IBM Maximo Mobile Work Manager

Version 7 Release 5.1

User Guide


 Note
Before using this information and the product it supports, read the information in “Notices” on page 27.

This edition applies to version 7, release 5, modification 1 of IBM Maximo Mobile Suite and to all subsequent
releases and modifications until otherwise indicated in new editions.
© Copyright IBM Corporation 2007, 2013.
US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract
with IBM Corp.
Contents
Chapter 1. Maximo Mobile Suite Reassigning work . . . . . . . . . . . 14
Technical Overview . . . . . . . . . . 1 Creating solutions for tickets . . . . . . . 14
Start center components . . . . . . . . . . 1 Updating asset and location data using routes . . 15
Mobile device connections with the application Performing labor on linear assets . . . . . . 15
server. . . . . . . . . . . . . . . . . 2 Assigning ownership . . . . . . . . . . . 16
Transaction queues . . . . . . . . . . . . 2 Reporting work . . . . . . . . . . . . . 16
Data restriction using queries . . . . . . . . . 3 Reporting the status of assets or work . . . . 16
Data refreshes on mobile devices . . . . . . . 3 Changing record statuses . . . . . . . . 16
Refreshing data on mobile devices . . . . . . 4 Changing task statuses . . . . . . . . 17
Data types for mobile devices . . . . . . . . 4 Entering actual materials and tools usage . . 17
Signing in to a Mobile component . . . . . . . 5 Changing asset operating status . . . . . 18
Creating records on mobile devices . . . . . . . 5 Reporting downtime . . . . . . . . . 18
Downloading individual records to mobile devices . 5 Entering failure reports . . . . . . . . 18
Updating work history . . . . . . . . 19
Reporting all labor . . . . . . . . . . . 19
Chapter 2. Maximo Mobile Work Reporting labor . . . . . . . . . . . 19
Manager . . . . . . . . . . . . . . 7 Building crews for labor reporting . . . . . 20
Planning work . . . . . . . . . . . . . . 7 Reporting crew labor . . . . . . . . . 20
Safety hazards . . . . . . . . . . . . . 7 Reporting time . . . . . . . . . . . . 20
Adding work . . . . . . . . . . . . . 7 Tracking actual labor hours . . . . . . . 20
Adding activities to tickets. . . . . . . . 7 Tracking hours by using timers . . . . . . 21
Adding multiple records for tickets or work Tracking time on tickets . . . . . . . . 21
orders . . . . . . . . . . . . . . 8 Administration . . . . . . . . . . . . . 22
Adding tasks to work plans . . . . . . . 8 Relating records . . . . . . . . . . . . 22
Creating follow-up work . . . . . . . . 9 Related records . . . . . . . . . . . 22
Selecting required resources . . . . . . . . 9 Capturing signatures . . . . . . . . . . 22
Selecting labor . . . . . . . . . . . . 9 Managing attachments. . . . . . . . . . 23
Selecting planned labor . . . . . . . . 10 Attaching files to work records . . . . . . 23
Selecting tools for work . . . . . . . . 10 Connected lookups . . . . . . . . . . 23
Selecting materials . . . . . . . . . . 10 Downloading attached files to the device . . 23
Selecting asset spare parts . . . . . . . 12 Downloading work records for assets and
Selecting reserved materials . . . . . . . 12 locations . . . . . . . . . . . . . 24
Creating work . . . . . . . . . . . . . 12 Creating email communications . . . . . . 24
Creating work records . . . . . . . . . . 12
Managing work using work lists . . . . . . 13 Notices . . . . . . . . . . . . . . 27
Affected areas . . . . . . . . . . . . 13
Trademarks . . . . . . . . . . . . . . 29
Changing assets or locations. . . . . . . . 13

© Copyright IBM Corp. 2007, 2013 iii

iv User Guide
Chapter 1. Maximo Mobile Suite Technical Overview
With the Maximo® Mobile Suite, mobile workers can manage work, asset, and
inventory processes from a mobile device.

The following components are included in Maximo Mobile Suite and run on
mobile devices.
v You use IBM® Maximo Mobile Work Manager to manage maintenance for assets,
locations and configuration items using work orders and tickets.
v You use IBM Maximo Mobile Inventory Manager to manage inventory
storeroom processes, such as physical counts, issues, receipts, returns, and
transfers of inventory as well as purchase order receiving.
v You use IBM Maximo Mobile Asset Manager to manage assets, locations,
configuration items, routes, and collections, and to perform physical asset audits
of your locations.

Each of the components work like separate products from a mobile device. You can
use any combination of the components, but do not require all of them for the
other components to work. The Maximo Mobile Suite is the name for the collection
of all components.

All of the components share some common features, like a start center, icons, and
basic navigation. All components use mobile devices to update records that are
sent to an application server, which is usually managed by an administrator.

The administrator works Maximo Mobile Suite from the application server, where
it integrates as an add-on product with IBM Maximo Asset Management. The
administrator manages the work of mobile workers using Tivoli's process
automation engine as well as three Mobile-specific applications: Mobile Error
Management, Mobile Data Manager, and Security Groups (Mobile).

Start center components

The start center displays application-specific data with links to all your work list
records. You can create new records from the start center. You can also set
preferences and manage data.

The following table lists the start center items that are common to all the Maximo
Mobile Suite components.

Item Description
Menu Located on the left side of the command bar.
You can use the menu to download data
from the application server and set your
preferences.
Worklist Refresh Tap to refresh the work list data on your
device.
Full Refresh Tap to refresh both the work list and
additional data on your device.
Download now You can download any record on demand.

© Copyright IBM Corp. 2007, 2013 1

 Item Description
Preferences You can define preferences, such as default
locations, refresh frequencies, and font size.
Password notification in Days Specify how many days in advance of your
password expiring that you want to be
notified to change it.
Reset application You can remove all data from the device for
the current user, or remove data from the
device for other users if you are authorized.

Mobile device connections with the application server

The application server works as the central brain for the mobile devices. Each
mobile device is configured to work as a remote machine that sends information to
and from the application server.

Mobile workers are sent records from the administrator on the application server
to the mobile devices. The records on the mobile devices are updated by the
mobile workers and then sent back to the administrator on the application server
to update the permanent records.

Mobile devices can be used online and offline. They must be online to download
the necessary records from the application server, but then can work in an offline
mode to update the records as work is completed. The mobile device must be
online again to upload all the updated records onto the application server. When
the mobile device is online, mobile workers have real-time access to data on the
application server. Requests for data can be sent immediately to the application
server.

Because the application server works as the repository for all records, sometimes
mobile workers download, and begin work on, records that are later updated on
the application server. Most of the time, this has no effect on the mobile worker.
But if work has been done on items that are no longer part of a record on the
updated version on the application server, then the mobile worker is informed of
the change. Records that are changed on the mobile device are not overridden.

Transaction queues
A transaction queue stores the transactions or requests that do not need to be
processed immediately. Because Maximo Mobile applications are designed to run
in a disconnected mode, any transactions that you perform must be stored in a
queue. These transactions are sent to the application server upon connection.

Transaction queues reside on the device and on the application server. The
transaction queue on the device stores transactions when connectivity is not
available. Upon connection, the transactions are sent to the transaction queue on
the application server which processes the transactions on a specific order.

Transaction IDs are automatically generated for each transaction. The transaction
IDs are always generated in a sequential order. When the mobile device connects
to the application server, transactions are sent to the application server in an
ascending order of the transaction ID and the application server executes the
transactions based on this order.

2 User Guide
 If connectivity to the application server is lost while a transaction is being
processed for downloading data onto the device, only the 50 records that are
currently in the process of downloading to the device are download or saved. Any
remaining records are downloaded to the device the next time the data is
refreshed.

Data restriction using queries

To download work list data and additional data to a mobile device, you must set
up queries in the Mobile Data Manager application.

Queries control the amount and type of data that is downloaded onto a mobile
device. Queries are run on the application server and the records that correspond
to the queries are downloaded onto a device. After your administrator sets up and
determines which groups have access to which data, you can choose to download
all the data or a part of this data.

Data refreshes on mobile devices

A data refresh occurs when you connect your mobile device to the application
server to update records on your mobile device, and to send records to the
application server. You typically refresh the data on your mobile device before you
start your work so you have the records that you require.

A data refresh is essential to your capacity to do work as a mobile worker. You use
it to download the records that administrators send to your mobile device, which
you use to carry out the required work. For example, if you need to audit the
assets in locations A and B, then the administrator must send you all of the asset
records that are located in locations A and B, as well as records for the supporting
data, such as the meters that are listed for the locations. When you refresh your
mobile device at the beginning of the day, you download all these records onto
your mobile device.

After you have completed work, you must upload data so that Maximo Mobile
Suite is updated with the records you saved on the mobile device. For example,
when you complete the asset audit for locations A and B, you updated the asset
records to indicate that the status of an asset is down, and created a work order
record to repair the asset. Any records that have been changed or created by you
must be uploaded to application server by performing a data refresh.

There are two main types of refreshes: a work list refresh and a full refresh.
Full refresh
Updates the work list data and the additional data on your mobile device.
Work list refresh
Updates all of the records on your mobile device that comprise the work
list for each component.
Table 1. Record types that are refreshed in each component
Maximo Mobile Asset Maximo Mobile Work Maximo Mobile Inventory
Manager Manager Manager
Assets, locations, Work orders, service Physical counts, issues,
configuration items, routes, requests, incidents, changes, receipts, returns, transfers.
collections. problems, releases.

Chapter 1. Maximo Mobile Suite Technical Overview 3

 By default, records are sent to and from the mobile device in increments of 50. If
connectivity to the application server is lost while the mobile device is
downloading data from it, only the first 50 records that are currently in the process
of being downloaded to the mobile device are downloaded. Any remaining records
are downloaded to the mobile device the next time the data is refreshed.

If there are records that are stored on the mobile device but have been deleted
from the application server, those records are deleted from the mobile device
during the data upload.

Refreshing data on mobile devices

You must refresh data on your mobile device to download records that you require
to do work. When you refresh, you may also send records that are saved on the
mobile device to the application server. A data refresh updates the mobile device
with the most recent records that match the queries that the administrator defined.

Before you begin

To download data to your mobile device, you must have connectivity to the
application server.

About this task

If your mobile device is online, you can select the Refresh icon to download
records to your mobile device and to upload records from your device onto the
application server. When records are newer on the mobile device than the
application server, updates are not processed on the mobile device to prevent work
from being lost.

Procedure
1. On the mobile device, tap Menu > Manage Data > Refresh All Data When
your mobile device is next connected to the application server, the device sends
a request to it for new data. Any records that are new, changed, or deleted
since the last refresh are updated on the mobile device.
2. To send the data back to the application server, when you finish your work,
from the Action menu, tap Send.

Data types for mobile devices

Three types of data are stored on a mobile device: work list data, supporting data,
and additional data. You use work list data to do your work, supporting data is
related to work list data, and you use additional data as reference information.
Work list data
Comprises the records that you need to do your work. For example, if you
are using the Maximo Mobile Asset Manager, the work list data includes
asset records.
Supporting data
The information that is related to work list data to help you do your work.
Supporting data is automatically downloaded to your mobile device with
the work list data it is attached to. The supporting data that you download
onto your mobile device depends on how the data groups are configured
by the administrator, who can remove unnecessary data types from the
supporting data to save space on the mobile device.

4 User Guide
 Additional data
Records that provide useful, but non-critical, information that you might
use as a reference. For example, you can create a work order in the
Maximo Mobile Work Manager, and add assets to it as additional data.
Additional data is read-only.
You can refresh additional data or work list data by selecting Menu >
Manage Data on your mobile device.

Signing in to a Mobile component

To have access to features and applications, you must sign in to one of the Maximo
Mobile Suite components. You must sign into each component individually.

Procedure
1. Tap Start on your mobile device.
2. Select the component to which you want to sign in.
3. On the login screen, specify a user name and password. Your user name and
password are case-sensitive.
4. Tap Go.

Creating records on mobile devices

You use the records to track, maintain, and update asset data. The type of record
that you can create depends on what component you are using. For example, you
create asset and location records in the Maximo Mobile Asset Manager component,
and work orders and service requests in the Maximo Mobile Work Manager
component.

Procedure
1. From one of the components on the mobile device, tap Create New.
2. Select the record type that you want to create.
3. Specify other data about the record.

Downloading individual records to mobile devices

You can download records to your mobile device that you need immediately. For
example, an administrator might contact you to ask you to immediately download
an urgent work order. The administrator does not have to change the queries in
the Mobile Data Manager application.

About this task

The downloaded record may include all of the supporting data of a record.
Therefore, downloading can take several minutes.

Procedure
1. From the home page of a Mobile component on the mobile device, tap
Download Now.
2. Specify the type of record that you want to download.
3. Specify the record that you want to download, either by manually selecting it
or using the lookup window.
4. Tap OK.

Chapter 1. Maximo Mobile Suite Technical Overview 5

6 User Guide
Chapter 2. Maximo Mobile Work Manager
You can access the required information from your mobile device to complete your
work.

You can view the work records assigned to you, and as you do your work, you can
enter the following types of information:
v Meter readings
v Observations
v Failure reporting
v Labor reporting
v Materials usage
v Tool usage
v Downtime reporting
v Move, swap, or modify assets and locations

You can also create new and follow-up work records, and change the status of
work records from their mobile devices.

Planning work
Before you can start work, you must plan what tasks must be completed and what
resources you need. You can view the safety hazards for a location, add activities
or tasks to work plans, create follow-up work, and identify the people, tools, and
materials that are required to complete work.

Safety hazards
Safety hazards affect the work environment for work orders. You can view the
safety hazards that are associated with work order records before beginning any
work.

You can view the safety hazards that are associated with a work order by opening
a work order and tapping View > Safety Hazards. The Hazards tab displays the
hazard IDs and descriptions for the work order. The Lock Out/Tag Out tab
displays hazard IDs and descriptions for the hazards associated with tag out
procedures and lock out operations associated with the tag out procedures.

You can view the details of a selected hazard by selecting the hazard ID, either
from the Hazards or Lock Out tabs.

Adding work
In order to complete work, you often need to create many smaller jobs. You can
manage this additional work from your mobile device.

Adding activities to tickets

An activity is a class of record that are executed for tickets. Activities can be
downloaded to your mobile device as separate records, or as part of a ticket.

© Copyright IBM Corp. 2007, 2013 7

 About this task

If an activity is downloaded to your mobile device twice, for example it was

downloaded as part of a ticket and also as an individual record, then you can
change only the activity that you downloaded separately.

You cannot delete activities from approved tickets.

Procedure
1. In the Work Manager component on the mobile device, open the work record
for which you want to enter an activity.
2. From the View menu, tap Activities.
3. Add a new row.
4. Enter information for the activity.
5. Tap OK to save the record.

Adding multiple records for tickets or work orders

While working on a ticket or work order you can view the details of the multiple
assets, locations, or configuration items on the work record.

Procedure
1. In the Work Manager component on the mobile device, open the work record
for which you want to create the multiple assets, locations, or configuration
items.
2. From the View menu, select Multi Assets/Location/CIs.
3. Select New Row.
4. Select the Detail menu in the Asset, Location or Configuration Item field, and
then select Select Value.
5. Select the asset, location, or configuration item record that you want to relate to
the current work record.
6. Select OK to save the record.

Adding tasks to work plans

A task is a type of work that is required to complete work orders. Tasks are
downloaded to your mobile device as separate records, or as part of a work record.

About this task

If a task is downloaded to your mobile device twice, for example it was

downloaded as part of a ticket and also as an individual record, then you can
change only the task that you downloaded separately.

You cannot delete tasks from approved work orders.

Procedure
1. In the Work Manager component on the mobile device, open the work order
record for which you want to enter tasks.
2. Tap View > Plans in the command bar.
3. Tap New Row. A default value is entered in the Task field.
4. Enter information for the task.
5. Tap OK to save the record.

8 User Guide
 Work plans:

A work plan describes the tasks, labor, materials, tools, and services you require to
complete a work order, change, release, or activity.

While working on a work order, you might need to view the following details of
the asset or location on that work order:
v The current location of the asset
v Whether the asset is up or down, operational or not
v If warranties exist for the asset
v If the location is under any warranties
v The type of location
v Whether the location is operating or not

You can view meters, subassemblies, spare parts, work orders, users, and
custodians for an asset from the View (Asset) screen. Or, you can also view the
meters, specifications of the location, and work orders against the location from the
View (Location) screen.

Creating follow-up work

You can create follow-up work records from existing work records. You can create
follow-up records only for records that have been downloaded onto your device
with official work order numbers or ticket numbers.

Procedure
1. In the Work Manager component on the mobile device, open the work record
for which you want to create a follow-up work record.
2. Tap Actions > Create Follow-Up, and select the type of work record that you
want to create.
3. Specify any other additional information about the follow-up work.
4. Save the record.
v Select the Start Center icon to save the work record and return to the start
center.
v Select Actions > Send to save the work record and send it to the queue on
your mobile device. The work record is uploaded to the application server
upon connection.

Selecting required resources

You must select the resources that you require to complete your work. The
resources might include labor, tools, materials, or asset spare parts.

Selecting labor
You can select multiple labor records and report hours for multiple labor records at
one time.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter work hours.
2. Tap View > Actuals.
3. Tap the Labor tab.
4. Tap Actions > Select Labor.

Chapter 2. Maximo Mobile Work Manager 9

 5. Select the relevant check box for the labor that you want to select. You can
select multiple labor records.
6. Tap OK.

Selecting planned labor

You can select and copy labor information from the work plan to report actuals.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to select planned labor.
2. Tap Actions > Select Planned Labor.
3. Select the relevant check box to choose labor. You can select multiple labor
records.
4. Edit the hours for each selected labor.
5. Tap OK to save the record.

Selecting tools for work

You can select multiple tools and report hours for tools. You can also select tools
information from the work plan to report actuals.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter the actual tools used.
2. Tap View > Actuals.
3. Tap the Tools tab.
4. Tap Actions > Select Tools.
5. Select the relevant check box to select a tool. You can select more than one tool.
6. Optional: Edit the hours for each selected tool.
7. Tap OK to save the record.

Selecting materials
You can select multiple materials and report hours for multiple materials records.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter the actual materials used.
2. Tap View > Actuals.
3. Tap the Materials tab.
4. Tap Actions > Select Materials.
5. Select an item. You can select multiple items.
6. Optional: Edit the quantity for each selected item.
7. Tap OK to save the record.

Requesting materials:

You can enter a request for materials while working on a work record. At times,
you might come across materials you need which are not part of the planned
materials for the specific work order record.

10 User Guide
About this task

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to request materials.
2. Tap Actions > Request Material.
3. Enter the required date and time by which you want the material delivered.
Enter the priority of the request.
4. Select the destination where you want the material to be shipped to and enter
the specific drop point where you want the material delivered.
5. Select the type of material request and provide the required information.

Line Type Required fields

Item Item, Order Unit, Conversion Factor
Material or Service Description
STD Service Service
Tool Tool, Order Unit, Conversion Factor

6. Select an item.
v Select Value
v Select Spare Parts
v Item Availability
7. Specify any additional data. Tap Send.

Material requests:

You might need materials that are not part of the planned materials for your work.
You can enter a request for materials when you are working.

You can enter requisitions for such materials for work orders that have been
downloaded to your mobile device.

Materials that you request must exist on the application server.

When you are requesting materials to complete a work order, the work order must
not have a status of waiting for approval (WAPPR).

Failed material requests are displayed on the Start Center as an error alert, or in a
tab on the work list screen. You can tap the Show Errors Only check box on the
work list menu to see them.

Planned materials and tools:

You can view a list of materials and tools planned for all of your work. You can
use this list to see the materials and tools that you require to perform the work
before you begin.

You can select the tools icon on the work list screen to view the planned materials
and tools for all your work. Select the Tools tab to view all the planned tools.

You can view details for the item or tool, such as its location, the quantity
required, and the work for which it is planned.

Chapter 2. Maximo Mobile Work Manager 11

 You can select the Summarize check box in the Materials or Tools tab to show a
summarized list of items or tools that you need to complete your work orders.

You can track what tools you have by using a check box as a checklist for you to
ensure that you have everything you require to perform the work.

Selecting asset spare parts

You can select items from a list of the spare parts of a work order. When you issue
an item to a work order, it is added to the spare parts list of the asset.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter actual material usage.
2. Tap View > Actuals.
3. Tap the Materials tab. You can view all the existing materials entered for a
particular work order and its tasks.
4. Tap Actions > Select Asset Spare Parts.
5. To select an item, select the check box for its row. You can select more than one
item.
6. Optional: Edit the quantity for each selected item.
7. Tap OK to save the record.

Selecting reserved materials

You can select material information from the work plan to report actuals. You can
select multiple material codes at the same time when you report actuals.

About this task

You can edit the quantity when you select materials. You can also edit the data in
the table that displays material actuals in the View (Actuals) screen.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter the actual material usage.
2. Tap View > Actuals.
3. Tap the Materials tab. You can view all existing materials entered for a
particular work order and its tasks.
4. Tap Actions > Select Reserved Materials.
5. To select a material, select the relevant check box. You can select more than one
material.
6. TapOK to save the record.

Creating work

Creating work records

All work is managed using work records. A work record might be a work order,
change, release, service request, problem, or incident. You create work records for
an asset or location.

12 User Guide
 About this task

You can create a work record from any screen where the Actions tab is present in
the command bar. Tap Actions > Create > (record).

Procedure
1. In the Work Manager component on the mobile device, create a work list
record.
2. Define the work type.
v If you are creating a work order, change, or release record, select a work type
category to assign to the work order.
v If you are creating a service request, problem, or incident record, enter the
priority of the record.
3. Save the work record.

Managing work using work lists

Work lists contain all of the work that is assigned to you. You can manage all of
your work from the work list. For example, you can see the details of a work
record or change the status of a work record without opening the records.

About this task

Tasks that are associated with parent work orders are not displayed in this list.

Procedure
1. In the Work Manager component on the mobile device, tap Work List Items.
2. Tap the Detail menu of any work record.
3. Select an option.
v View its details
v Change record status
v Enter meter readings and observations
v Send the record to the application server

Affected areas
Work that is performed as part of change and release records can affect other areas
that are not included in the planned work. For example, an email server at site A
also might provide support for site B. Both sites A and B are affected areas.

You must have authorization to view affected areas.

To view the affected areas of a change or release record, open the record and tap
View (Work Order) > Areas Affected.

Tap the relevant record to view the descriptions of the assets, locations, or services
affected. In the detailed view, you can also see the site, approval, and notification
information for the affected area.

Changing assets or locations

You can modify the asset or location listed in work orders.

Chapter 2. Maximo Mobile Work Manager 13

 Procedure
1. In the Work Manager component on the mobile device, open the work record
with the asset or location that you want to modify.
2. Specify whether you want to change an asset or location.
3. Enter the updated information in the New Value field.
4. Optional: Tap the Show Pending Changes check box to show only the changed
values.
5. Tap OK to save the record.

What to do next

Change the status of the work record to complete (COMP) to update the attributes
of the asset or location.

Reassigning work
You can reassign a work order to another worker if you are unable to complete the
work. For example, if you are unqualified to do a certain task, you can reassign it
to a qualified worker.

Procedure
1. In the Work Manager component, open a work order.
2. From the View menu, tap Labor Assignments.
3. In the Labor Assignments window, select the assignment that you want to
assign to another worker.
4. In the Labor field, enter the worker that you want to assign to the work order.

Creating solutions for tickets

A solution is a predefined response to a commonly asked question or problem. A
solution record defines a symptom, a cause, and a resolution. You can create a
solution on your mobile device for an existing ticket, and save it for use on future
tickets.

About this task

Solutions apply only to tickets. You must have authorization to view and create
solutions on your mobile device.

Procedure
1. In the Work Manager component on the mobile device, open the record for
which you want to view solution details.
2. Tap View (Ticket) > Solution Details.
3. Enter information in the Symptom, Cause, and Resolution fields.
4. Select the Create Solution check box. The solution is sent to the application
server when the ticket information is sent.

Results

You must change the status of the work record to use the solution on future work
records. When you enter a solution on your mobile device, it has a default status
of draft.

14 User Guide
Updating asset and location data using routes
Sometimes the same work must be performed on a number of assets. A plan can
be entered on a work order that outlines a route of assets and locations for it. You
can view routes, lists of assets, and locations defined for child work orders.

Procedure
1. In the Work Manager component on the mobile device, open the work order
whose routes you want to view.
2. Tap View > Route Children.
3. Tap the Locations tab to view the lists of locations.
4. Select the assets or location to enter meter readings, observations, or change the
status of the work order. You can also move or modify assets or locations in the
Assets or Locations tabs.
5. Save the record.

Performing labor on linear assets

Some assets are linear in nature, such as roads, railroad tracks, and pipelines. They
have unique characteristics that require additional information to manage them
properly. To manage linear assets on work orders or service requests, you must be
able to identify where work is required.

About this task

Performing work orders on linear assets might require multiple days to complete.
You can report the progress on labor on a daily basis.

Procedure
1. In the Work Manager component on the mobile device, open the work order or
service request which is required for a linear asset, multiasset, location, or
configuration item.
2. Tap Linear > Details.
3. Select a value to change the work order or service request.
4. Tap Linear > Progress.
5. Specify details of the progress using the following information:
Table 2.
Field Description Example
Asset The asset ID. I-95N
Start Feature, End Feature An identifying marker at the Guardrail
start and end of the linear
asset.
Start Measure, End Measure The start and end point on a MP 100 to MP 110
linear asset.

Chapter 2. Maximo Mobile Work Manager 15

 Table 2. (continued)
Field Description Example
Start Offset, End Offset A measure used with the v Asset: I-95N road
start and end feature to
v Feature: MP 20 signpost
locate a feature:
v Y-Offset: 20 ft (MP 20 sign
v Y-Offet: Indicates the
is 20 ft beside the road).
measure to the left or right
of the feature. v Z-Offset: 8 ft (MP sign is 8
ft above the road).
v Z-Offset: Indicates the
measure above or below
the feature.

6. Tap OK to save the record.

Assigning ownership
You can assign ownership of a work record to persons or person groups, or you
can take ownership of a record yourself.

Before you begin

You must have the authorization to assign ownership.

Procedure
1. In the Work Manager component on the mobile device, open the work record
for which you want to assign ownership.
2. Tap Actions > Ownership Assignments.
3. Assign the work record.
v To assign it to a person, select the name of the person.
v To assign it to a person group, tap the Person Group tab, and then select the
group.
v To assign it to yourself, select Take Ownership Myself.
4. Save the record.

Reporting work
To manage your work, you must report on the status of assets, labor, or hours
worked.

Reporting the status of assets or work

When you report your work, you might need to indicate the downtime on an
asset, or the status of your work order. The status determines which actions can be
performed on the asset or work order.

Changing record statuses

Some work records have a status that indicates its position in the work record
processing cycle. You can change the status of a work record or the individual
tasks of a work record.

Procedure
1. In the Work Manager component on the mobile device, select a work record
whose status you want to change.

16 User Guide
2. From the menu, tap Change Status.
3. Change the status of the work record
4. Tap OK.

Default work record statuses:

The status of a work record indicates its position in the processing cycle. The status
determines which actions can be performed on the work record.

The default status of a new work record depends on the type of record that you
create.
Table 3. Default statuses of work records
Work Record Default Status
Work order WAPPR (Waiting for Approval)
Service Request NEW
Incident NEW
Problem NEW
Change WAPPR
Release WAPPR

Changing task statuses

The status of a task indicates its position in the processing cycle for work orders.
The status determines which actions can be performed on the task.

Procedure
1. In the Work Manager component on your mobile device, open the work record
that contains the task whose status you want to update.
2. Tap View > Plans.
3. Tap the status icon beside the task for which you want to change the status.
4. Save the record.

Entering actual materials and tools usage

You can enter and view the materials, tools, reserved items, and asset spare parts
that you used while completing a work order.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter the actual materials or tools used.
2. Tap View > Actuals.
3. Tap the relevant tab, depending on whether you are reporting materials or tools
usage.
4. Tap New Row to specify the material or tool in the Item field.
5. In the Task field, specify the task identifier for which you want to report actual
materials or tools used. If you are reporting time spent on the work order itself,
you can leave this field blank.
6. Specify the type of line and the quantity of the material or tool used.
7. Tap OK to save the record.

Chapter 2. Maximo Mobile Work Manager 17

 Changing asset operating status
When an asset is not operating, you must report a change in its working status.
You can change the status of an asset when it is not working and when it returns
to operation.

Procedure
1. In the Work Manager component on the mobile device, open the record with
the asset whose status you want to change.
2. In the Asset field, tap the Detail menu then tap Change Asset Up/Down
Status.
3. Optional: Edit the date in the Status Date field.
4. Enter a reason for the status change, select a code in the Downtime Code field.
5. Tap OK to save the record.

Reporting downtime
You can report downtime information for assets on a work record. You can enter
information such as the time the asset went down or the time the asset was back
in use.

Procedure
1. In the Work Manager component on the mobile device, open the record with
the asset for which you want to report downtime.
2. In the Asset field, select the Detail menu and select Report Downtime.
3. Enter the start date of the downtime.
4. Enter the end date of the downtime.
5. Enter a reason for the downtime by specifying the downtime code.
6. Tap OK to save the record.

Entering failure reports

You can report failures for assets and locations on a work order or ticket. A failure
hierarchy is an organized set of data on problems, causes, and remedies related to
assets and locations. The failure hierarchy is identified by its top-level failure code,
called a failure class.

About this task

A failure report might be completed by one person or in steps by a few people,

each reporting on a different level in the failure hierarchy.

If a value at any level of the failure report is removed or modified, then all failure
codes that are below that hierarchy are removed.

Procedure
1. In the Work Manager component on the mobile device, open the work order or
ticket that contains the asset or location for which you want to enter a failure
report.
2. Tap View > Failure Reporting.
3. Tap Select Failure Codes to enter the problem, cause, and remedy. The first
level of the failure report that has no values is displayed. When a value is
selected, values for the next level down are entered. This action continues until
you reach the bottom level, after which you are returned to the View (Failure
Reporting) screen with all the values populated.

18 User Guide
 4. Tap OK to save the record.

Updating work history

You can update the history of a work record, which includes work log summary
information, communication log entries, status changes, and ownership.

About this task

A work log is a brief description about a work record.

You can also delete new work log entries before you upload the entry to the
application server. Similarly, you can change new work log entries if you have not
uploaded the entry to the application server.

Procedure
1. In the Work Manager component on the mobile device, open the work record
whose history you want to update.
2. From the View (Work Order/Ticket) menu, tapHistory.
3. Tap New Row.
4. Enter a brief summary of the work log.
5. Specify a type of work log.
6. Optional: Select the Viewable check box to enable self-service users to view the
work log.
7. Tap OK to save the record.

Reporting all labor

You must report the time that you spend completing your work, whether as an
individual or as part of a crew.

Reporting labor
You can report labor, daily attendance, and total hours worked. You report labor to
track the time that you spend on each individual task.

Before you begin

You must have authorization to report labor on the work order using the Actual
Labor view. To report labor on a work order or ticket, the relevant work order or
ticket record must be downloaded onto the mobile device.

Procedure
1. In the Work Manager component on the mobile device, tap Labor Reporting
from the start center, and then tap New Row.
2. Specify a class.
3. Enter the work order or ticket for which you want to report labor in the Record
field.
4. For work orders only: In the Task field, select the task identifier for which you
want to report actual work hours.
If you are reporting time for the work order itself you can leave this field
blank.
5. Enter the start and the end dates for the task, and the number of regular hours
that you took to complete this task.

Chapter 2. Maximo Mobile Work Manager 19

 6. Optional: You can enter additional information such as the premium pay code
and premium pay hours by selecting the Other subtab.
7. Tap OK to save the record.

What to do next

You can select Enter Another Similar Transaction to create a duplicate transaction,
which you can edit.

Building crews for labor reporting

To reduce the time spent reporting labor, you can group labor records into a crew.
When you build a crew, you group a collection of labor records on the mobile
device.

Before you begin

Crews are created, stored, and managed from the application server. Crews are
stored on mobile devices to facilitate labor reporting.

Procedure
1. In the Work Manager component on the mobile device, tap Menu > Current
Crew.
2. In the Labor field, enter the person that you want to add to the crew. Specify
the craft and skill for the person.
3. Tap OK to save the record.

Reporting crew labor

Labor reporting replicates the data for performed labor for each member of a
defined crew. When the mobile device uploads data to the application server, a
record is created for each member in the crew using the same labor reporting
details.

About this task

If you want to report crew labor after each work order is completed, you must do
so from the individual work order record.

Procedure
1. In the Work Manager component on the mobile device, tap Menu > Labor
Reporting.
2. Select the crew for which you want to report labor.
3. Tap OK to save the record.

Reporting time
You must report the amount of time that is spent completing work.

Tracking actual labor hours

You can enter work hours as you complete your tasks, which you can use to track
the time that you spend on each specific task. You can also view the existing labor
transactions for a work order and can delete a labor actual record.

Procedure
1. In the Work Manager component on the mobile device, open the work order
for which you want to enter or view work hours.

20 User Guide
2. Tap View > Actuals, and tap a row to view its details.
3. Tap New Row.
4. In the Task field, specify the task identifier for which you want to report actual
work hours.
The Labor field uses your labor code by default.
5. Enter the start and end dates from the completion of the task. Specify the
number of regular hours that you took to complete this task.
6. Optional: Tap the Other tab to specify additional information such as the
premium pay code and premium pay hours.
7. Tap OK to save the record.

Tracking hours by using timers

You can track the time that you spend on specific work items. You can start timing
yourself when you begin work and stop the timer when you complete the work.

About this task

When you start timing yourself, you might automatically update the status of the
work record from Approved to In Progress, if this status change has been enabled
by the system administrator.

Procedure
1. In the Work Manager component on the mobile device, tap the Work List
Items menu.
2. Tap the Detail menu for the work record for which you want to begin tracking
time.
3. Tap Start Timer. The timer is started, and the work record row turns green.
4. When you have stopped working, tap the Detail menu and then tap Stop
Timer.
5. Optional: Enter the date and time when you started and finished the work.
6. If the hours that you worked are premium hours, select the premium pay code
for the hours that you worked.
7. Tap OK to save the record.

Tracking time on tickets

You can enter work hours on ticket records as you complete your work to track the
time that you spend on each activity. You can also view the existing labor
transactions for a work record and delete a time-tracking record.

Procedure
1. In the Work Manager component on the mobile device, open the ticket for
which you want to enter or view work hours.
2. In the View menu, tap Time-Tracking.
3. Tap New Row.
4. Select the activity for which you want to report actual work hours. If you are
reporting time for the ticket itself, you can leave this field blank.
5. Enter the start and end date for the completion of the task, and the number of
regular hours that you took to complete this task.
6. Specify the type of work.
7. Optional: Tap the Other tab and enter additional information, such as the
premium pay code and premium pay hours.

Chapter 2. Maximo Mobile Work Manager 21

 8. Tap OK to save the record.

Administration
You can enhance how records are used by customizing some types of records. For
example, you can relate records, capture signatures, attach files to records, and
send email communications with attachments.

Relating records
You can use your mobile device to associate existing work records with one
another, and then save the data back to the application server. Relationships are for
information purposes only.

Procedure
1. In the Work Manager component on the mobile device, open the work record
to which you want to relate another record.
2. Tap View (Work Order/Ticket) > Related Records.
3. Tap the Work Orders or the Tickets tab, depending on the type of record that
you want to relate to the existing record.
4. From the Actions menu, tap Select Work Orders/Tickets.
5. Select the check box next to the work records that you want to relate to your
original work record.
6. Tap OK to save the record.

Related records
You can view records that are related to the work record that you are currently
working on.

Only work records that you download to your mobile device are available in full.
Other records contain only a subset of information for you to view, which includes
the work record number, description, and asset and location information.

To view information about individual related records, you select the record
number. You can also tap Lookup to view the complete record.

You can also use the Show Similar Tickets action to search for and relate other
tickets to the current record. The results list only service requests, incidents, and
problems that have the same value in the Classification field. Records are not
included in the results if they are global records or history records. Your system
administrator might add more restrictions to the results.

Capturing signatures
Like handwritten signatures, an electronic signature proves the identity of the
sender.

Procedure
1. In the Work Manager component on the mobile device, open the work record
to which you want to attach a signature as a file. Then, tap Actions > Capture
Signature.
2. In the Name field, enter the name of the person whose signature is attached to
the work record. Tap Enter Signature and write your signature in the
rectangular signature box.

22 User Guide
 3. Tap Save to save the signature as a graphic file and attach the graphic file to
the work record.

Managing attachments
You might need to download or upload an attachment from a record that is related
to work that you are doing.

Attaching files to work records

Attachments can be a photographic image, a signature captured as a graphic
image, a sound file, or a text document. They can be used as supporting data for
work that you are doing, such as a picture of an asset that requires maintenance.

Procedure
1. In the Work Manager component on the mobile device, open the work record
to which you want to attach a file.
2. Tap Actions > Attach Document. Then, enter a name for your attachment in
the Name field to identify your attachment.
3. Tap Browse, then select the type of file you are looking for.
4. Navigate the folder structure to locate the file. Tap Attach.
The file name of the attachment is auto-generated with the suffix
Mobile-DateTime-DeviceID appended to it, and includes the date and the time
the file was attached to the work record.
5. Save the record with the attachment.

Connected lookups
You can use a connected lookup to view all records for a particular value. You can
download a complete record instead of just the ID of the record when you do a
connected lookup for a value.

You can select a record to download its ID to your device. You can also download
the complete record onto your device.

As an example, you can download a complete asset record through the connected
lookup for an asset. You can get all the related information pertaining to that asset
to create a work order for that asset.

To download complete records through connected lookups, you navigate to a

screen where a connected lookup exists. For example, you want to view the
connected lookup for an asset. In a work record, tap the Detail menu on the Asset
field and then tap Select Value.

You can tap Connected Lookup to view a list of all asset records associated with
the work record existing on the application server that are displayed.

You can also tap Download Complete Record to download the entire asset record
to your device. The asset record is displayed in the Select Value screen for assets.

Downloading attached files to the device

Files that are attached to a work record can be viewed on your device and
downloaded from the server to your device, along with the work record.

Chapter 2. Maximo Mobile Work Manager 23

 About this task

On the application server, your system administrator must ensure that the Print
document to work pack check box is selected in the Create a File Attachment or
Create a URL Attachment window. This check box enables attached documents.

Procedure
1. On the mobile device, open the work record whose attachments you want to
view or download.
2. Tap View > Attachments.
3. Select an attachment to view details such as the name of the document, a short
description, the person it was created by, and the creation date.
You can select the icon for a particular attachment to download that attachment
to your device. You can also tap Extract All to download all attachments to
your device.

Downloading work records for assets and locations

You can download a full work record to your device that is associated with a
particular asset or location.

About this task

The work records that are listed in the Asset Work Records or Location Work
Records views are not complete work list records. These work records contain only
minimal data. You can download all the data that is associated with a work record
to your device.

You must be connected to the application server to download the work record.

Procedure
1. In the Work Manager component on the mobile device, open the work list
record for the asset or location details you want to view.
2. Tap the Detail menu on the Asset or Location field.
3. Tap View Details.
4. Select View > WOs Tickets. You can select a work record to view its details.
5. Tap the Add to Work List icon for each work record you want downloaded to
your device. If connected, the specific work record along with all its associated
data is downloaded to your device. When the download is complete, this work
can be seen on the Work List screen along with all other work.

Creating email communications

You can write a communication while working on a work record and send it as an
email with a work record. When you create a communication, you can either use a
communication template, or you can write your own.

Before you begin

If you are using communication templates, download them onto your mobile
device as additional data from the Communication Templates application.

Procedure
1. In the Work Manager component on the mobile device, open the work record
for which you want to create a communication.

24 User Guide
2. Tap Actions > Create Communication.
3. Optional: Select a template for the communication in the Template field.
4. If you want the replies to be sent to someone other than the sender, enter the
email address of that person in the Reply To field. Then click Select Recipients
to select recipients for your communication.
5. Tap the appropriate tab depending on whether you want to select roles, people,
or a person group as your recipients.
6. Select the check box under the To, CC, and BCC for each role, person, or
person group you want to select as your recipients. Select OK when you are
done.
7. Enter the subject and body of your message.
8. Send the email communication. When you send it, the record is saved and sent
to the queue on your mobile device to be uploaded to the application server
when you next connect to it. If your mobile device is connected to it, the
communication is sent immediately without waiting to be sent with the work
record for which the communication was created. If the communication
transaction fails, an error is displayed as an icon on the start center.

Chapter 2. Maximo Mobile Work Manager 25

26 User Guide
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