Spring Cleaning. Preparing for a Maximo Upgrade. 16th Vic/Tas Maximo User Group, 17 May 2018

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1 Spring Cleaning Preparing for a Maximo Upgrade 16th Vic/Tas Maximo User Group, 17 May 2018

2 Overview Who we are What has and hasn t worked so far in 7.5 What do we want from 7.6? Lessons learnt from system enhancements to date Pre-work Example data uplift for use of Scheduler Managing requests

3 Melbourne Water and AMIS What do we do? manage water supply catchments treat and supply drinking and recycled water remove and treat most of Melbourne s sewage manage waterways and major drainage systems in the Port Phillip and Westernport region What have we got? Maximo 7.5, implemented Nov 2014 replacing Hansen and other related systems 200k Assets, 300k Locations, ~90k Work Orders per year Customisations to support capital project management, asset planning and developer payments for drainage infrastructure Add-ons: Maximo, Utilities, HSE, Spatial, Linear, Calibration Integrations galore: Custom mobile apps for Service Requests, Calibration, Works Management, JSA; Risk assessments and MOC (Stature); Finance (Tech1); Project Mgmt (Project Online); Document Mgmt (Opentext); Timesheeting (Kronos); Permits (Q4); GIS (ESRI platform); Meter run hours from SCADA (PCS7/Mosaic); BI (SAB WebI, Tableau, PowerBI). Mostly flat file (csv) via Biztalk ESB and some web services 3

4 System Overview 4

5 Where from and where do What are we doing Upgrading Maximo to 7.6 as 7.5 is end of life Using the opportunity to review current customisations and configurations against business processes What do we want? Performance! Useability and simplification of work flows Insights from our data Utilise new 7.6 functionality where it is required How are we going to get there Prioritise out-of-the-box functionality Configuration over customisation Assess performance before and after Data validation and data quality uplift 5

6 7.5 - What HAS worked Continuing business maturity in defining and using asset hierarchy to interrogate data Increased visibility of work orders across business groups - asset management, operations, and maintenance (vs Hansen) Common understanding of Maximo terminology has allowed us to move from custom reports for every request to self-service through BI platforms Despite complaints of complexity, the system has been self-guiding. Never enough time to train everyone Maximo Spatial not perfect in 7.5 but has been game changer for querying work Contract management has worked well with respect to works management and use of KPIs and controls to drive outcomes Granular financial transactions allows us to analyse performance gaps and areas for improvement 6

7 7.5 - What hasn t worked Focus on asset management vs. work order management Future proofing with meters to track asset valuation and levels of service not yet utilised. Very limited asset condition data to date. Work Order cause and outcomes not tracked - PCR codes, failure modes, MTBF Licence model Added complexity with mix of authorised vs limited vs minimal extensions, named users (vs concurrent) Limits business usage of add-ons (esp. HSE) Security profiles Overly complex to manage Complex validation and control on work order status changes Goal to drive a workflow that is not transparent to users 7

8 7.5 - What hasn t worked One day we might use that Allowing user access to unconfigured functions/fields with no current business use YACF (yet another custom field) Some custom fields for niche cases have crept in Quick fixes in application designer to meet a business demand Doesn t pass through to MBO meaning no compatibility with integrations, mobility Maximo Scheduler in 7.5 Java applets - slow to load, to use, timeouts Data and process gaps limit business benefit vs. overhead to use No user access to self-service reporting (QBR, saved queries, start centres) Restriction to mitigate go-live performance issue, never reinstated Footer text 8

9 Analysis of user requests Data Fix 27% Training 6% Access and Security 30% Performance 4% System Defect 12% Useability Enhancement 7% Functional Enhancement 14% 9

10 Key lessons from previous changes Identify data gaps early that require business input Planning and scheduling is only as good as your Job Plans. Job Plans can only be as good as your catalogues and resource inventory (items/labor/materials/services) Clear requirements are key Align business definitions with Maximo terminology The clearer the requirements the better the results. Consider edge cases Assign responsibility to individuals for decision making, not a committee Learning from others and best practice Ask IBM contacts and business partners they know the system Hassle your internal and external colleagues they know your domain It s all been done before find those in your organisation who attempted this last time Scour the internet! Look at the MaxDemo dataset. Ask questions on forums Engage a separate business partner for an impartial assessment Footer text 10

11 Pre-work (there s a lot to do) Configuration improvements separate from upgrade project Identify data gaps that require business input this requires time Consolidate documentation use the opportunity to set standards Test cases - review past changes and build regression suite Business requirements get the ball rolling, provide tangible solution examples System roadmap this will not be at the detail you need What reports do we really need? look at report history Outstanding defects and PMRs compare against APARs Dependencies from other IT Projects don t rely on IT group to know these Footer text 11

12 Eating the elephant - data and process gaps Resources Maintenance Labour Asset downtime requirements Operator required? Subcontractors Materials/tools Availability Maintenance Labour availability Operator Availability Asset Operating Schedule Asset Maintenance Schedule Scope Work Priority Duration Resources Date Constraints

13 Eating the elephant - Maximo alone isn t the solution Resources Maintenance Labour Asset downtime requirements Operator required? Subcontractors << Procurement project Materials/tools << Stores project Availability << Maximo 7.6 Maintenance Labour availability Operator Availability Asset Operating Schedule Asset Maintenance Schedule Scope Work Priority << Asset Criticality project Duration Resources << Job Plan uplift project Date Constraints

14 The data and processes are somewhere in your organisation 500+ excel sheets lines of Purchase order data All unstructured data labor transactions 14

15 Managing changes and requests 15

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17 Some new and improved functions in 7.6 we are looking forward to Work Centres Much improved Scheduler and Graphical Assignment Inspection work centres Asset Depreciation APARs fixed > Linear: Flash replaced with Javascript Spatial: Linear is linked Integration via REST/JSON Improved user interface HSE: improved Audits and Surveys Chemical management in Item Master Asset and locations temporary availability New Bypass management app 17

18 How to measure success? Direct and indirect financial benefits (reduction in # FTE to perform task, reduction in # backlog work etc) Additionally: Performance metrics. Compare like for like and extrapolate. Make this part of the objective criteria with vendor Reduction in comparable issues raised Useability heuristics. Use known User Experience (UX) frameworks Ask your users! Formal surveys and informal check-ins with your champions. Surveys on corporate social media platforms 18

19 Quality of life improvements 1. Use 7.6 as opportunity to introduce significant interface changes (e.g. Autocomplete) and streamline UI (hide and change fields) 2. Extended Drilldown from IBM France dev. RFE here to make part of core: 3. Custom app to manage saved queries (all config, no java) From Steven Hume, BPD Zenith 19

20 Thank you Zoltán Kelly Asset Information Improvement Specialist Melbourne Water T: (+613)