MAXIMO 5.2 School Work Requests

State of Hawaii Department of Education
MAXIMO 5.2 School Work Requests

T O T A L R E S O U R C E M A N A G E M E N T
Total Resource Management, Incorporated 510 King Street, Suite 500 Alexandria, VA 22314 Copyright 1996 by Total Resource Management, Incorporated. All rights reserved. All product names and services identified throughout this book are trademarks or registered trademarks of their respective companies. They are used throughout this book in editorial fashion only and for the benefit of such companies. No such uses, or the use of trade name, are intended to convey endorsement of other affiliation with the book.
No part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without the prior written permission of Total Resource Management, except as permitted by the Copyright Act of 1976.
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Table of Contents SECTION 1 SECTION 2 SECTION 3 SECTION 4 SECTION 5 SECTION 6 SECTION 6.1 SECTION 6.2 SECTION 6.3 SECTION 6.4 SECTION 7 SECTION 8 SECTION 9 SECTION 10 SECTION 11 SECTION 12 SECTION 13
INTRODUCTION.............................................................................................. 1 ACCESSING MAXIMO..................................................................................... 2 LOGGING IN TO MAXIMO............................................................................... 5 OPEN SCHOOL WORK REQUESTS................................................................. 7 ENTER A NEW WORK REQUEST..................................................................... 9 VIEW A PREVIOUSLY ENTERED WORK REQUEST........................................ 25 SEARCH USING FULL IDENTIFIERS ....................................................................... 25 SEARCH USING W ILDCARDS ............................................................................ 29 SORTING W ORK REQUESTS ............................................................................. 32 MAXIMO STATUSES ..................................................................................... 35 MAXIMO LOCATIONS DRILLDOWN.............................................................. 36 SCHOOL WORK REQUESTS SCREENS......................................................... 42 PRINT A WORK REQUEST............................................................................ 48 PRINT A LIST OF WORK ORDERS ............................................................. 52 PRINT THE SCHOOL WORK ORDER PRIORITY REPORT............................ 56 EXIT MAXIMO............................................................................................ 59 MICROSOFT WINDOWS JAVA VIRTUAL MACHINE (JVM) .......................... 60
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Section 1
Introduction
Work orders are an essential part of maintenance management. A work order specifies a particular task to be accomplished either against a piece of equipment or a location. In MAXIMO, work orders initiate the maintenance management process and create a historical record of work performed. This course will focus on work requests using the School Work Requests Application. This application is used to query, view, and create work requests. This course will cover the following: Accessing MAXIMO Logging in to MAXIMO Opening Work Requests Entering a Work Request Viewing a Previously Entered Work Request Work Order Statuses Printing a Work Order Printing a List of Work Orders Running the School Work Order Priority Report Exiting MAXIMO Installing the Java Virtual Machine
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Section 2
Accessing MAXIMO
MAXIMO is a web-based application so you will need access to the Internet in order to use MAXIMO.
Step 1: Click on your Internet Explorer Icon to open your browser
Your browser opens to your default home page (may differ from what you see below).
Note: You must use a PC with Internet Explorer 5.5 and above in order to use MAXIMO. MAXIMO is not supported by other browsers or by Macintosh.
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Step 2: Enter the OBS website URL in the address bar http://obs.k12.hi.us and click on the MAXIMO link
Production MAXIMO
Training MAXMIO
MAXIMO Documentation
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The MAXIMO Log-In screen opens.
*Note: There are two links on the Office of Business Services website 1. MAXIMO Training used for training, development and practice 2. MAXIMO Production - used to enter your schools actual work requests
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Section 3
Logging In to MAXIMO
Once you are on the MAXIMO log-in screen you will need to enter your user name and password to sign in to MAXIMO. You will need to call the response center to get your schools MAXIMO log in information (831-6731).
Step 1: User Name Place your cursor in the user name field and type in your user name
Step 3: With your mouse click on the Sign In button
Step 2: Password Place your cursor in the password field and type in your password
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The MAXIMO Start Center opens.
Note: Once you are logged into MAXIMO do not use your standard Internet Explorer icons and menus on the toolbar at the top of the screen. You must use MAXIMOs built in navigation features.
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Section 4
Open School Work Requests
The School Work Requests application will be used to enter work requests in MAXIMO.
Using your mouse, scroll over the Work Order Module and click on School Work Requests
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The School Work Request Application opens to the search screen.
Note: The school code field defaults to your log in so you will only see the list of work requests entered for your school.
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Section 5
Enter a New Work Request
From the search screen you can access the New Work Request data entry screen.
Step 1: Click here to enter a New Work Request
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The New Work Request screen opens with an auto generated work request number and a status of REQUEST.
Note: All fields with a red * are required in order to submit the request.
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Step 2: Enter the request description. For example Toilet overflowing in boys restroom
Step 3: Click on the arrow next to the location field
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Step 4: Click on Select Value
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The locations value list opens.
Step 4a: Click your mouse in the blank box under the Description heading, type in the name of your school and hit enter.
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OOPS! Spelled AINA incorrectly (ANA)
If you spell the school name incorrectly and there are no results matching your search your results will say No locations found. Click on the Clear Filter fields icon to return to the original list of locations and repeat step 4a
MAXIMO locations come from the DOE Locations Database. Some of the locations may contain a - or a and portions of the location may be abbreviated (for example ELEM for elementary). If you are having trouble searching for your school enter a portion of the school name. In this example we entered AINA HAINA in order to find AINA HAINA ELEM. If you entered your search correctly the value list filters down to all entries matching your search criteria.
If the value your are looking for is not listed click on the orange arrow to continue searching through the records
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Step 4b: To select the value click on the blue box next to the location (For example AINA HAINA ELEM BLDG A)
The New Work Request screen opens with the location you selected.
The location code and description are now on the screen
Note: For more information on locations see Section MAXIMO Locations Drilldown.
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Step 5: Place your cursor in the Reference Location field and enter additional location information if needed (For example Last stall next to back wall)
Step 6: Place your cursor in the Job Details field and enter additional work request information
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Step 7: Place your cursor in the Contact field and enter the name of the contact person for the work request
Step 8: Click on the magnifying glass icon next to the Work Type field to open the list of work types
The list of available work types opens.
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Step 9: Click on the blue box next to the work type to select the value (For example Emergency)
The New Work Request screen opens with the work type you selected.
The work type you selected is now on the screen
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Step 10: Click on magnifying glass next to the Problem Code field to open the list of available codes
Step 11: Click on the blue box next to the problem code to select the value (For example BLDG)
VALUE BLDG NBLDG EQUIP OTHER
DESCRIPTION Indicates a work request for work on a building Indicates a work request for work outside a building (for example a parking lot, field, etc) Indicates a work request for work on a piece of equipment Indicates a work request that doesnt fit in any categories above (for example request for safety supplies, shoes, etc)
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The New Work Request screen opens with the problem code you selected.
The problem code you selected is now on the screen
Step 12: Click on the magnifying glass next to the Cause Code field to open the list of available values
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If the value you are looking for is not on the list click on the orange arrow to view the rest of the available cause codes
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Step 13: Click on the blue box to select the cause code (For example N)
The New Work Request screen opens with the cause code you selected.
The cause code you selected is now on the screen
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The remaining fields on the screen are read only and automatically populated for you.
FIELD Request # Status School Code Work Phone Email Reported Date DESCRIPTION The unique identifier of the work request (for example 646397). The status of the work request. This automatically defaults to REQUEST. This is your three digit school code starting with an S. This value defaults based on your MAXIMO log-in (for example S100).) This value defaults based on your school code (for example 377-2419). This value defaults based on your school code (for example 100.maximo@notes.k12.hi.us). This value defaults to the date and time you entered the work request (for example 7/20/05 8:57 AM).
Step 14: Click Submit to save the work request
Note: MAXIMO is set to time-out after 1 hour without any activity so it is a good idea to complete your request if you think you will be away from the system for a while.
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The search screen opens with the message indicating the request was successfullly submitted.
Work Request xxxxxx has been submitted
You may see a screen similar to the one below after clicking the Submit button. Please click Continue to save the request. This occurs if the same problem code is selected for the same location.
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Section 6
View a Previously Entered Work Request
Users using the Work Requests Application can easily view existing requests by entering a query in the fields provided. You may enter query information in one of the fields or any combination of the fields provided.
Section 6.1
Search using full identifiers
If you know the work request number you can easily open the work request.
Step 1: Enter the work request # on the search screen
Step 2: Click Find
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The screen now displays the work request.
Step 3: Click on the underlined work request number to view the details
The Work Request Details screen opens with the request selected.
Step 4: Click OK to return to the search screen
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You can also search based on work request details such as work type. You may enter query information in one of the fields or in any combination of the fields provided.
Step 1: Enter a full identifier in any of the fields provided starting with =
Step 2: Click Find to execute the search
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The Work Requests Search screen now displays the results of the search.
Step 3: Click on any of the request numbers to view the request
The Work Request Details screen opens with the request you selected.
Step 4: Click OK to return to the School Work Requests search screen
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Section 6.2
Search Using Wildcards
For the cases when you are not sure of the exact value for one of the fields you want to use in a query, a wildcard may be used. A wildcard is a special symbol that stands for one or more characters (a letter or number).
Underscore
The underscore ( _ ) is used to substitute for a single character.
Step 1: Enter search criteria containing an underscore in any of the fields provided
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Percent Sign
The percent sign ( % ) is used to substitute for a string of characters. A string may be any grouping of letters, numbers or both.
Step 1: Enter search criteria containing a percent % sign in any of the fields provided
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Placement of Wildcards
The wildcard must be placed exactly where the unknown character(s) would occur.
Placemen t %X
Finds
Example
returns all records where X is the last in a string of characters returns all records where X is the first in a string of characters Returns all records where X falls anywhere within the string of characters Returns all records where X falls anywhere within the string of characters Returns all records where the value = the character(s)
%ed would return all records where a word ended in -ed W% would return all records where the word started with the letter W %a% would return all records with the letter a anywhere in the field a would return all records with the letter a anywhere in the field =A would return only values =A
X%
%X%
=X
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Section 6.3
Sorting Work Requests
When you are viewing your list of previously entered work requests, MAXIMO allows you to sort the list in ascending or descending order (with the most recently entered work request at the top of the list).
Step 1: Click on the underlined word Request
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The work order list is now displayed in ascending order.
Step 2: Click on the underlined word Request again
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The work order list is now displayed in descending order.
This should be the most recent work order.
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Section 6.4
MAXIMO Statuses
There are several MAXIMO statuses you may see when viewing your Work Requests.
STATUS REQUEST REQACC WSCHED INPRG COMP CLOSE CAN FACTRAK
DESCRIPTION REQUEST REQUEST ACCEPTED WAITING SCHEDULING IN PROGRESS COMPLETE CLOSED CANCELED FACTRAK PROJECT (SENT TO FACTRAK SYSTEM)
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Section 7
MAXIMO Locations Drilldown
Another way to select a location when entering a new work request is to use the MAXIMO Locations Drilldown.
Step 1: Click on Open Drilldown
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The Locations Drilldown opens
What is the Locations Drilldown?
The Locations Drilldown is used to view the complete hierarchy of locations in MAXIMO. The DOE hierarchy consists of the following levels: State of Hawaii Island District Complex School / Facility Building Room For example: Oahu Honolulu District Kalani Complex Aina Haina Elem Aina Haina Elem Bldg A Aina Haina Elem Bldg A Rm 101
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The Location code is a unique identifier of each MAXIMO location based on the hierarchy above. For example the above locations would have the following codes: 1 1-10 1-10-813000 1-10-813000-100 1-10-813000-100-A 1-10-813000-100-A-101 We are going to select Aina Haina Elem Bldg A. Oahu Honolulu District Kalani Complex Aina Haina Elem Aina Haina Elem Bldg A Aina Haina Elem Bldg A Rm 101
Step 2: Click on the + next to the island of Oahu to view the list of available districts
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Step 3: Click on the + sign next to Honolulu District to view the list of available complexes
Step 4: Click on the + sign next to ComplexKalani to view the list of available schools
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Step 5: Click on the + sign next to Aina Haina Elem to view the list of available buildings
Step 6: Click on the + sign next to Aina Haina Elem Bldg A to view the list of available rooms
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Step 7: Select the location by clicking on the blue box next to it
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Section 8
School Work Requests Screens
The following screens are available from the School Work Requests Application: [School Work Requests Search]- Used to query for work requests.
FIELD Request # Legacy WO # AS400 WO# Status Location
DESCRIPTION Work request ID number and description School work request number Work Order number brought over during the initial load from the AS400 Work order status Location of where the work is to take place
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School Code Lead Craft Work Type Reported Date From To
School that entered the work request (defaults to user login) Trade assigned to perform work Type of work Date problem was reported (beginning of range to search) Date problem was reported (end of range to search)
FIELD
DESCRIPTION Click to open the New Work Request screen to enter a work request. Click to execute the search. If no fields have been filled in all records will be queried. Click to reset the search.
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[New Work Request] Used to enter a new work request.
FIELDS Description Location Ref. Location Contact Work Type Problem Code Cause Code Request #
DESCRIPTION Request description Location of where work is to take place Additional location information Name of contact person for work request Type of work Second level classification for the failure that this work will be referencing Third level classification for the failure that this work will be referencing Request ID Number (auto generated) this becomes the work order #
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Status School Code Reported Date Work Phone Email Job Details
Work status Code for school entering the request (defaults to user login) Date problem was reported (defaults to entry date) Phone number of school Email address of school Additional comments related to the work request
FIELD
DESCRIPTION Click to submit the request (request will be saved) Click to clear any values entered Click to cancel the request (request will not be saved)
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[Work Request Details] Used to view or modify previously entered work requests.
FIELDS Request # Legacy WO # Location Ref Location Contact Status Work Type Problem Code Cause Code
DESCRIPTION Request number and description (auto-generated) School work request number Location of where work is to take place Additional location information Name of contact person for work request Work request status Type of Work Second level classification for the failure that this work will be referencing Third level classification for the failure that this work will be referencing
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Lead Craft AS400 WO# Supervisor Foreman School Code Reported Date Work Phone Email Additional Comments Target Start Target Finish Scheduled Start Scheduled Finish Actual Finish
Trade assigned to perform work Work Order number brought over from the AS400 Supervisor Work foreman Three digit code of school entering request (defaults to user login) Date problem was reported (defaults to entry date) Phone number of requestor Email address of requestor Additional comments related to the work request Target start date for work Target finish date for work Schedule start date for work Scheduled finish date for work Actual finish date of work
COMMAND BUTTON
DESCRIPTION Click when finished viewing Work Request Details screen to return to the School Work Requests search screen Click return to the School Work Requests search screen
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Section 9
Print a Work Request
Step 1: Enter the work request # on the search screen
Step 2: Click Find
Step 3: Click on the underlined work request number to view the details
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Step 4: Click on View Report to open the Work Order Details Report
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The Work Order Details Report opens.
Step 5: Select the print icon on the toolbar
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Adobe Acrobat opens with the report file.
Step 6: Select your printer and click Print
Note: Adobe Acrobat 7 is not certified for use with MAXIMO. Please use a previous version (5.0.5 is recommended).
To close Adobe Acrobat just click on the X in the upper right corner of the Adobe window. To close the report displayed on page 46 just click on the X in the upper right corner of that screen.
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Section 10
Print a List of Work Orders
Step 1: Enter a query and click Find
Note: If you would like to print the entire list of work orders for your school just be sure your school code is entered in the school code field.
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The Work Request Search screen now displays the results of your search.
Step 2: Click Run Reports
The Work Request reports list opens.
Step 3: Select the report (in this case Work Request List Report)
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The Request Page opens.
Step 4: Selected Record should be selected. Click Submit to run the report
The report opens with the results of your query.
Step 5: Select the print icon
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Adobe Acrobat opens with the report file.
Step 6: Select your printer and click Print
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Section 11
Print the School Work Order Priority
Report
The School Work Order Priority Report was designed for work prioritization. In order to print the appropriate work orders for your school you will need to enter a MAXIMO query including status not COMP (!=COMP) and lead crafts including painting (PA), carpentry (CA), fire alarm (FA), plumbing (PL), lights (ML) and electrical (EL). If you are running your report for support work orders then you would use support mason (SM), support roofer (SR), support cabinets (SC), support welder (SW), support furniture (SF), support labor (SL) and support driver (SD).
Step 1: Enter status !=COMP
Your school code should already be in the school code field
Step 2: Enter the following lead crafts separated by a comma (no spaces): CA,PA,FA,EL,PL,ML
Step 3: Click Find
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The search screen now displays the results of your search.
Step 4: Click Run Reports
The Work Request report list opens.
Step 5: Select the School Work Order Priority Report
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The School Work Order Priority Report request page opens.
Step 6: Selected Record should be selected. Click Submit to run the report
The School Work Order Priority Report opens.
Note: This report is grouped by lead craft and location. Each craft will have a separate report page.
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Section 12
Exit MAXIMO
Click on Sign Out to return to your MAXIMO login screen
Note: Always sign out of MAXIMO before closing your Internet browser.
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Section 13
Microsoft Windows Java Virtual Machine
(JVM)
For proper MAXIMO use, a JVM must be installed on the client workstation. If your data does not display correctly or MAXIMO freezes on you it is likely that the cause is the absence of a JVM on your workstation. Older versions of windows had a JVM but Microsoft no longer bundles a JVM with its Windows Operating Systems. MRO Software has validated the Sun Microsystems Java 1.4x plug-in for use with MAXIMO. Please follow the instructions below for installing the proper JVM on your workstation. The Java Virtual Machine is available from the following website:
http://java.sun.com/products/archive/index.html
Step 1: Go the the following URL http://java.sun.com/products/archive/index.html
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Step 2: Click on the arrow next to J2SDK/J2RE - 1.4 to open the list of available versions
Step 3: Select version 1.4.2_02
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Step 4: Click Go
The download screen opens:
Step 5: Under the JRE column click Download
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Step 6: Click Accept to accept the license agreement
Once you have accepted the license agreement the download screen refreshes and you can download the JRE.
Step 7: Select Windows Installation English
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The below screen shots may differ depending on your security settings. In some cases you may only have to click Run once.
Step 8: Click Run
Step 9: Click Run
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Step 11: Click Next
Step 10: Select I accept
Step 12: Select Typcial
Step 13: Click Next
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Step 14: Wait for the software to install
Step 15: Click Finish
Once you have completed the installation you will have an icon on your toolbar at the bottom of your screen.
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Step 16: Click on the Java icon and select Open Control Panel
Step 17: Click on the Update tab
Step 18: Remove the check mark from the box
Step 19: Click Apply
The installation is now complete and you can close the Java Control Panel by clicking on the X in the upper right corner.
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State of Hawaii Department of Education

MAXIMO 5.2 School Work Requests

Total Resource Management

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Step 1: Click on your Internet Explorer Icon to open your browser

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The MAXIMO Log-In screen opens.

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Step 3: With your mouse click on the Sign In button

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The MAXIMO Start Center opens.

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Open School Work Requests

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The School Work Request Application opens to the search screen.

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Enter a New Work Request

Step 1: Click here to enter a New Work Request

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Step 3: Click on the arrow next to the location field

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Step 4: Click on Select Value

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The locations value list opens.

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OOPS! Spelled AINA incorrectly (ANA)

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The location code and description are now on the screen

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The list of available work types opens.

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The work type you selected is now on the screen

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VALUE BLDG NBLDG EQUIP OTHER

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The problem code you selected is now on the screen

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The cause code you selected is now on the screen

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Step 14: Click Submit to save the work request

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Work Request xxxxxx has been submitted

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View a Previously Entered Work Request

Search using full identifiers

Step 1: Enter the work request # on the search screen

Step 2: Click Find

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The screen now displays the work request.

Step 4: Click OK to return to the search screen

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Step 2: Click Find to execute the search

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Step 3: Click on any of the request numbers to view the request

Step 4: Click OK to return to the School Work Requests search screen

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