Maximo for Unit Facilities Organizations

Maximo is an Enterprise Asset Management System used by Cornell University Facilities Services. Many of
Cornell's physical assets found across campus are tracked in Maximo, as well as scheduled and completed
work, employee information, and costing information.
- For certain assets, preventative maintenance work can be scheduled in Maximo. Work orders are
generated at the time that it is scheduled. The work order describes the work to be done, and people are
then assigned to the work order, depending on the craft that is needed to get the work done.
- Work orders for corrective maintenance can also be scheduled in the Maximo system by creating a
service request. Facilities Services also uses Maximo to track projects, project estimates, and jobs.
- When material is needed for work, purchase requisitions requesting material can be created in Maximo.
Purchase order(s) are then created and associated with the work order, in which information about the
material, including the material cost(s), are added. The system also provides inventory management for
those materials that are kept in stock at Cornell.
- When work is completed, employees log the hours worked and a description of the work completed on
the work order. Transactional data from Maximo is gathered during the monthly billing process and sent
to Kuali processing.
The next seven slides will describe in more detail the individual groups in
the Facilities family that use Maximo directly and/or indirectly.
They are:
Individual College Facilities units
Capital Projects and Planning
Maintenance Management
Contract College Facilities
You may proceed directly to the group that best describes your current
area or review as many as you would like.
Individual College Facilities Unit
When the need for service or repair is requested by a specific unit, a
service request is issued. This can be done via phone or
electronically. In the latter case, information is entered via a website
which interfaces with Maximo to create the service request.
 The service request process is designed to handle the
routine/corrective maintenance and other daily facility needs of
our campus community.
 The service request system provides a quick and easy mechanism
to request work from Facilities Services, and works in conjunction
with our Maximo System to handle customer billing and material
 This mechanism provides a trackable document with applicable
information to accomplish needed work.
Grounds receive Service Requests in Maximo
on a daily basis. Work Orders are then
assigned to the appropriate person, who then
does the work. Charges are entered daily
against the Work Orders, which includes labor
and material. When the job is complete, the
Work Order status is changed from “In
Progress” to “Complete”. When material is
needed from outside vendors, Purchase
Orders are created against the Work Orders in
Facilities Contracts
Facilities Contracts receive Work Orders to
facilitate payments associated with contract
related services. Work Orders created are a
foundation for Maximo Purchase Order
creation to bill customers for contract
payment, printing and other related
charges. When all payments are complete, the
Purchase Order status is changed to "Closed"
and the Work Order status is changed to
Capital Projects & Planning (CP&P) enters Jobs
and issues Work Orders to other units for project
support services. CP&P provides Project
Management services and utilizes the Jobs
function in Maximo for project billing and budget
oversight. Work orders created from the Jobs are
used by CP&P staff to enter labor and provide a
tracking mechanism for project budgets. Within
CP&P, a specified user with access rights
approves all labor. Labor transactions can be run
as a report and reviewed.
Utilities Work Orders are generated either automatically depending on the time or condition (Preventative
Maintenance) or from someone in our department requesting work (Work Order module). For internal work, no
Service Request is created (Shops work is created via Service Requests.) External service work (outside Cornell) is
created via Purchase Orders in Maximo where applicable (non-contract). Some of the contract work is also
captured for costing information. Internal labor is not “billed” so the system is used for reliability, efficiency, and
later reference only.
When Work Orders are received, they are first reviewed for accuracy/ content and categorized (mechanical/
technical/ operations/ engineering) by the maintenance planner. Internal Work Orders are assigned to the
mechanical/ technical staff by the Maintenance Manager, depending on the craft that is needed. There is some
overlap and mechanical staff can work on technical work orders and vice versa. Maintenance staff handles all
their own work management electronically via Syclo, which is a mobile interface for Maximo. This includes
entering hours, comments, retrieving attached documents, viewing LOTO info, completing assignments, etc.
As needed, maintenance staff will create Purchase Requisitions for materials in Syclo. These can either be chosen
from inventory records or free text descriptions. Materials are then ordered by the Maintenance Planner, and the
entire record trail, which includes scanned packing slips and invoices, is kept in Maximo.
Reminders and data analysis is handled via reporting in Maximo. Monthly, Weekly or daily automated reports are
generated and emails are sent to necessary recipients.
Some of these reports are:
-Weekly labor details reports that shows us each person’s total hours per work order with the description of the
work order and totals for the week
-Work orders completed in the last 7 days (separate for each shop)
-New work requests for the last 3 days by operations
-Daily operations logs
-Shops work orders work charged labor in the last 7 days
Maintenance Management uses Maximo to track jobs that
are requested by Maintenance Management. They track
project costs versus allocated funds. Some jobs are
entered into Maximo by Maintenance Management, in
which case necessary Work Orders are also created. Data is
pulled from Maximo to track Corrective, Preventive and
Planned Maintenance costs by Facility, College or whatever
breakdown is being looked at.
When a destructive event such as a fire or flood occurs,
details are pulled from Maximo and sent to Risk
Management. Risk management uses this information to
reimburse the University for any costs incurred by such an
event. Maintenance Management also pulls data for many
other reason as questions are asked.
Contract Colleges Facilities (CCF) uses Maximo to create project Job Orders for small
maintenance projects that are generally $150,000 or less and to create project Job Orders for
project support costs associated with larger Capital Projects. It is also used to request work
and to monitor and “control’ project budgets.
On small maintenance project Job Orders, one Work Order is issued to the CCF work group to
serve as a budget place holder only – this is usually the only Work Order that contains an
“estimate.” Then, Work Orders are issued for various enterprises/services to charge time,
materials, testing fees, contract fees, etc.
On the larger capital project Job Orders, both the “Is Project” flag and the “Allow SR” flag are
checked. One Work Order is issued to the CCF work group to serve as a budget place holder
only. Then CCF issues planned, “scope specific” Work Orders for the various enterprise/service
groups on an as needed basis as directed by the Project Manager to provide various support to
the project. By allowing Service Requests; however, the project manager also has the ability to
contact Customer Service to have Service Requests issued when the work requested will require
multiple trades and/or when deployment is more urgent than a planned “Work Order” would
CCF is not an enterprise group; therefore, it is not used for the billing of CCF staff’s time to

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