Category Archives: Maximo

First things first for Maximo KPI’s & Metrics

After getting maintenance activities completed in the plant and documented in Maximo, most organizations want to understand what they’ve got done. Going beyond summary reports – number of work orders closed, dollars spent per month, etc., most organizations look to key performance indicators (KPI’s) and metrics to help them understand what is happening in their plant or facility. Getting measurements on activities related to Maintenance can be daunting task. Do a Google search on ‘maintenance KPI and metrics‘ and you’re likely to have a melt down on all the information that is available. Like most organizations, you’re likely to want to report on the big name metrics like OEE, MTTR, and MTBF.  Before an organization tackles one of these metrics, they should make sure they can report on more fundamental metrics. The idea is similar to the old saying, ‘walk before you run’, so here are some steps on getting started.

First, take a look at some fundamental metrics to see if you have consistent data reporting occurring in Maximo. If you don’t have good data, you won’t have good measurements to rely on. Three common metrics an organization could use are:

  1. Monthly work type by hours: This metric looks at all the work orders an organization completed in a month, grouped by work order type, then summarizing the documented time spent on each work order. This metric helps understand what type of work got completed and which type was done most often. To get a complete picture of this metric, an organization would need to see if the following is occurring:
    • Do we require all work orders to have a work type?
    • Do we have work types to properly describe the work being done?
    • Do we capture all activities on a work order or only some of them?
    • Do we capture time on all work orders?
  2. Manpower utilization: This metric looks at how much of a manpower’s available time was documented on a work order, over a given period of time. This metric helps an organization understand how well manpower is being scheduled or if there are gaps in documentation. Some questions that could be raised around this metric are:
    • Do we have accurate schedules of manpower in Maximo?
    • Are we capturing all the activities being done in the plant in Maximo?
    • Do we have inaccurate recording of manpower time (e.g. man hours are documented for a mechanic on a day they weren’t scheduled)
  3. Work orders closed with costs & zero man hours: This metric is used to see if work orders are getting closed with charged parts or materials, but no manpower time was documented with the work. Depending on the volume of work orders closed, some questions that may get raised are:
    • At what point in the closure process are we allowing an informational gap to occur that allows a work order to be closed with parts or materials charged, but no man hours.
    • Are there known exceptions we should exclude from the metric?
    • Are there steps we could enforce the rule (e.g. conditional security to not allow work order closure when costs exist)?

Some good sources on examples of maintenance related KPI’s and metrics to use:

Over the next couple of posts, we’ll take a look developing these into either a dashboard KPI for the Maximo start center or reporting metrics from a BIRT report, so the information can be run understood straight from Maximo.

Got some other topic you’d like to see covered in the future, email me or send me a tweet @MyGeekDaddy.

Maintenance , Maximo & MyGeekDaddy

Talk to anyone familiar with IBM Maximo and ask them about the top four or five related topics they’d associate with the application. Go on, try it yourself. I’m betting the common answers would probably be asset management, CMMS, EAM, work orders, planning, scheduling, inventory, reporting, or purchasing. Just about anything related to what you "do" in Maximo. Me? I think of Twitter, Facebook, and blogs. (pssst…. kind of like this one)

Huh? How does knowing what someone ate for lunch or funny pictures of their pet have to do with better facility or asset management? Probably not a lot, but bear with me for a minute. Think about how much knowledge you’ve learned mastering your areas of focus in Maximo. Now think about the volume of information related to maintenance best practices and how you could apply those techniques to your maintenance organization. Wow, now we’re talking about an enormous amount of information. Wouldn’t it be great if there was a way to find someone who has gone through that same mountain of information? There is and for me it’s social media.

The idea of using social media with Maximo is about being able to easily reach out to others and share information around a common topic. The problems you and your company are facing are probably very similar to ones that other Maximo users have faced. Things like:

  • How do I get this escalation to work the way I want?
  • Is there a better way for me to create my BIRT reports?
  • How could I do a better job organizing my security groups?
  • Is PAS55 something we should be looking into?

Some of you may have recently attended IBM Pulse and came away with some great new contacts to speak to about Maximo. What if you didn’t attend? Are you just out of luck? Nope. That’s where social media, especially Twitter, can come into play. Social media isn’t just about pushing information out, but a way to find information and pull it back in. Take a half an hour doing a search on twitter for things like "IBM Maximo", "BIRT", or "Asset Management". You’ll be amazed at the new contacts you may find.


Daily work orders… do or don’t'?

One of the more controversial topics you can discuss within maintenance/reliability circles is the use of daily work orders (ok… maybe there are more, but it’s a hot one for me).  The idea is that a new work order is issued everyday to document a set of tasks that a mechanic or operator completes each day.  This could be an inspection checklist, repetitive tasks completed each day, or any other list of activities the individual needs to do each day.

So why would a plant site want to add this type of work load to their maintenance support staff?  Here’s 3 main reasons why plants shouldn’t do daily work orders.

  1. Job Duly Noted: There’s a break point where an activity changes from a recurring task to part of a person’s normal job duties.  If a work order needs to be issued everyday to document an activity, you’ve crossed from task descriptions to normal job duty activities.  The list of activities should be moved over to a recurring checklist that the mechanic or operator just fills out as part of their day.  Can you imagine giving a receptionist a work order everyday to ‘greet customers and ‘answer the telephone’? 
  2. Screws Up Scheduling: Most plant sites are either on a 5 day or 7 day maintenance schedule.  So if a plant site is issuing out daily work orders for activities in the plant, it means they are needing handle 260 to 364 work orders, each year, for each daily activity that is being tracked.  Multiply that by 8 or 9 daily work order activities and you’ve now grown your additional scheduling load to 2080 to 3276 work order per year.  Wow! 
  3. Messes Up Metrics:  Using the previous numbers, let’s say a plant site has 2200 ‘daily work orders’ issued each year and those work orders are classified as ‘inspections’.  Fast forward 12 months and the plant’s reliability team starts to look at ways they can improve the plant’s productivity.  If the plant has an annual work order out put of 15,000 work orders, the daily work orders account for almost 15% of the total work load count.  Now factor in that the daily work orders most likely fell under a predictive/preventative category, compared to a reactive or corrective category, and now the plant will seem to be doing even a better job.  But they’re not…

If you don’t agree, leave a comment.  If you agree, leave a comment too.  Tell me why daily work orders have a place in a maintenance organization. 

Using Maximo to manage Maximo

One of the critical things that Maximo administrators struggle with is maintaining data integrity.  Paramount to data integrity is system integrity.  One of the most common leaks to system integrity that an administrator can find is the sharing of user accounts.  This could be as innocent as a user being logged in to two computers at the same time because the user is doing two things at the same time to as offensive as a user sharing his/her account to help by-pass an approval processes.  Both present their challenges – one leaves a computer unattended for possible misuse and the other is outright fraud being committed by company employee.  This article will give you steps to use Maximo Escalations to help manage user accounts. 

In Maximo 7.x (7.1.x or 7.5.x), the application stores user login information on a table called MAXSESSION.  This table includes the UserID [USERID], the computer being used [CLIENTHOST], the time the person logged into Maximo [LOGINTIME], the IP address of the client system [CLIENTADDR], and several details related to a user’s login data.  Maximo has another application module called Escalations.  Escalations are methods that Maximo uses to monitor records or processes within the application and then act when records meet the escalation point.  By creating an escalation against the MAXSESSION table, we can use Maximo to help manage Maximo.  More details on Escalations can be found on Creating an Escalation.

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