LC20: Maximo Asset Template Application

The following transcription is from our 2020 Lunchcast Series. For a copy of the PowerPoint presentation, please contact us.

Maximo Asset Template Application10 Dec 20Ontracks’ Leanne Hornby chats about Maximo Asset Template Application. This app allows mass-updates of common details such as attributes, spare parts or PM schedules on existing Asset records, as well as how to apply these details to multiple new Asset records.Watch


Welcome, everyone. Thanks for joining us for lunch today. We hope everyone’s doing okay. I am Kat Pullen, Marketing Co-ordinator at Ontracks and your Maitre D for today. Our Lunch Special will showcase the IBM Maximo Asset Template Application.


This is the last of our 2020 lunchcast events. And we hope you have enjoyed our topics. We are working on our 2021 monthly webinars and will continue to feature IBM experts and members of our team to discuss Maximo.


We will mute the phone lines during the event. If you have a question, please enter it into the question box and we will answer them toward the end of the presentation.


This lunchcast is being recorded, and a link will be made available shortly after the meeting.


Your server today is Leanne Hornby, a Managing Consultant here at Ontracks. Leanne has over 10 years of implementation, support, and training experience with IBM Maximo.


Her primary focus is business process analysis, best-practice consulting, and end-user training for XML solutions.


Again, we will be muting the phone lines, so.


Place your questions in the Q and A box, and we will answer them at the end of the presentation.


So Leanne, let’s for lunch today.


Thank you, Kat.


Thanks for joining, everyone. Today, we’ll be focusing, as Kat mentioned, on the asset template application within Maximo. Thank you, everyone, for taking time out of your day to join me.


We’ll get started here right away. As Kat had mentioned, if anyone has any questions, please feel free to pop them into the Q&A box. I’ll try to address them as they come up. Otherwise, we’ll mix it have some time at the end to address any questions that don’t get answered through the webcast.


Here, so as Kat mentioned, I am a functional consultant based out of the Calgary office here with Ontracks. I’ve got close to about 13 years of experience working directly with Maximo. In my previous role, I was an end-user for a small oil and gas implementation. And now, I am on the consulting side of things working with clients like yourself to understand your current issues that can best be solved using Maximo, as well as delivering training, and working through testing and all sorts of things.


For today’s agenda, we’ll go through the asset template application. We’ll talk through the various components of the application itself, as well as how the application can be used. There are two key components to that, where we are creating those templates, and then, how we can actually use them, going forward.


So, we’ll walk through some of those pieces together, and then we’ll wrap things up with a little bit of a demo, where I’ll show you how we can create those templates, and then use them in your business today.


OK, so starting out with the Asset Templates, the application itself, it allows you to identify core asset or equipment information in one place, on one record, where you can then use that information, and apply it to multiple asset records. Your alternative would be creating individual asset records one at a time and entering in that information today.


Whereas, through the Asset Template application, is allowing you to kind of build that once and use it multiple times. So, think of Asset Templates as job plans or master PM’s where you’re putting that in one time applying it where you need to and using it down the road.


OK when you do create net new assets from an asset template or you apply an asset template to your existing records, the information that’s recorded on that template is pushed out to those individual records where they’re essentially inheriting that information. So, for example, to give you a business case if your organization just purchased 20 new laptops, and you’re going to issue those out across your organization.


Typical practice is you’re going to go in and create 20 new individual asset records, record all of that key information, like their serial number, purchase price, when was that laptop issued, all those sorts of things, and then actually move those individual asset records to where they need to be.


By using the asset template application, you create the one template for that laptop, record all of that information. You can also add additional details as part of that. And then from there, you can create all 60 laptops at one time and push that information out.


So, some of the common information that you would want to consider when you’re building your asset templates are putting in a description, so that short description of what that piece of equipment is, the type of asset is it part of your fleet. Your IT is a part of your operating assets, any manufacturer, vendor information, purchase price details, or replacement cost. You can assign priority levels through the template, identify any spare parts and their associated quantities. If there’s preventative maintenance schedules coming from the manufacturer, you can build those out and associated at the template level.


If you are tracking measurements by using meters on that equipment, you can apply meters at this level. And then last but not least, is classifications and attributes. So you can classify the asset and have the attributes with their associated values, again, be pushed down to all of those records at once.


Leanne, I’m going to interrupt you. just a quick second. I’m showing the asset template, 101, the screen. Is that where we’re supposed to be?


Oh, yes, that’s correct. OK, I was afraid I was, I thought that maybe I missed something.


We did have a question come in, thus an asset template, roll down, changes like the PM master.


I am assuming roll that down to the individual assets level. The answer is yes.


Okay, I will let you continue. Alright, thank you. So once you have that information captured on your template, then you’re able to do 1 of 2 things. You can either create a net new asset, or you can apply that template to your existing assets. Both methods essentially allow you to perform bulk data, either creation or asset within Maximo. So, therefore, it’s streamlining your data entry processes just to reduce some of that potential error, making it consistent across all of those assets and subsequently, more efficient data capturing.


Okay, so, as I mentioned here, the Asset template allows you to create it once and re-use it multiple times. As I mentioned, it’s very similar to how we approach job plans, you build that once and then re-use it as much as you need to. You can also duplicate each asset template. So let’s say if I stick with that laptop example, you’ve got different brands created by a different manufacturer.


You can take your existing laptop as a template, duplicate it, change what you need to, and save that as it’s all new record.


And from there, use it as it best fits within your organization.


Okay, so now, we’ll get into talking through the actual application itself. So, like you’ve seen in other Maximo applications, there are multiple pages within the application. Our first page, or that main tab, is where we’re capturing what you might refer to, some of that header information.


So, or when I say common information, I’m referring to that same thing. So this is kind of your bare minimum fields that you need to record in order to create a template. So we’ll put in that short description or name of what the asset template is going to be. We can identify maybe who the vendor is providing that piece of equipment, the manufacturer, any purchasing details like the around the costs.


Replacement cost, budgeting costs when you’re planning to install tore issue of that equipment. You can also attach documents or pictures that will again cross down to the asset records that are either created or associated to that template.


There’s also a Spare Parts tab where you can identify item master records as part of your library, and from there, identify quantities associated to those particular libraries.


You can put in comments or remarks around what else is pertinent information. When you need to use that template again, all of this information will cross over to the individual asset records.


So can you add specifications to the template?


Yep, we’re getting there.


So next up, we’ve got the PM tab as part of the template. So where this is a little bit different than say on the job planner, the work order side. With asset templates you need to use master PM’s. So again, they’re also a template for building a preventative maintenance schedule. You start with that Master PM, and that creates your individual PM records. So, in order to use those without the templates, you create that master PM first and then apply it to the asset. From there, you are able to identify whether it’s time based, meter based or both.


You can put in your seasonal dates or parameters around working times.


You can identify job plans that tie into that schedule.


And then apply that to the template when we then create new asset records from the template or we apply it to existing assets. When there’s a Master PM referenced on there, the system will go ahead and create the individual PM records as well. So you don’t have to. It. Just automate and streamline that process.


I also mentioned there’s a meter tab. So if we’re going to do any measurements on that equipment, you’re able to identify that meter, and then track those meter readings, either on the asset itself directly or through your work management process on the work order side. And then use those meters to trigger either maintenance activities or specific actions.


You can apply multiple meters on to an asset template, and then, as I mentioned, you’re able to record your meter readings at the individual asset level or through the work order process.


Then last but not least, we have our Specifications tab. So this is where we classify the assets, based on our current classification structure. And from there, you can associate attributes, identify specific values for those attributes, and then that information crosses over to the individual asset records themselves.


Where this becomes really valuable, for those of you who are already using classifications as part of your item master, or your asset records, you’re able to search by attribute value.


So if you’re looking for a certain motor within a specific, horsepower range, you can put that in and look for all of the assets that fit those parameters. So it just gives you a little bit more refined searching capabilities.


So how to use Asset Templates. So you’ve got a template created.


Now, what? As I mentioned, we’ve got two different methods. So you can either do the Create Net new Asset records. So this is where you’re starting from scratch. You create that template, you are now going to purchase, or you have purchased and brought in.


We’ll stick with the laptop example. You’ve purchased those 20 new laptops. And now we want to go and create actual records in Maximo.


So you do this directly from that template record. You’re able to create it. You can leverage your system’s current smart numbering. You can add a prefix or a suffix. You can identify the location at which these records are going to reside.


And then it allows you to kind of preview what that creation is going to look like, where you can then adjust the individual records. And from there, once everything lines up, you’re able to execute that, and the system will then go ahead and create those records on your behalf. You can then go into the asset application and find those new records.


The second method is applying it to existing asset records. So if we’ve already got those laptops, we’ve already created asset records for them, but maybe we don’t have enough information, or we’re improving our data collections, and we want to update those records.


You can pull up that asset template and apply it to asset records that you specify, and when you do that, the information that’s reflected on the template will cross over and update those fields on your existing asset records, OK?


Then there’s an additional part here, the View Asset Template usage. You’re able to see where that template has been applied on what assets. So to kind of keep that history for you.


So before we jump into the demo, are there any questions before we proceed?


Actually, we do have a few Maximo for you here.


So if you have an existing asset, only add a template.


Later on does not overwrite any of the information that was on the asset before.


Read that, again, so if you have existing assets and add a template later on, does it overwrite any of the information that was on the asset before?


That’s a great question.


It will overwrite whatever information has been populated on the template.


So if you’ve classified your asset as X, but your asset template is classified as Y, when you apply that template, it will update your classification to that new Y value and cross over any associated values.


On the same note, if you are tracking your purchase price, let’s say, of an asset at the individual asset level and not on the template, when the value is blank on your template, and you apply it to an existing asset, it will not overwrite the value that you have on the asset there.


Can existing assets be linked to an asset template?


In case we already created our assets without a template, with those existing assets inherit the future updates based on the template.


OK, so I think that’s a bit of a two part question.


So the first part, you would have to, in order to have your existing assets, inherit the information from the template, You would have to open up the template.


Then go through, we’ll go through the apply asset template as part of the demo.


So you’ll select the assets in which they should be associated to the template, and then you will apply that template. So it will update your records then, anytime you make changes to your asset template, you have to apply those back to the asset’s so that they are receiving those updates.


Currently, in the Asset template, TR, there is a measurement points tab. Could this tab be added to the asset template application?


OK, sorry, can you OK so can you just repeat the first part of the question, Kat? I apologize. Oh no problem.


Currently, in the Asset Template, TR, there is a measurement points tab.


Could this tag be added to the asset template application? OK, so without having a further discussion, I think the short answer is no. The Asset Template TR application is actually part and parcel with the transportation solution add on. So it’s slightly different than the Asset Template application, which is part of Base Maximo.


The measurement points as part of the transportation, that’s sort of that added functionality that comes with a transportation solution. So it’s only available there.


Does something like this exist for locations as well as assets?


Oh, a location template application?


No, it does not, that’s a good question. I would recommend going to IBM and requesting that I know that they have a place for, for that kind of things, so.


The template can also be applied to rotating items class. Oh, this is just a statement of the template can be applied to rotating as items classified as an Asset in Maximo while receiving them.


I think that’s a statement, or maybe it’s a question, I’m not 100% certain there, it sounds like a statement, OK, we’ll move on, then. Can attachments be added to templates, and will those attachments be populated instead of, or in addition to the attachments already associated with that asset?


Yes, that’s correct.


Then this was prior to the first question, For example, some assets have work orders, and we need to delete all of those assets. Can we update that work order info using the asset templates for new assets created?


Sorry, can you repeat the first part of the question?


For example, and again, this is, this was in reference to a prior question. For example, some assets have work orders, and we need to delete all of those assets.


Can we update that work order info using the asset templates for the new asset created?


We can take that offline. I think yeah, there’s a little bit more to that. The short answer is that as a template application won’t help you with that. There’s some more functional steps that have to be followed before you can decommission or delete an asset that has more quarters on there. So, I’ve got my contact information, I’ll put it up here at the end. If you’ve got any questions just shoot me an E-mail, and I’d be happy to talk through that with you after this.


one more, and we’ll go ahead and continue on, was about job plan templates. Do they exist?


A job plan essentially is a template.


So, it works exactly the same way as a asset template, I guess. The difference is, is you’re not creating work quarters from a job plan, you’re applying a job plan to a work order.


We do have a couple more questions, but we’ll go ahead and address those at the end, so, go ahead, let’s see the demo


OK, so let me just open up my instance of Maximo here.


So just to preface this, I am working out a relatively vanilla Maximo. So, there’s no workflow. There’s no major screen configuration. It, this is very much IBM out of box.


And I believe that this environment also has oil and gas, so you may see some different things.


I just want to preface that before me dive too far in.


So, the asset template application is part of the asset module.


So you can see here in our sidebar navigation, it’s available on our fly out, and I have, in preparation for this demo, I have already created two templates that we’ll walk through. And as part of that, we will create new assets with one of those templates. And with the second one, we will apply that to our existing templates. So I’m just gonna search for them here. So we’re gonna start. I’ll continue on with the laptop template.


So here I’ve created a template for some Dell Inspiron laptops.


I have attached photo here that will cross over to my asset of what that looks like.


From my main tab, this is kind of where I’m capturing all of my high-level information. So I’ve got a description of that asset. So as it generates assets, this is what I want to show up in my short description. I am categorizing it as part of my IT assets. I’ve identified who my manufacturer and my vendor are. I’ve put any purchase price. If we’re tracking things like replacement costs are budgeting or priority levels, you can include that information here as well.


I’ve got a spare parts tab, I haven’t identified anything.


My system is lagging behind me speaking.


I haven’t identified any spare parts as part of this particular template.


And then we’ve also got our meter tab as well, which this is going to be our master PM’s. So you can see here, I have a master PM created for an annual laptop inspection and it’s gonna run once every year.


The meter tab. We’ve left empty. We’re not going to track any of that stuff on this PM, or sorry, on this as a template.


Then last here is our specifications where I have classified my assets and then I’ve got some various specifications that have been identified. I’ve put some values here. So we’ll go and create some new records from this template and we’ll show you how all this information will crossover.


So in order to do that two things have to happen. First of all, the status of your template needs to be active.


You can’t start in. We can’t generate any records from a draft or inactive status once you’ve got an active record. Under your common actions, on your left hand, sidebar navigation, there’s your option here to generate new assets, or we have applied to existing assets. So for this portion of the demo, I’m going to create new ones. And at First prompts me, what sites do I want to create these assets in.


I’m working in a multi-site instance of Maximo.


So I’m going to work out of the Bedford site, then it’s going to prompt me up this new dialog box. So as you’ve seen in other applications, like PR’s, POs, work orders, we have this default table data.


So anything I fill out in this section here will apply to all of the asset records that will be generated in the table below here. So I can identify where they’re located, what their status is, when are they being installed, that sort of stuff. So I’m going to start by, I’m going to populate a few things, so, I’m going to have these show up at our computer lab, that’s my location.


I’m going to set them too, I’m going to change my status to be operating so that they’re all ready to go.


I’m going to prefix with a serial number.


And the installation date, it defaults to today’s date. I’m just gonna leave that as today’s date. And then, the next one to be aware of here is that PM Start date, So this field is what’s going to be driven on your PM records that get created from that Master PM Template that we have associated to our asset template, OK, so this would be kind of like that first day that we’ll kick off our PM. In the Generate Asset numbers. This is where we start to identify how many laptops. So let’s say we’re gonna go and create five new laptops.


And I can have a starting number. I can put in a prefix, I can put in a suffix.


So I’m going to say that my starting number is going to be 1001 and I’m going to prefix it just for easy searching with my initials.


So ideally, we’re going to have five new records created, starting at 10001 prefixed with LMH


So now I want to see what that looks like.


I’m gonna go ahead here and hit Generate Assets and the system is going to build out that information in my asset table below here. So now you can see I’ve got five records, the prefix, with my initials, starting at 10001. They’re all going to be located in the computer lab, they’re all going to start in the status of operating.


And then I pre-filled a portion of their serial number.


So now, I can come in here and say an update, the individual serial numbers for each of those records.


And if you don’t track serial numbers on your assets, then this is a step. You don’t have to use.


If I wanted to change something on the individual level, I would do that here at this point before proceeding.


Once I am comfortable with the information that’s recorded and I’m ready to continue, the next thing I need to do is just go ahead and hit OK. And then maximum is gonna go and look at the information in that asset table and all the data associated. It’s gonna go create those records for me.


So pops up a message here letting me know that my asset template has been applied.


So now, let’s go take a look at those records.


So I’m going to navigate over to my asset application.


A nice to have that isn’t implemented yet, but it’d be nice to have IBM add under the advanced search, the asset template number, so you could search from this application directly.


For a list of those, tt’s not there today. That being said, it might be something that can be made available under the Advanced Search.


Otherwise, I’m going to search for those assets, again putting in part of that prefix.


And you can see here are my five assets that I just created that are at that computer lab.


So, if I open them up individually, we’ll take a look and see what information crossed over.


We’ve got our unique asset numbers that we put in, the description that we put in on that Main Asset Template Tab.


We’ve got our status, has been updated, the type of Asset, it references here, on the record. What template has been applied to this record.


As we scroll down to the details, you can see the location, our serial number has crossed over. I can see under the attachments that my photo has crossed over as well.


As I continue to scroll down in my purchase information, vendor, manufacturer installation date, purchase price, that’s also crossed over as well.


We didn’t have any spare parts or meters, so I’ll jump right over to the specifications tab where we’re classified and our specifications have been or attributes have been applied as well.


And then last but not least, what I’d like to show you is from the work tab, we can take a look at the view work details.


This will show you, for those of you that are familiar with this tab, the Work tab tracks the history of the maintenance that’s been completed against this asset.


Whether that’s a work order, or a route, or an inspection, or a PM record that’s associated, or has this asset referenced on it.


We’ll keep track of that here. If I come to my PM tab, can see that I’ve got a PM that’s been created with a job plan. It’s in the status of draft.


So by navigate over to that PM application, this is the PM that was created, but by the system, based on the information I recorded in my Master PM record here. So, brings all that information over.


And the only step that I have here to do, if I want, I can update some of the information, otherwise, I can go ahead and change the status of my PM and make this active.


And now my asset is ready to go, and then next time, my work order Cron task runs, it’s going to pickup is PM and generate that PM work order for me, based on my frequency and my estimated next due date.


OK, so, I’m going to return back to my asset.


If I refresh this, I think I have to go back out of the asset and come back in, but it will update the status of my PM here to be active and it’s ready to go from there.


Are there any questions on creating an asset, a net new asset from an asset template?


I have about 10 to 15 questions in the queue. You want me to rattle the mala for you? Yes. please. OK.


Let’s see, we’ll start with, can the functional requirements to delete or decommission assets received, externally, be e-mailed to me?


Or Can a link be provided to where I can review the requirements per IBM best practices? OK, can we take that question offline?


Can we add additional fields to the asset template, say a custom field that we added to the asset application as well?


So, the short answer is yes. I think we just have to understand what the field is, what we’re trying to achieve. But, yes.


If as long as it’s referenced on the asset itself, and on that asset table in the database, we should be able to add that fields to the asset template and have that same functionality be applied.


Is there a best practice for determining the asset template number?


I think that is a question for your own organization.


If you have a numbering system in place, you can set the asset template application up, so that it is auto numbering. Most organizations will do that with like, the job plans. It’s just a number.


Whereas, something like a location might have a smart number in place, or, if you want to set up a prefix, you can do that.


But I think that’s kind of a bigger question on like, what are you doing today within your organization? With all of your records?


OK, and then we’ve got 3 or 4 the where basically all asking the same question, Can you leave the starting asset number blank?


And will it find a number not being used. Or will it flag you if you choose a number already in use, or can you auto generate asset numbers, which Yeah, so, the short answer for all of those is yes Again, this isn’t vanilla environments, so there isn’t any anything smart set up, so I don’t have smart numbering on my assets.


My assets are, if I was to create a new asset, it starts blank and it lets me put whatever I want in. So, because those rules aren’t determined on the template, that’s why I’m forced to pick a number.


So, if your business rules are you auto number your assets, or you have a prefix, or you have something in place, the asset template application will take advantage of those rules that you have built-in. But, because I don’t have any, I’m forced to select a starting number.


For the data you enter, for example, the location validates before creating an asset.


If the intention of, so, I’m not sure what we mean by validating, but you have to have your location hierarchy built out first.


So, I was choosing, If I go back to my asset template, I did choose a location that is part of my existing hierarchy.


Does the attachment from the template propagate to the work order written to the asset?


It will, yes, so if you start with it, so in that example, I had an attachment on my template, It crossed over to my asset, and when I put that asset on a work order, that attachment will be visible at the work order level, OK? Can a work order be created for the asset using asset templates?


No, OK, and are we what version of maximum? Is this? Is it or earlier?


What version is asset Templates available in?




I believe, it’s even, like, 7.5, OK.


Concerning the location question, this is going back a little bit. The location apps does have a duplicate location function not is nifty as the template better than nothing. So those, basically, oh, there. And. and we’ll just go ahead, and one popped in.


Do you still have to create the master PM first?


What’s the best PM?


Asset route and then the assets PM asset route than the asset.


So think of.


So, OK, sorry, Yes, you need to have things like your locations, your items. your master PM’s, your classifications, your meters, all of that information if that if you’re going to use that information on an asset template, it all needs to be created first. Before you create your template.


Already it looks like we still have a pinwheel of death going on here. We do and I’m going to do like the one thing you’re not supposed to do and refresh my screen.


I think I got it. OK, I did have one more question pop in. How can the asset template be used for the asset hierarchies? Can you have an asset hierarchy templates?


So, no, you can’t.


It gets a little complex when you’re building a hierarchy, because you have to understand the whole parent child relationship.


I think there’s a different way.


If you’re looking to build out a hierarchy, there’s a different way that you can approach that with an outside of the templates.


The templates are more for building on your existing assets, hierarchy, and updating your existing.


If you’re starting with a net new implementation, and you’re defining your asset hierarchy, I would not use Asset Templates as you’re starting method.


I think there’s another way. So, if whoever asked the question, if you are doing in that new implementation and you want to talk about that a little bit more grab, my e-mail at the end of this. And we can, We can discuss this a little bit further.


Great. OK. I’m just going to go ahead and have you continue on. We do have questions coming in, but I’ll wait till the end to go over the rest of these for you. Thanks, Kat. I’ve got one more.


Part of the demo to show you guys, this is really, we’ve got existing assets. We want to take a template that we’ve just heard, we’ve just built and apply that to those existing records. So, in this example, I’ve created a template for our fleet, we’ve got a bunch of Ford F 150 trucks. We already have them in house. The asset records are created, but we do not.


We haven’t updated all of the data, so, we’re trying to improve our data collection and capture, so we’re going to create this template and apply it out.


So, main page, kinda has that key information.


Here, I do have a list of spare parts. They said every track is going to get you know, a bottle a washer fluid, a vehicle safety kit, and an extra set of tires.


We’re going to have a Master PM created for an annual truck in inspection, which again, will then go and create that PM record for us.


I’ve put a meter on this one here so that we can track kilometers. So as part of that PM or that maintenance, we’re saying once a year we’re gonna do an annual inspection, but that PM that I’ve created is time and meter based, so it’s saying either once every year or when we hit, I believe I set it up so that it was 25,000 kilometers.


I think I put that on the PM, actually. Not on the meter.


So we’re going to track meter readings, and then whatever comes first, either that annual date or we hit the kilometers. Then it’ll generate out that PM for us.


Then, last but not least, we classified this, and we’ve put in a bunch of attributes, and this information will cross over to those existing records. So, and confirming here, my status is active. The templates ready to use.


So, this time, from my common actions, I’m gonna choose the apply to existing assets.


Again, it wants to know what site I am creating, we’re applying these records to, and then it pulls me up a dialog box, and again, it’s saying, you know, where are these assets located? Is there a status, serial number, that sort of thing. That default table data.


Before I touch on any of that, I’m going to go and select my assets. So pulling from a list. Again, I’m in a vanilla environment. I don’t have a lot of data in here, so some of you, I know we’ll have like 60,000 plus assets that you’re searching for.


So, here I am. What am I going to build, OK?


No, that’s not what I want.


Let’s go ahead here.


OK, I’m going to take these three records and we’ll just see that these are really, they’re just named incorrectly.


We’ll say, so I’ve got the three here, and I’m going to put them in my list.


So I’ve got my asset number.


I can identify what location I want these to be at or moved to. I can put them in a certain status. I can apply a serial number at this point, or I can do that on the individual level. If that information already exists on those records, I’m just going to leave this blank so it doesn’t update that.


And then once I’m ready to go, I’m going to go ahead and, hit OK.


Then Maximo is going to go and find those three records and apply that template. So, then, it gives me confirmation that that’s completed. And now, I’m going to go over there and find my assets.


OK, well, that didn’t work the way I wanted it to.


There we go. OK, So, now, I did select, I did write them down, to 2 3, 3, 2, 2, 3, 4, 2, 3, 5. So, you can see here and I think they originally called Erica Pump. They’ve now been renamed to Ford F 150 track. So, I’m just gonna open up, one of them will see a couple of things here. So, my status is active. So, the record was already in inactive status. So, I didn’t touch that. So, you can see, this is the old information. We didn’t update the status. Our type has been updated to Fleet as part of the template.


I didn’t add a location. So this truck is still sitting at this certain office.


I didn’t reference a serial number so the original blank serial number is still there.


And the purchase information, I did populate some of this.


So it has updated that information here.


All right?


And then when I come to my spare parts, so it left, what was already existing on the record as spare parts and has added my tires, my vehicle safety kit, and my windshield washer fluid.


So, if for whatever reason, I decided, you know, maybe these two items are no longer part of that record, I can come in here and make the changes on the individual asset.


My meter will be listed here. So, I’ve got my odometer, has been referenced.


And then when I come to the specifications, it’s classified, it’s updated, the classification to vehicle and it’s overwritten the attributes with my values that I had listed.


As well as the, the measurements that have been recorded there. Then, last but not least, when I come to my work tab and I view my work details, we’ll see here that I’ve got my PM, has been created.


This PM happens to have to job plans, or sorry, oh, this isn’t right my, I apologize.


My PM is created here with the job plan and it references my asset with that annual truck inspection information from my master PM. So, I can show you here when I look at my frequency, I’ve set that up to run annually or when it hits an odometer meeting of 8000 kilometers.


OK, then the last piece I need to do here is change the status of my PM, so that it’s active and can be picked up by the chron task, and we will now generate a work order for that asset based on the parameters outlined on the PM OK.


Are there any questions there on how to apply an asset template to an existing asset?


Does the system keep an audit of the updates applied to new templates?


That’s a good question.


So, from the database, there’ll be something, it might not be specific, it’ll just show, when the templates been applied. Maximum does e-auditing, feature. So, there may be a value, depending on what it is that you want to track, You may want to consider creating an audit report, so that you can see when the when the templates were last changed or applied. And what that looks like there is the like changed by and change date.


On the asset record, but this may not be adequate enough, because it doesn’t indicate that this was changed by Max admin through the asset template. This just shows that the Max admin was the last person to touch this record.


So there are some options out there.


Is the frequency based on the last time the PM was completed?


That depends on how you set up the PM. There’s multiple ways that you can do that.


You can set up a PM, so it’s the last time the PM was created, or the last time the PM was completed, it depends on what your business requirements are.


So, when applying to existing assets with spare parts, adding the template can add additional spare parts, but preserve the existing spare parts. Is that true?


Yes, it happens when a spare part already exists and is also on the template, so, it will look to see if the quantity has changed.


So if originally the quantity was one, and now you’ve updated your template, and the quantity is three, then the existing asset record will be updated with that new quantity value.


If you add spare parts to an asset template and apply it to an existing asset does it overwrite the existing spare parts list or add it add to it?


I think it showed that it will add to the list.


Does the Asset History same show tt was a pump and now it’s a truck?


So that goes back to my comment on the E audit.


We’d have to look at creating a report to see what was it like to figure out what fields you would want to audit and track those changes.


Where are the meters for the specifications?


Sorry. Where are the meters? Did you say? Correct.


So, meters are identified on the meter tab.


So, this here is the meter that I created. And then specifications are to track attributes.


Of that piece of equipment or that asset.


Can asset inspection form be associated with an asset template?


An asset form, inspection form, pardon me.


Yes, however, the inspection form gets associated at the job plan level, then you would reference. So you’d reference the inspection, you tie the inspection form to the job plan, and then you would tie the job plan and the asset together.


How different is Asset Templates from the application export import when it comes to usability?


There are two different things, so we’ve, you saw how the Asset templates are applied. the import export.


It is a front end, essentially, data loading tool, where you can put a list of assets. In a spreadsheet, I’m really dumbing it down here.


But it’s a simplified way of basically doing a bulk data load of Net new assets.


It can be a little bit easier, for a typical, like, an administrative user to use from the front end, but they’re kind of two different things. So, you’d use the bulk import export.


More so I guess when you’re adding a whole bunch of different new assets, and then you would use the template when you want to apply, like certain characteristics and fields to existing records or create net new like, they both have their place, depending on what your business needs are.


Can a template, delete, obsolete, spare parts, and leave others?


Can it delete obsolete perverts, obsoletes spare parts, yeah.


I might have to take that one away. My my gut answer is no.


You’d have to remove those Obsolete, spare parts.


You’d have to remove them from the individual asset level. What level of configuration or setup is required to enable the Asset Template application?


Essentially, your user just needs to have access to that application through Security Groups, and from there, it’s kind of your standard.


Insert, read, save, or delete access.


I have heard the existence of a location hierarchy template. Please confirm if they don’t exist at all.


So, out of a base Maximo, they don’t exist, there are ways you can configure something, but they don’t exist with just plain install.


Can we replace an asset attached to a work order so that it could be decommissioned and moved to a salvage location?


So that’s a question outside of what we’re talking about here.


We’ll go ahead and take the short answer is the change has to be made at the work order level.


OK, and we have time for just one more question. I’m going to read a statement first and then read the next question.


You may want to use the MX loader to build and load your location and then asset hierarchies, and subsequently leverage the asset templates to apply additional data, spare, parts PM, meters, etcetera. And that’s from Chris Silver of Projetech. It takes, thank you, Chris.


General question. Does IBM have a separate object, identity relationship, document for IBM, Maximo that explains all of these templates asset, location, PM, Job plan, et cetera?


I think the short answer is no.


I’m not aware of one, OK.


OK, two more questions, and then we’re going to have to wrap it up, Can I please give a clear definition? As to what constitutes an asset within Maximo, I’m working with a fleet of ships here.


I’d love to give you a clear definition.


For Maximo, the best definition I can give you, it’s something that you want to track.


Whether it’s a ship or a part of a ship. But that determination has to come from your organization.


And what you want to track and monitor for the entire life cycle, from the time you purchase it, its entire maintenance history until you decommission it.


If it’s something that you don’t want to track to that level, then it’s most likely not going to be an asset, OK?


Someone else, just chimed in an asset is usually a maintainable component. So with that, we’re going to wrap up the questions and the broadcast. Leanne, thank you so much. We really appreciate you giving us this talk. I know that we actually originally had this scheduled for May. So we’re glad that we were able to squeeze it in before the end of our sessions. And I want to thank everyone here for joining us for lunch. We will make this recording available for anyone who would like to take home leftovers. Our previous lunch casts are always available on our website at This concludes the 2020 on Tracks Lunch Cast Series. We hope that you have enjoyed our sessions. Please look for an announcement in January of 2021, as we return to our monthly educational Webcast series. Have a great holiday season, everyone, and a wonderful New Year, and we look forward to a fantastic 2021. Thanks.

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