Workflow without Workflow Project successes by implementing simple workflows in Maximo with minimal effort and resources

Transcription

1 Workflow without Workflow Project successes by implementing simple workflows in Maximo with minimal effort and resources Sean Watson Business Systems Analyst, ICT November 6 th, 2012

2 City of Coquitlam 6 th largest population in BC 126,456 (2011 Census) 130 km full-time staff, 750 auxiliary 3 campuses, 17 main facilities

3

4 City of Coquitlam Major Utilities 1,665 km of mains 86 pump stations 14,300 catch basins Roads 1,200 lane kms 505 kms of sidewalk Parks & Facilities 130 facility locations and sites 412 park grounds locations & 2,100 parks assets IT 3,400 hardware and software assets

5 Maximo History in Coquitlam Too long Maximo customer since 1998 Versions 3.x, 4.x, 5.2, users across all departments

6 Maximo Usage in Coquitlam Just about everything, except safety All municipal assets in Maximo Major utilities, parks & recreation, facilities, IT Multiple integrations PeopleSoft (HR, Time & Labour) Oracle Financials (AP, GL & PO) Document Management Fuel System Up coming enhancements: TSRM for IT (Live this month) Maximo Spatial (2012/13) Mobile Solution (2012/13)

7 Workflow without Workflow Achieve a lot with very little Enhance workflows with OOTB tools Improve and automate communications Simplify the user experience

8 Workflow without Workflow Maximo 7 OOTB tools Conditional Expressions Domains and Synonyms Escalations Communication Templates Actions Roles

9 Why not Workflow? Before someone asks Workflow could possibly be used in every use case

10 Why not Workflow? However We re simple, simple is good, simple is quick, simple is flexible, we like simple Lack of resources to define, implement and support Process diversity Flexibility over structure and controls Inconsistent approval hierarchy No additional security setup required Acting users and delegation pose significant challenges

11 Workflow Use Cases Purchasing Approval requests and multiple approvals Subscription based approval notifications Integrity checking for approvers & PR limits Contract renewals and reminders Inventory and Materials Management Integrity checking to prevent future errors

12 Workflow Use Cases Employee Qualifications Expiration or renewal reminders for staff and management Work Orders Data entry audits Multiple reviews and approvals Automated data management Assets Automated data management Data entry audits Downtime notices

13 Qualifications Use Case - Challenges Aquatics track 5 or 6 individual certifications for 200+ staff Managed via paper records and spreadsheets across multiple facilities No simple means to track expiration Lack tools to ensure that staff are fully certified when scheduled Never used Maximo

14 Qualifications Use Case - Solution Employee records were already in Maximo Recreation staff consolidated data into Excel Maximo integration used to load 30 minute training session for record keepers 2 staff now manage qualification records Maximo issues all reminders to staff and management for expiring qualifications

15 Qualifications Use Case Details 2 Person Groups One group for management and supervisors One group for record keepers 2 Roles One for employee work address One for employee person address, if provided

16 Qualifications Use Case Details 4 Communication Templates 60 day reminder for employee 30 day reminder for employee 7 day warning for employee and record keepers 2 day notice for shift replacement to employee, record keepers and management

17 Qualifications Use Case Details Sample 7 day warning notice

18 Qualifications Use Case Details 1 Escalation Retrieves expiring qualifications Notifies staff based on time interval

19 Qualifications Use Case Summary Less than one day of effort to setup and load data into Maximo Minimal training required for record keepers Haven t had one non-certified employee work a shift since implementing qualifications in Maximo

20 Qualifications Next Steps Engineering and Public Works Currently consolidating training and certification records for use in Maximo Will assist with retraining and scheduling efforts Anticipate automated communications for all levels of staff HR Reviewing requirements and Maximo capabilities May use Maximo to cover all training and qualification records for the City Ease of use and simplicity of notifications have been attractive elements

21 Purchasing Overview PRs, POs and Receiving in Maximo Migrated purchasing to Maximo during 7.1.X upgrade Integrated with Oracle Financials R12 AP, GL and PO POs and Receiving sent to Financials to support AP processes

22 Purchasing Challenges 25/75 mix of electronic and paper PRs when purchasing migrated into Maximo Redundancy in data entry and approvals Mix of Maximo and non-maximo users Many casual approvers, they don t know Maximo, don t want to know Maximo Too many manual processes, s, phone calls etc

23 Purchasing Use Case Purchasing trained and mentored staff through transition over 12 months Eliminated paper PRs and generated many new users in Maximo Built numerous purchase contracts to enhance data entry, consistency and controls Prompted need for better workflow and automated communications

24 Purchasing Approvals Use Case One new synonym status for PRs, DRAFT FINISH Maximo Default PR Status Lifecycle CAN WAPPR APPR CLOSE START FINISH FINISH CAN Coquitlam PR Status Lifecycle DRAFT WAPPR APPR CLOSE START FINISH

25 Purchasing Approvals Use Case 2 Conditional Expressions Ensure that defined lifecycle is followed DRAFT to WAPPR, WAPPR to APPR etc

26 Purchasing Approvals Use Case 2 Roles PR Supervisor / Approver PR Requester

27 Purchasing Approvals Use Case 2 Communication Templates PR Approval Request for Supervisor PR Approval Notification for Requester

28 Purchasing Approvals Use Case 1 Escalation Find new WAPPR, APPR PRs and notify users

29 Purchasing Approvals Use Case Purchasing Start Centre Use generic saved queries Applicable to all e.g. :USERID instead of WILSON

30 Purchasing Approvals Use Case End User Start Centre Again, use generic saved queries Present users with only the data they need

31 Purchasing Use Case Summary Almost 100% usage of Maximo PRs now Users receive notice with direct link to PR Don t need to know how to use Maximo If only they d remember their passwords Standardized entry with increased contract usage Improved data integrity and consistency Minimal setup and administration

32 Purchasing Approvals Next Steps Expand multiple reviews and approvals process for a single PR Integrate capital approval process into PR and PO approvals

33 Purchase Contracts Use Case Automate communications for expiring contracts 1 Role Contract buyer or purchase agent 1 Communication Template Notify buyer of upcoming contract expiration 1 Escalation Find expiring contracts and notify buyer

34 Work Order Use Cases Automate notifications Some groups are new to work requests Rarely login to Maximo Require a prompt when action is required Communications are issued for certain staff to inform of new requests Upon approval, additional communications are sent to the applicable maintenance division(s) 1 Person Group, 2 Comm Templates & 1 Escalation

35 Work Order Use Cases Audit data entry Most prevalent complaint in Maximo Do not want to slow down data entry Escalation audits newly created work orders Communications are sent to users after a reasonable amount of time Inform users that standards have not been met

36 Asset Use Cases Audit data entry Escalations used to search for Incorrect or missing GL accounts Incorrect or missing failure codes Duplicate asset tags Duplicate serial numbers Etc Can correct most mistakes using actions or notify user via

37 Asset Use Cases Mass updates Use escalations and actions to perform bulk updates to specific assets or asset classes Automate notifications Asset up/down status (e.g. water hydrant out of service) Expiring warranties for fleet of vehicles

38 Inventory Use Cases Automate integrity checks Use escalations to search for problems in storerooms Average cost variances Duplicate bin numbers Null bin numbers Missing inventory balances for stock items Use communications to notify users

39 Workflow without Workflow Summary Automate communications Improve user experience Flexible solutions Minimal setup Minimal training Achieve a lot with very little

40 Questions? Sean Watson