IBM Maximo software has been developed over the past 15 years to accommodate the business processes of a diverse range of organizations sharing a common need to derive the greatest value from their assets. From municipalities managing streets to the military maintaining aircraft carriers, Maximo’s broad development has given the software a plethora of out-of-box features and functionalities that are extremely useful – but often go undiscovered and unused.

The challenge is that no business is the same and there is no magic button to press to “manage” assets or “leverage” the latest software features. In many cases software features are “discovered” only at the point when a costly issue forces a closer look at available solutions. Or even after the fact when another software solution has been purchased for a task Maximo could have accomplished out of the box. Maximo is readily adapted to the most complex work management processes right out of the box. It is ideal for complex organizations with multiple departments that all have complex work management and inventory management needs. Municipalities are a classic example as different departments such as Streets, Storm Water, Waste Water, Parks & Rec and other business units all have different needs and processes, yet all need integrated into one system for overall budgeting and planning needs.

Leveraging Maximo’s untapped features first requires an understanding of the asset management plan for each business unit and the organization as a whole. This is necessary for starters to determine levels of service and asset criticality. With a plan in place, or at least in development, an accurate map of your business processes, usually completed in a swim lane style to illustrate functions for each role is required. This map provides an important understanding of each task of the basic work management process starting at the service request and ending with service fulfillment and data capture. An inventory management map should also be developed so that spare parts are integrated with work management.

Assuming you have a detailed business process map available, first consider the multiple steps taken by your organization from service request through fulfillment vs. the few steps taken in a simplified and highly automated world. In the ideal (simplified) world someone enters a service request online and the software automatically routes the request to a technician for fast and efficient fulfillment. The requestor is notified of progress. Accurate data is captured from the activities. Reports are automatically generated for management roles to improve planning and reduce ongoing expenses.

Comparing your business processes with the simplified example the initial question is “How can Maximo be leveraged to make your business processes more closely mirror those of the simplified world”?

From this comparison many more questions based on work management needs and best practices follow such as: How can Maximo capture, route and track a service request while providing the requestor with updates? How can Maximo tell management how many service requests are made per day for given assets or types of assets? How can Maximo alert management in the event an asset or piece of equipment is breaking or failing at an unacceptable rate? What is an acceptable rate? How can Maximo tell management when services responses are slower than average or faster than average? How does Maximo determine what is average? Or what is acceptable? How does Maximo know which technician is qualified to complete the work, is available and is nearest the work? How does Maximo know if the requested work is more or less important than other work? How does Maximo handle critical service requests? How does the technician know where the work is located or if parts are available? How does the technician know if the broken part failed under warranty? How does a new technician know the most efficient steps to take in repairing the part? Are there any safety concerns in the repair process? How can management be sure the basic work data such as labor and parts are entered consistently and accurately? How does management decide when it is better to replace a piece of equipment instead of repairing it?

In short, Maximo right out of the box can be configured to answer, respond to or automate every question or best practice listed above and many, many more. There is no magic button to press but an asset management plan combined with detailed business process maps and knowledge of the software’s functionalities provide what is needed.

Please contact us if you would like to better leverage Maximo to simplify your maintenance management operation and move toward a more ideal world. We can help you develop your asset management plan, define and map your business processes, provide knowledge of the Maximo software functionalities and understand how best practices are integrated into the operation from handling service requests through delivering automated reports to management.

The JLL Team