Maximo Strategic Plan

Information Technology
Application Operations and Maintenance
Date: 9/20/2010
Version: x.x
 Version History
Date
Changes Version Created Author
Created 1.0 6/1/2010 Kramer
Formatting, Add Sections 1.1 6/11/2010 Sha, Kramer
Final First Draft 1.2 6/15/2010 Sha, Kramer
Public Version x.x 9/22/2010 Kramer

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 Table of Contents
1.0 Strategic Plan and Evaluation of IBM’s SRO (Software Relationship Offering) .... 1
1.1 Introduction ................................................................................................ 1
1.2 Background................................................................................................ 1
1.3 Strategic Plan Goals .................................................................................. 2
2.0 Strategic Plan ....................................................................................................... 4
2.1 Maximo Current State ................................................................................ 4
2.1.1 Maximo System............................................................................... 4
2.1.2 Existing Technical Infrastructure ..................................................... 8
2.1.3 Change Organization .................................................................... 17
2.2 Maximo Future State................................................................................ 17
2.2.1 Management Structure .................................................................. 17
2.2.2 Technical Infrastructure ................................................................. 20
2.2.3 New Maximo Features .................................................................. 24

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Figure Indexes
Figure 1 - Maximo Change Management Process ........................................................................................ 9
Figure 2 - Maximo Development and Test Infrastructure - Current ........................................................... 10
Figure 3 - Maximo 6 Production Architecture ............................................................................................ 13
Figure 4 - Maximo High Availability System Architecture - Current ........................................................... 14
Figure 5 - Maximo Interfaces ...................................................................................................................... 16
Figure 6 - Proposed Management Structure .............................................................................................. 18
Figure 7 - Maximo Development and Test Infrastructure - Future ............................................................ 21
Figure 8 - Maximo High Availability System Architecture - Future ............................................................. 23
Figure 9 - Maximo Patches, Upgrades and Versions Implementation Plan................................................ 39

Table Indexes
Table 1 - Maximo Modules Owned By Metro ............................................................................................... 4
Table 2 - Maximo Features Not Used ........................................................................................................... 6
Table 3 - Maximo System Interfaces ........................................................................................................... 15
Table 4 - Owned Features Not Used Under Consideration ........................................................................ 33
Table 5 - Maximo 7 Features ...................................................................................................................... 35
Table 6 - Metro Modifications .................................................................................................................... 38

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1.0 Strategic Plan and Evaluation of IBM’s SRO (Software Relationship
Offering)

1.1 Introduction
This document is composed of four major sections.
The first section focuses on putting the current Maximo and Metro
environment into the proper perspective for the following sections.
The second section is a strategic plan for Maximo focusing on its current
state and a recommended future state.
The third section is an evaluation of IBM’s SRO. The SRO is evaluated
against the gap between the Maximo current state and the Maximo
proposed future state.
The fourth section is a recommendation on what should be put forward to
IBM as a basis for a more appropriate SRO proposal.

1.2 Background
Metro is the principal transit agency for the District of Columbia and its
connecting suburbs, including Montgomery County and Prince George’s County
in Maryland; Fairfax Country and Arlington County in Virginia; and the cities of
Alexandria, Fairfax, and Falls Church in Virginia. Metro operates bus, rail, and
para-transit services. It has approximately 10,000 employees, an annual
operating budget of $1.4 billion and an annual ridership of approximately 365
million passengers.

In support of the maintenance of our bus, rail, and service vehicle fleets (among
other assets such as elevators, and escalators), Metro upgraded to Maximo 6.2.3
as its enterprise maintenance and materials management system. This upgrade
took place in April 2009. The system is currently in the production support phase
of the systems development life cycle.

Among other things, Maximo provides users with access to:

Incident tracking
o Tracks BOCC, EOCC, MOC, ROCC and COPS incidents and
generates follow-up work orders
o Reports are available on incident costs
Asset tracking
o Tracks status of 268 thousand assets at Metro facilities
Service request and work order tracking

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 o Tracks maintenance records on asset, labor hours and materials
o 160 thousand work orders per month
Plans and preventative maintenance
o Creates job plan for complex tasks which enables a mechanic to
follow standard procedures
o Generates preventative maintenance work orders based on time or
mileage schedule maintenance schedules
Inventory
o Manages 66 thousand items at 32 storerooms & shops and 263
forward supply points
o Tracks 88 thousand inventory transactions including issue, transfer
and adjustment
Purchasing
o Generates purchase requests on reorder point
o Integrates with PeopleSoft Purchasing
o Tracks receipt and sends to PeopleSoft Accounts Payable for
payment
Warranty claims
o Tracks warranty repairs and makes claims to vendors
KPI and reports
o User customized key performance indicators

Easy access to such information, for example, enables planners to forecast parts
requirements so that maintenance needs can be met quickly, but without keeping
a large number of duplicate parts in the inventory. In addition, an integrated
reporting engine, along with basic modeling and graphics capabilities, enables
more accurate analyses and dissemination of information throughout Metro.

To standardize asset management practices across all of Metro’s asset types

and eliminate stand-alone legacy systems, Metro embarked on an initiative to
implement Maximo for IT in order to implement service management, IT asset
management, Release Control, Change Control and purchasing.

1.3 Strategic Plan Goals

Metro faces a variety of issues such as reduced ridership due to a poor
economy, constrained operating and capital funding, an increased internal and
external focus on safety, and riders’ desire for higher reliability of service.

Maximo is one of the primary ways in which Metro can deal with some of the
above issues. However, Maximo in a broad sense has its own issues which

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constrain Metro’s ability to take actions. These are described in more details in
the Strategic Plan section, and are as follows:
Metro is not using its currently purchased or installed features to its fullest
Metro is slow to implement new patches, releases and versions which
have capabilities that Metro desires
There is no central management point in Metro addressing Maximo issues
in its broadest sense
Maximo’s infrastructure is fragile as evidenced by the two recent power
outages which knocked-out Maximo for several hours in each instance

By addressing these issues through the Strategic Plan recommendations, Metro

can expect the following outcomes:
A Program Management Office that drives change to completion with a
more rigorous approach and timeline
Improved asset availability
Usage based maintenance where appropriate
Improved parts inventory management
Advanced configuration management
Improved work management

This strategic document exists as a precursor to a planning initiative that will yield
benefits to Metro.

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2.0 Strategic Plan

The strategic plan is divided into two major sections. The first is an examination
of the current state to identify the issues. The second major section focuses on
the future state recommendations to resolve the current state issues.

2.1 Maximo Current State

The following sections describe Maximo as it is currently installed and used at
Metro across a broad variety of indicators. These sections include details on:
Maximo Modules/Features
Existing Technical Infrastructure
Management Organization

2.1.1 Maximo System

The following sections focus on the business features available to Metro via
Maximo. It focuses on the following:
Modules Owned By Metro
Feature Owned, but Unused by Metro

2.1.1.1 Maximo Modules Owned By Metro

The following describes various characteristics of the Maximo modules owned by
Metro. There are modules that are used across all maintenance organizations.
There are modules specific to individual maintenance organizations. Some
modules are purposely designed for one particular work process, however, there
are modules that should be used virtually across Metro, but are not. There are
also multiple modules owned by Metro that are currently not in use which appear
to have value to Metro.

Table 1 - Maximo Modules Owned By Metro

Implemented
Modules Version Date Description
Administration TR 6.3 and 4/26/2009 Setup Maximo system variables.
Core 6.2.3
Assets TR 6.3 and 4/26/2009 Manage assets and locations.
Core 6.2.3
Configuration Core 6.2.3 4/26/2009 Configure Maximo database, applications, schedule
and escalation.
Contracts TR 6.3 and 4/26/2009 Manage contracts with vendors.
Core 6.2.3
Desktop The Desktop Requisitions module is a self-service
Requisitions module, designed to be used by both experienced and
novice users. It includes instructions on each screen to

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 Implemented
Modules Version Date Description
guide you through each process.
Financial Core 6.2.3 4/26/2009 Define financial information (exchange rates, tax
codes, General Ledger accounts, financial periods, and
so forth) at the Organization level.
Integration Core 6.2.3 4/26/2009 Define Maximo Integration Configuration
Inventory TR 6.3 and 4/26/2009 Manage item and tool inventory.
Core 6.2.3
Planning TR 6.3 and 4/26/2009 Plan how work should be performed.
Core 6.2.3
Preventive TR 6.3 4/26/2009 Manage preventive maintenance.
Maintenance
Purchasing TR 6.3 and 4/26/2009 Manage purchasing process.
Core 6.2.3
Report and KPI TR 6.3 and 4/26/2009 Maximo reports and Key Performance Indicators
Core 6.2.3
Resources Core 6.2.3 4/26/2009 Create records for individuals and groups.
Safety Record safety related information.
Self-Service Allows users to create and submit purchase
Module requisitions and service requests.
Service Desk IT Core 6.2.3 12/26/2009 Manage customer requests for help, information, and
service.
Service Manage services provided by Metro, or purchased
Management from vendors.
Warranty TR 6.3 4/26/2009 Use the Warranty Claims application to generate
warranty claims based on warrantable transactions,
such as labor use and material use.
Work Orders TR 6.3 4/26/2009 Manage work orders, labor assignments, and labor
hours
Workflow Core 6.2.3 4/26/2009 Maximo Workflow provides a dependable and
repeatable method for routing Maximo records to the
people that need to act on them. This is useful for
managing the approval process of records such as
tickets, purchasing records, and work orders, and
ensuring that the approval process happens in a timely
manner.
Asset Navigator Navigate a list of parts that make up the asset, or use
(IPC) interactive exploded diagrams of the asset to select
parts.
Microsoft Project Manages visual asset-related data and provide quick
Integration and easy identification of critical asset information.
Improve access to critical asset-related information
leading to improved operational efficiency, increased
productivity and decreased maintenance costs.
Motor Pool Use Vehicle Requests to enter a request for a vehicle
to be dispatched to you or another user. View the
details of existing dispatch requests. Vehicle
Scheduling can assign vehicles and drivers to dispatch
requests that were created in the Vehicle Requests
application.
Security TR 6.3 and 4/26/2009 Maximo security features and services include adding
Core 6.2.3 and Managing Users; Security Groups; and User
Security Profiles.

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2.1.1.2 Maximo Features Not Used
The following describes various business features of the Maximo modules
implemented at Metro, but are not used. Some of these features that are
currently not in use appear to have value to Metro. These can be seen in Table
2 below.

Table 2 - Maximo Features Not Used

Features Used Description

Assets Manage assets and locations.
Logs No Maintain a log of problems reported by vehicle operators, and to track the
status of the reported issues. Use the Log Problems sub tab to report asset
problems. Problems can be reviewed by the appropriate personnel and work
orders can be generated to deal with the problems. Monitor the status of
reported problems and quickly see if there are issues that have not been
addressed.
Meters Groups No Define a logical grouping of meters that will exist in a Meter Group. Meter
Groups represent a collection of meters that will be used together multiple
times. By creating a meter group user can add multiple meters to an asset or
location at the same time.
Configuration Configure Maximo database, applications and escalation.
Actions No Create and manage actions and action groups that can be used with escalation,
service level agreement (SLA), and workflow processes. An action is an event
that Maximo triggers when it encounters records that meet the conditions
defined by an escalation point, service level agreement, or workflow process.
Roles No Create, modify, view, and delete role records that can be used as part of a
communication template, escalation, service level agreement (SLA), or workflow
process. When a role is used within a process, Maximo can determine the
correct individual(s) the process is routed to base on information with the role
record.
E-mail Listener No Receive and process incoming Service Desk e-mail messages. Configure the
Configuration Listener to monitor multiple e-mail accounts and retrieve e-mail messages from
each. An example of an e-mail account used for this purpose might be
[email protected]. The application supports multiple attachments
for each message, either inline attachments (for example, a screen capture
within the body of the message) or standard attachments. For e-mail protocols,
the application supports POP3, and IMAP. These are the standard mail access
protocols that a client program uses when it retrieves e-mail messages from a
mail server.
Contracts Manage contracts with vendors.
Lease/Rental No Define the overall terms and conditions of an agreement between a vendor and
Contracts a customer regarding one or more rotating assets.
Labor Rate No Define labor rates for crafts, skills, and optionally, labor records. With the Labor
Contracts Rate Contracts application, Manage outside labor and their rates.
Master Contracts No Associate many types of contracts for the same vendor. A master contract
defines the relationship with a vendor that applies to the contracts associated
with it. It provides detailed information about a contract's terms and contact
information.
Financial Define financial information (exchange rates, tax codes, General Ledger
accounts, financial periods, and so forth) at the Organization level.
Cost Management No In conjunction with an external project costing system can help to track project
costs and manage budgets more effectively. By creating a project in the Cost
Management application and linking work orders to that project in the Work
Order Tracking application, user can generate project cost information to track
the financial resources required to complete the project.

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 Features Used Description
Inventory Manage item and tool inventory.
Service Items No Insert and maintain services requisitions that are either on a frequent or
infrequent basis. The Service Items application allows create service item
records and to view or manage a list of vendor companies that supply the
service item.
Tools No Manage information about the tools used to perform work. Tools are typically
non-consumable items for which users charge an hourly rate for their use. Some
examples of tools include air compressors, nail guns, calibration equipment, and
heavy equipment such as cranes and excavators. Catalog these tools in an Item
Set, which can then be shared by the organizations using that Item Set. User can
add these tools to storerooms, and use them on job plans and work orders.
When use a tool on a work order, Maximo can reserve the tool in the specified
storeroom. User also can issue, receive, and transfer tools from storerooms.
Stocked Tools No Manage existing tools in storerooms. To create new tool records, the Tools
application must be used.
Condition Codes No Allow to build the master list of condition codes for a particular item set.
Fuel Issues No Issue fuel and fluids from bins, or tanks, in storerooms. Before user can issue a
fuel or fluid, the item must be created as a fuel or fluid in the Item Master
application. The fuel or fluid item also must be added to a storeroom and
assigned to a bin. When issue metered items such as fuel, Maximo updates the
meters for the asset that receives the fuel in the Fuel Issues application.
Stick Readings No Enter stick readings, or fuel dips, of containers of fuels and other fluids. This
application maintains a historical record of all recorded readings.
Fuel Transactions No Import transaction data from an external source, such as a fuel provider. Use the
Import data to create transaction records in the Maximo database. This feature Maximo
records up-to-date with transactions against assets, even if the transactions are
initially recorded by a system or vendor outside Maximo.
Planning Plan how work should be performed.
Safety Plans No Define the safety procedures. These can be either generic safety plans for use
on all work assets or location, or for use when working on a particular work
asset or location. In the Job Plans application, users develop step-by-step
procedures to do a particular type of work. Then, associate safety plans with
specific job plans in the Job Plans application. Associated safety plans can still be
used with other assets that they are not associated with.
Purchasing Manage purchasing.
Request for No Create requests for quotations and store the quotations and assess which
Quotations vendor best meets users’ needs.
Desktop The Desktop Requisitions module is a self-service module, designed to be used
Requisitions by both experienced and novice users. It includes instructions on each screen
to guide through each process.
Create Requisition No Create and submit a desktop requisition.
View Requisitions No Search for, view, and change the status of existing requisitions.
View Templates No View specific information about requisition templates, including shipping
addresses, charge information, and line item details. Edit the template
requisitions and create new requisition from the templates.
View Drafts No View draft requisitions, and edit them.
Service Desk Manage customer requests for help, information, and service.
Incident No Create records of incidents that result in an interruption to or reduction in the
quality of a service.
Work Orders Manage work orders, labor assignments, and labor hours.
Mechanic's No Assign work and report on work accomplished within the same application.
Clipboard
Service Manage services provided by Metro, or purchased from vendors.
Management
Service Groups No Create service groups and catalog the services provided by those groups.
Service Level No Define agreements between service providers and customers, documenting

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 Features Used Description
Agreements agreed upon levels of service.

2.1.2 Existing Technical Infrastructure

2.1.2.1 Configuration Management

Configuration management concerns maintaining a healthy working Maximo as it
undergoes changes. This includes:
A documented and auditable change control process
Controls for multiple source code versions
A test environment that has the capacity to fully test all the ongoing
changes

2.1.2.1.1 Change Control Process

Maximo has a specific documented change control process that is used for all
Maximo system changes. This is followed rigorously and is compatible with
Metro’s (SDLC) System Development Life Cycle.

All changes to Maximo are documented in the FogBugz case system. Bugs,
features, schedule items, and customer inquiries are the types of cases in
FogBugz. Each case in FogBugz is assigned to exactly one person who must
either resolve it or assign it to somebody else. Similar to the manner that
Maximo is used, most developers on the Maximo team will come in every
morning, go to FogBugz to see what work is assigned to them. The change
management process is a sound process and based on the SDLC.

The process is diagramed below.

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 Maximo Change Management Process

Develop Discuss Receive

start Functional Requirement Training from Stop
Manager Requirement with SME SME

Yes Contact
QA region
Manager to
Testing
Test Feature in
Successful
QA Region
Yes
Yes

Does
Review Create Submit to
Feature No QA region
Manager’s Requirement 3mstech@wm
Exist in Testing
Requirement Document ata.com Feature
Maximo Successful?
Sign off
SME

Contact SME Contact All

No TST Region
to Test in SMEs to Test
Testing
MX6TST1 in MX6QA1
Successful?
Region Region

Deploy to Yes Deploy to Feature

Close Fogbugz
IT Manager/Developer

Review and MX6TST1 MX6QA1 Sign off in

Prioritize Ticket
Region Region SMEs Meeting
Request

Yes
Assign Develop DEV Region
Check out
Fogbugz Feature in Unit Test in Testing Check in
Source from Deploy to
Ticket to MX6DEV1 MX6DEV1 Successful? No Source to
Vault Production
Support Staff Region Vault
No No

Figure 1 - Maximo Change Management Process

2.1.2.1.2 Source Control

Maximo uses Vault to manage versions of source code. This is especially
important since there are typically multiple efforts going on simultaneously and all
eventually must be merged and migrated to a single production system. When
source code from multiple development efforts conflict with each other, Vault
helps manage the conflicts so that a single working module is produced.

Vault is designed to ensure the reliability of data – data being the system code.
Vault allows developers to check programs in and out for changes and keeps a
history list of checked-in programs and changes.

Vault is an industry standard product and capable of meeting Metro’s needs for
the long-term.

2.1.2.1.3 Test Infrastructure

Maximo has multi-layered test environment. It includes a development
environment, a test environment, and a quality assurance environment. The
development environment is where the Maximo developers make enhancements,
do bug fixes or perform upgrades. The developer tests the change in their

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development environment before passing it to the test or QA environment. The
test environment is used to test any changes that require interfaces to other
systems. If a change does not impact interfaces, it immediately goes to the QA
environment. If a change requires interface changes it goes to the test
environment and when testing is successful, the change goes to the QA
environment. The QA environment is used by the business unit to complete UAT
(user acceptance testing). After UAT is successful, the changes are migrated to
production.

Metro does not have enough test environments for the level of change that will
be recommended in the Strategic Plan. The test environments are configured as
follows.

Maximo Development and Test Infrastructure - Current

QA and User
Development Test Production
Acceptance Test

DEV1 TST1 QA1 PROD

Figure 2 - Maximo Development and Test Infrastructure - Current

2.1.2.1.4 Automated Testing

Application software testing is the foundation of a quality assurance program.
The purpose of software testing is to detect problems and to insure delivery of
quality software applications. Software testing is an integral part of our SDLC
and is defined as an investigation conducted to provide stakeholders with
information about the quality of the product or service under test. Software
testing also provides an objective, independent view of the software to allow the
business to appreciate and understand the risks at implementation of the
software. Test techniques include, but are not limited to, the process of executing

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a program or application with the intent of finding software bugs.

Software testing can also be stated as the process of validating and verifying that
a software program/application/product:
meets the business and technical requirements that guided its design and
development
works as expected
can be implemented with the same characteristics

Manual testing is time-consuming and tedious, requiring a heavy investment in

scarce human resources. Additionally, time constraints often make it impossible
to manually test every feature thoroughly before the application is released.
Automated testing addresses these problems by dramatically speeding up the
testing process. It allows Metro to create tests that check all aspects of the
application, and then easily run these tests every time Maximo changes.

Automated software testing is the process of using software to manage the

testing process as well as to record and replay the tests which have been
developed to validate the software application.

To accomplish this automated testing, Metro has three automated software

testing tools from Hewlett-Packard.

HP Quality Center: Quality Center is a web-based test management tool which

serves as an online repository for all types of testing activities. Quality Center
helps organize and manage all phases of the application testing process,
including identifying releases, specifying requirements, planning tests, executing
manual and automated tests, tracking defects, and reporting metrics.

HP Load Runner: LoadRunner is load and performance testing software

product that enables Metro to measure end-to-end performance, diagnose
application and system bottlenecks and tune for better performance.
LoadRunner is used to simulate multiple users accessing various functions in an
application.

In a performance testing or application management environment, LoadRunner

replaces human users working on physical machines with "virtual" users. The
Virtual User Generator (VuGen) works on a record-and-playback principle. As
Metro walks through a business process on Maximo, VuGen records our actions
and creates automated scripts which can be reused to validate performance
anytime the application changes.

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Metro has the ability to mimic up to 500 simultaneous users with Load Runner.

HP QuickTest Professional: QTP (QuickTest Professional) software is an

automated testing software tool for building functional and regression tests. QTP
lets Metro create reusable, easy to maintain test scripts that verify the
functionality of our application. The tool captures and replays user interactions
automatically.

At the end of a test, QTP generates a test result. The test result indicates
whether a test passed or failed, shows error messages, and may provide
supporting information that allows users to determine the underlying cause of a
failure.

Over the past year, these tools have been used to perform load tests on
applications such as Maximo and the new SmarTrip web application, to store and
execute test scripts by for the PeopleSoft applications and for defect tracking by
the GOTRS team.

Maximo currently has limited automated testing for features testing and volume
(stress) testing. This is one of the limiting factors preventing rapid migration to
new versions of Maximo or point releases.

These tools in total are a best of class testing tools. The 500 simultaneous users
that we can simulate are more than enough to stress test Maximo and mimic a
normal workload.

2.1.2.2 Server Infrastructure

At Metro, Maximo is implemented on a cluster environment. Twelve physical
production AIX servers are used for application, integration and reporting.
Application servers are clustered in both a horizontal and vertical fashion. An F5
hardware load balancer is used to spread the several hundred simultaneous
Maximo users across the physical servers. The Maximo environment is
composed of the following:
Hardware: IBM pSeries, IBM Blade Series, BIG-IP F5 Network Appliance,
VMWare Virtual Machine.
Operating System: AIX 5.3, UNIX NFS, Windows 2003 Server.
Applications: Maximo 6.2.3 with Transportation 3.0, WebSphere 6.0
FP35, Actuate iServer 8 SP 2, Oracle 10.2.0.1, and Rules Manager SE.
Deployment: A BIG-IP F5 load balancing cluster servicing 24 WebSphere
applications, deployed across 12 WebSphere Nodes and 12 physical IBM
Blade Series and pSeries servers. Standalone MEA WebSphere server,
Standalone Meters/Crontask WebSphere server. All deployed and

12
 managed from 2 WebSphere Cells.

It is architected as follows with interactions to other systems:

Maximo 6 Production Architecture

Item, PR, Receipt, Journal
Transfer, Issue, PO Vendor, Purchase Order
Receipt, Adjustment

Maximo MEA Peoplesoft OrbCAD BSMS

Warehouse Servers Op
tr
Mile Finance Fleetwatch
am age
WCS/WMS W (BS Master

Ch
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, Fle

ar
Or

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Mi
Admin Server ELES

s
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Build Server SCADA

Views

Load Balancer
Oracle Staging
Maximo Oracle Database
Database
Users MX6PROD
MX Application Servers MMXPRD3
ELES
IBM Maximo 6.2.3 Core &
Internet &
6.3 Transportation
A Mi
Intranet
L
Wo sset ocat lea Feed
rk S io ge
Or tatu n
Work Order, Asset de s, P
r, I M
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ide

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w
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SMTP Server

WebVPN RPM

Maximo Servers
Actuate Report Server
Peoplesoft 3MS Support Servers
Maximo Bentley Optram & HR
Remote Users Crystal Report Server Rev. 1.8
March 11, 2010

Figure 3 - Maximo 6 Production Architecture

The internal Maximo core architecture can be understood through Figure 4 and
its relationship to high-availability. This architecture was examined in detail by
IBM after we experienced several outages due to Maximo’s infrastructure
including data center power.

This infrastructure falls short of what Maximo users are expecting from an
availability and reliability perspective.

13
 Maximo High Availability System Architecture - Current

F5 Load
Balancer

Blade Chassis
WAS Cell01
Cron, Acweb, Meter

Actuate Report
Maximo 01-10

Maximo 21-27
Blade

Blade

Blade

WAS MEA MEA

Admin Outbound Inbound

Oracle Database

Oracle
Server

EMC VMAX Hardware Replication

SAN/EMC SAN/EMC
Storage Storage

JGB Production CTF Disaster Recovery

LEGEND
Active
Stand-by

Figure 4 - Maximo High Availability System Architecture - Current

14
2.1.2.3 Maximo System Interfaces
As a system that crosses many work processes, Maximo has a number of
automated interfaces that:
Improves the quality of information between Maximo and the interfacing
system
Improves the timing of the information between systems
Improves the operation efficiencies of the impacted processes.

Most of the interfaces work as expected, however others (such as the purchase
process interfaces) are either problematic or need to change due to business
process redesign issues. The details of what is exchanged between Maximo and
other systems can be viewed in Table 3.

Table 3 - Maximo System Interfaces

Interfaces Data Type Description
PeopleSoft Financials GL Chart of Accounts Loads all valid Chart of Accounts from PeopleSoft
GL Components Loads all General Ledger Components from PeopleSoft
PeopleSoft Rules Sync Loads all the PeopleSoft GL Component rules in order to
validate the GL Strings in Maximo
Vendors Loads PeopleSoft Vendor information into Maximo
Purchase Orders Loads POs that are sent from PeopleSoft into Maximo
Journal Entries Sends all journal transactions created in Maximo to
PeopleSoft
Item Master Sends Item Information from Maximo to PeopleSoft
Purchase Requisitions Sends PR created in Maximo to PeopleSoft
Receipts Sends material receiving information to PeopleSoft
PeopleSoft HCM Person Sends all WMATA Employees Information to Maximo
Labor Rate Sends all WMATA Employees Labor Rate to Maximo
Craft Rate Sends all WMATA Employees Craft Rate to Maximo
Craft Sends all WMATA Employees Craft to Maximo
LaborCraftRate Sends all WMATA Employees Labor Craft Rate to
Maximo
Locations Sends all WMATA Employees Location to Maximo
Optram Equipment and Equipment Sends Maximo track and structure assets to Optram
Template
Work Orders Sends Maximo work order and PM to Optram
Work Order Defects Sends Optram defect work order to Maximo
Fleetwatch BSMS Downloads Bus Meter readings into Maximo
Fleet Watch Downloads Bus Meter readings into Maximo
SCADA Work Order Creation Creates work orders in Maximo as a result of incidents
created for Elevators and Escalators
Intranet ELES Updates the ELES intranet and internet page with work
order and equipment status relating to Elevators and
Escalators
Warehouse Receiving Downloads all receiving information from WCS to
Management Maximo
Issuing Downloads material issued in WCS to Maximo
Transferring Downloads material transferred between storerooms
and 400
Inventory Adjustments Downloads inventory adjustments

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 Interfaces Data Type Description
Inventory Counting Downloads cycle count
Purchase Orders Uploads PO related to storeroom 400 to WCS
Work Orders Uploads work order material reservations from Maximo
to WCS
Orbital Incidents Creates bus incidents in Maximo
RPM RPM Mileage Downloads railcar mileage into Maximo
Location Gets railcar location to Maximo
Incidents Uploads all work orders created for rail car incidents to
RPM
Car Inventory Uploads any new rail cars that are added to inventory to
RPM
Status Uploads the status of all rail cars to RPM
Restrictions Uploads any rail car restrictions for rail cars to RPM
PMs Uploads all preventive maintenances created for rail cars
to RPM

The interfaces can also be viewed as shown by Figure 5.

Legend Project Tie-in (see project
Version
Draft
Maximo Interfaces
N
funding chart)
Strong
Data Flow
06/08/10 Needs Improvement
Weak/Missing 1.0
Missing Data Flow

Tracks fuel, oil and RPM works in Reports elevator

mileage for buses in fleet Sends employee and escalator
data to Maximo for conjunction with
and determines when Maximo for railcar outages via email or
routine maintenance assigning issues text message to
and responsibilities specific repairs
must be performed service subscribers

PeopleSoft –
Rail Performance
Fleetwatch Human ELLEN
Monitor (RPM) Elevator and Escalator Status
Resources
IT IT IT IT
Incidents, Color Coding ►
◄ Mileage, Location Data
Inventory, Car Status,
Maintenance Work Orders

Demographics

Elevator and Escalator Status ELES – Out of

Maximo Service
IT
Warehouse Inventory changes IT
Reports elevator
Control System and escalator
IT outages to the
public website
Work Orders ►

Collects data about

tracks using a geometry
◄ Assets

car and creates work

orders for Maximo when
anomalies are found.

Bus Inventory and Status (nightly) Bus Transit

PeopleSoft - Purchase Orders
eProcurement Optram Database
IT
IT Stores historical
Automatically updates Collects data about bus data
inventory in Maximo tracks using a geometry
when new assets are car and creates work
procured orders for Maximo when
anomalies are found.

Figure 5 - Maximo Interfaces

16
2.1.3 Change Organization
There is no central organization responsible for managing Maximo and the
maintenance processes improvements. Representatives from Information
Technology, maintenance offices, materials and accounting meet weekly to
discuss Maximo issues. These meetings are facilitated by the IT Functional
Liaison and are held at the CTF. A typical meeting consists of:
An update by the Maximo team concerning upcoming changes to Maximo
functionality
Discussions about new problems discovered with the software and/or
business processes
Requests for changes to the Maximo software including determining if the
change will affect another maintenance office’s business process
Requests for new reports including determining if an existing report can be
used or modified to satisfy the requirement

These meetings also provide a forum for the SME’s to share their business
processes and Maximo solutions. Many of the applications used in Maximo are
shared by numerous offices. Proposed changes must be reviewed by all offices
to ensure they will not affect another office’s business process. All SME’s must
approve changes before they are implemented.

When changes do get implemented, there is no formal consistent training

mechanism in place to ensure it is used properly by the requesting maintenance
office.

What this process also shows is that senior executive’s priorities and directions
do not have a formal mechanism to be communicated to the team that is doing
the day-to-day work on Maximo.

2.2 Maximo Future State

The following sections describe Maximo as we see the future state at Metro
across a broad variety of indicators. These sections include detailed proposals
on:
Management Organization
Existing Technical Infrastructure
Maximo Modules/Features

2.2.1 Management Structure

Metro requires a different management structure to steer Maximo to our required
future state. This organization is instituted on the basis of a Project Charter and

17
is managed by an Executive Steering Committee. The Project Charter should
establish Project Officers from TIES, Bus, CFO, IT, and other key stakeholders
as determined by the Executive Steering Committee. The Program Manager for
this organization should be a Project Officer and must have an administrative
reporting relationship to a Metro executive. The recommendation for this
reporting relationship is TIES because of the large usage of Maximo in that
organization. Another possibility is the DGM, Operations. The organization may
at some point be incorporated into a more formal organization (e.g., department
or branch) and, in lieu of this, the Charter should allow for renewal on a periodic
basis. This recommended organization is provided below in Figure 6.

DGM Operations
or ESC –
AGM TIES (COO, CFO, CIO, CPO)

Maximo Project Office

Program Manager (full-time)
Project Officers (Finance, IT,
Operations – part-time)

Organization BMNT and TIES

ACCT IT Lead
Optimization Material
SME
Lead SMEs

Trainer BMNT PLNT Procurement

SME SME SME

CMNT TSSM OCC

SME SMEs SMEs

ELES IT NOC/NCS
SME SMEs

Figure 6 - Proposed Management Structure

2.2.1.1 Future State Support Organization Role Descriptions

Metro should use the following role descriptions to fill needed roles within the
Project Management Office.

18
2.2.1.1.1 Program Manager
The Program Manager, in particular, will be relied upon to provide the intangible
qualities of leadership and energy. The Program Manager should have
experience managing large enterprise-wide solutions and change initiatives that
leverage IT as an enabler of that change. The Program Manager should have a
strong understanding of the materials and maintenance business process and
applicable enterprise solutions, and if possible provides the advantage of
knowing the Metro business process. This understanding should include the
strategic impacts of enterprise solutions on the business process of the
organization and the importance of process change to solve business problems
as they arise and the role of technology to enable change. This concept is
critical and heightened at Metro. The Program Manager must provide those
standard qualities expected from all strong managers and leaders in particular
organization, accountability, and communication.

2.2.1.1.2 Organizational Optimization Lead

The Organizational Optimization Lead will lead Metro’s efforts to set
expectations, communicate, identify and target policies and past practices that
require change, and prepare for and drive change within the organization.
Responsibilities of the Organization Optimization Lead and team also include
training to ensure that users have the appropriate training for their job profile.
Training was an issue raised with past major Maximo initiatives. This individual
must be able to leverage the power granted them from the Project Charter to
drive a successful change effort. This is not a ―soft‖ position that makes the
change effort at Metro easy – that would be an unreasonable expectation. This
person will enable and if necessary force the change needed by the Program
Manager, the Officers, and the Executive Steering Committee.

2.2.1.1.3 Functional and Technical Leads

The Metro Functional and Technical Leads will provide knowledge leadership of
the Metro business process and organization operations, constraints and
opportunities. The leads will be the primary decision makers for tactical design
considerations for the future state best practice solution. These people will lead
Metro efforts to verify requirements before a project’s commencement. These
leads must have an in-depth understanding of these requirements, and lead
efforts in their respective areas during all phases of the project life cycle and
therefore must have excellent team leadership, oral communication skills,
meeting facilitation skills, and the proven ability to successfully complete tasks
on-time and on-budget. The leads should maintain a thorough understanding of
public transportation agency materials maintenance and management practices,
and if possible provides the advantage of knowing the Metro business process,
including the following areas:

19
 Accounting Lead
Bus Lead
ELES Lead
CMNT Lead
Plant Lead
TSSM Leads
MOCC Lead
Materials Lead
IT NOC/NCS Lead
IT Lead

We do not see these as being full-time jobs, except on certain projects and/or
certain areas on certain projects. We are recommending that these people be
matrixed to the PMO. Because we are recommending that these people are
matrixed, there will be times when their administrative manager must allow the
appropriate level of participation on projects.

2.2.2 Technical Infrastructure

As part of the strategic direction, certain technical infrastructure changes must be
made. These include:
Expanded automate testing
Improved disaster recovery and high-availability

2.2.2.1 Automated Testing

Metro has best of breed testing software with the Hewlett Packard testing suite.
Metro should invest in using this fully. The benefits are as follows:

Testing is high cost and one of the reasons business units shy away from
keeping the system current. A fully automated test suite will greatly reduce the
testing workload for all involved in system changes.

Metro should fully invest in completing a full suite of testing scenarios before
undertaking any major effort such as an upgrade or implementation of a new
module. Metro should include a full-time QA analyst on the PMO team.

2.2.2.2 Testing Infrastructure

This Strategic Plan anticipates a higher volume of work done in the Maximo
workspace. This is presumed based on the expected management commitment,

20
dedication and the large multi-year budget approved through the CIP process.
The current single-threaded testing environment described previously cannot
possibly support this level of work. A new testing infrastructure has been
recommended and architected. It is based on providing each developer a
workstation on which a complete Maximo test environment can be built. It also
has two test environments for the current system next step testing, two test
environments for major project work (such as Asset Navigator) next step testing,
and one test environment for integration next step testing. There are three user
acceptance testing environment – one for the current system, one for major
projects and one for integration testing. The environments are organized as
follows along with the testing flows.

Maximo Development and Test Infrastructure - Future

QA and User
Development Test Production
Acceptance Test

TST1 QA1
DEV1 PROD
Current Current

TST2 QA2
DEV2
Current Major Project

TST3 QA3
DEV3
Major Project Integration

TST4
DEV4
Major Project

TST5
DEV5
Integration

DEV6

DEV7

DEV8

DEV9

Figure 7 - Maximo Development and Test Infrastructure - Future

2.2.2.3 High Availability and Disaster Recovery

As Metro considers moving forward with Maximo 7 and the other modules, we
21
are interested in exploring ways to best configure the overall infrastructure and
properly size and configure formal staging and production environments for the
future. Also a goal is to have room to grow within the environment. The purpose
of this section is to clearly illustrate the proposed Maximo systems infrastructure
recommended. This is based on a recommendation by IBM study to satisfy the
above requirements.

This configuration has within the primary data center the ability to fail over to
equipment without interruption. As long as the data center is not fully out of
commission (such as a power failure) many external interruptions will be
transparent to the business users of Maximo.

Should the entire data center be lost, the backup data center can pick up the
load. There is expected to be a short outage in this type of situation, but more
analysis is needed to determine how long the recovery would be.

Figure 8 shows the layout of the high availability infrastructure that was
recommended and tweaked to Metro specification. A comparison with Figure4,
which is our current environment shows a significant difference that must be
closed. The steps necessary to create the high availability infrastructure must be
prioritized and integrated into an overall implementation plan that needs to be
created.

22
 Maximo High Availability System Architecture - Future

F5 Load F5 Load
F5 Load
Balancer Balancer
Balancer

Blade Chassis Websphere Websphere Blade Chassis Blade Chassis Websphere

WAS Cell01 IHS Load IHS Load WAS Cell02 WAS Cell03 IHS Load
Balancer Balancer Balancer

Cron, Acweb, Meter

Cron, Acweb, Meter

Cron, Acweb, Meter

Actuate Report
Maximo 01-10

Maximo 11-20

Maximo 21-27
Actuate Report

Actuate Report
Maximo 01-10

Maximo 11-20

Maximo 21-27

Maximo 01-10

Maximo 11-20

Maximo 21-27

Blade

Blade

Blade

Blade
Blade

Blade

Blade

Blade

Blade

Blade
Blade

Blade

WAS MEA MEA WAS MEA MEA WAS MEA MEA

Admin Outbound Inbound Admin Outbound Inbound Admin Outbound Inbound

Oracle Real Application Cluster (RAC) Oracle Active Data

Guard
Oracle Oracle Active Data Guard Oracle
Server Server Server

SAN/EMC SAN/EMC
Storage Storage

JGB Production CTF Disaster Recovery

LEGEND
Active
Stand-by

Figure 8 - Maximo High Availability System Architecture - Future

23
2.2.2.4 System Interfaces

The breadth of existing systems interfaces, along with possible problems or

missing interfaces were reviewed in the Current State sections. It is
recommended that a detailed analysis be completed on the problematic
interfaces to determine how they should be changed to better fit within Metro’s
business process, examine if any necessary interfaces are missing (such as
integration with Microsoft Project) and the results of this analysis integrated into
the overall deployment plan that should be created.

We noted that the PeopleSoft Financial Systems Integration project is going to

address the PeopleSoft Procurement/Maximo interface issues and this will need
to be coordinated with the proposed Maximo Program Management Office.

2.2.3 New Maximo Features

2.2.3.1 New Modules

An analysis of Metro’s usage of Maximo shows that there is significant business
process value in several modules that Metro has not purchased. These include:
Asset Configuration Manager
Mobile Work Manager
Linear Asset Management
Spatial Asset Management
Asset Management for IT
Mobile Inventory Manager
Optim Data Archiving Solution
Asset Management Scheduler
Maximo Adapter for Primavera

It is recommended that a detailed analysis be completed on the unused modules

to determine if they should be used in Metro’s business process and if so their
priority and integration into the overall deployment plan that should be created.

A description of each of these modules follows as well as how Metro would use
these modules.

2.2.3.1.1 Asset Configuration Manager

Asset Configuration Manager accurately tracks the current and historical
changes of the configuration of assets and their components. It provides a real-
time calculation of both an asset's build and a component's life, with benefits
such as improved compliance regulations and reduced operating costs. Asset

24
Configuration Manager has the following features:
Active asset and life cycle accounting, providing improved compliance for
regulated industries, while helping to increase reliability and accountability
Configuration management, which accurately tracks the current and
historical views of transactional changes of the configuration of assets and
their components
Component life accounting, deriving build and component life data from
transactional logs, allowing conflict detection and resolution, unlimited
backdated changes to install/remove and usage records, and on-the-fly
historical at-the-time asset build and component life views
Operational status management, providing an accurate overall fleet status
by comparing an actual asset's build to its intended configuration and the
status of the asset's maintenance plan
Definition of as-designed allowable asset builds, including the ability to
track design changes and Logistic Support Analysis Record (LSAR) data
The ability to accurately perform system and component analysis and
reporting to support improved reliability and lower maintenance costs
Leveraging Service Oriented Architecture (SOA) on a Java 2 Enterprise
Edition (J2EE) certified internet platform

There is a great deal of interest in this module within Rail Car Maintenance, but
there is not universal agreement that this should be implemented. And in other
certain maintenance offices there is agreement that it does not need to be
implemented. It is recommended that a final detailed analysis be completed of
Asset Configuration Management to determine if it should be used in Metro’s
business process and if so integrate its implementation into the overall
deployment plan that should be created.

2.2.3.1.2 Mobile Work Manager

Maximo Mobile Work Manager provides remote access to asset and work
management processes. Maximo Mobile Work Manager enables mobile workers
to complete more planned work and reduce nonproductive activities, paperwork
and data entry. Maximo Mobile Work Manager has the following major features.
Manage work orders from mobile devices
View job plans, safety plans, asset and repair histories
Perform routes/rounds, meter readings, observations and inspections
Electronically capture signatures for work orders and other completed
tasks
Utilize bar code and RFID capabilities for asset tracking and management
Exchange data with the Maximo server using the method best suited for
our operating environment: real-time wireless, dial-up or docking cradle

25
 Store and forward data when continuous connections are not feasible

There is a great deal of interest in this module, particularly from maintenance

offices such as TSSM, Elevators & Escalators and Plant that do not have set
places to work and have to go the field to perform maintenance on the asset. It
is recommended that a detailed analysis be completed of Mobile Work Manager
to determine its priority and then integrate its implementation into the overall
deployment plan that should be created.

2.2.3.1.3 Linear Asset Manager

Linear Asset Manager is a new method for managing linear assets. Maximo
Linear Asset Manager extends the capabilities of Maximo Asset Management,
allowing Metro to better execute operational excellence plans and supporting our
efforts to achieve increased asset availability. Maximo Linear Asset Manager
helps manage all linear asset types. Linear Asset Manager has the following
major features:
Displays an asset’s attributes, features or relationships at any point in its
history
Allows a single meter to take readings at any point along a linear asset
Allows a linear asset to be segmented virtually based on attributes,
features and work without physically impacting the underlying geometry
Allows one attribute to be applied with different values to the same linear
asset
Stores data on features—physical objects used to identify maintenance
locations
Allows work to be located using either exact measures or reference points
and offsets
Adds measures to self-service service requests and resulting work orders
for more effective incident management
Tracks progress against linear asset work orders
Allows users to locate work by asset and by measure
Provides user-defined relationships to identify route stops
Enables user-defined relationships that extend beyond parent-child
hierarchies

There is moderate interest in this module. However, no one has taken a close
look at this to see what impact it would have on work processes. It is
recommended that a detailed analysis be completed of Linear Asset Manager to
determine its applicability to Metro, its priority for implementation, and then
integrate its implementation into the overall deployment plan that should be
created.

26
2.2.3.1.4 Spatial Asset Management
Dynamically visualize asset relationships with geographic information system
technology. Maximo Spatial Asset Management provides users within Maximo
the visibility to see complex GIS information. This solution provides a geospatial
context of work, assets and relevant land-based features, which improves
reliability, longevity and efficient work execution. Spatial Asset Management has
the following major features:
Seamless user experience provides access to dynamic GIS functionality,
instead of simply viewing a static map
Aligns with the specific business needs and improves work planning and
analysis while eliminating the need for data duplication
Leveraging GIS functionality inside Maximo creates efficiencies in
business processes and improves communication
Allows Metro to take advantage of data that is not maintained in our GIS
system, but provides valuable insights for decision making
New features enhance performance, usability and security

There is a great deal of interest in this module in IT and some interest from some
of the maintenance offices that perform maintenance in the field. However, no
one has taken a close look at this to see what impact it would have on work
processes. It is recommended that a detailed analysis be completed of Spatial
Asset Management to determine its priority and value, and then integrate its
implementation into the overall deployment plan that should be created.

2.2.3.1.5 Asset Management for IT

We can reduce IT cost, mitigate risk and optimize service with an effective IT
asset management solution. Asset Management for IT enables effective
management of the IT asset lifecycle, to lower cost, mitigate license compliance
risk, and better align IT with business goals. Asset Management for IT has the
following major features:
Optimize software licenses and reduce likelihood of overbuying as well as
fines due to under-licensing
Help control the cost of IT assets with a single solution that tracks and
manages your hardware, software and related information throughout their
life cycle
Optimize IT asset utilization and IT service levels: deploy not more, not
less
Closely align IT with business requirements through IT asset cost and
usage information
Reduce time, cost and risk associated with compliance audits through
27
 comprehensive software license management
Relevant vendor, contract, lease, warranty and license data minimizes
procurement & maintenance expenses and helps negotiate contract
renewals
Improve service desk quality & incident resolution time with accurate IT
asset information

There is a great deal of interest in this module in IT. It is recommended that a

detailed analysis be completed of Asset Management for IT to determine its
priority and value, and then integrate its implementation into the overall
deployment plan that should be created.

2.2.3.1.6 Mobile Inventory Manager

Maximo Mobile Inventory Manager provides remote access to the Maximo
inventory management processes. Mobile inventory management software,
Maximo Mobile Inventory Manager, enables mobile workers to complete more
work and reduce nonproductive activities. Mobile Inventory Manager has the
following major features:
Manage remote and mobile asset data with mobile inventory devices
Perform physical cycle counts.
Perform issues, returns and transfers
Perform receiving processes, including receipt inspections and asset
serialization
Utilize bar code and RFID capabilities for mobile inventory tracking and
management
Exchange data with Maximo server using the method best suited for your
operating environment: real-time wireless, dial-up or docking cradle
Store and forward data when continuous connections are not feasible

There is a great deal of interest in this module, particularly from the materials
offices. It is recommended that a detailed analysis be completed of Mobile
Inventory Manager to determine its priority and then integrate its implementation
into the overall deployment plan that should be created.

2.2.3.1.7 Optim Data Archiving Solution

Maximo Archiving with Optim Data Growth Solution provides database archiving
capabilities to our Maximo implementation. We should implement of a proven
enterprise data management strategy for Maximo and take command of mission-
critical data throughout its entire lifecycle. Provides universal access to current
and archived data, complete upgrades more easily, and implement cost-effective

28
tiered storage strategies. Optim Data Archiving Solution has the following major
features:
Archive Maximo data with Optim™ Data Growth Solution is the leading
data growth management tool from IBM
Predefined archive and restore processes for high-growth data areas
Archive, manage, and retain application data in context with related
metadata; respond to audit and discovery requests with easy access to
archive data
Simplify the upgrade process—upgrade only your current data

There is a great deal of interest in this module, particularly from people that do
reporting and the IT support team. This tool will speed up their reporting
processes. This tool should speed up all processing. It will dramatically shorten
our backup and restore processes. It is recommended that a detailed analysis
be completed of Optim Data Archiving Solution to determine its priority and
value, and then integrate its implementation into the overall deployment plan that
should be created.

2.2.3.1.8 Asset Management Scheduler

Asset Management Scheduler allows planners to view any upcoming work
graphically, compare the work requirements against those available resources,
and adjust accordingly. Maximo Asset Management Scheduler enables planners
to view all work orders and forecasted activities on an asset in a Gantt chart so
that they can be grouped logically and scheduled optimally. Viewing resource
load against availability helps to resolve over allocation and underutilization.
Asset Management Scheduler has the following major features:
Intuitive visual navigation through work orders and tasks
Ability to manage task and work dependencies like finish to start, start to
start, finish to finish and start to finish including lead and lag
Compare resource load against availability to ensure optimal resource
usage
Auto scheduling of work based on task dependencies and work shifts
Configurable Gantt view enables schedule specific data layout
Ability to create ―what if‖ scenarios
Create your PM forecasts automatically from any existing PM records and
view them graphically along with open Maximo work orders
Drag and drop forecast dates to accommodate resource availability,
highlighting and adjusting for resource shortfalls long before the work is
generated
Carry out your resource assignments directly from within the work order
application, leveraging current and future availability profiles

29
There is a great deal of interest in this module, particularly from people that do
complex maintenance scheduling. It is recommended that a detailed analysis be
completed of Asset Management Scheduler to determine its priority and then
integrate its implementation into the overall deployment plan that should be
created.

2.2.3.1.9 Maximo Adapter for Primavera

Maximo Adapter for Primavera leverages a common enterprise project
management tool, enabling communication between capital, maintenance and
turnaround teams. Its major features are as follows:
Bi-directional integration between Maximo and Primavera ensuring data
consistency across both systems
Integrates Maximo Work Orders, Preventive Maintenance (PM), Assets,
Resources and Calendars with Primavera
Supports linking of operational maintenance activities defined in Maximo
with project work planned in Primavera; supports the creation of work
order in Maximo from Activities in Primavera
Updates Maximo with the new schedules, logic and activities from
Primavera
Customizable mapping of data attributes and the use of logic tables for
added flexibility
Uses Primavera approved APIs and Maximo Business Objects

There is moderate interest in this module, particularly from groups that do

complex maintenance planning. It is recommended that a detailed analysis be
completed of Maximo Adaptor for Primavera to determine its implementation
priority and then integrate its implementation into the overall deployment plan
that should be created.

2.2.3.2 Owned Modules Not Implemented

An analysis of Metro’s modules, presented in the Current State section shows
there are four modules owned by Metro that are not installed. It is recommended
that a detailed analysis be completed on the unused modules to determine if they
should be used in Metro’s business process and if so integrated into the overall
deployment plan that should be created. These include:
Maximo Asset Navigator
Maximo Adapter for Microsoft Project
Motor Pool
Safety

30
A description of each of these modules follows.

2.2.3.2.1 Maximo Asset Navigator

Manages visual asset-related data and provides quick and easy identification of
critical asset information. Asset Navigator improves access to critical asset-
related information. This leads to improved operational efficiency, increased
productivity and decreased maintenance costs. The major features are as
follows:
Intuitive visual navigation to easily identify complex asset, location and
part information which increases accuracy and efficiency of work
performance
Improve safety through simplified information access
Reduce work time by providing easy access to asset specifications and
procedures
Single, reliable source within Maximo for asset-related documentation
Support asset management best practices, including improved preventive
maintenance and life-cycle costing

There is a great deal of interest in this module, particularly from the rail car and
bus maintenance offices. It is recommended that a detailed analysis be
completed of Maximo Asset Navigator to determine its implementation priority
and then integrate its implementation into the overall deployment plan that should
be created.

2.2.3.2.2 Maximo Adapter for Microsoft Project

Maximo Adapter for Microsoft Project enables you to view and schedule Maximo
data in real-time within Microsoft Project. Maximo Adapter for Microsoft Project
leverages a common project management tool to see and work with project
details from Maximo in Microsoft Project. The major features are as follows:
Bi-directional integration between Maximo and Microsoft Project ensuring
data consistency across both systems
Embedded forms, dialogs and filters in Microsoft Project allow quick
access to Maximo data and added functionality related to work and
resource planning
Integrates Maximo Work Orders, Preventive Maintenance (PM), Assets,
Resources and Calendars with Microsoft Project
Supports the creation of work orders in Maximo from Microsoft Project
Updates Maximo with the new schedules, logic and activities from
Microsoft Project
Asset calendars in Maximo can be part of resource scheduling that
considers not only the availability of required working resources but the
31
 availability of the equipment as well
Customizable mapping of data attributes from Maximo’s work order object
to Microsoft Project task columns can be validated on entry against the
Maximo data sets

There is moderate interest in this module, particularly from groups that do

complex maintenance planning. It is recommended that a detailed analysis be
completed of Maximo Adaptor for Microsoft Project to determine its
implementation priority and then integrate its implementation into the overall
deployment plan that should be created.

2.2.3.2.3 Motor Pool

Request for a vehicle in a Motor Pool and dispatch it to the user. Details of
existing dispatch requests can be viewed on-line. Vehicle Scheduling allows
user to assign vehicles and drivers to dispatch requests that were created in the
Vehicle Requests application. The major features are as follows:
Vehicle Requests allows entry of a request for a vehicle to be dispatched
to a user, and to view the details of existing dispatch requests. Specify
the start and end dates for the vehicle use, name a dispatch location, and
request to have a driver for the vehicle. After submitting a request, user
can check the Vehicle approval status.
After the request is approved, you can see the assigned vehicle and the
assigned driver. Vehicle Scheduling allows assigning vehicles and drivers
to dispatch requests that were created in the Vehicle Requests
application. You create vehicle assignments and schedule and dispatch
vehicles and drivers on the Vehicle Scheduling tab.
Assign a vehicle and driver to a dispatch request, highlight the request in
the Dispatch List, select a vehicle from the Pool Resource List, and, if
necessary, select a driver from the Driver List. Then click Schedule
Dispatch.

There is light interest in this module. It does seem to have the ability to help
reduce the number of non-revenue vehicles through better planning and control.
It is recommended that a detailed analysis be completed of Motor Pool to
determine its value and implementation priority and then integrate its
implementation into the overall deployment plan that should be created.

2.2.3.2.4 Safety
Safety allows the creation of a detailed plan of how to record safety information
for service assets or locations. The Safety module tracks safety information,
which then can be supplied to workers after it is associated with work order,
asset, location, and item records. This includes information that you might be

32
required by law to provide to your workers. The major features are as follows:
Define hazards that exist in the workplace, associate preventive measures
with these hazards, and link hazards to other related documents pertinent
to those hazards
Define safety precautions against hazards in the workplace. Associate
these safety precautions with workplace hazards in the Safety Hazards
application
Take work assets out of service or place them back in service, to ensure a
safe work environment
Define the safety procedures that can be either generic safety plans for
use on all work assets or location, or for use when working on a particular
work asset or location. Develop step-by-step procedures to do a particular
type of work in Job Plans application. Then, associate safety plans with
specific job plans in the Job Plans application. Associated safety plans
can still be used with other assets that they are not associated with.

There is some interest in this module. However, given the priority of safety, it is
odd that there is so little interest in the module. It could be that the module does
not add value to our work processes, or it could be we know so little about the
module. It is recommended that a detailed analysis be completed of Safety to
determine its value and implementation priority, and then integrate its
implementation into the overall deployment plan that should be created.

2.2.3.3 Owned Features Not Used

Metro owns a number of modules where all features are not used. This complete
list was provided in the Current State section. An analysis of Metro’s usage of
Maximo shows that there is significant business process value in some features
in modules that Metro has purchased and implemented that we are not using or
not using completely across all maintenance organizations. It is recommended
that a detailed analysis be completed on the unused features to determine if they
should be used in Metro’s business process and if so integrated into the overall
deployment plan that should be created.

The following Table 4 describes various business features of the Maximo

modules implemented by Metro that appear to have value, but are not used or
fully used. This is a subset of the features listed in Table 2.

Table 4 - Owned Features Not Used Under Consideration

Features Future Description

Assets Manage assets and locations.
Meters Groups Yes Define a logical grouping of meters that will exist in a Meter Group. Meter
Groups represent a collection of meters that will be used together multiple
times. By creating a meter group user can add multiple meters to an asset or

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 Features Future Description
location at the same time.
Configuration Configure Maximo database, applications and escalation.
E-mail Listener Yes Receive and process incoming Service Desk e-mail messages. Configure the
Configuration Listener to monitor multiple e-mail accounts and retrieve e-mail messages
from each. An example of an e-mail account used for this purpose might be
[email protected]. The application supports multiple
attachments for each message, either inline attachments (for example, a
screen capture within the body of the message) or standard attachments. For
e-mail protocols, the application supports POP3, and IMAP. These are the
standard mail access protocols that a client program uses when it retrieves e-
mail messages from a mail server.
Financial Define financial information (exchange rates, tax codes, General Ledger
accounts, financial periods, and so forth) at the Organization level.
Cost Management Yes In conjunction with an external project costing system can help to track
project costs and manage budgets more effectively. By creating a project in
the Cost Management application and linking work orders to that project in
the Work Order Tracking application, user can generate project cost
information to track the financial resources required to complete the project.
Inventory Manage item and tool inventory.
Service Items Yes Insert and maintain services requisitions that are either on a frequent or
infrequent basis. The Service Items application allows create service item
records and to view or manage a list of vendor companies that supply the
service item.
Tools Yes Manage information about the tools used to perform work. Tools are typically
non-consumable items for which users charge an hourly rate for their use.
Some examples of tools include air compressors, nail guns, calibration
equipment, and heavy equipment such as cranes and excavators. Catalog
these tools in an Item Set, which can then be shared by the organizations using
that Item Set. User can add these tools to storerooms, and use them on job
plans and work orders. When use a tool on a work order, Maximo can reserve
the tool in the specified storeroom. User also can issue, receive, and transfer
tools from storerooms.
Stocked Tools Yes Manage existing tools in storerooms. To create new tool records, the Tools
application must be used.
Condition Codes Yes Allow to build the master list of condition codes for a particular item set.
Planning Plan how work should be performed.
Safety Plans Yes Define the safety procedures. These can be either generic safety plans for use
on all work assets or location, or for use when working on a particular work
asset or location. In the Job Plans application, users develop step-by-step
procedures to do a particular type of work. Then, associate safety plans with
specific job plans in the Job Plans application. Associated safety plans can still
be used with other assets that they are not associated with.
Desktop The Desktop Requisitions module is a self-service module, designed to be
Requisitions used by both experienced and novice users. It includes instructions on each
screen to guide through each process.
Create Requisition Yes Create and submit a desktop requisition.
View Requisitions Yes Search for, view, and change the status of existing requisitions.
View Drafts Yes View draft requisitions, and edit them.
Service Desk Manage customer requests for help, information, and service.
Incident Yes Create records of incidents that result in an interruption to or reduction in the
quality of a service.
Work Orders Manage work orders, labor assignments, and labor hours.
Mechanic's Yes Assign work and report on work accomplished within the same application.
Clipboard

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2.2.3.4 Maximo 7

Metro currently has Maximo 6.2.3 installed. An analysis of Maximo 7 shows that
there is significant business process value in features in Maximo 7. Additionally,
based on maintenance office user input, it has been confirmed that some of
these features available in Maximo 7 appear to have value to Metro.

Maximo 7 is available to Metro via our annual license maintenance fees. It is

recommended that Metro should upgrade to Maximo 7. The priority of the
upgrade must be determined and integrated into the overall deployment plan that
should be created. These features in Maximo 7 include:

Table 5 - Maximo 7 Features

Added Features Description
Multiple Assets and/or Multiple assets and locations should be allowed on work orders without the
Locations on Work Orders need for child work orders or tasks.
Enhanced Swap capabilities With Maximo 6 an action in Work Order tracking was introduced to Plan Asset
Moves as part of the work process. Upon completion of the work order, the
Asset move transactions are recorded in Maximo. With Maximo 7 this
capability is extended to support Planned Asset Swaps. An Asset Swap is a
single transaction to replace one asset with another.
Configuration Item Configuration Items (CIs) are an operational view of things you wish to manage.
Functionality The CI lifecycle is a subset of the asset lifecycle and essentially the CI lifecycle
represents assets in an operational state.
Automated Flow Control – Maximo 7.1 provides the capability to define precedence connections between
Status Management work orders and tasks. This then initiates the resulting network of records
automatically having a finish-to-start action applied to them, thus automating
the flow of status changes between them.
New Activities & Tasks A new Task application is available that is a subset of Work Order Tracking
Application functionality to support the single task specific use case.
Attached Documents at task The standard functional capability to attach documents will be applied to the
level Work Order Tasks and Job Plan Tasks.
Nested Job Plans This functionality will allow Job Plans to be nested within a hierarchical
relationship. Users will have the ability to create a Job Plan that refers to other
Job Plans.
Classification-based Work Order Classifications will be enhanced to support the Attributes and all of
attributes the standard functionality that comes with this feature (the same as Assets,
Locations and Items). Furthermore, classification functionality has also been
added to Job Plan’s Solutions and CI’s.
Work Order Detail Maximo 7 provides a more comprehensive display of the View Work Orders
and PM’s view provided in prior versions of Maximo.
Classification Enhancements The Classification functionality has been both enhanced, and made available to
more objects (Job Plans, CI’s, Service Items, Purchasing Documents and Items).
Job Plan Template The Job Plan application includes the addition of the Job Plan Template field.
This field will have a domain associated with it, pre-populated with three
choices of: Maintenance, Activity and Process.
Task & Work Order Work Order tasks and Job Plan Tasks will also support the Ownership concept,
Ownership and will function consistently with other applications possessing the ownership
entity.
Future Date Tolerance Maximo 7.1 has a tolerance that can be made within the Administration
Organization settings. Here, the administrator can set the number of hours in
the future where a user may report their labor. Future tolerances ranging from

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Added Features Description
0 – 12 hours will be accepted.
Route Enhancements Route stops have traditionally become Child Work Orders in prior versions of
Maximo. In Maximo 7.1, the option will be available within the Route
application to have Route Stops become Child Work Orders, Entries within the
Work Orders Multi Asset, Location, or CI table and Work Order Tasks
Assets - Report Downtime Users can now directly report downtime against an Asset from the Assets
Application without a Work Order reference.
Assets - Manage Downtime Users can now edit asset downtime history from the assets application. This
enables users to correct any erroneously entered downtime.
Asset Collections A bunch of Assets can be grouped, called Collections. In the Security Group
Application the administrator can assign user groups to these collections so
that users can have access to certain assets only.
Issue Items from Inventory Users can issue items directly to an asset from the Assets application. In cases
the issued item is a rotating asset the user can optionally choose the rotating
asset to become a child of the current asset.
Item Status The ability to manage Items and Inventory based on a robust set of status rules
and capabilities. Users can track and manage the lifecycle of items from
creation to obsolescence at each of the functional areas for items. With the
introduction of Item Status, item records can now use 'workflow' to enforce a
custom business process or Scenario.
Item Images The Item Master, Tools and Service Items applications all support the ability to
associate images with their main records. These images can be used for quick
visual identification of items when navigating through the records.
Software Contracts Software Contract application is being added to capturing more Software
specific attributes, this application will allow the association of Software
License Compliance Summary data from TLCM and TACC.
Work Management Status An embedded status change workflow has been added to the work order
Change Flow Control applications. Precedence relationships can be defined between work orders,
activities and tasks.
New Quick Insert Quick insert functionality enables the rapid creation of SRs, Incidents and
Functionality Problems by referencing a ticket template along with the quick insert action.
New Create Ticket & Work Dialog based create actions have been added to the Asset, Locations and
Order Actions Configuration Item Applications allowing an operator to create a ticket or work
order from a particular Asset, Location or Configuration Item.
Enhanced Assign Ownership Enhanced Filtering Capabilities to make it easier to select the appropriate
actions owner for a ticket or work order.
Enhanced Related Record Added ability to create related records from additional dialogs
Functionality from multiple
dialogs
Global Ticket Management Global Ticket Functionality has been enhanced to enable global management
Enhancements of communications and solutions from the global ticket in addition to status
management.
Classification Description Classification Description field is now a lookup to return all classifications that
Field Lookup contain the description entered in the field. The classification is then selected
from the result that is returned.
List Page Functionality The list page within all of the ticket applications now includes the ability to
change status or ownership for a group of selected records.
Attached Documents at task Attaching a doc to a task will occur in the detail section of the task table
level window. The standard functional capability to attach documents will be
applied to the Work Order Tasks and Job Plan Tasks.
Extended Attributes with Self Service - Use of extended attributes with the Self Service Applications can
Service Requests greatly increase the quality of the information captured from the self-service
user by presenting a set of questions related to the issue being reported.
Service Desk Power Apps - When coupled with the Service Request Power

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Added Features Description
Application, you can drive the operator to consistently ask the appropriate
questions and capture the required information to solve a particular
classification of issue.

New Bulletin Board Functions Hide viewed messages - A new flag has been added to Bulletin Board message
which indicates if a message has been viewed by a particular user. By default
the flag is set to N and the flag is automatically set to Y after a user has opened
the details for a particular message.
Creating Email from a Bulletin Board Message - The Create Communication
action has been added to the Bulletin Board Application. When the action is
called, the details from the Bulletin Message automatically populate the Create
Communication Dialog.
Communications Log A new flag has been added to communication templates to drive the creation
Enhancement to allow for the of communication log entries for communications that are generated as part of
capture of escalation and an escalation process or a work flow step. The communication log entry is
exposed in the communication log of the targeted record.
workflow driven
communications
Solution Exposure in the The self-service user now has the ability to view and print the details of the
View Service Request solution that was applied to a follow-up record in the View Service Request
Application application.
Telematics Data Import Import Fault Codes and Health Monitoring are fully automated and includes
application data imported in XML format. Fault Code handling can be configured as
follows:
– Ignore/discard
– Store for historical purposes only
– Store and create Work Order
Health Monitoring data stored as meter readings includes:
– Engine temperature, maximum RPM, hard stop counts, etc.
– Create readings as either continuous or gauge meters in Maximo
Defaulting WO Component If the current Position and Component codes on the work order are blank
and Position Codes when an asset is added to the work order, it will default the asset’s Position
and Component code to the work order.
Primary Meter Enhancement Provide for the option to store the current Primary Meter’s reading with a
work order at a predefined status. For example, when a work order’s status is
changed to closed, Maximo will record the primary meter’s current reading
onto the work order. On any future viewings of the work order, this reading
will be displayed as the History Primary Meter reading for this work order.
Measurement Points Measurement Points can be entered in the Work Order Tracking application. In
Work Order Tracking a new tab has been created that will list all the
measurement points for the work order. Choices to populate the tab are Select
Individual Measurements, Measurements for the Asset on the Work Order,
Measurements for all the Assets on the Work Order. Optionally, child asset
measurements can be included.
Cognos Integration To support integration with Cognos 8 reporting tools, the 7.1.1.6 fix pack
implements functionality that enables Maximo to create and publish Metadata
Packages. These packages include data models, based on Report Object
Structures, that allow Maximo report authors to design Cognos 8 reports
according to Maximo business objects definitions.
Inspections and Servicing Inspections and Servicing application to enter and manage inspections,
application servicing, and other routine activities; make a to-do list of activities that needs
to be completed; or record activities that have been completed.

In addition to the standard enhancements available in Maximo 7, Metro has been

working with IBM to implement some Metro specific business process changes

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into Maximo. IBM has implemented some of these items and is considering
others. The status of these Metro specific modifications is described below in
Table 6.

Table 6 - Metro Modifications

Date Customer Requirement
Submitted Description MRO Comments
5/30/2008 No progress indicator to show how many Available in Maximo 7
WOs status have changed
7/30/2008 Application to handle tracking Maximo Hot Available in Maximo 7
Fixes.
3/15/2010 Recent audit found stock clerks had access Available in Maximo 7 through Conditional Option
to current balance information in Maximo Access
when stock counts were scheduled
to be performed. We would like current
balance information to be hidden when an
item is on the count book.
11/20/2009 Reorder crontask "skipping" some items, Current logging ability of Maximo for the Reorder
manual process will reorder same items process does not provide item-specific reasons for
that were skipped. failure or non-selection of items. The client requires
that log entries are made for each item that is not
selected, with an error code which indicates the
reason for its non-selection. For performance
reasons, this could be turned on and off or
otherwise managed by verbosity level as in the
current logging process.
9/24/2009 When creating a job plan w/associated Would like to have materials on a work order
items but no storerooms and use that job without a storeroom until the status is changed
plan for a WO, default storerooms from WAPPR to some form of APPR.
populate - resulting in bad data
9/15/2009 Cannot filter on wotrack->actuals->tasks- Would like to be able to filter on TaskID in the
>taskid Actuals/ Labor and Materials subtabs.

2.2.3.5 Overall Philosophy on Patches, Updates and Version

Because of the importance of Maximo to the Metro system’s state of good repair,
it is important that Maximo be maintained in a state of good repair. The following
is a recommendation on how Maximo should be maintained in this good repair
state. We are recommending that an implementation cycle be created
concerning Maximo patches, upgrades and versions.

In year 1 of the cycle, the new Maximo version should be implemented with the
availability of patch 2. We do not recommend implementation of the initial
release of any version and we feel that Maximo is stabilized by the time patch 2
is available. With automated testing, this effort will be dramatically shorter than
previous upgrades. Years 2 & 3 of the cycle should focus on implementing
patches 6 and 10 respectively. With each patch coming out quarterly, we feel
that Metro can wait for about one year between patch releases. Finally year 4
starts the cycle over again.

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The cycle can be viewed through the following high-level, multi-year project plan.

Figure 9 - Maximo Patches, Upgrades and Versions Implementation Plan

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