ezmaxmobile technician user guide€¦ · 2021-02-08 · ezmaxmobile technician user guide simba...

EZMAXMOBILE TECHNICIAN USER GUIDE

SIMBA Implementation Updates

iPad Edition

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Document Control

Title EZMaxMobile Technician User Guide

Author Melissa Phillips

Owner (Responsible for Approval of Issued Versions)

Name Role Signature Date Issue

Melissa Phillips Education Program Associate 2 Melissa Phillips 6/25/2019 6/29/2020

Review Panel

Name Role

Joel Myers Interim FAM Manager/Business Analyst

Shauna Nevel FAM Business Analyst

Matt Hannold FAM Business Analyst

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Change Log

Date Change

1/29/2020 Changes to the Multiple Assets, Locations section.

2/10/2020 Updates to the Create Requisition Section

2/20/2020 Updates to Work Log Section to include Earned Value.

6/26/2020 Updates related to SIMBA changes which impact EZMaxMobile

7/15/2020 Updates to the Desktop Requisition Section of the document to account for Post-go-live changes to native Maximo and EZMM to allow the use of a Work Order OR

CCO on a DR.

8/12/2020 Updates to the Task Section to account for Asset and Location Meter Functionality added to tasks.

2/8/2021 Removing the instructions for using the meter reading action as folks should be adding meter readings to the task action.

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Table of Contents Document Control .......................................................................................................................................................................................................... 1

LOGIN SCREEN: ................................................................................................................................ 1

Finding, Opening and Signing in to the application (app) ...................................................................................................................................... 1

START CENTER .................................................................................................................................. 2

Hamburger Icon ..................................................................................................................................................................................................... 2

Start Center Tabs ................................................................................................................................................................................................... 2

Technician/ Craftsperson Start Center .................................................................................................................................................................. 2

My Work Assignments ........................................................................................................................................................................................... 3

ACTIONS ON A WORK ASSIGNMENT ................................................................................................. 4

Review of all Action Buttons on a Work Order .................................................................................. 5

Assignments ........................................................................................................................................................................................................... 5

Complete My Assignment ...................................................................................................................................................................................... 6

Complete My Assignment Continued .................................................................................................................................................................... 7

Request Reassignment ........................................................................................................................................................................................... 8

Planned Labor ........................................................................................................................................................................................................ 9

Planned Materials .................................................................................................................................................................................................. 9

Labor ...................................................................................................................................................................................................................... 9

Labor Continued ................................................................................................................................................................................................... 10

Work Log .............................................................................................................................................................................................................. 10

Tasks ..................................................................................................................................................................................................................... 12

Attachments ......................................................................................................................................................................................................... 15

Multiple Assets, Locations ................................................................................................................................................................................... 18

Enter Meter Readings .......................................................................................................................................................................................... 20

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Create a Follow-up ............................................................................................................................................................................................... 21

...................................................................................................................................................... 22

Create Requisition ................................................................................................................................................................................................ 23

View Work Order History ..................................................................................................................................................................................... 29

Related Purchase Order ....................................................................................................................................................................................... 29

Communication Log ............................................................................................................................................................................................. 30

WORK ORDER TRACKING................................................................................................................ 31

CREATE A NEW WORK ORDER ........................................................................................................ 32

ASSETS ........................................................................................................................................... 34

ITEM MASTER & INVENTORY APPLICATIONS .................................................................................. 35

WORK IN OFFLINE MODE ............................................................................................................... 37

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LOGIN SCREEN:

Finding, Opening and Signing in to the application (app)

1. Select the EZMaxMobile icon on your device.

2. Touch in the Username and Password boxes and enter your PSU WebAccess Username/Password (same credentials as your Time Card or desktop Maximo).

3. If you want the app to remember your username and password, tap on Remember Me. The button will be blue when activated.

Tip for Setting up EZMaxMobile: PSU OPP Employees or their Supervisor will need to contact IT to get the app pushed to a Penn State issued device via Meraki

MDM. Technicians cannot install the app on a Penn State issued device by downloading from Apple App Store.

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START CENTER

Hamburger Icon 1. The three-line icon (“hamburger icon”) in the top right corner is used to open and

collapse a menu of Maximo modules and applications for which the signed in user

has permission to access.

Start Center Tabs

2. The tabs at the top of the screen will match the start center tabs in your native

Maximo. The technician start center tab should default to the top left and be the

start center a technician sees when initially logging in the app.

Technician/ Craftsperson Start Center

My Work Assignments

3. This includes currently assigned work orders. The blue circle (also referred to as the

bubble notification icon) displays the number of records in the list.

My Recently completed Work (Last 3 Days)

4. This list includes work assignments completed in the last 3 days. Users who want to

look at work orders completed more than 3 days in the past can search them through

the Work Order Tracking Application.

Bulletin Board

5. Messages to users posted by Maximo Administrators.

Favorite Applications

6. These are quick links to frequently used Maximo applications and modules.

Quick Insert

7. More frequently used Maximo Application links.

8. The bottom navigation bar is shown on all screens when in the app but should only

be used when opening attachments or downloading documents.

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My Work Assignments

To view assigned work orders, touch the My Work Assignments row in your start center. The number

of work orders assigned (or in your que/list) is displayed in the bubble. Tap/Select an assignment from

the list to view the work order.

General Navigation

To move back to a previous page, use the arrow in the top left or use the hamburger icon to navigate

back to your start center.

Work Assignment Search

1. Use Quick Search field to find a specific work assignment by using a key word search for

either a word in the work order or location descriptions.

2. Use the Advanced Search button to search for work assignments by specific values.

Work Assignment Sort By:

Work Assignments by default sort based on priority in an ascending order, i.e. Priority 1 first. Users

can change the way their list is sorted, but users should be aware that after navigating away from

their list (i.e. to a specific work order) and then returning to their work assignments list, the list will

default back to being sorted based on priority.

3. To sort your work assignments based on a different category, tap on the word Priority and

select another sort option in the domain list. You can also tap the triangle to the right of the

sort category to sort descending. The triangle will point downward if sorting descending or

upward if sorting ascending.

View Work Orders:

Scroll down the list to view all work orders on the page. If there are multiple pages, you will see the

number of pages displayed just above the work order list. i.e. Page 1 of 2.

4. Touch the arrow to the right to go to the next page of work orders.

*Note: PSU OPP is only using barcodes for assets. Barcodes are currently not used to identify Work

Orders or Locations. Users should only scan an asset barcode while in the asset application. For more

instructions on scanning asset barcodes, go to the Assets section of this document.

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ACTIONS ON A WORK ASSIGNMENT After selecting a work assignment, the work order actions can be seen on the left side of the screen.

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Review of all Action Buttons on a Work Order

Assignments Assignments allows users to view all assignments on the work order. Assignments other than your own will be visible, but grayed out. The assignments action

can also be used to complete an assignment, if all necessary work logs, labor entries and failure reporting are completed previously, as applicable.

*Note: The assigned hours indicates

the planned hours of an assignment

and not the number of hours a

technician has charged against the

work order.*

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Complete My Assignment The Complete My Assignment action is a streamlined process for a technician to enter a Work Log, Failure Reporting, Labor Transaction and Complete an

assignment. Technicians can use Complete My Assignment action even if there isn’t a need to enter information in any of the fields on the first page (work log,

failure reporting or labor). The Regular Hours field under labor transaction is a required field (as noted by the red Asterix). However, zero labor hours will be

accepted if a user has previously completed all labor entries for that work assignment.

After completing all necessary information on the first page by scrolling down through each work log, failure reporting and labor transaction section (and

populating as appropriate), use the arrow in the top right corner to move to the second page of the Complete My Assignment Action.

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Complete My Assignment Continued Notice the second screen to complete the assignment is the same screen users see under the Assignment Action. To complete an assignment, select the

Complete Assignment under actions. Note: The assigned hours indicate the planned hours for the assignment and not the number of hours a technician has

charged against the work order. After selecting the Complete Assignment action, the assignment status will change to complete. Use the back arrow or click on

the hamburger icon > Start Center > Work Assignments to navigate back to your list of assigned work orders.

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Request Reassignment Requesting Reassignment is a function which allows a user to notify their supervisor as to the reason they cannot complete an assignment. By using the Request

Reassignment Action, the assignment is not automatically removed from the user’s list of assigned work orders. A supervisor needs to act upon the

reassignment request for it to be removed from a user’s list of assigned work orders, i.e. the supervisor needs to remove the currently assigned technician and

assign a different laborer or work group. To perform the action, first select the Request Reassignment action button.

1. Tap on the Select Value field next to Why are you unable to complete your work? Select the most appropriate reason code.

2. Provide additional details regarding your reassignment request.

3. Save the record by tapping on the red floppy disk icon in the top right corner.

Once the reassignment request is saved, a supervisor will receive a notification in EZMaxMobile and the work order will have a work log with the reassignment

request information. As a reminder, submitting a reassignment request does not automatically take a work assignment off a user’s list of assignments.

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Planned Labor Planned labor shows the craft(s), skill level(s) and regular hours planned for the work order.

Planned Materials Planned Materials lists materials ordered as part of the planning process. This list does not include materials ordered by a technician after the work order is

approved and assigned.

Labor Labor action allows users to charge regular hours to a work order as well as see their actual labor hours that have been previously charged. Technicians should

only charge over time hours in the Abacus Timecard application.

There are 3 ways to enter labor in EZMaxMobile.

1. On a work assignment, tap on the Labor

action. Select the + icon in the top right

corner. Manually adjust the

date/times/regular hours as necessary.

After entering your labor hours, tap on the

red floppy disk icon to save your entry.

2. Enter a Labor transaction as part of the

Complete My Assignment Action. Manually

adjust the date/times/ or regular hours as

necessary.

3. Calculate labor time using the Start/Stop

Timer. On a work order, the timer can be

found at the bottom of the actions. Start

the timer when starting your work and stop

when you have completed the work. After

stopping the timer, users are prompted to

confirm the time calculated by the timer

OR manually adjust the time, as necessary.

Save the labor entry by tapping on the red

floppy disk icon.

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Labor Continued Note: If using the start/stop timer and also completing the assignment via the Complete My Assignment action, users should not enter an additional labor entry

as part of the complete my assignment action. This will result in a duplicate labor transaction. If a user has already saved a labor transaction after stopping a

timer, the Complete My Assignment action will allow a user to proceed to the second screen to complete the assignment with 0:00 regular hours in the labor.

Note: If a technician has entered labor hours on EZMax the same day those hours were worked, they can utilize the option in the Abacus Timecard application to

get entries from Maximo. The time entries from EZMax will then populate into the timecard for review, edit and submission. Note: The Timecard application

remains the system of record for time entry. Thus, technicians can change labor entries in the Timecard system and they will write back to Maximo as actual

labor costs.

Work Log Work logs are notes about the work order which are viewable by all Maximo users, including customers. Technicians can view existing work logs and enter new

work logs. To enter a work log:

1. Tap on the + icon in the top right corner.

2. The summary field is intended to be a short subject line as it is limited in characters.

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3. The Details field can be used to enter additional details. Entering details is not required if the message fits in the summary box.

4. Save the work log to the work order by tapping the red floppy disk icon in the upper right.

The Percent Complete field is used to record the progress on the work accomplished. Percent Complete is entered as a whole number with increments

of five (5) providing sufficient accuracy (I.E.: 5, 10, 15, etc…..95, 100). Due to evolving nature of maintenance work, it is not unexpected that reported

percent of work complete could decrease from one day to the next.

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Tasks Tasks are the steps of a job plan and any characteristic or gauge meters associated with the location or asset on the work order. Users can view the tasks in the

list and check them off when completed. Users can also tap on a task to view the details of the task and change the status to complete. Tap on the check box to

complete a task on the list.

Note: Completing all the tasks on a job plan will not automatically complete an assignment.

Note: Each person assigned to the work order will have their own task list. Thus, if working with a partner on the same work order and one person completes the

first few tasks on their assignment, their partner will not see those tasks as completed. If working with others on a work order, it’s best to use work logs to note

progress or information about the work.

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Completing a Meter on a Task

1. Select the appropriate work order assignment and select “Tasks” from the work order actions.

The steps of the job plan along with any meters (if applicable) will be listed under tasks. Meters will be highlighted in yellow in the list. Select the appropriate

meter.

2. Example #2:

• The meter is a PSI gauge meter as denoted by the task’s summary. It requires a numerical measurement point.

• The inspector field will auto-populate with the user ID of the signed in user once a measurement point is entered.

• Enter the measurement in the “Measurement Value” field.

o Take note of the upper and lower warning and action limits for reference.

• Entering a measurement value will auto-populate the Measurement Date field with the date and time entry of the measurement point.

3. Example #3:

• The meter is a characteristic meter as denoted by the task’s summary, i.e. yes/no answer. It requires a validated observation, a yes or no answer,

in the observation field.

• The inspector field will auto-populate with the user ID of the signed in user once an observation is entered.

• The Measurement Date will also auto-populate with the date and time the observation is entered.

4. Like a regular task, users can change the status to complete to keep track of which meters were completed. Changing the status to complete will show a

checked box on the list of tasks. Users can also just tap the box on the list to mark or check it complete.

Note: Checking the box or completing the task is not a required step and mostly serves the purpose of keeping a user organized.

5. Users can enter a work log when working on a task by selecting the work log action.

6. Users can also add an attachment, like a photo, by selecting the Attachments icon.

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Attachments The attachments action allows you to view any attachments or upload new attachments.

1. Click on the Attachments action on a work order.

2. Tap on an existing attachment to view. When done viewing an attachment, click on the < arrow at the bottom of the page to close the attachment.

Closing the attachment is the only instance which requires a user to use the navigation at the bottom of the page.

3. To add an attachment to an existing work order, tap on the camera icon.

4. A dialogue box will pop up requesting a user select a folder. The only option is “attachments.” Select OK.

5. A box will pop up allowing a user to Take Photo or Choose Existing. If taking a photo, the device’s camera will be enabled. Note: Users should be aware

that when taking a photo, the photo will be saved with the work order and not in the phone’s photo gallery. If the user would like to have the picture in

their phone gallery, they should take the photo using the device’s camera and choose to upload an existing photo from their gallery of photos.

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Once a photo has been taken or chosen from the existing photo gallery, a user has the option to edit the photo.

6. Click Tap to Edit.

7. Select one of the Edit options (Draw, Add text in a text box, or crop). In the screenshot below, the draw option was selected.

8. Select APPLY and then OK when finished with the editing options.

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9. Add a description for your photo. The description will be the title of the attachment other users will see. Tap on the description and enter a description

and then select Save.

10. Select upload. This step is important otherwise the attachment will not have been saved to the work order record.

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Multiple Assets, Locations Routed Work Orders containing multiple assets, locations can be viewed under the Multiple Assets, Locations action tab.

Steam Trap Condition Monitoring Data Entry:

1. Select a work order.

2. Select the Multiple Assets, Locations Action from the list of actions to left of your work order.

3. Tap the first asset listed on the Multiple Assets, Locations tab.

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4. On the asset record, Tap the toggle button to Mark Progress. The button will move to the right and turn blue when ‘On.’ This will ‘check’ the box on the

list screen of the Multiple Assets, Locations noting that you have assessed this trap and serve as a checklist.

5. If the trap fails, tap on the arrow next to the Trap Condition to pull up the validated list of failure options. Select the trap condition value and it will be

pulled back to the Trap Condition field. If the trap passes, you can enter the pass option or leave blank.

Note: If you fail a trap, an escalation in Maximo will create a work order.

6. OPTIONAL SAVE after marking progress and entering the trap condition. You do not have to save after completing each trap, but users should save

intermittently. If you will be locking your phone, you should save before doing so as there is a chance the app will log you out. If the app logs you out,

you will lose any data entry that hasn’t been saved. Perhaps, Saving after completing all traps in a room, would be a good practice. Note: If you do Save

and have more traps to work on, you will need to manually navigate back to list screen for Multiple Assets, Locations and select the trap where you left off.

7. Scroll to the top of the screen and select Next to move to the next asset record and repeat steps for each asset record. After reaching the last asset

record, you can use the arrow in the top left to move back to the Multiple Assets, Locations list screen or you can use the hamburger menu to go back to

your start center.

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Enter Meter Readings The Enter Meter Readings action for entering meter readings is pending obsolescence. While this action is still available on the app, users need to enter meter

readings using the Tasks action. Please review the Tasks section of this document for instructions entering meter readings.

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Create a Follow-up From a Work Assignment, select Create Follow-up Action. A confirmation screen will pop up and you will select Yes if you want to proceed with creating a

follow-up. You will be brought to a new work order and a green banner bar at the top of the work order will confirm the new work order number.

Note: Once a user selects the action of creating and confirming creation of a follow-up work order, a new record is saved in the system. Thus, backing out to a

previous screen from a follow up work order does not cancel it; the new record has already been created even before you’ve updated the follow-up information.

If the follow up had been made in error, a user should contact their Supervisor or the Work Reception Center and provide the follow-up Work Order number (if

known) or the original work order number used to create the follow-up and request that they cancel it.

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The Work Order Description, Location, Asset, (if applicable), Work Type, Charge Cost Object and Financial Sponsor will copy over to the new work order from the

original work order. Users can and should update those fields, as applicable, on this new, follow-up work order. Users can completely delete the description and

add a new description, or just add some additional information to the existing description; whatever makes the most sense. Enter an urgency for your follow-up

work order and if applicable, add an additional contact person.

After updating the follow-up work order, hit the red floppy disk icon in the top right to save the changes to the follow-up work order. If a user needs the work

order returned to them, the description should be updated to indicate so. After saving the updated information on the follow-up work order, the app will show a

green banner bar at the top indicating that the record has been saved.

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Create Requisition Users can create and submit Desktop Requisition (DR) directly from a work assignment or from the quick links “Create Requisition” under the

Technician/Craftsperson or Self-Service Requisition Start Center, or under the hamburger menu.

From a Work Assignment, select Create Requisition action. Note: Selecting the Create Requisition action on a work assignment will populate the work order on

the DR line will populate the work order Location, Charge Cost Object and Financial Sponsor based on the work order which the Create Requisition action was

selected from. The Charge Cost Object will be read only if a work order number is populated on the line. The work order number can be deleted from the Work

Order field and the subsequent work order location and associated charge cost object fields will clear; a different work order or a charge cost object can then be

entered once the work order field is cleared. In the two weeks following SIMBA’s implementation, the DR application was modified so that an item/material can

be charged to a Work Order OR a Cost Object by entering the Cost Object directly in the Charge Cost Object field on the requisition line. If charging to a CCO, the

location field will also need populated. Users charging a line to a CCO are urged to enter the location as the location where they report to work. If a user is

struggling to find the exact location number of their shop/office or report-to-work location, it is sufficient to use the highest building level number.

1. A Desktop Requisition will load on the page and a requisition number will auto-populate. The short description auto

populates with the requisition number and PSU Access ID of the user signed in to EZMaxMobile. Users are asked to

not change this short description.

2. Enter your role at OPP. This field is required as it determines the financial approval path of a DR.

3. A user has the option to save a draft of a DR. This means saving does not send it to OPP Stores but allows for a

technician to come back and update the draft. Once a DR is saved as a draft, users can add an attachment to a DR. A

user must save the DR as a draft first before the attachment action becomes available. Tip: A user is not required to

save a DR as a draft to continue onto the second screen, but users are advised to save if they are taking a while to

enter their DR or if they will need to navigate away from the DR before submitting it.

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4. Scroll to the top of the screen and click on the right arrow to move to the second step of the

DR. The second screen of the DR has the Requisition Line Item table, i.e. this is where you specify

what you are ordering. The items and materials that are being order will be added as the

Requisition Line Items.

5. Click on New Row. Select the line type. The line type field defaults to “Item” but can be

changed.

Note: if you’ve created the requisition from a work assignment, the work order number will be pre-populated, and the charge cost object, location, and financial

sponsor fields will pre-populate with the validated financial information from the work order. If the line type is changed from item to material, the work order

which was previously populated will be erased. Users are urged to copy the work order number before changing the line type to material, so they can easily

paste the work order number back into the field. Users can also search for and select a work order using the look-up next to the Work Order field. The erasing of

data from the change of the line type is out of the box Maximo functionality and cannot be changed.

Note: An item can be stock or non-stock but is identified with a Maximo item number and record. A material is defined as something ordered from an outside

vendor.

6. To search an item, click on the arrow next to the item field. A search list will appear. Click on the gray +filter and enter a word or name into the

Description search field and select Apply.

Tips/Notes:

• If “OPP Store” is listed in the Storeroom location field, users will be searching in the OPP Store

inventory when searching for an item. If a user erases “OPP Store” from the Storeroom location

field, users will be searching for items in the item master application and will have far more items to

search on. Ordering items over materials is much faster and more efficient for OPP Stores. Users are

encouraged to search for and order items over materials, when applicable. Obviously, some parts

and equipment may always need to be ordered as materials.

• Tap on the +Filter if the box is collapsed.

• “Item” field on the filter screen refers to an item number. Thus, if you search for a name in that

field you will not yield any search results, because that field is looking for a number.

Select an item from the search results by tapping on the item OR redo your search parameters for

different results. By tapping/Selecting an item, EZMax will pull in the item number, store location –

if applicable, description, order unit and unit cost (if specified on the item record).

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7. Users must add the quantity being ordered. The line cost will auto-populate based on the quantity

selected and the unit cost.

8. If the order unit is listed on the item record, it will populate. Otherwise, enter or search and select an

order unit.

9. Update the following fields:

• Drop Point – (If applicable) – Update this field with alternate delivery information. OPP Stores will

deliver directly to area shops, loading docks and job sites. This field can also be used to enter point of

contact information, such as name and phone number. If material will be delivered directly, such as to

a job site, and the user would like OPP Stores to do the receiving, that information can also be

specified in the drop point field.

• Required Date- The required date field populates with the date and time of the creation of the DR.

Users should update the required date to reflect the date the goods or services are needed in hand.

While this is not a guarantee, this information does help OPP Stores in working to meet the specified

timeline.

Priority – This field denotes the priority of the order. It defaults to priority 3, routine order. This field

should be updated as appropriate. If the priority is update to critical or urgent, users should also reach

out by phone to OPP Stores to let them know that a DR has been submitted for a critical or urgent

product or service.

10. If the DR is created from a work order assignment, the work order number, work order location and charge cost object will populate from the work

order. The work order can be removed to add a different work order or charge to a cost object. Reminder: When charging to a cost object, the location

field will need to be populated. Users are urged to enter the location of where they report to work. If an exact office or shop location is difficult to find,

the building number is sufficient.

11. Add the item to your DR/order (i.e. to the requisition line item table) by selecting the check mark box in the top right.

• Users can also add items to a requisition by using the Select Asset Spare Parts action. If spare parts have been identified for an asset associated

to the work order the requisition is charging to, they will be available to select to order. Otherwise, if you select the button and the work order

either doesn’t have an asset or the asset doesn’t have spare parts associated, the search/display box will show all spare parts in the system.

12. Once all items or materials are added to the requisition, select submit. Reminder: Users can also save a requisition as a draft. Saving a draft Dr does not

submit the DR through the work flow for approval or to OPP stores. “Saving” in other Maximo applications is equivalent to submitting, but saving in the

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DR application is the exception. The user can save a draft and then come

back and edit the requisition as time permits. The DR must be “submitted”

to be processed.

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When entering a DR for a “Material,” a user should follow the previously outlined steps. When adding a new line to the requisition, users will need to change

the defaulted line type to “Material.”

Reminders: If the line type is changed from item to material, and a work order was pre-populated because of the creation of the DR from a work assignment, the

work order number will be erased. Users who would like to retain the pre-populated work order number are urged to copy the work order number before

changing the line type to material, so they can easily paste the work order number back into the field. On an Apple device, users can tap and hold to “select” text

and copy the text. Then, when ready to paste, tap back into the field and hold; the paste option will appear.

Users can also charge a material line to a cost object or Internal order, by entering the cost object in the charge cost object field. Reminder: A location will also

need to be entered if charging to a cost object. Users charging a line to a CCO are urged to enter the location as their report-to-work location. If a user is

struggling to find the location number of their exact shop or office, it is sufficient to use the highest building number.

• Entering a material will require users to enter a description for the material they are ordering. Users should enter the specification or detail they would

share with someone when ordering in person or over the phone. Note: There are also equipment and motor specification sections on the DR to be

utilized to provide equipment specifications to OPP Stores.

• Users are also required to enter a quantity.

• If a price is known, users are encouraged to enter it in the unit cost field. Otherwise, it is acceptable to leave it at 0.00 and OPP Stores Personnel will

update with actual pricing information.

o If an EZMaxMobile user is going through the process of getting a quote from a vendor, the vendor needs to be a Penn State approved vendor

and they should request that the quote reflect the way the vendor will invoice. The DR lines should then reflect the quote (and ultimately how

the vendor plans to invoice).

• If the Manufacturer or Vendor are known, users can update with a Penn State approved vendor. If a specific manufacture or vendor is not needed, leave

blank and OPP Stores will take care of determining the vendor.

• Equipment or motor specifications can be added to a material line, as applicable.

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View Work Order History The view work order history action allows users to view the status history of the work order as well as ownership history. If a work order is planned, the

ownership history will include the Penn State Access ID of the planner. Viewing the history is helpful if communication is necessary with the planner of the work

order.

Related Purchase Order The Related Purchase Order action allows users to see any related purchase requisition information (for non-stock Items ordered) for the work order. With the

implementation of SIMBA, Purchase Orders are done in SIMBA and information sent back is limited.

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Communication Log The communication log allows users to view and send email communications through Maximo for an associated work order.

To send an email communication in Maximo (i.e. Communication log):

1. Select Communication Log from the Actions on a Work Order and then select the + icon in the top right corner. You can select an email template, if

applicable.

Technicians can use the template “TECH2CUSTOMER” to send a message back to a customer which includes some work order information prepopulated in

the template. Type “TECH2CUSTOMER” in the template field or use the chevron next to the template field to search and filter through all templates.

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WORK ORDER TRACKING From the Work Order Tracking application, a user can:

1. Search for any work orders via a key word search

2. Search for any work order using defined parameters in the Advanced Search

3. Add a new work order

4. Access a user’s saved queries or system available queries

5. View Active Work Order Timers -This section will only appear if a user has active timers on work orders.

6. View their labor transactions for the current day and week or any other selected day or week

7. Go into Offline Mode – See Offline Mode section in this document for further explanation.

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CREATE A NEW WORK ORDER Users can create a new work order directly from the Technician Start Center under Quick Insert or by selecting Work Order Tracking Application under the

Hamburger Icon and selecting “+Add New.”

A new record with a new work order number will be created. Users should update the short description, long description (if applicable), the asset or location,

urgency and additional contact information (as applicable). The Charge Cost Object will populate with a default value based on the maintenance cost object of

the asset or location on the work order. The financial sponsor will be populated with the user ID of the user signed into EZMaxMobile. Both the CCO and the FS

fields are editable and default values can and should be updated as necessary to provide accurate financial details. EZMM Users typically submit new work

orders related to maintenance and will not be authorized financial sponsors for the building maintenance and major maintenance budgets. WRC staff are

authorized financial sponsors for the building maintenance and major maintenance budgets and will update the financial sponsor field during triage with their

user ID to process maintenance work orders. Work Reception Center staff has the financial authority to charge maintenance work requests to the building

maintenance and major maintenance cost objects.

Tips:

• If an asset will be added to the work order, always add that before adding a location because adding the asset will auto populate the location and area

information.

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• Any field that is open to free text a user could use the talk to text option after tapping on the field and the keyboard comes up. Use the microphone icon

next to the space bar to enable the talk-to-text feature.

• The contact information on the work order should not be the contact information of the technician reporting it; that information will already be

captured as ‘Reported By’ as the user is signed into the EZMax app. The additional contact information would be someone else that would need to be

contacted, such as a customer.

After updating the new work order, hit the red floppy disk icon in the top right corner to save the work order and submit through workflow.

Reminder: If a user needs the work order returned to them or sent to a specific technician or work group, the work order description should include this

information.

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ASSETS Scanning an asset barcode: Go to the Asset application via the start center, favorite applications link or tap on the Hamburger Icon and select Assets. In the Asset

Application, Tap the bar code icon in the upper right-hand corner to bring up your viewfinder. Move the barcode into the viewfinder and allow to focus. Once

the barcode has scanned, the asset record will be retrieved if available in Maximo. If the asset record cannot be retrieved, a banner bar will show No Records

Found.

If searching for an asset without a barcode, use the quick search option to do a key word search.

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ITEM MASTER & INVENTORY APPLICATIONS An item represents the types of things our organization keeps track of in the supply chain. Item records in Maximo contain information about the product and an

item number in Maximo. An item can be listed as either a stock or non-stock item. A material is defined as not having an item number in Maximo and is a

product or service (or both) being ordered directly from a vendor or supplier which will result in the creation of a Purchase Order.

To find Items in Maximo, users can search in the Item Master or the Inventory Applications. The Item Master application is for managing new items and items

not associated in storerooms while the Inventory application is for managing the items that are in a specific storeroom location, such as OPPSTORE. The Item

Master will allow users to view all items, not just stocked items available in the OPP Store inventory. The Inventory application will limit users to viewing only

items associated with the specific storeroom, like OPP Storeroom.

Users can search directly in the Item Master or Inventory applications by:

1. Selecting the hamburger icon and then Item Master Application OR Inventory Application.

2. Use the quick search to search by an item name or descriptor.

3. Users can utilize the Advanced Search options to look up items in the inventory using specific parameters.

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WORK IN OFFLINE MODE When a user loses WIFI or service, a notification will pop up asking the user if they’d like to proceed in offline mode. If the user elects to proceed in offline mode,

they will see their assignments and completed work portlets without WIFI or cellular service.

If a user knows they will be entering or working in a space without WIFI connection, they can select to go into offline mode. However, once a user has returned

to an area with WIFI connection, they need to manually elect to go back online. The app will not return to online mode automatically once WIFI and/or cellular

connection is returned.

To go offline at any time, select the hamburger icon and Go Offline. The screen will show in gray tones to indicate being in the offline mode. To go back online,

select the hamburger icon and Go Back Online.

Note: New Users of the app will need to have had their app “synced.” A user can perform that function on their own of syncing their data with database by

selecting “Sync with Server” action. It can take 10-15 minutes to complete. During times of the day when the server is busy, i.e. start of shifts and end of day, it

may fail with errors. Select okay

and try again at a different time.

ezmaxmobile technician user guide€¦ · 2021-02-08 · ezmaxmobile technician user guide simba...

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