default Information NAV 10/45

11 3. Go to the Default Insert Site box, click on the magnifying glass 4. A list of sites available to you will be displayed, select your business unit and click on OK to save the changes. NAV 11/45

12 Exercise 4 How to setup shortcut menus How to set up a Quick Insert for a Service Request In this step we are going to setup a shortcut menu for a Service Request. To set this up, follow step 1 to step Click on the edit icon on the right hand corner of the Quick Insert portlet. The following window displays: 2. Click on the Select Actions button NAV 12/45

13 From the Select actions options: 3. Tick on New Service Request - SR 4. Click on OK 5. Then click Finished on the Quick Insert setup window: NAV 13/45

14 How to set up Favourite Application(s) In this step we are going to setup a shortcut menu for one Favourite Application Work Order Tracking. 6. Click on the edit icon on the right hand corner of the Favourite Applications portlet. The following window displays: 7. Click on the Select Applications button NAV 14/45

15 The Favourite Applications Set up Window Displays and select applications option is available. It is important to note that in this window you are only seeing the first 10 entries of 42 entries. You can scroll through the list using the yellow arrows or use the filter as we will do next. NAV 15/45

16 8. Type Work in the description field and hit the enter key or click on the binoculars The following window displays: 9. Tick on Work Order Tracking 10. Click on OK 11. Then click the Finished button to complete the steps. NAV 16/45

17 Compare your start centre to the screen below: Under the Quick Insert portlet, you should see New Service Request Under Favourite Applications portlet, you should see Work Orker Tracking NAV 17/45

18 Exercise 5 Entering Data in Maximo how to submit a New Service Request Scenario: An air conditioner is blowing hot air instead of cold and you need to have this looked at. 1. From the start centre click on New Service Request from your Quick Insert Menu: The Service Requests panel displays. On the Service Requests panel, you are only required to fill in the Service Request Details section (All fields that are marked in asterisk) NAV 18/45

19 Please follow step 2 to step 9 to complete your New Service Request. Go to the Service Request Details section and complete the following fields: 2. Description: Type in a brief description for example: AC Room XX hot (replace XX with a room number in one of your buildings. 3. Details: Enter more details here for example: The air conditioning in room XX is blowing hot air. Contact person is Room number is. Contact phone number is. 4. Location: Click on the detail arrow beside the field On the detail menu click on Select Value: NAV 19/45

20 The Select Value list displays. Change the Filter by field to ALL and click on Refresh button. In the Site field, type in FS and hit the enter key or the small binocular Select your building by clicking on the underlined location number or description. NAV 20/45

21 5. Classification: Click on the detail arrow beside the field On the detail menu click on Classify The classify list displays. Click on the beside AIRCOND to expand the list: NAV 21/45

22 Click on the Blue button beside Hot to select it: NAV 22/45

23 6. GL Account: Click on the select value icon beside the field The Select GL Account box appears: Enter ANU in Organisation field if not defaulted and press Tab key 6.2 Let s start building the GL Account code: Go to the GL Component Value field box, type in the charge code 5388 select Building Maintenance by clicking on it. Select the fund component Q. Select this is your business unit department. the proj/grant component 033 select your proj/grant code here 6.3 Click OK to complete the selection NAV 23/45

24 7. Reported Priority*: Click on the select value icon beside the field The Select Priority box appears: Select your priority from the list by either clicking one of the underlined numbers or one of the underlined Descriptions. 8. Internal Priority*: the Internal Priority must be the same as the Reported Priority. You can either enter the number straight into the box or click on the magnifying glass icon beside the field to select the value. NAV 24/45

25 9. The last step is to Save your New Service Request. Click on the save icon. Your New Service Request panel should look similar to the one below: Procedure is now complete you have recorded data in a Service Request. Please Note: It is important to make sure the Site field has FS in it. See the red arrow pointing to it. NAV 25/45

26 Exercise 6 Navigating in Maximo and the tool bar without the shortcut menu. Scenario: You do not have a quick insert or favourite set up and need to navigate to Service Request panel. 1. From your start centre, click on Go To on the menu bar. A list of options available to you will display: 2. Select Work Orders to expand the options available under this option. Highlight Service Requests and click to select: 3. Click on the New Service Request icon to display a blank Service Request. NAV 26/45

27 Exercise 7 Searching for Data Scenario: You would like to view the Service Request you created in the previous exercise. 1. From the Maximo Start Centre:- Click on Go To Scroll all the way down to Work Orders Move your cursor a cross and select Service Requests 2. The searchable field boxes appears: You can use any of these field boxes to search for your New Service Request details. If you don t remember your service request number then the best field to use is Reported By. Just enter your UniId in there and then hit the Enter key. NAV 27/45

28 You will see a list similar to the one below. 3. If you click on the underlined number you will be taken into that service request: NAV 28/45

29 Sample of the Service Request panel: NAV 29/45

30 4. If you want to see which area of maintenance has your WorkOrder, click on the Related Records tab. 5. In the Work Order field box click on the arrow beside it. NAV 30/45

31 The following choices display: 6. Select Go To Work Order Tracking You will hyperlink to the Work Order Tracking screen. In there it will tell you who the Supervisor is for your maintenance and the job status. NAV 31/45

32 Sample of the Work Order Tracking panel. NAV 32/45

33 Exercise 8 How to insert an attachment to your Service Request Scenario: You have completed your Service Request Details and now you wanted to add an attachment to it. This is optional. In this step we are going to show you how to insert an attachment. The attachment can be photos, invoices or documents. On your Service Request form: 1. Click on the paper clip icon which located on the right hand corner of the service requests panel. NAV 33/45

34 The following choices display: 2. Select Add New Attachments then select Add New File. 3. Click on the Select a Folder drop down list box and the following choices display: 4. Select Attachments NAV 34/45

35 5. In the Specify a file field box, click on Browse. 6. Then in the Name the document field box, give your attachment a name. 7. Click on the OK button to finish. NAV 35/45

36 To view your attachment: 8. Click on the paper clip icon which located on the right hand corner of the service requests panel. Select View Attachment Click on the underlined number and your attachment should pops up. NAV 36/45

37 Exercise 9 Maximo Reporting You can run a report by using GL Account code or Work Order Number. Running a report using a GL Account code: 1. In this step we are going to generate a report using a GL Account code. This report will show you all Work Orders for the specified GL Account code. From the Maximo Start Centre:- Click on Reports Scroll all the way down to Work Orders Move your cursor a cross and select Work Order Tracking NAV 37/45

38 The following window displays: 1. Select GL Account Work Order Detail by Location NAV 38/45

39 The following screen appears: 2. Fill in the GL Account code. For this exercise we are going to use GL Account Q as an example. You can type it in or cut and paste from your Service Request form. 3. Enter the Transaction Start Date 4. Enter the Transaction End Date 5. Click on the Submit Button NAV 39/45

40 Sample of a GL Account report: To exit the report screen, click on the button. Then click on the Yes button. NAV 40/45

41 Running a report using a Work Order Number: 1. In this step we are going to generate a report using a Work Order Number. This report will show you the Work Order costs in detail. From the Maximo Start Centre:- Click on Reports Scroll all the way down to Work Orders Move your cursor a cross and select Work Order Tracking NAV 41/45

42 The following window displays: It is important to note that in this window you are only seeing the first 5 entries of 14 entries. You can scroll through the list using the yellow arrows or use the filter as we will do next. NAV 42/45

43 2. Type Work in the description field and hit the enter key or click on the binoculars The following window displays: 3. Click on Workorder Cost Detail NAV 43/45

44 The following window displays: 4. Enter the Work Order Number into the box. For this exercise we are going to use Work Order Numgber as an example. 5. Click on the Submit button The Work Order Cost Details report displayed. NAV 44/45

45 Sample of a Work Order report: 6. To exit the report screen, click on the button located on the right top hand side of the screen. 7. Then click on the Yes button. NAV 45/45