dms component for maximo

DMS Component for MAXIMO

Prozone is a software development company which offers development and implementation of information technologies.

Established in 2002. Offices: Novi Sad, Serbia (headquarter) and Kuwait, Middle East Office. Employee Count: 60Specializes in: financial industry, eGovernment, Oil&Gas and Utilities software services and solutions.

Certifications: ISO 9001:2015, ISO 27001:2013, ISO 20000-1:2011. Partners: IBM Advanced Business Partner. EMC Business Partner. Microsoft Partner

Certified technology professionals: IBM Maximo, EMC Documentum, eDocumentus.

Who We Are?

Consultants, systems implementers, developers, integrators & project managers

Prozone IT solutions

technology services maintenance

How We Work?

Software products & solutions Business Process Management and Workflow Document Management

• financial institutions (insurance & banking),government organizations, utility companies

Enterprise Asset Management• Oil & Gas, manufacturing, utilities

Custom software development Web application development Mobile application development

Consulting services Enterprise Content Management, Document Management,

Business Process Management, Enterprise Asset Management


Using various software solutions and new technologies Prozone operates in:

Europe (United Kingdom, Netherlands, Greece, Austria, Slovenia, Serbia, Bosnia & Herzegovina, Montenegro).

Middle East (Kuwait, Qatar, United Arab Emirates, Lebanon)

Markets:

References:

Enterprise Asset ManagementIBM Maximo & PROZONE• IBM Advanced Business Partner • IBM Authorised Reseller IoT (Enterprise Asset Management)• IBM Certified for IBM Maximo• ASL (Application Specific Licensing) Agreement with IBM

IBM approves PROZONE’s solution that bundles and integrates IBM Maximo with our value-added components

Partner is responsible for 2nd level support of included software and components

• Verified Solution by IBM, listed in the IBM Global Solutions Directory


Challenges• Restrictions of current solution in Maximo• Documents are stored on local file system

without enforcing any security• Documents get served as static resources via

not verified/authorized URLs• There is no proper relationship management

between records and corresponding documents (for example relating record statuses to document operations)

• There is no support for standard document management operations like versioning, archiving, electronic signature, copying,editing etc.

• There is no support for batch operations (multiple files upload/download, moving, etc.)

• Folder structures are static disallowing the users/developers to use fine grained ‘record related’ folder structures

• Search by document names, types and their metadata is not supported

• There is no support for permissions per document/folder

• Requires large amount of different document types: drawings, photos, plans, project documentation, manuals, etc.

• Documents are associated to different Maximo objects

• Large number of important documents need controlled environment and management

MAXIMO ASSETMANAGEMENT


• Full integration between Document management and EAM systems – DMS for Maximo

• Secure storage for all documents in DMS with all DMS benefits

DMS operations (check-in, check-out, versioning, archiving, etc.)

document permissions applied

centralized document storage

• Searching documents using names, organization hierarchy, metadata, actual context (full text search).

• Maintain folder organization per Maximo object assets, locations, work orders, service management, materials management, contracts

management, procurement management, EAM processes.

• Direct access from Maximo applications to documents stored in DMS. View all asset data and all documents related to asset in one page View all work order data and all documents related to location, assets and work order etc.

PROZONE DMS for MaximoProzone IT solutions

• Our solution for management documentation is compatible with the IBM Cloud and Smarter Infrastructure and our application meets the IBM integration criteria for Maximo software.

• It is added to the Integrated Service Management Library (ISM Library).

eDocumentus – Ready for IBM Cloud and Smarter

Infrastructure


eDocumentus Content server : EDRMS, Workflow

Maximo DMS addOn

Maximo configuration Document actions

Content RepositoryeDocumentus, Documentum, Alfresco…

Document CaptureeArchive, Captiva...

eDocumentus UI Web Component for

DMS

Maximo Server Maximo Web Client

Document Attachments In

Maximo

DMS ServicesMaximo objectsConfiguration

Prozone IT solutions Architecture

eDocumentus UI ComponentProzone IT solutions

• Web based eDocumentus UI Component for Document Management• Can be easy integrated in any web application as iFrame• Integrated into Maximo as a separate application tab per Maximo object• Enables visual presentation for document organization and hierarchy

• Folders• Document tree view• Document list view• Document details (metadata) view

• Flexible integration with Content repository• Offered server side integration with content repository• Default implementation – eDocumentus content repository• Documentum, Alfresco can be supported

• Technical Overview• Implementation based on Java and JavaScript technologies• Flexible API for Content Repository integration

eDocumentus UI ComponentProzone IT solutions

• Document upload/download (single/bulk operations)• Rename/Delete/Move documents• Cut/Copy/Paste support (works in both directions – local computer and server)• Check-in / Check-out functionality• Versioning (automatic, manual)• Archiving

eDocumentus UI ComponentDocument actions


eDocumentus UI ComponentDocument actions

Document / folder references for parent objects• Work order object/documents contains reference to

Locations/assets documents

Tracking changes (event audit and history view)


Document management actions are available through eDocumentus DMS interface or through document management tab in Maximo.

• eDocumentus UI component for Maximo enables storing standard Maximo attachments into DMS repository as a documents.

• Attached documents are normal documents stored in content repository.

• All permissions defined for existing Maximo object is applied in content repository.

• DMS component for Maximo defines specific Attachment type for storing attachments into the content repository

Maximo AttachmentsProzone IT solutions

Searching for Maximo documentsSearch through eDocumentus interface

• Quick search• Advanced search

By types By custom attribute values

• Predefined search• Full text search

Search through Maximo application interface• eDocumentus UI component search• Search documents by Maximo objects (Maximo object search and then preview document list that belongs to the specific object in new DMS tab through Maximo application


eDocumentus SecurityPermissions

• eDocumentus is responsible for security which includes folder permissions and document permissions

• All standard eDocumentus security and administration functionalities

• Each action on document needs to come from authenticated user and needs to be authorized.

• Permissions can: be set on folders, documents, document types, templates, etc.

use permission hierarchy

be defined for users & groups, organizational units, roles in organizational unit, etc.


Benefits of using DMS for Maximo

• PROZONE DMS for Maximo solution enables to all the content needed for asset maintenance, inspections and other asset processes is stored in a central document repository.

• Our solution connects to asset management, permitting, maintenance planning so asset and maintenance data and documents are finally connected.

• It lets you transform processes with automation, speeding up projects while allowing for simultaneous reviews and improved collaboration related to asset maintenance.

• eDocumentus for Maximo captures and secures documents, connects your maintenance data stored in Maximo and speed up processes.


Other specifications• Controlled access to a centralized repository of as-built asset information

• Automated processes for the exchange, modification and approvals of as-built drawings and documents.

• Support for vendor document management and concurrent engineering.

• Auditability of documentation for regulatory and compliance requirements.

• Real-time remote access to accurate documentation on-site maintenance personnel.

• Full integration with IBM Maximo and asset and maintenance data


DMS for Maximo• Enables access to all documents related to Maximo objects through Maximo

application

• Documents can be associated to any Maximo object type

• Supports dynamic folder organization using values from MBOs, relationships or variables

• Configurable folder and document organization per Maximo object (location, asset, work order, contract)

• Automatic document structure creation(folders and document templates) in eDocumentus when Maximoobject is created

• Provides actions for folder and library administration

• Enables document flows processes(document approval, transmittal, notifications, collaboration)


Key Points