MAXIMO Instructions 1-08v8

MAXIMO Instructions for Horizon Lines LLC
MAXIMO Instructions Table of Contents

MAXIMO Instructions Table of Contents ............................................................ i
Introduction to MAXIMO Training Notebook................................................... vi
Table of MAXIMO Applications and Job Functions. ....................................... vii
1. Section One- MAXIMO Introduction..........................................................1

A. General Introduction to Maximo Applications.......................................................... 1
1. Application Screen Details Graphic................................................................................ 2
2. Application Menu Detail Graphics. ................................................................................ 3
3. Application Icon Descriptions Graphics. ........................................................................ 5
B. Database Introduction and Searching. ....................................................................... 6
1. Maximo Database Structure............................................................................................ 7
2. Build Queries to find Records with information............................................................. 9
3. Hyperlink Between Applications to Build Queries....................................................... 14
4. Use Select Value Screen. .............................................................................................. 16
2. Section Two- MAXIMO Applications Training .......................................20

A. Introduction to Inventory Application ..................................................................... 20
1. Search for Parts by Name. .............................................................................................. 3
2. Search for Parts by Item Number.................................................................................... 6
3. Search by Manufacturer or Vendor Part Number. .......................................................... 7
4. Create a New Part Using Inventory Control Application. .............................................. 9
5. Add a New Part by Duplicating an Old Part................................................................. 13
6. Adjust Inventory Level on a Part. ................................................................................. 17
7. Print Labels for a Part. .................................................................................................. 21
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MAXIMO Instructions 1-08v8.doc
B. MAXIMO Equipment Application:.......................................................................... 24

1. Equipment Application Uses and Functions................................................................. 25
2. Search for Equipment using a Query or the Drilldown. ............................................... 29
3. Rotable Equipment – Definitions and Use.................................................................... 34
C. Work Order Application-Corrective Maintenance ................................................. 41
1. Create New Work Order in the Work Order Tracking Application. ............................ 43
2. Search for the Desired Equipment. Save the Work Order. ........................................... 44
3. Work Order Status ........................................................................................................ 49
4. Fill Out the Work Order................................................................................................ 50
5. Initiate the Work Order. ................................................................................................ 51
6. Select Parts Used. Record Their Use Against the Work Order. ................................... 53
7. Save and Complete the Work Order. ............................................................................ 58
8. Child Work Orders........................................................................................................ 60
D. Work Order Application-Vendor Work .................................................................. 61
1. Create New Work Order in the Work Order Tracking Application. ............................ 62
2. Search for the Desired Equipment or Location. Save the Work Order. ....................... 63
3. Work Order Status. ....................................................................................................... 67
4. Populate the Work Order tab of the Work Order.......................................................... 68
5. Fill out the Plans Tab of the Work Order. .................................................................... 70
6. Change WO Status to Waiting for Approval. ............................................................... 71
7. Communications With the Port Engineer ..................................................................... 71
8. Complete the Work Order............................................................................................. 73
E. Work Order Application - Preventive Maintenance ............................................... 75
1. Open a Work Order created in the Preventive Maintenance Application..................... 76
2. Record Work Order History.......................................................................................... 81
3. Complete the Preventive Maintenance Work Order. .................................................... 82
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3. Section Three- Purchase and Ordering Instructions .................................1

A. Automatic Reordering of Parts In MAXIMO............................................................ 1
1. Select Primary Vendor for Parts Used on a Work Order................................................ 2
2. Generate Suggested Reorder Report. .............................................................................. 5
3. Create a Purchase Request using Reorder Report........................................................... 8
4. Edit and Approve Purchase Request............................................................................. 10
5. How to Maintain Minimum Safe Stock Levels. ........................................................... 17
B. Consumables Purchase Requisition Application ..................................................... 20
1. Open Engine Consumables. Create and Edit a New Purchase Order. .......................... 22
2. Fill in PR Lines with Consumable Parts from the Database......................................... 30
3. Save Order and Approve for the Buyer. ....................................................................... 39
4. Quick Consumables PR Sheet. ..................................................................................... 41
7. Consumable Add-on Orders. ........................................................................................ 45
C. M&R Purchase Requisition creation ........................................................................ 50
1. Create New Requisition. Fill in Basic Information. ..................................................... 51
2. Select Equipment Spare Parts for Order. ...................................................................... 58
3. Approve Purchase Requisition...................................................................................... 60
4. Track PR’s and PR Line Items...................................................................................... 61
D. M&R Purchase Order Application........................................................................... 63
1. Query for an M&R order that has been received by the vessel. ................................... 64
2. Record Received Parts in Maximo. .............................................................................. 66
3. Save and Close the Received Purchase Order. ............................................................. 72
4. Print Labels for a Received Purchase Order. ................................................................ 74
4. Section Four- Preventive Maintenance........................................................1

A. Preventive Maintenance ............................................................................................... 1
1. Introduction to PM’s. ...................................................................................................... 2
2. Generate Work Orders using the PM Application. ......................................................... 3
3. Preventive Maintenance Details...................................................................................... 9
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B. Meter Based Preventive Maintenance ...................................................................... 17

1. Machinery Running Hours............................................................................................ 18
2. Meter Based Jobs and the PM Application................................................................... 22
3. Search for PM Meter based Work Orders..................................................................... 23
4. Completing Meter Based PM’s..................................................................................... 25
5. Section Five- Work Orders for Specific Jobs..............................................1

A. Work Order for a Warehouse Part............................................................................. 1
1. Chief Engineer-Find the Desired Warehouse Part.......................................................... 2
2. Chief Engineer-Create a Warehouse Removal Work Order........................................... 7
3. Port Engineer Edit and Approve the Work Order......................................................... 12
4. Chief Engineer- Return the Equipment to the Warehouse............................................ 13
B. MRN – Material Removal Notice Application......................................................... 14
1. Create and Edit a New MRN. ....................................................................................... 15
2. Distribute the Completed MRN. ................................................................................... 21
3. Generate Printed Reports and Labels............................................................................ 25
C. CAR– Corrective Action Request ............................................................................. 29
1. Create and Edit a New CAR. ........................................................................................ 30
2. Create and Edit a New CAR Reporting Accident or Incident. ..................................... 37
3. Complete a CAR. .......................................................................................................... 46
6. Section Five- MAXIMO General Use Instructions ....................................1

A. General Section on Searching for Data. ..................................................................... 1
1. Using the Select Value Screen. ....................................................................................... 2
2. Using Hyperlinks to Search and Bring Back Data from Other Applications. ................ 2
3. Searching Using Arithmetic and Relational Operators................................................... 4
B. AutoNumbering and Numbering Schemes in MAXIMO. ........................................ 8
1. AutoNumber Scheme...................................................................................................... 9
2. Vessels .......................................................................................................................... 10
3. Shore-side ..................................................................................................................... 11
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C. Drilldown Is Not a Search for Oil ............................................................................. 12

1. Search For Equipment or Location Using the Drilldown. ............................................ 12
D. A Lively discussion of GL Accounts.......................................................................... 18
1. GL Credit or Debit Account Numbers.......................................................................... 18
2. Working with GL Credit or Debit Account Numbers. ................................................. 19
E. Cheat Sheets and Short List Instructions................................................................. 23
1. Work Order Creation for Shipboard Work. .................................................................. 24
2. Work Order Creation for Vendor Work........................................................................ 25
3. Generate Consumable Purchase Request For Single Vendor. ...................................... 26
4. Generate Preventive Maintenance Work Orders. ......................................................... 27
5. Keyboard Shortcuts in MAXIMO. ............................................................................... 27
6. Troubleshoot Preventive Maintenance Work Order Generation. ................................. 28
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Introduction to MAXIMO Training Notebook
This notebook is intended as a guide for Horizon Lines Employees

to learn how to use MAXIMO. In its current state, it is a living
document, still being written and under revision.
Any feedback of a constructive nature would be greatly

appreciated. Please send feedback on the manual to Bruce
Sherman via email to bruce@oz.net.
Many of the sections are intended to be used as a step by step

guide for particular tasks. If there are jobs that you would like to
see written up as a detailed instruction, please forward that
information as indicated above.
This project can only succeed with participation and creative

feedback from the Horizon Lines end user. I hope you enjoy
working with this manual as much as I have enjoyed writing it.
Notes on this manual: References to MAXIMO Applications, Fields, Icons, and Menu
Items are capitalized. Bold letters are used when referring to one of these parts for the first
time, or to emphasize that part in an instruction.
Pg. vi-8/20/08
Table of MAXIMO Applications and Job Functions.

The following table is meant as a tool to help the Horizon Lines
MAXIMO user decide where to start when performing a particular
task. If you are not sure where to start when doing a job, you can
check this table for details. Since this manual is also written as a
task oriented document, you can also check the Table of Contents
for similar information. Note that most tasks performed in
Maximo require the use of more than one module. The ones listed
here are simply a starting point.
Job Function Maximo Application Instructions

Search for a Part Inventory Control Application Section One-A
Find an Equipment or Location Equipment Applications Section One-B
Record Work History on Equipment Work Order Applications Section One-C
Look up Work History Work Order Applications
Request the Purchase of a Part M&R Purchase Requisition Section Two-A
Applications
Automatically generate a Purchase Inventory Control Applications Section Two-B
Requisition for all or a portion of the
ships Equipment
Order SS&E or Consumables Consumable Purchase Section Two-C
Applications one for each
department
Receive Purchase Orders Consumable or M&R Purchase Section Two-A or
Order Applications Two-C
Use Preventive Maintenance Program Preventive Maintenance Section Three-B
to Generate Work Orders Applications
Order Work Done by a Shore-side Work Order Applications Section Four-A
Vendor
Order a Warehouse Spare Work Order Applications Section Four-B
Track Warehouse Spares Inventory Control Applications Section Five-B
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Section One- MAXIMO Applications Training
1. Section One- MAXIMO Introduction
A. General Introduction to Maximo Applications
The Maximo program is a group of programs that work together

to accomplish tasks. Each accesses a multiple file database. The
Maximo programs, or Applications use a SQL database, working
in the background, to organize the work of the vessels.
There are a number of definitions or terms used in Maximo that

are important to understand. New or important terms are
highlighted in Bold print.
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1. Application Screen Details Graphic.
a. Figure 1 is a common Maximo Screen.
Click on Module
Menu Row for all available commands. These icons are frequently used commands.
Icons to select
Applications.
Tabs access different screens within the

current application. These screens are
arranged by function.
Use available fields to search for record.
Build a Query (search for records)

when in Query mode. Applications
open in Query Mode.
Figure 1- Work Order Tracking Screen in Query Mode.
Pg. 2-2 8/20/08

2. Application Menu Detail Graphics.

File Menu – All menus
are contextual. Only
darkened options are
available. Some show a
keyboard command.
Many are also available
as an icon.
Edit Menu – Standard

Windows edit menu.
Delete Row works when
a row in the record is
selected.
View Menu – View List

from Query, View and
edit current and saved
queries. Also, Count
Records can be a very
useful command, which
counts the records found
by a Query.
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Actions Menu – The

most useful menu. If you
don’t know where to
look for a command,
check here first. Very
different from one
Application to another.
Insert Menu –Creating

new records or
duplicated previous
records.
Navigate Menu –Navigates

between records with
Hyperlink or to next selected
record. Most commands also
are icons or available with
right mouse click.
Figure 2- Work Order Tracking Menu details.
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3. Application Icon Descriptions Graphics.
Insert Record with Clear Screen. Clears Print Work Order. Runs
Autonumber. all records and resets WOPRINT Report. Icon only
Creates new to Query Mode. in Work Order Tracking
database record.
Windows Standard Cut,

Copy, Paste commands.
Save Record. Print Form. Prints Run Reports. Choose

Standard Save the Screen only. any available Report for
Record Command Query Mode. printed output.
Get Next or Return to Previous Define Filter.

Previous Record. Application.
Figure 2- Work ReturnIcons.
Order Tracking Determines which
Navigate between Hyperlink command. records Query sees.
selected records.
Insert Record with
Autonumber. Creates
new database record.
View List. View Return Selection to

the list of records Previous Application. Status Changes. Icons
found by a Query. Return Hyperlink with for Approve, Initiate,
data command. Approve, and Close.
Varies by Application
Figure 3- Work Order Tracking Icon Descriptions.
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B. Database Introduction and Searching.
Databases are a means to store information in such a way that it

can be recalled and used. Before computers, written records
performed this function, and before writing, memory and stories
did the job. No database is useful if the information it contains
cannot be accessed.
This section will address the structure of Maximo, and search
techniques for recalling and entering data.
1. Maximo Database Structure.
2. Build Queries to find Records with information.
3. Hyperlink Between Applications to Build Queries.
4. Use Select Value Screen.
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1. Maximo Database Structure.
a. It is not usually necessary for the Maximo end user to view or understand all of the files
used by the database. Maximo exists as a front end, or visual user interface for a SQL
database. Each application knows which files to use and how to use them. For example,
the Work Order Tracking module has a group of Work Order files, but also acceses
information from other areas including Equipment, Inventory Control, and Locations.
These areas of information will become easier as familiarity with Maximo increases.
b. For now, simply recognize that there are hundreds of different files to choose from, and
that the program chooses them for you. Each file by itself is a group of associated
information organized by Fields and Records. Think of it as a row and column graph. An
example Field might be Equipment Name. This would be a vertical column in the graph.
Other columns might include other information about the Equipment such as a Long
Description, Manufacturer, Model and Serial number and so forth. A Record is the
horizontal component of the graph containing all of the information about a particular
Equipment. It reads across the various columns with all of the information about a single
Equipment.
c. This format known as a flat file database, works well for small tasks such as an address
book or a recipe book. Larger databases are rarely that simple and need more complexity.
Relational Databases are used for these purposes. Simply put, a number of flat files are
joined together in complex ways. In the previous Equipment example one might want to
know what spare parts are used for the Equipment. There is a separate file that records
Spare Parts. A connection is drawn between a spare part in the database to the Equipment
on which it is used. A single spare can be linked to many different pieces of Equipment.
Think of a common ball bearing as an obvious example. This linking together is a
Relational Database.
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d. Maximo uses many links between databases to track and store information. Each of the
Applications accesses the correct files for the fields assigned to it. The Applications view
one record at a time, with all of the associated fields even though they many be from
different files.
e. The first available field in each Application is the field that is the unique identifier for that
record, also known as the Key field. For our implementation of Maximo, this field consists
of letters and numbers, and is coded depending on the information in the record. Many
records on board ship start with either the vessel two letter ID or the vessel class ID. This
field cannot be duplicated in any other record for that Application. In the Work Order
Tracking example shown below, the Work Order field is the key field. Right mouse click
on the field, and select What’s This?. This function is available in most fields.
Figure 1- Field identification.
f. The information window that appears identifies the field. It even names the database table
and Column of the field. In this case, the Table is WORKORDER, and the field is WONUM.
As an end user, you may never need this information, but it can be helpful at times to see
where the information is coming from and where it is stored.
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2. Build Queries to find Records with information.
a. Each Application opens with a blank record in Query Mode. The word Query is shown in
a box at the bottom left of the window. Any available field or combination of fields can be
used to Query the the database. Leave all of the fields blank to view all of the records.
With no information entered in any field, the only restriction to viewing is found in the
Filter Dialogue.
Figure 2- Define Filter Dialogue
b. Access the Define Filter Dialogue by clicking on the Filter Icon . The Dialogue that
appears is quite different for each application. In this example, the viewer can choose
between Current and History Work Orders (ones finished and closed.)
Pg. 2-9 8/20/08

c. Build a Query by filling in one or more fields with information that might be contained in
that field. In WO (Work Order Tracking) for example, one might want to view all
Approved Work Orders. On board your vessel, only your own vessels information is
available. Go to the Status Field, click on the spinner, , to the right of the field. The
Select Value window for Status appears.
Figure 3- Select Value for Status.
d. Some fields are restricted to certain entries, and this is one of them. Fortunately, this
window shows all of the choices. Simply pick one and click OK to return to WO. For this
example, APPR is the choice. Figure 4 shows part of the screen with the resultant APPR in
the Status Field.
Figure 4- Query built for APPR Status.
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e. With this simple Query in place, there are several choices. Click on the View List icon ,
to view the Query results. Another option is to recall all retrieved record and view them
one at a time using the WO screen. This can be accomplished most easily by hitting Enter
key, or clicking on either of the black arrows in the icon row. .
f. Clicking on the View List icon brings up the View List Window as shown in Figure 5.
Only records with the status APPR were recalled, and only those records relevant to your
vessel. Shoreside users will need to refine the Query to the vessel in question. There are
more records available for scrolling, and this list is also printable by clicking on the Print
button. It can be very helpful to work from a printed list of Work Orders.
Figure 5- Sample View List.
g. Select one record, or more than one using standard Shift–Click or Ctr-Click Windows
methods. Click the OK button to bring them back to the Application Window. The status
in the bottom left now reads Browse, and the first record selected is displayed. Navigate
from one record to another using the Arrow Icons, .
Pg. 2-11 8/20/08

h. Building a Query with multiple fields is also possible. Click on the Clear Screen icon, ,
to close any records that are open. If changes have been made without saving, the program
will ask before saving and losing any changes. This returns the screen to Query Mode.
Build a new Query using more than one field.
Figure 6- Multiple Field Query.
i. In text fields, such as the Long Description (next to the Work Order field); one can search
for parts of the entry. This is made possible by the use of Wildcards. The Percentage
symbol, “%” is the wildcard that replaces any amount of text. In other words, place %
before and after a word and Maximo will find any record that contains that word anywhere
in the Long Description. Place a % after the word, and the Query will return any records
that start with the word. In this example, a search will be built for any approved Work
Order with the word “Pump” in the Long Description. Enter %Pump% in the Description
field, and as before, choose APPR in the status field. Maximo ignores capitalization
differences.
Pg. 2-12 8/20/08

j. Click on the Globe Icon, , to see the View List screen for this Query, as shown in
Figure 7, The list of Work Orders is now much shorter. Experiment with other fields to see
how to use them for building a Query. A field that turns dark blue when clicked on in
Query Mode cannot be used for searching. Queries can also be built on multiple tabs. In
Inventory Control, part numbers are on a different tab than the opening screen. Enter a
complete or partial Catalog number (part number) bracketed with “%” symbols, then enter
a Stock type on the opening tab and use them together for a Query.
Figure 7- View List screen for Multiple Field Query.
k. Some fields have numerical or Date values. In these cases, several numeric operators are
available. A more complete treatment of these is found (ctrl-click here) near the end of this
guide. Two that can easily be used are the Greater Than - > and Less Than - < symbols.
Place these symbols in front of the date in a date field, and the query will return only dates
before or after the date entered, depending on the symbol.
Pg. 2-13 8/20/08

3. Hyperlink Between Applications to Build Queries.

a. Another important Query building technique is to hyperlink to another Application and
return with relevant information. In Work Order Tracking, hyperlink on the Equipment
Field to go to the Equipment Application. Search there for an Equipment, and then bring
the number back using the Return Selection to Originating Application icon. As shown
in the illustrations below.
Figure 8- Equipment Hyperlink Query.
Pg. 2-14 8/20/08

b. If this Equipment number is used to generate a Query, all Work Orders (current and
history if the filter is checked for history) with this Equipment Number are returned. The
results of this Query (with History checked in the filter) show in figure 9.
Figure 9- Equipment Hyperlink Query.
c. All work is recorded in Work Order Tracking. Use this search technique to find
Equipment Work Histories. The View List for this Query shows all recorded work for the
Boiler Circ Pump since computerization of the record keeping.
Pg. 2-15 8/20/08

4. Use Select Value Screen.
a. The Select Value Screen is found in many places in Maximo. It is a valuable tool for
navigating in Maximo and finding needed data. Think of it as a Mini-Application that can
be a simple substitute for a full Application. Frequently, Select Value is used for finding
information to be brought back to a field in the current window. A Maximo user can
access Select Value in either of two ways. Often, a click on the spinner , to the right of
a field will bring up the Select Value Screen if it is available. Also, one can right mouse
click on the field to see the list of choices. If Select Value is highlighted, it is available.
Figure 10- Select Value Choice, Work Order Tracking, Equipment field.
b. Figure 10 shows the Equipment Field in Work Order Tracking. Select Value is available
as well as several other choices. Choose Select Value with a single click after moving the
mouse over it to highlight the choice. In this case, if you had clicked on the spinner
instead, the drilldown would have opened. Learn more about the drilldown in later
chapters.
Pg. 2-16 8/20/08

c. Figure 11 shows the Select Value Dialogue as it appears in this instance. Select Value for
a different field would have opened with information appropriate to that field. Select
Value is also one place where the entire company database is available, not just the data
appropriate for you vessel. Most applications are set to view information from your vessel
or vessel class only. This can lead to some confusion when looking for information, so be
careful to use only vessel appropriate data.
Figure 11- Select Value Screen, Work Order Tracking, Equipment field.
d. Figure 11 shows the only two columns of information displayed in Select Value. In
Equipment, the first column is the Equipment Number, and the second column is the
Equipment Description. Equipment numbers on most vessels begins with the vessel two
letter code, but if gear has been switched with warehouse units, that may very. On the D-
8’s the number scheme is common to all Equipment on all vessels, so it may be more
difficult to determine which belongs to a given vessel in the Select Value screen.
Pg. 2-17 8/20/08

e. The Filter By area in the lower part of the screen allows us to search for a finer selection
of data. Essentially, it is used to build a query using the available fields. The default fields,
in this example are Equipment and Description, however, any field from the Equipment
Application is available for use. Let’s use this ability to narrow the search. The Chief
Engineer on the Hunter might want to find an air compressor on his vessel to assign a
Work Order.
Figure 12- Select Value Screen, Compressor Search, Equipment field.
f. A Chief familiar with his ships numbering system will remember that all Compressor
numbers begin with CMP. Type CMP into the Equipment field, and then click on refresh.
The results from this are shown in figure 12. Now, all of the compressors for all of the D-
8’s are displayed. This is still not enough to find the relevant unit.
Pg. 2-18 8/20/08

g. Click on the arrow next to Description. All of the fields in the Equipment Application will
be displayed in alphabetical order. Scroll down to the Location field and choose it. Now,
type the ship two letter code in the box to the right. Notice that wild cards are not needed.
The text search rules here are a little different. Sometimes a wild card character will help a
search. Experiment with them to find out when they are needed. Click on the Refresh
button to view the results.
Figure 13- Select Value Screen, Compressor Search, Equipment field.
h. Now, only Equipment beginning with CMP, and installed in a Location beginning with
HU is displayed. It is a simple matter to select the compressor which is being worked on
and click OK, to bring it back to the Work Order Application in the correct field. This
same thing could be accomplished using Hyperlink and the full Equipment Application for
searching. Either method works. It is your choice of which to use.
i. Select Value is especially useful in fields that tend to get the same entries each time they
are used. An example of this would be the Delivery Location for Purchase Requisitions.
After finding the correct location, click on Save Settings, and each time the Select Value
screen is opened for that field, the previously saved results will be showing.
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2. Section Two- MAXIMO Applications Training
A. Introduction to Inventory Application

This instruction will show how to find parts in Maximo and also
how to update and edit each part record using the Inventory
Control Application. Inventory Control is where the individual
parts listing will be found. You can search for them here by their
part name, by the part number, by the Vendor, as well as by other
part attributes.
One of the most important jobs of shipboard personnel is keeping

an accurate database of parts on hand. Accurate count and
information for each part has an important positive impact on cost
of shipboard operations.
Search techniques for this Application can be employed in much

the same way in any MAXIMO Application. Each Application
acts much the same when searching databases.
1. Search for Parts by Name.
2. Search for Parts by Item Number.
3. Search by Manufacturer or Vendor Part Number.
4. Create a New Part Using Inventory Control Application.
5. Add a New Part by Duplicating an Old Part.
6. Adjust Inventory Level on a Part.
7. Print Labels for a Part.
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Pg. 2-2 8/20/08

1. Search for Parts by Name.
Look for a Part Using Inventory Control Application in Query Mode.
a. Open the Inventory Control Application by going to the list of Modules on the left hand
side of the screen. The illustration below shows one of the two interface looks that your
will see. Later, you will see the other graphic view. They are functionally identical. Select
Inventory-Inventory Control from the list. The Inventory Control Application will open
with a blank screen in Query Mode. The mode is indicated in the lower left part of the
screen. Query Mode means that you can enter criterion here to search the database.
Open Inventory
Control Application
Figure 1- Open Inventory Control Application.
Pg. 2-3 8/20/08

b. In the blank Inventory Application screen in Figure 2 below, create a query to tell the
database to find a part or a group of parts. This can be done in several ways. Most visible
fields, on the different tabs can be used to build a query. For example, in the Item Catalog
Tab, you will be able to search by Part Name or Item Number (similar to the old Amos
Number). On the Reorder Details tab, a search by part number is possible.
c. Searching in MAXIMO is not case sensitive. This means you can type upper or lower case
in searches without it affecting what parts will be found.
d. Search the database for parts by name, using text strings from the name and Wild Card
Characters. There are only two Wild Card Characters in common use. The % symbol
replaces a string of text while the _ (underscore) character replaces a single letter. If you
search for %Valve%, you will find any part in the database with the word Valve (or valve)
anywhere in the name. You could also type %gasket%valve%. This would find any part
with the word gasket followed anywhere in the title by the word valve.
Put search text here.
Figure 2- Open Inventory Control Application.
Pg. 2-4 8/20/08

e. Figure 3 shows the results of the search for %gasket%valve%. To get this result, enter the
phrase in the long blank box next to the Item box. Click on the, icon. If the enter key is
chosen instead, the first record found will be seen. Use the icons to move between the
different selections. It may be useful to view items like this, but more typically, the Globe-
View List icon is used. As you can see, there are many entries here. This kind of name
search may not be satisfactory for such a common name. It should work better on parts for
which you know the exact name.
Figure 3- Gasket, Valve search results.
f. Scroll down this list to select the desired part, or several parts if searching for more than
one. Use the standard Windows conventions of “Shift clicking” or “Command clicking” to
select more than one part. Experiment with this to see how it works. Click on the “OK”
button or hit the enter key to return to the main Inventory Control Screen. The first item
selected will be shown there along with its associated details.
Pg. 2-5 8/20/08

2. Search for Parts by Item Number.
Look for a Part Using Inventory Control in Query Mode.
a. Often an Item Number will be available when looking for a part in the Database. Item
Number, is the unique identifying number assigned to a part. If the part label with the
number on it is available, type it into the Item field. In AmosD this part number started
with the ship’s two letter designation. In MAXIMO, it begins with the ship class
identification. In some cases, there may be three letters prefacing the part number. If you
are not certain of the beginning letters, simply type a % symbol before typing in the
numbers. If all of the parts from a section of the database are needed, leave off the last
three numbers and type a % symbol.
b. The next example will query spares for the Lube Oil Purifier. The parts start with
712.45.01 as is shown on a label from an O-Ring. First, clear the screen using the Eraser,
icon, this switches to a clear screen to Query mode. Next, type %712.45.01% in the
Item field. Click on the Globe and the parts shown in Figure 4 come up in the View List
window.
Figure 4- View List Window for Purifier Parts.
c. The parts found are for a D7 vessel. Normally, a search on your vessel will return parts
that have been put in your storeroom (i.e. your vessel.) There are ways to look up parts on
other vessels, and in the warehouses. This will be covered in a later section.
Pg. 2-6 8/20/08

3. Search by Manufacturer or Vendor Part Number.
Look for a Part Using Inventory Control Application in Query Mode.
a. A search for parts by Manufacturer or Vendor numbers is possible, but only in one
Storeroom at a time. Each ship is a storeroom. Other Storerooms are the Marine
Warehouse and Vendor Storerooms. If you are a shipboard user, you won’t have to specify
a Storeroom for a search. If you are a Shore-side worker looking for parts on a particular
vessel, follow the instructions found in paragraph b.
b. In the Inventory Control Application, select the Reorder Details Tab. Tabs are the row of
file folder like titles, just below the row of Icons. Other references will be to the Menu and
the Icons. Those are the top of the screen and the row beneath respectively. Select the
Filter By, icon. The filter affects all of the searches while in this Application. Each
Application has its own filter setup and the screens and choices vary widely depending on
the type of Application. The “Filter By” Screen shown in Figure 5 will appear. If the Show
Item Information Only box is checked, uncheck it, and check Show Storerooms. Select
the Storeroom for the appropriate vessel or warehouse. Select Save Settings, and click OK
to return to the Reorder Details screen.
c. It is important that these settings remain set to your vessel storeroom during normal use.
Change them temporarily to enable viewing to look at warehouse parts.
Figure 5- Define Filter Window. Pg. 2-7 8/20/08

d. Now to begin searching for a part by Manufacturer or Vendor number. Inventory Control
is in Query Mode, set to the vessel storeroom. Switch to the Reorder Details tab. There
will be a Vendor section in the middle of the screen. This example is a, search for a 6010
ZZ Ball Bearing. Select either the Primary Vendor’s Catalog #, or the Manufacturer’s
Model Number field. Type in %6010% and click the Globe icon. Always type the
minimum text string that might be unique to the part. This way you avoid spelling and
syntax errors. The result of this search is shown in Figure 6.
Figure 6- Search Results.
d. There are some interesting things to note about this result. Some of the search results are
SS&E items (WC.). Both the M&R parts and SS&E items are in the same database. They
are distinguished by have different Stock Type designation as well as having a different
number format. SS&E parts are listed as Non-Stock, where M&R parts are Stock items. If
you don’t want to search the SS&E database, put a C6% (or appropriate vessel code) in the
Item field before using this search. You can also choose STK in the Stock Category field
on the Item Catalog tab. One can choose Query fields on different tabs to build a query. A
search could specify a ball bearing in the description field, vessel code in the Item Number
field, and the Model Number in the Manufacturer’s Model Number field. A fairly unique
ID, like the 6010 for the bearing, will usually obtain an accurate result.
e. Another item to note. Most ball bearings are stocked using the D7.197. number. This is the
consolidated bearing stores. The same bearing may be listed with an associated Equipment
number. The bearing should be listed in and used in the .197. section.
Pg. 2-8 8/20/08

4. Create a New Part Using Inventory Control Application.
a. Ships have permission to add M&R parts to their databases. The new parts created will use
a new number associated with the Equipment Hierarchy number. Continue to use the
previously assigned three number series for the last three numbers of the part. Your
sequence may have been for example, 500 to 550, or 600 to 650 depending on the ships
class and your particular vessel. When new parts are entered, the number may look
something like this-C6.5.210.012.500. C6.5.210.012 is the Equipment Number for a
lifeboat; the .500 designation means the part was created on the Expedition.
b. With these parameters in mind, open MAXIMO and open the Equipment Application.
Search for the Equipment to which a part will be added. Switch to the Spare parts Tab.
Figure 7 shows a D7 Class vessel. The Equipment numbers are somewhat different for
Hunter Class ships, but the principles in creating new parts is the same.
Figure 7 Equipment Screen showing Spare Parts Tab.
Pg. 2-9 8/20/08

c. Copy the Equipment Number without the initial letter code. It should resemble -7.712.007.
Hunter Class number sequences have a slightly different look. Now open the Inventory
Control Application. If already open, clear the screen by clicking on the Eraser icon, .
Enter your ship class letter code, in the field next to Item. Paste the Equipment Number
you copied from the Equipment Application in after the class code. Then type .XXX
where XXX is the three number code being created for that part. Don’t forget the period
before the three numbers. If you select a number that already exists, Maximo will display a
warning and won’t let you complete this without a unique number.
d. Select the menu Insert-New Item (Ctrl+N). A dialogue box asks if you want to save the
current information. Use the Yes option. Fill in other fields as show below using other
parts for examples. Your Inventory Control Screen should now look like Figure 8.
Enter Part Description here.
Select Stock type.
STK for M&R parts.

Estimate a cost for the part.
Enter Stowage location here.
Figure 8- Inventory Control Screen with New Part Number.
Pg. 2-10 8/20/08

e. Switch to the Reorder Details Tab. There is quite of bit of information here that should be
entered for a new part. First, select a Reorder Point. That’s the stock level at which a part
will get ordered if you use Automatic Reorder (as directed by the Procedures Manual.) If
the stock level is equal to or lower than the Reorder Point, an order will be generated.
Also, choose an Economic Order Quantity. That is the number of parts that will be ordered
at one time by the Automatic Reorder.
Reorder Point.
Issue and Order units can also

be filled in.
Economic Order Quantity is how

many to order at one time.
Vendor can be the same as

Manufacturer or different.
Manufacturer Information.
Figure 9- Inventory Control Reorder Details Tab.
f. Choose a Vendor and Manufacturer. The easiest way is to use the same information as
other parts for the Equipment. Fill in the Catalog# and Model # information as thoroughly
as possible. You can always add addition information in the Long Description box.
Pg. 2-11 8/20/08

g. Change to the Where Used Tab. Select the left box in the first available row in the table.
Type or paste in the original Equipment Number. Alternatively, you can Hyperlink back to
the Equipment Application and return with the Equipment Number, which should still be
displayed in the Equipment Application. If this new part can be used in more than one
place, you can add more Equipment to the list. Your screen might look something like
Figure 10. Quantity refers to the number of these parts in service on this Equipment, not
the stock level.
h. It is very important to fill in Where Used information for parts added to the database. This
is the link back to the Equipment, and ensures that the parts will be displayed as a spare
for that machinery.
Figure 10- Inventory Control Screen with New Part Number.
i. You could have also added this part to an Equipment by inserting a line in the Equipment
Application, Parts tab. Select any line in the parts area of the screen. Use the menu Insert-
New Row (Ins) and copy or type the new part number there.
Pg. 2-12 8/20/08

5. Add a New Part by Duplicating an Old Part.
a. An alternative method to adding a part would be to duplicate an existing part from the
same Equipment and Vendor. Most of the original information can be retained. Change the
Vendor and OEM Parts numbers and add any additional information unique to that part.
This method has the advantage of having less information to enter for the new part.
b. Follow the instructions at the beginning of this section in choosing the Equipment that the
part belongs to. Copy the Equipment Number, or make a note of it. Also, make a note of
the exact new number to be used. Find the part most similar to the one to be added on the
Spare Parts tab of this Equipment. Right Mouse Click and Hyperlink to the Inventory
Control Application for this part.
Figure 11- Hyperlink from the Part Selected Above.
Pg. 2-13 8/20/08

c. Once in the Inventory Control Application, choose the menu Insert-Duplicate Item.
Figure 12- Insert Duplicate Item Menu.
d. The Dialogue Box shown in Figure 13 will come up.
Figure 13- Duplicate Item Dialogue Box.
e. Enter the first two letters of your ships class, paste the Equipment Number copied earlier.
Make sure there is a period between them. Then type another period and your assigned
ship three number code. In the example, the ships code is 600 to 700. If the new number is
going to be the same as the Old Key above, copy that number (right mouse click), paste in
the New Key field. Change the last three numbers to the next number in the sequence for
that part. Maximo won’t let you duplicate numbers here.
Pg. 2-14 8/20/08

f. Click OK, not Autonumber, and the new part with its new unique number will display on
the Inventory Control Screen.
Figure 14- Edit New Part.
g. Notice the Record Duplicated message at the bottom of the screen. Maximo often puts a
message there about the most recent completed task. Edit the Description and any other
information that is different for this new part including the Vendor and OEM part numbers
on the Reorder Details tab. Much of the other information should be the same if you have
duplicated a similar part.
Pg. 2-15 8/20/08

h. One task remains. This duplication does not copy the tie between the part and the
Equipment. Switch to the Where Used tab for this part in Inventory Control. Select the
first field under Equipment and Hyperlink to the Equipment Application.
Figure 15- Hyperlink to Equipment to Link the New Part to an Equipment.
i. Make certain that the same Equipment that you started with is still there and is the one you
want to link this part to. Click on the Return Selection to Originating Application icon, .
This will bring this Equipment back to the Inventory Control Application. Tab to the next
field, or click anywhere and the information will display. Save the Record.
j. The Equipment you chose should now be listed on the Where Used tab of the new part. If
you check the Equipment record, this new part will also be listed as belonging to the
Equipment. If this part fits more than one Equipment, repeat this process for each
Equipment. One part can be assigned to any number of Equipments.
Figure 16- New Part Linked to an Equipment. Record Not Yet Saved.
Pg. 2-16 8/20/08

6. Adjust Inventory Level on a Part.
a. Use this function after a physical inventory of a part. Perhaps, after using a part and
counting the remaining parts one would notice that the level in MAXIMO doesn’t agree
with the actual physical count. The physical count in MAXIMO should be corrected.
b. Now that Horizon Lines is a public company, it is not proper to correct the stock level for
a part by entering a different number than you actually used in the Work Order. Therefore,
this method is not approved for stock level adjustment.
c. For the Inventory Adjustment function in MAXIMO, open Inventory Control. Search for
and display the part to be corrected. Use the standard search functions or hyperlink from a
Work Order if the part is listed there.
d. Open the Actions-Inventory Adjustments-Adjust Physical Count Menu. Figure 17 has

the arrow pointing at the final choice.
Figure 17- Actions Inventory-Adjustments-Adjust Physical Count Menu.
Pg. 2-17 8/20/08

e. The dialogue box as shown in Figure 17 will appear. A New Physical Count of 2 is already
entered in the appropriate box. This will tell MAXIMO that we now have 2 of these
bearings instead of 4. Remember that this is not the way to indicate parts used on a job. All
of that accounting must be done through a Work Order. This is simply a way to correct the
database when it is found to be in error.
Figure 18- Adjust Physical Count Dialogue.
f. One important thing to keep in mind at this point is that a part can be listed in more than
one Bin. Be certain that the correct Bin is selected for the part you are correcting.
g. Click OK on the dialogue and return to Inventory Control. You will notice that the account
shown as available in stock has not changed. It remains at 4 in this example. However, in
the balances section on the storeroom tab, the physical count is acknowledged. In order to
change the Total Quantity listed, there is one more step.
Pg. 2-18 8/20/08

h. Now, use the Actions-Inventory Adjustments-Reconcile Balances Menu item. This

brings up a small Dialogue Box where you click the OK button. At this time, we do not
have a Shrinkage GL Account, but that may change in the future as we get better at being
a public company. Now the Physical Balance and the Total Quantity should be the same.
Figure 19- Actions-Inventory Adjustments-Reconcile Balances Menu.
Figure 20- Reconcile Balances Dialogue Box.
Pg. 2-19 8/20/08

j. Go back to the Inventory Control Window and switch to the Storeroom tab. In the
Balances Section at the bottom of the screen, note that the Total Quantity and the Physical
Count are once again in agreement. The Count Date is listed showing the last time this part
was inventoried. The Reconciled column shows a “Y” meaning that the balances are
reconciled.
Figure 21- Inventory Control Window with Reconciled balances.
k. In the Bin Column, there is only one item. If you have the same part stored in more than
one place, there may be more rows here. Be sure that each one has the correct physical
count and current balance. Having the same part listed in more than one place is not
common for our company. It can lead to some confusion when looking for parts.
Pg. 2-20 8/20/08

7. Print Labels for a Part.
a. Normally, labels are printed for parts when they are received using a report in the Purchase
Order application. Sometimes, a new label or changed label is needed for a part. It can also
be easier to print multiple labels for a part in Inventory Control than in Purchase Order.
Only sheet printing of labels is supported at this time. Laser printer ready label sheets are
available a 2” by 4” label. One example of this size is an Avery 5163.
b. Open Inventory Control then search for the desired part needing labels. The example
below has eight in stock, so this will demonstrate printing eight labels for this part.
c. Use the File-Run Reports menu, or click on the icon.
Pg. 2-21 8/20/08

d. The Inventory Control Reports screen, shown in figure 21 will appear. Reports are
registered in Maximo company wide. Many of these reports may not be available or useful
to you on board ship. The best report for label printing is the BCLAB report that is
highlighted below. Click the Run button to proceed.
Figure 21-Inventory Control Reports screen.
e. Use the default setting in the Report Options dialogue that appears on the screen unless
labels for multiple parts are being printed at the same time.
Figure 22-Inventory Control Reports Options Dialogue box.
Pg. 2-22 8/20/08

f. In the Parameters dialogue, shown in figure 23, enter the number of labels already missing
from the label printing sheet. If printing on a new sheet, leave this blank. Secondly, enter
the number of desired labels. In this example, eight labels will be printed. The Storeroom
can usually be left blank since shipboard users have access to only one storeroom.
Shoreside users may need to populate this box.
Figure 23-Inventory Control Reports Parameters Dialogue box.
g. Figure 24 demonstrates the top of the sample label page. Note that two labels are skipped
in the left hand column. The balance of the requested labels is on this page. Experiment
with this report and its use. BCLAB is the tool provided for printing shipboard parts labels
from Inventory Control.
Figure 24-Inventory Control BCLAB Report.

Pg. 2-23 8/20/08
B. MAXIMO Equipment Application:
Each ship is organized in a logical structure of Locations. Some

of these Locations have Equipment Assigned to them. The
Equipment Application is where those Equipments are listed and
edited.
Following is a list of the sections of this guide: Click on each title

to go to that section of the document.
1. Equipment Application Uses and Functions.
2. Search for Equipment using a Query or the Drilldown.
3. Rotable Equipment – Definitions and Use.
Pg. 2-24 8/20/08

1. Equipment Application Uses and Functions.
a. The Equipment Application is one of the core applications in Maximo. All of the
machinery being used and maintained by the company is represented here. Information
about that machinery is found here or can be linked to from the Equipment Application.
Figure 1 shows the opening screen from a sample Equipment, a Main Air Compressor
Unique Equipment Number.
Rotable Item #.
Installed Location Number.
Figure 1- Equipment Application Equipment tab.
b. The Equipment Number, AZ.7.683.0C1 in this case, is a number unique to this

compressor. Think of it as a serial number. The Rotable Item # is the number assigned to
each of the identical compressors installed on the D-7 vessels. Think of it as a model
number. These two numbers stay with this Equipment no matter where it is installed.
c. The Location Number indicates where this particular compressor is installed. In this
instance, it is the #2 Main Air Compressor on the Horizon Anchorage. This location will
change if the unit is replaced with a warehouse spare or moved to another vessel.
Pg. 2-25 8/20/08

d. Belongs To is an indication that the Equipment is a sub assembly of the listed Equipment.
An example would be the #1 ME Liner which is a sub assembly of the Main Engine. We
use it primarily to track running hours for Preventive Maintenance. If the field is empty,
the Equipment is not a sub assembly of another machine.
e. Vendor and Manufacturer information is also entered here. The Manufacturer doesn’t
usually change, but the Vendor for parts or service can be modified if necessary.
f. The GL (General Ledger) Account is populated on the D-8’s, but not on the rest of the
fleet. This information can always be added if needed.
Belongs to.
Vendor and
Manufacturer. AmosD Ref #.
General Ledger
Account information.
g. The AmosD Ref No is a field for the number previously assigned under the old AmosD
system. Since parts for these units also carried parts of this number, it can be useful in
searching for parts, but mostly is a carryover from the old system.
Pg. 2-26 8/20/08

h. The Details section of this screen has another small treasure trove of information. The
Warehouse number matches up to a numbering system used in the Marine Warehouses
ashore. This number is mostly used by them.
i. Priority currently is supposed to be a “0” for Non Critical, or a “16” for “Critical
depends on Location. These numbers have changed several times since Horizon adopted
Maximo. Not all Equipment Priority numbers have been updated. Many still have values
other than 0 and 16. The intention is that this number will be used to establish the
importance of an installed Equipment in determining repair priority, and in establishing
the Criticality for regulatory purposes.
Details Section.
j. The Serial number is the Manufacturers Serial Number on the unit. Some times it may be
necessary to check this number and correct it
k. Misc. 1 and Misc. 2 and Type are fields used for general information about the
Equipment. Misc 2 in this case shows the register numbers from an old tracking system,
and the Manual Number. Type is the compressor type, similar to a model number.
Pg. 2-27 8/20/08

l. The Equipment Spares Tab lists both Subassemblies and Spare Parts. The Compressor
in our example shows the motor driving it as a sub assembly. This motor is an Equipment
in its own right, with an assigned number and all the other information typical of a
shipboard Equipment. Switch to the Subassembly Equipment by right mouse clicking on
the number, and use the Move Down Hierarchy choice. This switches the Equipment
window to the listed sub Equipment. Similarly, if there is an entry in the Belongs To field,
right mouse click, Move Up Hierarchy, switches to that Equipment.
Figure 4- Equipment Application Spares tab.
m. The Spare Parts for this Equipment are linked here from the Inventory Control
Application. Any part can be linked to any number of Equipments. A standard Ball
bearing that fits several motors might be a good example. All of the spares for this
compressor also fit the other Main Air Compressor as another example. The link between
each spare can be established or deleted using either Equipment or Inventory Control.
Accuracy in maintaining the correct spares for the installed Equipment is an important
function of the operators, and a key element in controlling costs using Maximo.
n. Working Quantity is the number of parts installed in this Equipment. Often it is only one,
but can be any number.
Pg. 2-28 8/20/08

2. Search for Equipment using a Query or the Drilldown.
a. Often, when creating a Work Order it will be necessary to search for an Equipment or
Location to assign to the Work Order. This can be done using a Query or using the
Drilldown. If using a Query, follow techniques shown in previous sections about building
and executing Queries. One can build a search using parts of the Name Description, or
other fields whose information might be available. If the Location is known, use the
Location Application. All Equipment assigned to a Location is listed under that Locations
record in the Location Application.
b. If a Query by name doesn’t turn up the needed Equipment, the Drilldown is available for
use. As part of developing Maximo for our use, a hierarchy of Locations is created for the
entire company. The Drilldown is a graphical means of showing the Location and
Equipment Hierarchy of the Horizon Lines Company and Vessels. The Company, its
vessels and warehouses are all organized into a hierarchy. All of the machinery on the
vessel in organized in the same hierarchy. It is possible to start with Vessel operations and
work down the hierarchy to a pump or motor on any vessel.
c. Access the Drilldown from either the Location Application or the Equipment Application.
The Drilldown is also opened when clicking on the spinner , from an Equipment or
Location field in another Application. In this example, the starting point is the Equipment
Application in Query mode. Use the menu Actions-Open Drilldown, or the Drilldown
Icon in the Icon Bar, or right mouse click on the Equipment/Location field then select
Drilldown. Figure 5 should be typical of the resulting screen.
Figure 5- Drilldown Opening Screen.
Pg. 2-29 8/20/08

d. The Drilldown Screen is a hierarchical menu of Company Locations, consisting of Ocean

Transportation Services, Vessel Classes and the Warehouse. Double click on each level of
the hierarchy until you get to the ship level. The example screen shows the view from a
shoreside computer. Shipboard access will only show your own vessel and the warehouse.
Location and
Equipment Tabs.
Figure 6- Drilldown showing vessel classes.
e. The Drilldown opens with the Location Tab selected. Shipboard users will typically not
have to change the settings in the View Locations By box on the lower right of the screen.
The Help menu for this screen, accessed using the Help button, is very good. If you are
interested in more details of every option here, you would do well to read this help screen.
f. Each line has the word Operating at the end. This is inserted by MAXIMO to tell us that
we are looking at an Operating Location or Equipment as opposed to Storage, Repair or
one of the other Location types available in MAXIMO. Only the Global Depot Spares is
listed as a Repair Location.
g. Notice that each line in Figure 6 above has a small plus sign next to it. This means that
there are more levels of the Hierarchy below the ones showing. To view them, double
click anywhere in that line. To proceed, double click on your Vessel Class Icon, then on
your vessel.
Pg. 2-30 8/20/08

h. Each ship has the same 5 categories under its name. Administration, Cargo, Safety,
Machinery, and Structure. The Hunter Class hierarchy has added the Electrical Power
System to that list.
Figure 7- Drilldown showing two vessel class hierarchies.
i. Double click on Machinery Operating and additional categories appear. Notice that the
titles are disappearing to the right on this screen. Scroll over to see them, or use the right
mouse click-View Locations from Parent Level, to eliminate some of the upper
hierarchy from view.
Pg. 2-31 8/20/08

j. The example in figure 8 shows a number of levels of hierarchy down to the Main FO
Service System, with the Main FO Circulating Pump No. 1 selected. This view was
modified by using right mouse click-View Location Path. Experiment with the views
available using a right mouse click. They can be quite useful in this window.
Symbol for
Multiple Pieces
of Equipments.
Figure 8- Drilldown to Horizon Eagle Main FO Circulating Pump No. 1.
k. This view is still the Locations tab, not Equipment. This is a listing of the places on a
vessel which may or may not have Equipment assigned to them. When the Main Circ
Pump is selected, as shown, a new symbol appears in the upper right. This is the symbol
representing multiple Equipments assigned to this Location. The symbol for a single
Equipment is different.
l. Notice that the plus symbol “+” next to each Location has changed to a minus “-“. This
indicates that there are no more levels of hierarchy to uncover. No more “drilling down” is
available.
Pg. 2-32 8/20/08

m. Now, switch to the Equipment tab to view the Equipment assigned to this Location. This
Fuel Pump Location lists both the Pump and Motor that are installed here. Click OK on
either to bring it back to the Equipment Application.
Figure 9- Fuel Oil Circulating Pump and Motor.
n. Once a record is found in Equipment, it can be assigned to a Work Order, parts for it can
be found, Work History can be searched using the Equipment Number in Work Order
Tracking, and many other tasks can be accomplished that require knowledge of the
Equipment Number.
Pg. 2-33 8/20/08

3. Rotable Equipment – Definitions and Use.
a. Rotable Equipment is a special feature in Maximo. It enables us to track individual pieces

of machinery as they are installed, removed for overhaul and reinstalled in the same place
or elsewhere, even another vessel. It is possible for all of the machinery on a ship to be
defined as a Rotable Equipment, all the way up to the Main Engine. Horizon Lines has
chosen to designate a more limited group of machinery as Rotables. Essentially, any gear
that can be exchanged for a warehouse or ships spare, then refurbished or overhauled and
returned to service can be a Rotable.
b. Most warehouse spares are defined as Rotable spares. Pumps and Motors are good
examples of Rotables. A boiler tube, which is also a warehouse spare, would likely not be
listed as a Rotable.
c. Open Equipment and search for Rotable spares by placing a “%” mark in the Rotable Item
field. This is a useful technique for seeing all items that have an entry in a field. In other
words, you are building a query that will show you every Equipment entry that is not
blank in the Rotable Item # field.
Figure 10- Search for Rotable Equipment
d. Think of this Rotable Item # as the Model Number that Maximo uses to track Rotable
Items that are the same. The Equipment Number is unique to each Rotable Item, and
serves as what you might be used to calling the Serial Number.
Pg. 2-34 8/20/08

e. Figure 11 shows the View List with some of the results from the Query. The results
include not just Equipment assigned to your vessel, but also Equipment that is in one of
the company warehouses. Since parts can be common across vessel classes, results will
show machinery from more than one vessel class as well. If you do this Query shoreside,
you will find all of the Rotable Equipment in the database.
Figure 11- View List of all Rotable Equipment
f. Look at some of the Equipment found in this query. This example will use a D7 Lifeboat
listed as AZ.5.173.001, Rotable Item # D7.121.02
Pg. 2-35 8/20/08

g. The Equipment tab for the Lifeboat has much of the information about it. The Rotable
Item #, which is common to all identical units, and the Equipment Number, which is
unique to this particular Lifeboat. Serial and nameplate information can be found here too,
and added by end users if it is not there already.
Figure 12- D7 Lifeboat viewed in Equipment
h. The somewhat confusing thing about Rotable Equipment is that information can be viewed
in both the Equipment Application and Inventory Control. Equipment views a particular
instance of the gear. Inventory Control shows information common between each of the
lifeboats.
Pg. 2-36 8/20/08

i. Switch to Inventory Control for this Rotable by right clicking on the Rotable Item# field.
Figure 13- Hyperlink to Inventory Control.
j. Figure 14 shows the Rotable Item screen after hyperlinking to Inventory Control. If this
unit is also a spare part carried on board, storage information and Stock Category would be
shown, but this is only a warehouse spare.
Item # is common to
same Rotable Parts.
Figure 14- Inventory Control after Hyperlinking from Rotable Item# field in Equipment.
Pg. 2-37 8/20/08

k. Switch now to the Rotables Tab on the Inventory Control Screen.
Figure 15-Rotable Items Tab in Inventory Control.
l. This screen shows all of the D7 style lifeboats along with one spare in their current
Locations. The spare is stored at Puglia, and the others are shown as installed on the
vessels. As we get better with Maximo as a company, each Rotable is more closely tracked
and moved using the program. This enables much better tracking of company assets.
m. Moving Rotables within Maximo is primarily a Warehouse and Port Engineer function.
The Warehouse will move a Rotable on to your vessel, and when the old unit is sent
ashore, will track it through repair and storage. Always check to ensure that the warehouse
has transferred the Rotable Equipment into the correct Location. Mistakes have been
made.
n. In sum, Rotables are viewed in the Equipment Application when assigning Work Orders
or looking for parts. Inventory Control can be used to see the same unit along with other
identical units. Common information for both is contained in Inventory Control as well,
and available warehouse spare information can be found on the Rotables tab.
Pg. 2-38 8/20/08

o. On the D7’s the original Equipment Number scheme assigned the ships two letter code to
the Equipment, even if it was a Rotable. It is apparent that some switching around of
Lifeboats has occurred. Each Equipment move is recorded in the Equipment Application.
Switch back to the Equipment Application, then use the Action-View Equipment Move
History menu. The screen shown in Figure 16 will show all Rotable Equipment moves
that have been properly recorded in Maximo. In this case, a lifeboat from the Tacoma was
moved to the warehouse, repaired, and then installed later on the Kodiak.
Figure 16-Equipment Move History.
p. Rotable Equipment is very useful for tracking Equipment maintenance. The warehouse
uses it when transferring machinery on to the vessel. The vessel can use it also on tracking
Equipment that they transfer in and out of service. Following are instructions on using the
Rotable Equipment Transfer functions.
Pg. 2-39 8/20/08

q. Engineers on the vessel can also track Rotable Equipment moves on the vessel, if they
chose to. At this time, there is no requirement to use this feature on board. An example for
this might be the spare piston for the Main Engine. The spare piston is a Rotable Item, as
are the installed pistons, and typically, it is assigned to a Spares Location on the vessel. As
pistons are exchanged into the cylinders, and out of the cylinder for rebuild, this can be
tracked in Maximo.
Figure 20-Move Modify Equipment.
r. Identify the Location to which you are going to move an Equipment. Copy that Location
and call up the above screen using the menu Actions-Move/Modify Equipment. Paste the
new Location for the piston into the Location field and click OK. That’s all it takes. An
alternate method is to click on the spinner (the 3 dots) next to the Location number. Then,
use the drilldown to identify the new Location. Select it, and click OK.
s. In most situations, it is necessary to move two pieces of Equipment; one out of service,
and one into service. A spares Location may or may not be available for that particular
Equipment. If it is not, find another place that will work for locating spare Rotable
Equipment on your vessel. Decide for yourself if you want to use this feature on your
vessel. It could be applied as often as Injectors changes on the Engines, small pumps that
are exchanged on a regular basis with working pumps, or not at all. It is a tool that is
available for you to track the reliability of Equipment on your ship.
Pg. 2-40 8/20/08

C. Work Order Application-Corrective Maintenance
Horizon Lines has decided that work performed on board ship that
is significant in the work history of this Equipment or Location
will be recorded in Maximo. Also, record any work that uses spare
parts using Work Order.
There are three basic work flows for Work Orders created on
board ship. The first is Work Orders created for Corrective
Maintenance done by ships crew. Second is Vendor Work Orders
for Corrective to be done by shoreside workers. Third is Work
Orders for Preventive Maintenance done on a schedule.
Use the Work Order Application to record a history of work on a

piece of Equipment and record the use of spares for that
Equipment. This section will cover creating a new Work Order for
corrective maintenance completed by shipboard personnel. Later
sections will cover the work flow for the other types of Work
Orders.
1. Create New Work Order in the Work Order Tracking Application. Fill
in Description and Save the Order.
2. Search for the Desired Equipment. Bring It Back to the Work Order.
3. Work Order Status.
4. Fill Out the Work Order.
5. Initiate the Work Order.
6. Select Parts Used. Record Their Use Against the Work Order.
Pg. 2-41 8/20/08

7. Save and Complete the Work Order.
8. Child Work Orders.
Pg. 2-42 8/20/08

1. Create New Work Order in the Work Order Tracking Application.
a. Open MAXIMO’s Work Order Tracking Application.
b. Select from the Insert menu and go to the option New Work Order with AutoNumber.
Alternatively, you may select Ctrl+N, the New button in the toolbar, or the button on
the far left in the toolbar. All of these perform the same function. See figure 1 below for a
screen shot of these options.
Figure 1- New WO with AutoNumber
c. Tab to the Short Description field, directly to the right of the Work Order #, and enter a
description of the work order. This description helps to identify Work Orders later when
you are searching for them. To enter a Long Description of the work, click on the arrow at
the right side of the field. This brings up a large text box where you can enter a detailed
description and Work History. After you enter a Long Description, there will be a red flag
in the upper right corner of the Short Description field.
Pg. 2-43 8/20/08

2. Search for the Desired Equipment. Save the Work Order.
a. Use the tab key to advance to the Equipment field. Here, choose the piece of equipment
or location on the ship where the work will be performed. In this case, you will be
recording work on a pump. The Location field will populate when the Equipment is
selected. If the work was performed on a Location instead of a piece of Equipment, for
example, weld repairs to a structural member, you would use the Location field instead.
Work orders can be written against either a Location or an Equipment.
b. There are several ways to find an Equipment in MAXIMO. One way is to click the right
arrow in the Equipment field and use the Drilldown. Navigation in the drilldown is
covered elsewhere. The recommended method is to right mouse click on the Equipment
field and select Hyperlink. This navigates to the Equipment Application. There, use the
text description of the Equipment, and wild card characters to find the equipment. The
search is for a Fuel Oil Booster Pump.
Right Click to
access Hyperlink
Menu created
with right
mouse click.
Figure 2- Go to Equipment Application Search.
Pg. 2-44 8/20/08

c. Click in the text field next to the Equipment Field, and enter the % sign followed by a
word from the equipment you are looking for followed by the % sign again. (The % sign is
a wildcard that replaces any number of characters. The _, underscore is a wildcard that
replaces only one letter.) This will find any equipment with the word(s) you specified
anywhere in the title. For example, enter %fuel pump% and the program will find any
equipment with fuel pump in the title. It will not, for example, find feedpump (no space
between words) or pump, feed
d. Click on the Globe symbol in the toolbar to call up the View List of Equipment found
by the entered Query.
Globe Icon
Figure 3- Globe Icon, and a Query using the Equipment Description field.
Pg. 2-45 8/20/08

f. From the View List, find the item requiring the Work Order and select OK. If the
equipment is not shown, try refining your search. For example, try searching on
“%pump%” or %fuel%pump% for a larger range of results. Familiarize yourself with the
syntax used on your vessel. For example, the D-8’s have the word Pump as the first word
in a pump description, while other ships don’t. If your query has returned so many results
that you can’t easily find the pump you are looking for, try refining the Query.
g. If you still can’t find the Equipment, you can always use the drilldown to search for the
Equipment by its assigned Location. If a spare part label from the unit is available, use it
to look up that part in Inventory Control, go to the Where Used Tab, and hyperlink to the
Equipment. There are many ways to find an Equipment for the purpose of assigning it to a
Work Order. Use the method that works best for you for any given Equipment.
Figure 4- View List result from “%Fuel%Pump% search.
Pg. 2-46 8/20/08

f. Once the equipment is selected, choose the toolbar icon 2nd to the right of the globe (see
figure 4.) This icon, Return Selection to the Origination Application, brings the
selected equipment from the Equipment Application back to the WO Application.
Will bring the Equipment

back to the Work Order
Figure 5- Return Selection to Work Order.
Pg. 2-47 8/20/08

g. In the Work Order Tracking Application, use the tab key, or click anywhere else, and
all of the fields associated with that equipment will populate including the Location fields
and the descriptions of Equipment and Locations. The Location of the Equipment is
automatically associated with the selected Equipment.
Figure 6- Work Order with Equipment and Location filled in.
h. Save the Work Order using the File-Save menu, or click the Save icon. The Work Order
will now look like Figure 6 above. Fields that are blue cannot be directly edited. The Work
Order number is permanently assigned, and is unique to this Work Order.
Pg. 2-48 8/20/08

3. Work Order Status
a. It is important to know the status of the Work Order. We use different statuses to help
indicate the type of Work Order and to follow its process from creation to completion.
Below is a table of Work Order Status with explanations.
Status Short Long Description

Description
PEND Pending The status of a Work Order created by the end user in WO Tracking which is
waiting for further action. It is not an approved status
INPRG In Progress Status of a Work Order approved for work on board ship.
WSCH Waiting to be Status of a Work Order generated by a Preventive Maintenance job. (Other
Scheduled statuses are possible from a PM job, but this is the standard.) This is an approved
WO ready for completion.
WAPPR Waiting for Work Order request for Vendor work. Port Engineer will consider WAPPR Work
Approval Orders for approval.
APPR Approved Work Order approved for use. We use this status for shoreside vendor Work
Orders which are ready for completion.
COMP Complete All Work Orders are COMP when completed by the end user.
CLOSE Closed Once all work is done, and vendors are paid, Work Orders are closed by a Port
Engineer ashore. Do not complete this step on board ship, as it will interfere with
recording of Vendor costs.
Figure 7- Work Order Status Table.
b. These are the common statuses for Work Orders in Maximo. A few others are possible,
but not commonly used by Horizon Lines. Work Orders need to be in an approved status
to have parts recorded against them. Approved statuses include APPR, INPRG, and
WSCH. You will not be able to record a part against an unapproved WO.
Pg. 2-49 8/20/08

a. Now, fill in a few more fields needed for shipboard work. See Figure 8 for details.
Typically, for a Corrective Maintenance job, a Job Plan will not be entered. If the work
being done is also a Preventive Maintenance job, use the PM system to generate the
Work Order so this work can re-schedule the PM Job. See a later section for generating
PM Work Orders.
Fill in a short Description
of the work to be done.
Click here to access the
Long Description field.
Work Type CM for

Corrective maintenance.
Voyage # will help in
finding work history.
Type “Crew” for

crew work.
Figure 8- Approve Work Order.
b. A Corrective Maintenance Work Order is sometimes written up after the work is

already completed. This is OK, but the Work Order can also be used to instruct the
worker doing in the job. It can include instructions for work to be done as well as parts
to be used. These features are more common in a PM Work Order, so details will be
covered in that section.
Pg. 2-50 8/20/08

5. Initiate the Work Order.
a. This Work Order is in PEND, or Pending Status. Before parts can be recorded, or the
WO can be completed, it has to be changed to an approved status. In this case, for a
shipboard Work Order, it will be changed to INPRG
b. Maximo refers to this as Initiating a WO. To do this, go to the Actions Menu-Change

Status-Initiate.
Figure 9- Initiate-Approve Work Order.
Figure 10-Initiate Dialogue Box.
c. Figures 9 and 10 show the menu and dialogue boxes that appear when a Work Order is
initiated. In figure 10, notice that the default is to print the Work Order. You would do
this if you wanted to give a printed copy of the Work Order to the person doing the
job. If you do not want a printout of the WO, uncheck the box. Now the Work Order
will be in INPRG status, an approved status, and is available for recording work
history and parts used.
Pg. 2-51 8/20/08

d. Record a longer description of actual work done by selecting the Long Description
form. Click on the spinner (the three dots) at the right of the description field. Figure 9
shows an example Long Description.
Figure 11- Sample Long Description.
e. This Long Description Record is a very important part of Maximo. It is the only place
where the work done is described in detail. Work Order Tracking is the Work History
for your vessel. It is very important to accurately record work done on each Equipment
or Location.
f. A Spell Check is available for use in Long Description. If you use a lot of
abbreviations, it won’t be as useful. Don’t use so many abbreviations that a future user
won’t be able to understand what you are writing about.
g. Save the record after you make any changes. If you switch tabs (say, to the Actuals
tab) Maximo automatically saves the record. If you clear the screen before saving to
look at another WO, Maximo tells you that you will lose changes if you proceed.
Always stop and save at that point unless you don’t want to save changes.
Pg. 2-52 8/20/08

6. Select Parts Used. Record Their Use Against the Work Order.
a. Assume that the work has been done and you are entering a completed job. The Status
is INPRG (or another approved status) or you cannot enter parts used. Switch to the
Actuals tab. The Materials tab in the lower window should already be selected and is
the place to enter parts used.
Actuals Tab
Materials Tab
Click here to show a list

of the parts associated
with the equipment
Figure 12- Actuals Tab for entering parts used.
b. There are at least four ways to enter parts used. Each of them populates the Item field
shown in Figure 12 with a number from the Inventory database.
Pg. 2-53 8/20/08

c. A first option is that a number can be typed in directly from the used label. This is a
good option if you are recording only one or two parts. It is quick direct and easy, but
can be time consuming for a larger number of parts.
d. Secondly, one can Hyperlink from the Item field to the Inventory Control
Application, and return the information to the Work Order. If you already have the
parts used open in Inventory Control, this is quite easy. If you’re not certain of the
Maximo number of the part used, you can use Inventory Control (IC) to search for the
part number. Perhaps a worker brought you a bearing box used, but didn’t bring a
Maximo label (yes, it can happen.) Search for the part in IC, and return it to Work
Order Tracking using , the Return Selection icon.
e. Use the Select Value Screen to find a part. Select Value is a sort of mini application
that can be found in many places in Maximo. It changes depending on where it is used,
and what information it is accessing. In this case, Select Value searches the Inventory
Control database for parts. Use of Select Value is covered elsewhere. Select Value is
not as complete as searching in Inventory Control, and has some disadvantages, but
sometimes it is the best way to search.
Figure 13- Select Value Screen
Pg. 2-54 8/20/08

f. Fourth, the Equipment Button, found on the lower right of the screen will go to the
parts listed for the Equipment assigned to the Work Order. In most cases, a list of parts
available for this Work Order will appear. If not, one can search for the correct
Equipment that does have the parts listed.
Figure 14- Select Equipment Spare Parts.
g. Choose the parts you used from the list. Use Control Click to select more than one if
desired. Click OK to return to the Work Order Screen. For this example, we scrolled
down to see the Coupling Gird, selected it and clicked OK.
Pg. 2-55 8/20/08

h. Figure 15 shows the screen after populating one part used. Tab or click to move over
to the Storeroom Field. Select the box (i.e. spinner) on the right to call up the Select
Inventory Location Window. Choose your ships Storeroom (normally the only one
showing) and return to this window.
Click here to show the

Storeroom holding the
parts used.
Figure 15- Entering Parts used on Work Order Actuals Tab.
i. Tab once more to the right, or select the Quantity Field. Enter the number of parts used
on this job. If you try to use parts that are not listed as being in stock, Maximo will not
let you. Once you save the record after entering these parts, they will be taken out of
inventory, even before completion of the Work Order.
Pg. 2-56 8/20/08

j. It is possible to have the same parts stored in more than one bin. On board ship this is
not common, but Maximo does track each bin separately. To the right of the Quantity
Field is the Bin. If you choose the spinner in this field, the Select Bin dialogue appears.
This is a useful tool as it not only allows you to select from which Bin to remove the
parts, but also to see the current stock level. After entering parts used, you may choose
to visit Inventory Control to correct the stock level. According to the Sarbanes Oxley
law, you are not allowed to correct the stock level by entering a different number of
parts used in the Work Order than were actually used.
Figure 16- Select Bin Dialogue.
k. Enter any more parts used on subsequent lines and save the Work Order. Note that
before saving, each line that you have added has an arrow next to it. This indicates a
new line that has not been saved.
Pg. 2-57 8/20/08

7. Save and Complete the Work Order.
a. Save your work by clicking on the save icon or use Save in the File Menu. Notice that
the arrows next to the parts used have disappeared. Go back to the Work Orders tab.
MAXIMO automatically saves changes when going from one tab to another, but it’s still a
good idea to save manually.
b. Go to the Long Description by clicking on the arrow on the right side of the Work Order
Description field. Enter any more information that you want to save for the history of this
job and return to the main screen by clicking OK. Notice that there is now a small red flag
next to the arrow. This indicates that there is an entry in the Long Description.
Figure 17- Sample Work Order Long Description.
Pg. 2-58 8/20/08

c. The work order is now ready for completion. Go to the Actions menu-Change Status-
Complete menu item and click on it. Figure 18 shows this menu. One can also click on the
icon for the same result. Figure 19 below shows the box that comes up for completion.
Be sure to change the date to the actual date the work was completed.
Figure 18- Complete WO Menu.
Figure 19- Complete WO Dialogue Box.
Pg. 2-59 8/20/08

d. The status of the WO will now change to COMP, or Complete. Shoreside workers will
later change this status to CLOSE. Do not Close WO’s on board ship. If a WO has a
Purchase Order for Service attached, it needs to stay open until all PO’s are paid. The cost
from the Service PO then shows properly in the Work Order. So, no WO’s are closed until
all PO’s are paid. This is done automatically by shoreside staff. This is the basic process
for creating and completing a Work Order for non Preventive maintenance work done by
crew on board.
8. Child Work Orders.
a. Work Orders can be organized in a hierarchy of Work Orders. MAXIMO uses the terms
Parent and Child to describe this. Child Work Orders will not be in common use on board
ship. Please consult with the Port Engineer before building a hierarchy of Work Orders for
shoreside work to be done.
Pg. 2-60 8/20/08

D. Work Order Application-Vendor Work

Equipment. This section will cover creating a new Work Order for
work to be done by shoreside vendors.
Much of the process is the same as the previous section on Work

Orders for Corrective Maintenance.
2. Search for the Desired Equipment or Location. Save the Work Order.
5. Fill out the Plans Tab of the Work Order.
6. Change WO Status to Waiting for Approval.
7. Complete the Work Order.
Pg. 2-61 8/20/08

b. Select from the Insert menu and go to the option New Work Order with AutoNumber.
Alternatively, you may select Ctrl+N, the New button in the toolbar, or the button on
the far left in the toolbar. All of these perform the same function. See figure 1 below for a
screen shot of these options.
c. If there was a previous similar WO, you can find that Work Order and Duplicate it using
the Insert-Duplicate menu item. Select the Autonumber choice in the dialogue box, click
OK, and there will be a new Work Order with most of the details intact from the previous
WO. Edit this WO as you would any other making sure all of the details are correct.
Figure 1- New WO with AutoNumber
Pg. 2-62 8/20/08

2. Search for the Desired Equipment or Location. Save the Work Order.
a. Work Orders can be written against either a Location or Equipment. An example of a

Location Work Order might be the repair of a crack in a box girder or tank. No Equipment
need be involved. Click on either the Equipment or Location field. Here, choose the piece
of Equipment or Location on the ship where the work will be performed. In this example,
work will be requested on a Hatch Coaming.
b. There are several ways to find Equipment in MAXIMO. One way is to click the right
arrow in the Equipment field and use the Drilldown. Navigation in the drilldown is
covered elsewhere. The recommended method is to right mouse click on the Equipment
field and select Hyperlink. This takes you to the Equipment Application. There, you use
the text description of the Equipment, and wild card characters to find the equipment. In
this example, we will search for Hatch Coamings.
Right Click to
access Hyperlink
Menu created
once you right
Click in the
equipment
Figure 2- Go to Equipment Application Search.
Pg. 2-63 8/20/08

c. Click in the text field next to the Equipment Field, and enter the % sign followed by a
word from the equipment you are looking for followed by the % sign again. (The % sign
is a wildcard that replaces any number of characters. The _, underscore is a wildcard that
replaces only one letter.) This will find any equipment with the word(s) you specified
anywhere in the title. For example, enter %coaming% and the program will find any
equipment with coaming in the title.
d. Click on the Globe symbol in the toolbar to call up the View List of Equipment found by
the entered Query.
Globe Icon
Figure 3- Globe Icon, and a Query using the Equipment Description field.
e. From the View List, find the item requiring the Work Order and select OK. If the
equipment is not shown, refine your search. For example, if you searched for “coamings”,
try “coaming” or “coam”. Familiarize yourself with the syntax used for the Equipment on
your vessel. For example, the D-8’s have the word Pump as the first word in a pump
description, while other classes may not. If your query has returned so many results that
you can’t easily find the pump you are looking for, refine the Query.
f. If you still can’t find the Equipment, you can always use the drilldown to search for the
Equipment by its assigned Location. If you have a spare part label from the unit, you can
look up that part in Inventory Control, go to the Where Used Tab, and hyperlink to the
Equipment. There are many ways to find an Equipment for the purpose of assigning it to a
Work Order. Use the method that works best for you for any given Equipment.
Pg. 2-64 8/20/08

Figure 4- View List result from “%coaming% search.
g. Choose the desired unit by clicking on it. Select OK to return to Equipment. Use the
toolbar icon 2nd to the right of the globe (see figure 5.) This icon, Return Selection to
the Origination Application, brings the selected equipment from the Equipment
Application back to the WO Application.
Will bring the Equipment

back to the Work Order
Figure 5- Return Selection to Work Order.
Pg. 2-65 8/20/08

g. In the Work Order Tracking Application, use the tab key, or click anywhere else, and
all of the fields associated with that equipment will populate including the Location fields
and the descriptions of Equipment and Locations. The Location of the Equipment is
automatically associated with the selected Equipment. Equipment Numbers can also be
found using Select Value as shown earlier.
Figure 6- Work Order with Equipment and Location filled in.
i. Save the Work Order using the File-Save menu, or click the Save icon. The Work Order
will now look like Figure 6 above. Blue lettered fields cannot be directly edited. The Work
Order number is permanently assigned, and is unique to this Work Order.
Pg. 2-66 8/20/08

a. It is important to know the status of the Work Order. Horizon Lines uses different statuses
to help indicate the type of Work Order and to follow its process from creation to
completion. Below is a table of Work Order Status with explanations.
Status Short Long Description

Description
PEND Pending The status of a Work Order created by the end user in WO Tracking which is
waiting for further action. It is not an approved status
INPRG In Progress Status of a Work Order approved for work on board ship.
WSCH Waiting to be Status of a Work Order generated by a Preventive Maintenance job. (Other
Scheduled statuses are possible from a PM job, but this is the standard.) This is an approved
WO ready for completion.
WAPPR Waiting for Work Order request for Vendor work. Port Engineer will consider WAPPR Work
Approval Orders for approval.
APPR Approved Work Order approved for use. We use this status for shoreside vendor Work
Orders which are ready for completion.
COMP Complete All Work Orders are COMP when completed by the end user.
CLOSE Closed Once all work is done, and vendors are paid, Work Orders are closed by a Port
Engineer ashore. Do not complete this step on board ship, as it will interfere with
recording of Vendor costs.
b. These are the usual statuses for Work Orders in Maximo. A few others are possible, but
not commonly used by Horizon Lines. Work Orders need to be in an approved status
to have parts recorded against them. Approved statuses include APPR, INPRG, and
WSCH. Parts use can not be recorded in an unapproved WO.
Pg. 2-67 8/20/08

4. Populate the Work Order tab of the Work Order.
a. Tab to the Short Description field, directly to the right of the Work Order #, and enter a
description of the work order. Begin the Description with the text “ PE:” This flags the
work order for the Port Engineer as needing his attention. Then, enter a short description
of the work to be done. Click on the spinner and enter a longer description of work
needed. This description will be read only by the Port Engineer, not the vendor. After
entering a Long Description, there will be a red flag in the upper right corner of the Short
Description field. Be sure to save as the Long Description doesn’t save automatically.
b. Now, fill in a few more needed fields. See Figure 8 for details. Typically, for a Corrective
Maintenance job, a Job Plan will not be entered. If the work being done is also a
Preventive Maintenance job, use the PM system to generate the Work Order so this work
can re-schedule the PM job. See a later section for generating PM Work Orders.
Work Type CM for
Fill in a short Description Click here to access the Corrective maint.
of the work to be done. Long Description field.
Voyage # Labor Group (your PE group).
Your Supervisor.
Type Vendor in
Vendor Crew field.
Projected Date for work.
Figure 8- Filled out Work Order Tab, Vendor WO.
Pg. 2-68 8/20/08

c. In the previous Work Order Example, the following fields were populated.
- Description- Short Description starting with “PE:”.

- Long Description- Details of the work for the Port Engineer (not the vendor
instructions, but could be the same or similar.)
- Work Priority – Choices of 1,2 3 or 4.
- Voyage Number.
- Port in which work is to be done.
- Vessel estimate of work cost.
- Work Type – Corrective or Planned Maintenance.
- Drydock – Yes or No.
- Labor Group (PE group assigned to your vessel), Supervisor, and Vendor/Crew.
- Projected Date for work to be done.
Pg. 2-69 8/20/08

5. Fill out the Plans Tab of the Work Order.
a. Switch to the Plans tab by clicking on the tab which is next to the Work Order Tab.
b. Notice the OP Lines in the Operations Section just below the Work Order Number and
Description. Use these lines to describe in detail the work to be done by the Vendor.
Multiple Vendors can be entered here, such as requesting a Chemist as well as welders for
a tank repair. Use at least one line for each vendor. Each of these lines can be separately
assigned to a Service Purchase Order. The Service Purchase Order is what the Port
Engineer uses to communicate with the Vendor, order work done, and pay the Vendor.
c. The Description used in Plans OP Lines, both Short and Long will be seen by the Vendor.
Figure 9- Filled out Plans Tab, Vendor WO.
d. In Figure 9, the arrows next to each line indicate that the WO has not been saved since
those lines were added. Number each line as 10, 20, 30, etc. as a convention to allow other
lines to be inserted if needed. Op Line 30 has a red mark next to the Long Description
which indicated information there. Lines for different vendors, if for the same job, could
be added here also.
e. Save the Work Order by clicking on the Save Icon, , or File-Save Work Order, or
keyboard Ctrl-S. Now the Work Order is ready for the Port Engineer.
Pg. 2-70 8/20/08

6. Change WO Status to Waiting for Approval.
a. This Work Order is in PEND, or Pending Status. The Port Engineer will only consider
Work Orders that are in Waiting for Approval Status, i.e.- WAPPR. Changing from
PEND to WAPPR is a little different than other status changes. Click on the Status
spinner on either the Work Order or Plan tabs to bring up the window in Figure 10.
Choose WAPPR and click OK. The WO will now be in WAPPR status, and will be
able to be acted on by the Port Engineer. If you decide to wait to have the work done,
change back to Pending the same way.
Figure 10- Select Value screen for changing status.
7. Communications With the Port Engineer
a. Once a Work Order is in WAPPR status, the Port Engineer can act on it. Horizon Lines
uses email communications between the Port Engineer and the Chief Engineer to schedule
work to be done on a particular port stay. Follow the established practice with your Port
Engineer to inform him of the list of work to done on an upcoming port stay. Often this is
accomplished using a spreadsheet of the projected Work Orders. The PE will likely not act
on any of your vessels WO’s until the projection sheet is received. Be sure to have your
Work Orders written in a timely manner, and the Projection Sheet sent to the PE in time
for them to set up the vessel. Each trade differs in this timing; so again, follow the
standards used by your vessel.
b. When the PE has approved a Work Order, the status changes to APPR. He or she also
creates a Service Purchase Order for each vendor. This Service PO is the instruction to the
Vendor for work to be done, and is the means by which the Vendor is paid after work
completion. The Chief Engineer or Chief Mate can view these PO’s after they have been
created and assigned to Work Orders.
Pg. 2-71 8/20/08

c. In Work Order Tracking, use the Actions Menu- View PO Information to see the PO’s
for the current Work Order. PO information can also be included in the projection
spreadsheet, and can be entered there by either the Chief or the Port Engineer.
Figure 11- View PO Information.
c. In some cases, the PO information appears in the PO field on the Plans and Actuals tabs.
The Service PO is only edited and changed by the Port Engineer, and is available to the
vessel for informational purposes.
Figure 12- PO Information on the OP lines.
Pg. 2-72 8/20/08

8. Complete the Work Order.
a. Once work is completed by the Vendor, a few steps need to be taken by the vessel to
complete the Work Order. These include completing a Long Description of the work
actually done, entering any material consumed, and changing the Work Order status to
Complete-COMP.
b. Open Long Description while on the Work Order tab (editing may not be possible
from other tabs.) Enter the description of the work done by the Vendor and crew
covered by this Work Order. This entry will serve as the work history for this job. Be
sure to save the WO after closing the Long Description.
c. Switch to the Plans tab. One way to keep track of which operations have been
completed on a Work Order is to record their completion on the “Done?” column of
the Plans Tab. Simply change to “Y” from “N” any Op Line that has been completed.
Sometimes, not all lines are completed before completing a Work Order. That work
can be addressed in a later Work Order if needed.
Change to “Y” when

work is completed.
Figure 13- Work Order Plans Tab Completion step.
d. If any shipboard parts were used on this work, record parts used just as you would for
a shipboard repair. Details of this process are found in the Corrective Maintenance
section under Parts Used.
Pg. 2-73 8/20/08

e. Complete the Work Order using the Actions-Change Status-Complete menu item.
The same can be accomplished using the icon. The dialogue box shown in figure
12 is the Complete Dialogue box. Change the date to the day the work was actually
completed. Typically, no memo is necessary. Click on OK to finish.
Figure 14- Work Order Completion dialogue box.
f. The Work Order is now in COMP – Complete status. Shoreside workers will change
to status to Closed after all Vendor Purchase Orders are completed. The Long
Description can still be edited in this status.
Pg. 2-74 8/20/08

E. Work Order Application - Preventive Maintenance

Equipment. This section will cover completing a Work Order that
has been created in the Preventive Maintenance Application. See
the section of Preventive Maintenance for the generation of Work
Orders.
1. Open a Work Order created in the Preventive Maintenance Application.
2. Record Work Order History.
3. Complete the Preventive Maintenance Work Order.
Pg. 2-75 8/20/08

1. Open a Work Order created in the Preventive Maintenance Application.
b. There are several ways to search for PM Work Orders. All PM Work Orders will have an
entry in the PM Field of the Work Order. A simple search technique is to place a wild card
character – “%” in the field. This will call up any WO that has an entry in that field. PM
Work Orders will often have a status of either WSCH or PEND. WSCH is an approved
status, while PEND is not. The Status field can be used to further refine the search for PM
Work Orders.
Figure 1- WO Query for any entry in PM field.
Pg. 2-76 8/20/08

c. Searches in Work Order Tracking can also be modified by a built in filter. This filter
operates in many Maximo applications. Each application has different information in the
filter window, appropriate to its function. Access it by clicking on the filter icon . See
figure 2 below to view the dialogue box accessed by the filter icon.
For current WO’s,

uncheck History.
Figure 2- Work Order Filter screen.
d. In Work Order Tracking, the most important feature of the Filter window is the Current
and History Work Order check boxes. In this case, uncheck the History box if it is
checked. The Current box should remain checked. This way, if you search using a “%” in
the PM Field, only active Work Orders will be found as a result of the Query.
Pg. 2-77 8/20/08

e. Figure 3 shows the Query results for a “%” query on the Kodiak. This is a useful list
which can be printed for use. A printed list is one way to track a group of jobs as they are
assigned and completed.
Click here to print

the entire list.
Figure 3- Query Results for “%” in the PM field, current WO’s only on the Kodiak.
f. For our purposes here, we will select KOWV103260, add information to it as needed, and
complete it. Some Work Orders will require use of parts, and some won’t. Work History
information can be recorded in the Long Description if it will be a useful part of the
history of the Equipment.
Pg. 2-78 8/20/08

g. Figure 4 is Work Order Tracking with KOWV103260 Work Order selected. Notice that a
number a fields are already filled in as the Work Order was created by the PM System.
Most importantly, the Job Plan and PM Fields are populated as well as the Target Start
Date. The Target Start date represent the date that the PM was due. This is the Work Order
screen. Sometimes details for PM work can be found in the Long Description of the WO,
as indicated by the red flag on the description line. Details from the Job Plan are also
found on the Plans tab.
Job Plan #
PM #
PM due date.
Figure 4- Work Order generated by the PM system.
Pg. 2-79 8/20/08

h. Figure 5 is the Plans tab for the Controller Work Order. Details of the work to be done are
found in the Operations section. Each Op line represents a scheduled task. In this Work
Order, a summary of the Operations are found in the Long Description, as well as in the
Long Description of Op Line 10. Work Orders on your vessel may vary in where the
details for work are displayed, but the relevant details will be included.
Figure 5- Work Order Plans tab.
i. Each Op line represents a separate job to be done. In this case, each line is a different
controller that needs attention. Most PM Work Orders will be for one Equipment only.
You can print out this Work Order for the Electrician or Engineer assigned to the work by
selecting Menu-File-Run Reports, or clicking on the icon. Choose WOPRINT-
Standard Work Order report. Follow the prompts to send it to your printer. Run Reports is
the standard method to get printed output from any Application. There are often several
choices of reports. Experiment to find the Report that works on your vessel and also meets
your needs.
Pg. 2-80 8/20/08

2. Record Work Order History.
a. Return to the Work Order tab of the PM Work Order, and click on the right side of the
Description field. In the Long Description field that opens, enter relevant information
about the job completion. It is easier to see the completion information if you enter it
above the work description that may be there. If you initial the entry and put a date, that
can be useful when viewing the work history later.
Figure 6- Work Order Long Description and Work History.
b. Spell Check using the appropriate button if desired, and click OK to close this window and
return to the Work Order screen. The Long Description just entered is not saved
automatically on closing, so click on the Save icon, or File-Save Work Order, or
Ctrl+S. All three work in the same way.
Pg. 2-81 8/20/08

3. Complete the Preventive Maintenance Work Order.
a. Figure 7 shows the Work Order with some optional fields completed, and is ready for the
completion of the Work Order. The Voyage Number, and Repair Port fields are needed
and requested for Vendor Work Orders, but can be optional for shipboard repairs. If used,
they give additional information about the work, and can make it easier to find the Work
Order in the future for the purpose of viewing Work History.
Voyage #
Repair Port
b. Do not fill in the Actual Start and Completion Dates as these will be filled in automatically
when changing the Status of the Work Order. Other fields, such as Dry Dock, Vessel
Estimate can be used as is customary on your own vessel.
Pg. 2-82 8/20/08

c. Current Horizon Lines standard is that Work Order Status is changed to COMP when
work is done on board ship. The next step would be to close the work order. This amounts
to filing it away, and is done by shoreside workers for all company Work Orders. If you
accidentally close a WO for shipboard work involving no Vendors or Vendor Purchase
Orders, no harm will be done. If you accidentally close a Vendor WO, notify Maximo
Support so they can re-open it.
d. Complete the Work Order by choosing Menu-Actions-Change Status-Complete as shown

in Figure 8. This action is the same as using the icon.
Figure 8- Work Order change Status to Complete.
e. .Figure 9 shows the relevant portion of the Complete Window. Be sure to change the date
to the correct completion date as this is the date that will be used to reschedule the PM. If
you have selected a number of PM’s that are all ready for completion on the same date,
click on Selected Records. This may be less common with PM’s than other WO types.
Figure 9- Complete PM Work Order window.
Pg. 2-83 8/20/08

f. Work Order after completion. Note that the Start and Completion Dates have been entered.
If the work was completed over a range of days, the Start Date can be entered manually.
Usually this is not relevant or useful, but feel free to use it if desired. Work Order Status
has also changed to COMP or Complete. The Long Description can still be edited to
reflect work done or additional information in this status.
Status now COMP.
Completion Dates.
Figure 10-Completed Work Order with dates.
g. In practice, completing a PM Work Order takes very little time on any individual Work
Order. Many PM WO’s do not need Long Description entries or additional fields
otherwise filled out. Simply open and complete them to record work done and to reset the
clock on the next PM.
h. The Work Order record is automatically saved during a status change. It is not necessary
to manually save this record before continuing.
Pg. 2-84 8/20/08

i. The Preventive Maintenance record for this job will now reflect a new due date. This date
is 24 months after the Last Completion Date as indicated in the Frequency field.
Target Start Date.
New Next Due Date
Figure 11- Preventive Maintenance Next Due Date.
j. If the PM has the Use Target Start field as a “Y” instead of an “N”, then the Next Due
Date is set by the Last Target Start Date instead of the Completion Date. For example, if a
Lube Oil Sample is due quarterly, it will always be due 3 months after it was due the last
time. If you are simply changing the oil in a unit every 3 months, it will be due 3 months
after the last change. This means that if Target start is a “Y”, the Next Due Date field will
populate as soon as a Work Order is generated as the Next Due Date is already known.
Pg. 2-85 8/20/08

Section Two- MAXIMO Purchase and Ordering Instructions
3. Section Three- Purchase and Ordering Instructions
A. Automatic Reordering of Parts In MAXIMO
This section will cover the Automatic Reordering of parts used on

Work Orders. This is the recommended and easiest way to
generate parts orders for those parts you have used on the ship. It
is the only method that automatically takes into account the stock
level that has been set for your storeroom in ordering replacement
parts.
1. Select Primary Vendor for Parts Used on a Work Order.
2. Generate Suggested Reorder Report.
3. Create a Purchase Request using Reorder Report.
4. Edit and Approve Purchase Request.
5. Suggested Reorder Report Details.
Pg. 3-1 8/20/08

1. Select Primary Vendor for Parts Used on a Work Order.
a. It is possible to check the entire storeroom database for parts that are below the Reorder
Point, and to generate orders for all of these parts. In practice, this is usually not a good
idea. We recommend running this report occasionally to ensure that you haven’t missed
ordering parts that are needed, but as a rule, it is recommended that you work with more
limited parts of the database in reordering.
b. Think of reordering parts as a step in the maintenance process. You use parts on a project,
and record them in a Work Order. The next step is to run a report to see if any of these
parts are below their stock levels, as indicated in the Inventory Control Application. If you
checked the available stock and the Reorder Point on these parts as you used them, you
will have a good idea if some need to be ordered.
c. An easy way to search for a group of parts to order is by Vendor. In the example, a Work
Order for cleaning a Lube Oil Purifier was just completed. Select one of the parts, right
mouse click on the Item to jump to Inventory Control for that part. Figure 1 shows the
Actuals Tab of the Work Order with parts used. Only the parts used section is displayed.
Figure 1- Hyperlink from parts used on a Work Order.
Pg. 3-2 8/20/08

d. Inventory Control will open with the selected part displayed. Switch to the Reorder Details
tab. Information about the current stock levels, reorder details, vendors and manufacturers,
along with some information about previous orders will be displayed.
Clear Screen
Primary Vendor.
Figure 2- Reorder Details tab, Inventory Control.
e. Our task here is to copy the Vendor number, and then use it to search for all parts from
that Vendor. Copy the number indicated after Primary Vendor, and then click the Clear
Screen icon to open a Query page in Inventory Control.
f. Notice that the Stock Level equals the Reorder Point on this particular part. When Reorder
is run on this part, it will generate a Purchase Request.
Pg. 3-3 8/20/08

g. Paste the Vendor number into the Primary Vendor. Hit the enter key, and all of the query
results will come into Inventory Control with the first record displayed. Select arrow keys
to move from one record to another. It can be useful to know how many records have been
found. Use the View-Count Items menu to display the count, which is shown at the
bottom of the screen in Figure 3.
Figure 3- Reorder Details tab, first record of 450 displayed.
h. Remember, this search was for all items in your storeroom listing this vendor, Alfa Laval,
as the primary vendor. This is just one way to isolate a group of parts for reordering. Some
machinery has more than one vendor supplying parts for that equipment. In this case,
select one vendor at a time and run reorder for each vendor separately. Now, move on to
generating an Automatic Reorder Report.
Pg. 3-4 8/20/08

2. Generate Suggested Reorder Report.
a. Inventory Control is already open with a group of parts selected by vendor as in the
previous section. Select the menu Actions-Reorder Items.
Figure 4- Reorder Items menu.
b. A Reorder Options screen will appear first.
Pg. 3-5 8/20/08

c. Figure 5 shows the Reorder Items options screen. Usually, the default settings will
generate the desired report. Reorder Stocked Items only is selected (this excludes Non
Stock parts which are mostly SS&E.) Do not change the Reorder Mode at this point. It
should read, Print Reorder Report. Click OK to run the report.
Figure 5- Reorder Items options screen.
d. This reorder report can take up to several minutes to run depending on how many records
are being searched. “Reordering Items, Please wait” will display at the bottom of the
window. Do not interrupt this process as it can hang up permanently as a result. If you
try to run reorder and get a message that another user is currently using it, it has hung up.
Notify Maximo support to get reorder reset in this instance. If you are running reorder on
the entire storeroom, do it just before lunch or take a nice nap and leave it alone while it
runs as it will take a while.
Pg. 3-6 8/20/08

e. The Suggested Reorder Report that is displayed in Figure 6 shows two items that are to be
reordered. It indicates Current Balance, Reorder Point, Quantity on Order, and Suggested
Reorder Quantity. If you’re paying attention, you’ll notice that it does not contain the two
parts used on the Work Order where we started. There will be more on that in a later
paragraph.
Figure 6- Suggested Reorder Report.
f. This report is an excellent starting point for updating and correctly your database.
Unfortunately, it is not possible to link from the displayed parts in the report to Inventory
Control screen for that part. Print out this report, if it is not accurate, or you notice parts
that you want to examine before ordering them. For example, if a part that you no longer
use is displayed here, you can change the Stock type for that part from Stocked-STK, to
Non-Stocked-NS
Pg. 3-7 8/20/08

3. Create a Purchase Request using Reorder Report.
a. For our purposes, assume that the correct parts for reordering are displayed. The next step
is to run the actual reorder instead of just a report.
b. Close the report window and return to Inventory Control where the 450 parts selected are
still displayed.
Run Reorder
Figure 7- Run Reorder.
c. Change only the Reorder Mode to the Run Reorder option. Click OK and let reorder run. It
will take about the same time as it took to run the original report. Do not click the Save
Setting box as it will then default to Run Reorder instead of Print Reorder Report. This can
lead to unwanted orders.
Pg. 3-8 8/20/08

d. While reorder is running, some messages will be displayed briefly giving the status of the
process. When it is finished running, something similar to Figure 8 will display. The PR
numbers created will be correct for your vessel. In this case, only one PR was created
because all of our parts came from the same vendor. Two different items were ordered as
indicated by the reorder report.
Figure 8- Storeroom Tab for Inventory Control.
e. Click OK to close the Reorder Summary. It is not possible to hyperlink from this screen to
the orders created, but they are easy to find. Go to the PR application to edit this newly
created order. Use the Purchase Requisitions Application as shown in Figure 9.
Figure 9- Open Purchase Requisitions.
Pg. 3-9 8/20/08

4. Edit and Approve Purchase Request.
a. Purchase Requisitions (PR), opens to a Query Screen. Orders created on board ship all
start out in the Waiting for Approval Status (WAPPR). As long as they are WAPPR, they
will not be acted on by the purchasing agent. Build a query for the PR just created, by
changing the Status field to WAPPR, it’s one of the choices displayed when the spinner is
selected. The Select Value screen is shown in figure
Figure 10- Status values for building Query.
b. Choose WAPPR as shown, click OK, and then choose the View List icon- . A list of all
of the WAPPR PR’s will appear. Since this is the main Purchase Requisition Application,
the consumable orders for the different departments will also be listed. All orders will be
prefaced by your ships two letter code. Following the ships code, M&R orders use an RV
code. Engine Consumables use EV, Deck DV, and Stewards are SV. Purchase Orders or
Requisitions created ashore will use an “F” for office in stead of “V” for vessel.
Pg. 3-10 8/20/08

c. Using those codes, the order created will be an AZRV (AZ is the Anchorage). It will be
the last one listed and will have no description. If you noted the number in the previous
step, simply search on that number. Shipboard users will see only their own orders.
Shoreside users will see all orders that have been transmitted ashore, and may need to
refine their queries to narrow them down.
Choose this
one.
Figure 11- View List Search for Purchase Request.
d. Choose the appropriate PR, and then click OK to return to an editing screen for this
Purchase Order.
Pg. 3-11 8/20/08

e. Enter information in the indicated fields. The Description can be whatever you want.
Usually, different users on the same vessel will standardize on the information to be
entered. A short description about what has been ordered as well as a date or voyage can
be helpful. Also, fill in the Vessel Voyage number field, and if delivery time is critical,
choose a date that will get the part to your vessel when it is in a delivery port.
Fill in.
Enter Voy. #.
Enter Date
Required.
Figure 12- Edit Purchase Request.
f. The last area to complete on this screen is the Ship To. This tells the vendor and
Purchasing Agent where to send the order. Click on the spinner , to raise the Select
Value Screen.
Pg. 3-12 8/20/08

g. Select Value is a search screen that is available in many places in Maximo. More details
for its use are available elsewhere. In this instance, the Company database is available for
a search. This database covers all of the vendors, suppliers and company locations for
Maximo. This field needs an appropriate delivery location for delivery of the order. There
are thousands of entries in this file, but only a few are relevant delivery locations.
Enter search
information.
Click to display
search results Click to save
search.
Figure 13- Select Value search for Delivery Port.
h. A search for Tacoma Delivery Port is already entered in the Company field. Most entries
have a number in the Company field, but most delivery ports have the name there. Create a
search with appropriate % wildcards, and click on the Refresh field. If the port you desire
appears, choose it and click OK.
i. A feature of the Select Value search is that it remembers the previous search if you click
on Save Settings. Thus, you have to find the delivery port only once, and after that, it will
appear automatically when you open the Select Value Screen. If you can’t find the
Delivery Port for which you are searching, you can always go to a previous order to see
how it is spelled or written. Copy it, or use that information to build and save the search.
Pg. 3-13 8/20/08

j. After returning to the PR screen, the delivery location selected will display in the
Company field, but no other information will display. Use the tab key, or click anywhere
else, and the other appropriate fields will fill in with the delivery information.
k. The Attention field does not populate, however, as there can be a number of options for
this field for each delivery location. Horizon Lines uses this to specify which department
or person on the vessel is to receive the order.
Figure 14- Select Value search for Attention field.
l. The screen in figure 14 shows the Attention search for the Engine Department on the
Anchorage. Since this search was saved, this value comes up every time we access this
search from the Attention field. Simply click OK, and the field is populated. On your
vessel, this may already be set up as a saved search. If not, create it and save it. If you
simply type a name into the attention field, it will be added permanently to the database
and will likely duplicate an entry already in place. Please search for the standard entry
before creating a new one.
Pg. 3-14 8/20/08

m. The PR tab of the Purchase Requisition is now complete. Once you get experienced, it will
take less than a minute to complete. It is much easier to complete the Purchase Request
generated by an Auto Reorder than it is to start from scratch.
n. Next, choose the PR Lines tab. The record is saved as you switch tabs, but it never hurts to
save manually as you work. Again, the advantage of using Auto Reorder is that the line
items in the PR are already filled out. Check that these line items are the parts you
expected to order, and are in the amounts desired. Change Quantity to reflect your
situation as needed. You can also add or delete lines. For example, you might be scheduled
to clean the DO Purifier next week, and will need to order a cleaning kit for that unit. Or,
the major service for that unit won’t be until next year. You might decide not to keep the
major service kit in stock for such a long time. Delete that line item by clicking in the gray
box to the left of the item, and choosing the delete key, or the Edit-Delete Row menu item.
Ctrl-D also accomplishes the same edit.
Figure 15- Edit PR Lines tab information.
o. Save any changes that you have made by switching back to the PR tab or by clicking on
the Save Icon.
Pg. 3-15 8/20/08

p. This order does not have to immediately approved. It can be held to add more parts later, or
it could be kept until the parts are needed. Shipboard users do not have permission to
cancel a PR record once it is created.
q. Changing the status of the PR to Approved effectively freezes it for the shipboard user.
The Purchasing Agent can and will act on it once it is transmitted ashore. Change the
status to Approved –APPR by clicking on the Approve Icon , or the menu Actions-
Change Status-Approve.
Approve
Dialogue Box.
Figure 16- Approve PR.
r. The Approve dialogue box appears. Click the OK to send this order on its way. No
information is needed in the Memo field.
s. If this order is urgent, also email your Purchasing Agent to give them a heads up that the
order will transmit and be on the shoreside servers soon. It’s a good idea to know when the
vesselsync takes place on your ship. If you miss the daily sync between ship and shore it
will delay the transmission of the order by a day.
Pg. 3-16 8/20/08

5. How to Maintain Minimum Safe Stock Levels.
a. The suggested Reorder Report is an excellent tool to use in keeping your database well
ordered and up to date. When used in conjunction with Work Order Tracking and
Inventory Control it is possible to be continually checking inventory levels and reordering
parts only as needed.
b. Keep in mind that the entire purpose of using a program like Maximo is to save the
company money. Well maintained ships ultimately cost less to run. That is why we track
maintenance and use preventive maintenance. Another Maximo function is to maintain the
minimum stock level for any given equipment that will provide for safe and uninterrupted
operation of the vessel as a whole. Note that uninterrupted operation of the vessel is not
the same thing as uninterrupted operation of a particular piece of equipment.
c. The work flow is as follows:
1. Record parts used in Work Order.
2. Inventory parts as used then correct inventory levels in Inventory Control.
3. Check and evaluate Reorder Point.
4. Search by vendor to run Auto Reorder Report on parts recently used.
5. Print report to evaluate items suggested for reorder. Edit records as necessary.
6. Run Auto Reorder to generate Purchase Request for parts needed.
7. Edit Purchase Request
d. In the Company’s perfect world, we would stock no parts on board ship, and simply have
them ordered as needed and instantly transported to the vessels as required. In the Chief
Engineers perfect world, every part and equipment in use will have a spare stored next to it
and taking up no weight or space. Reality lies somewhere in between.
Pg. 3-17 8/20/08

e. The Stock Levels for parts have been set by action from both shoreside and shipboard
personnel. In the case of the D-8’s, desired Stock Levels for all parts have been set ahead
of time with the idea that none will ordered over that stock level. It is the Chief Engineer
and First Engineer who have the ultimate expertise in determining how many parts to keep
on board.
f. Ship delays are expensive, and show up on everyone’s radar. However, overstocking of
parts can be just as expensive, and is much harder to see or determine. Every time you
look at a part in Inventory Control, whether while using it on a Work Order, or after seeing
it come up on a Reorder Report, ask yourself some or all of the following questions.
Figure 17-Inventory Control, Reorder tab.
1. Should this even be a stocked part? Do we still use it? Is it duplicated elsewhere? If
it is no longer a needed part, change the Stock Type (on the Item Catalog tab) to Non
Stocked (NS.)
2. Is the Current Balance accurate? If not, adjust it using the Actions-Inventory

Adjustment menu.
Pg. 3-18 8/20/08

3. Could the Reorder Point be lower? Should it be higher? Think about how many are
used each year (information available on the Storeroom Tab.) How long does it take
to get this part? Is the Equipment in duplicate, such that some downtime on one of
the units would not delay the vessel? Many reorder points are set high as insurance
against down time that would not otherwise incur cost to the company. Consider
lowering the reorder point to a safe minimum with this in mind. Remember, if the
current balance equals or is less than the reorder point, a Purchase Request will be
generated by Auto Reorder.
4. Is the Economic Order Quantity realistic? The EOQ is the number of parts that will
be re-ordered by Auto Reorder. It will order in groups of the EOQ until the Balance
Available is higher than the Reorder Point. If the part is a $1.00 O-Ring, it doesn’t
make sense to order one at a time, but if it’s a $600.00 casting that is used once every
few years, set the Reorder Point to zero, and the EOQ to one. Consider changing the
stock type to NS and only ordering it when its use is anticipated, especially if the
Equipment is in duplicate and is not critical.
5. Is the Vendor and Manufacturer information accurate? Don’t do wholesale edits on

the vendor as that is more the purview of the Purchasing Agent, but be aware of
alternate sources. You can even mention them in the Long Description of the
Purchase Request or email about the order. Sometimes, the vendor is changed on a
particular part by accidental editing. Feel free to correct these errors.
g. Use your knowledge and expertise to keep your database up to date. The above are
suggestions as to how to approach stock levels and ordering. Follow the work flow above,
and use the ideas contained to evaluate your stock levels and reorder practices. Remember,
it is all about the money. Your actions here have a large effect on the money spent by your
vessel.
Pg. 3-19 8/20/08

B. Consumables Purchase Requisition Application

This section will cover the Consumables Purchase Requisition
Application. Consumables are the supplies for operation that are
consumed as a normal part of operations. They are not spares for
Equipment.
The Stock Type for Consumable is NS or Non Stocked. Some
Equipment Spares are also NS if they are only ordered when
needed.
The stock level of Consumables is not tracked. Consumables
include things like paint, cleaning supplies, lubricants, and tools.
Each Department (Deck, Engine, and Steward) has a Purchasing
Requisition Application customized for its use. Use the correct
application to obtain the correct numbering for your order.
Examples will be for Engine Consumables, but will be the same in
detail for the other departments.
1. Open Engine Consumables. Create and Edit a New Purchase Order.
2. Fill in PR Lines with Consumable Parts from the Database.
3. Save Order and Approve for the Buyer.
4. Quick Consumables PR Sheet.
4. Track PR’s and PR Line Items.
5. Receive a Consumables Purchase Order.
Pg. 3-20 8/20/08

Below are general rules for Consumables Ordering.
- One Vendor per order – Do not put items for multiple vendors
on a single order. While Maximo allows you to do so, it creates
extra work for the Purchasing Agent, and will result in the delay
of your request.
- Do Not Mix Fixed Price Database with Add-ons- The fixed

database item numbers start with the WC, EC, or GC. They have
been entered by Purchasing, and can be ordered without obtaining
a quote. Add On items, usually created by your vessel, and having
your vessels 2 letter code at the beginning should be on a separate
order, even if from the same Vendor. Mixing of these will likely
cause a delay in the delivery of your order.
- Order frequency- While it may be possible to send out SS&E

orders on a daily basis, please refrain from doing so. In the past,
SS&E was on a 90 day cycle. Orders were sent in every 3 months.
Now, you have the ability to request consumable items as they are
needed. Please do not abuse this. Start an order for a Vendor and
add to it over a period of time. Send it in when there are a number
of needed items, or when some items are needed by a particular
date.
Pg. 3-21 8/20/08

1. Open Engine Consumables. Create and Edit a New Purchase Order.
a. Open MAXIMO’s Engine Consumables PR Application. Figure 1 shows a picture of this

Applications location. Select the Engine Consumables’ PR and a blank PR screen will
appear as seen in figure 2.
Figure 1- Engine Consumables PR Application selection.
Figure 2- Engine Consumables PR screen open to PR tab in Query Mode.
Pg. 3-22 8/20/08

b. As can be seen in figure 3 below, there are a number of ways to create a new Purchase
Requisition. The choices as shown are clicking the icon, choosing the icon, or
selecting the menu item Insert-New Purchase Requisition with AutoNumber. Ctrl+N is the
keystroke option. Select any of these and a new order is created. Always use the
AutoNumber function since it will create a number that uses the ships two number
designation followed by the correct Horizon Lines order number. See the AutoNumber
Instruction to see an explanation of the Horizon Lines numbering scheme.
Figure 3- Ways to choose a New Purchase Requisition with AutoNumber.
Pg. 3-23 8/20/08

c. Fill in this PR is a similar way to the M&R order as detailed in the previous section.
Figure 4 shows which fields should be completed. Numbers 1-3 are already completed in
the example.
1. Long Description- Follow your vessels examples in filling out this description.
2. Voyage Number- This can be useful in searching for orders but is not required.
3. Required- If delivery time is critical, fill out this field. Follow up with an email to the
Purchasing Agent.
4. Vendor- This is important. Search for and enter the correct vendor number. Use one
PR for each Vendor for a Consumables order.
5. Ship to Company- This is the Delivery Port for the order.
Long Description
Detail
Voyage #. When order is

Optional. required.
Vendor for
order.
Delivery Report
and Person.
Figure 4- Filling in the top of the Consumable PR screen.
Pg. 3-24 8/20/08

d. The Vendor field is the next to populate. It is important to get the correct information in
this field as this information can be used to help fill in the line items of the order. There
are a number of ways to find the Vendor number.
1. Duplicate a previous order from the same vendor to create a new PR and order. The
Vendor information will already be entered.
2. Find one of the items to be ordered and copy the vendor number from that item to
this order.
3. Search the vendor information using the Select Value Screen.
4. Search the vendor information using the Company application.
Figure 5- PR Partially completed.
Pg. 3-25 8/20/08

e. Duplicate a previous order by using the menu- Insert-Duplicate Purchase Requisition.

This brings up the Duplicate box shown in figure 6. Type in the first four letters of the Old
Key as the Autonumber will only create an M&R number. Then click Autonumber, and a
duplicate of the previous Requisition will be created. Edit as per these instructions.
Figure 6- Duplicate Purchase Requisition.
f. The second method for finding a vendor is to copy the Vendor number from an Inventory
Control record. If you’re creating an order from the ships chandler, for example, search for
%broom%, pick a broom, switch to the Reorder Details tab and copy the Vendor number.
Paste it here in the PR record.
g. The third way of searching for a vendor is to use the Select Value Screen. Click on the
spinner next to Company to open a Select Value screen for the Company application.
Goes to Select
Value when
clicked.
Figure 7- Select Value Spinner.
Pg. 3-26 8/20/08

h. Specifics of using the Select Value screen have been covered elsewhere. Create a search
using the name field as in the example below. The problem, as can be seen, is that a search
for Harbor Ship turns up a number of options. Which is the correct one? It is difficult to
choose the correct option for your vessel using only the information on this screen.
Figure 8- Search for Delivery Port.
i. It is usually better to use the Company application for this search unless you are certain of
the vendor. Picking the wrong vendor will make it more difficult to use some features of
filling out the PR Lines of the order.
Pg. 3-27 8/20/08

j. Hyperlink from the Vendor field (right mouse click). Create a search using %harbor% in
the description field. Click the globe icon to view the list. Figure 9 shows the available
choices. As can be seen, there are still several choices. Select the two entries in Seattle, the
2nd and 3rd choices as being the most likely and click OK.
Figure 9- View List result of %Harbor Ship% search.
k. The first choice will now display. Use the Menu Actions-View Master Item List. This
menu choice will display all of the entries for that vendor in the database. Choose the
vendor with the most standard pricing list items. Look for entries that start with either WC
(West Coast Database), EC (East Coast), or GC (Gulf Coast.) Only one of the vendors
should have entries from this fixed price list. In the case above, it is the first chosen entry.
Note that there is a “WC” in the title. This is a code that was entered to indicate that this is
the correct vendor for SS&E.
Pg. 3-28 8/20/08

l. Choose the indicated vendor as shown above and use the menu Navigate-Return With
Selection. Also, the second icon in this pair does the same thing. Click elsewhere
on the screen or use the tab key, and the Vendor information will populate.
Figure 10- PR Screen with Vendor Information.
m. Fill out the Ship To Company information as shown in section 4f (control click here)of
the previous section. Once you’ve found and saved a Ship To Location, it will be found
very easily by clicking on the spinner .
n. Also fill in the Attention field as described in the M&R PR section. It is best to choose one
title (like First Engineer), and use that all of the time.
Pg. 3-29 8/20/08

2. Fill in PR Lines with Consumable Parts from the Database.
a. Next, start selecting which items you want to order. Click on the PR Lines tab. This opens
the screen shown in Figure 11. There are several ways to enter items here.
1. Type in the part number from a printed list.
2. Hyperlink to the Inventory Control Database, search for a part and return.
3. Search using the Select Value Screen.
4. Use the Select Items from Vendor List function to find multiple items and return
them to the Purchase Requisition
b. An optional step before adding any items, especially if you are going to add multiple
items, is to set the default Storeroom. The Storeroom is required on each line item. If the
default is set, then it automatically is entered for each item.
Click here to
choose Vessel
Storeroom.
Figure 11- PR Lines tab in Engine Consumables PR Application.
c. Choose the Storeroom field in the Default Table Data section. Click on the spinner, and
then choose your storeroom. In this case, it will be AZ.INV. It will always be your ship
two letter code followed by INV. Save the Record, or this will not work. Any time you
switch to a different tab, this information will be have to be re-entered, but not when
switching to another Application and back.
Pg. 3-30 8/20/08

d. As stated on the previous page, there are at least four methods for populating fields in a
Consumable Purchase Requisition. The first method is quite simple. Type in the Item
Number of the consumable you wish to order. There are available spreadsheets which list
all of the Consumables in the database. These can be requested from Maximo Support.
e. Normally, you wouldn’t have a tag on a broom or a rag box with its Maximo number, but
it could be easily found on the spreadsheet list. Generally, this is the slowest way to enter
items, and is not recommended unless you happen to have the correct number and need to
enter only one item.
f. The second way to populate these items is to search for them using Inventory Control. Go
to the Item field, right mouse click and select Hyperlink as shown in Figure 12.
Figure 12- Hyperlink from PR to Inventory Control.
g. Search for an item using search techniques shown in the Inventory Control Section.
Choose the desired item from the View List produced by the search. Return the Item to
Purchase Requisitions using the Return Selection Function or the icon .
Pg. 3-31 8/20/08

h. Figure 13 shows the returned item; a broom in this example. More information on this
broom needs to be added. Use the tab key to move to the Description field. It will populate
automatically. Notice that the Storeroom field is filled in because the Default is completed
at the bottom of the screen. If necessary, click on the spinner and enter your storeroom.
Figure 13- Edit Line Item after
i. Next, tab to Quantity and enter the number desired. Next, Order Unit is important. For
example, if Order Unit is dozen, and you order 12 because you want a dozen, then 144 will
be ordered. This can be especially confusing with liquids in cans. Make sure you’re
ordering the amount you want. A note in the Long Description of the item or the order can
help in clarifying this. Conversion Factor is usually left at one.
Figure 14-Line 1 completed, but not saved.
j. The arrow to the left of the line indicates a new line that has yet to be saved. The Line
Cost is a product of the quantity and the Unit Cost. The new Total is displayed at the top
right. Save the record before adding the next item.
Pg. 3-32 8/20/08

k. The third method for adding items to an order uses the Select Value screen. This can be
very quick, but has some difficulties as well. The advantage is that it can be a very fast
search of the entire Inventory Control Database. The disadvantage is that it has access to
every part in that database, not just your storeroom and Consumables database, but sees
every storeroom and all three Consumable databases. Thus, it can be hard to select the
correct item, and one that is available to you on your vessel.
Figure 15-Select Value Screen called Purchase Requisition.
l. Call up this screen by clicking on the spinner to the right of the item field. Scroll down
to view the available entries. Visible are the parts for cargo reefers, then some ships add on
parts, Stock parts and Non Stocked parts in alpha numeric order. It would not be possible
to scan this list for your desired item. Instead build a search using either the Item number
or Description.
Pg. 3-33 8/20/08

m. This example will be a search for rags for the Engine Room. Build a search in the
Description field using %rag%. Click the Refresh button to view the results.
n. Figure 16 shows the results of this search. While, there is one item for rags showing,
added incorrectly with an M&R number to a C6 database, the rags we want to order are
not showing. Scrolling down reveals many Diaphragms (contains “rag”) and other things
we’re not looking for. Simplify the search by typing WC in the Item Field Value column.
Use the appropriate letters for your vessel (EC=East Coast, GC = Gulf Coast.) After
entering these letters (“%” not needed) click on Refresh to view the results.
Pg. 3-34 8/20/08

o. Figure 17 shows the new results. Select either of the rag items, and click OK to return to
the Purchase Requisition. By the way, the Item column, or most other columns in Maximo
are adjustable. Simply click and drag on the line between columns at the top.
p. Figure 18 shows the rags brought back to Purchase Requisition. The details have been
entered, the cost adjusted, but the line is not yet saved. When finding common items which
are easily identified, one at a time, the Select Value screen can be quick and efficient. Care
must be taken to not bring in items from the wrong database or vessel.
Figure 18- Purchase Requisition with returned item from Select Value.
Pg. 3-35 8/20/08

q. Select Items from Vendor is the fourth method for adding parts to an SS&E order. Select
Items is very useful for adding a group of items to an order. It is especially useful, if you
are working from a spreadsheet or spreadsheet printout for the vendor. This method uses a
list which only views items that have been purchased from the Purchase Requisitions
chosen Vendor. That is, the Vendor listed on the PR tab of the Purchase Requisition.
r. Click in the next open Item Field (failure to take this first step may result in a SQL error,
which will cause you to restart the PR application.) Use the Actions Menu-Select Items
from Vendor List choice as shown in figure 19
Figure 19- Select Items from Vendor List Menu.
Pg. 3-36 8/20/08

s. The screen shown in Figure 20 will appear. This list will show both vessel added items
and your SS&E database items. All vessel SS&E add-on items should start with their
vessel 2 letter code and use the appropriate Equipment number for their department’s add-
ons. Usually, the items from the Anchorage add-ons will be the first since theirs start with
an “A”. For the purposes of this sample order, only database items are being added to the
PR.
Figure 20- Select Items from Vendor List screen.
t. The sample is for ships on the West Coast. The standard database items all start with the
letters “WC”. Enter WC in the Filter By- Item field at the bottom of the screen, and
uncheck the Show Items Where Current Vendor is Primary (will eliminate some
duplicates.)
Pg. 3-37 8/20/08

u. Click Refresh to enter the new query that has been created. The results are shown in figure
21. This is the top of a very long list. Scroll down to view more items on the list. Select
more than one item by holding down the Ctrl key. It is very useful to have a printout of
this list already marked with the items you need. The printout will be in this same order.
Figure 21- Select Items from Vendor List screen filtered with WC.
v. Choose several items that are needed, and then click OK to bring them all back into the
Purchase Requisition. There is no practical limit on how many can be selected at a time,
but if you choose a lot, and your finger lifts from the Ctrl key, you can easily lose all of
your selections and have to start over.
w. The Filter By Item field can further narrow down the items from which to choose. For
example, if WC.HOTL were entered (then click Refresh), only items starting with those
letters would appear. Learn the letters used in the database to refine your searches.
x. If an order for add-ons is being created, use your ships two letter code for searching. A
search for KO%E would yield only Kodiak Engine Add-ons, if they have been entered
correctly to begin with.
Pg. 3-38 8/20/08

y. After Clicking OK, the screen will return to the PR Lines tab of the Purchase Requisition.
Note that lines 3-9 are now populated with parts. The arrow in the left column indicates
that they have not yet been saved. The Storeroom field is complete because there was a
value in the Storeroom Default Table Data.
Figure 22- Chose parts returned from the Select Items from Vendor List.
z. All that remains is to select the Quantity for each item. Click on the Quantity field in Line
#3, and type a number. Note the Order Unit to ensure that it is accurate. Use the down
arrow key to advance to the next Quantity field and fill each of these out with the
appropriate number needed.
3. Save Order and Approve for the Buyer.
a. After all lines have a Quantity, save the record using the Save Icon , or the File-Save
menu. The arrows will disappear, and the Total Cost will now reflect the total of the Line Cost
Column.
b. Once the record is saved, it won’t go away or get ordered until desired. You can work on
this order over a period of time, or send it out door right away. One method is to create
Pg. 3-39 8/20/08

orders for your standard vendors, say a ship chandler, Electrical Supplier, Lamp supplier,
and Chemical provider (you know the list.) Then simply add to these orders until you need
the items, or it is time to submit them for delivery on your next port call.
c. Once an order is saved, send it to Purchasing by approving it. Use the menu Actions-
Change Status-Approve (the only choice), or Click on the Approve PR checkbox in
the icon row.
Figure 23- Approve screen.
d. Either of these choices calls up the Approve window as shown in Figure 23. No entry is
necessary in the Memo field, and the default to Current Record is correct. Click the OK
button to change the status of the order to APPR, or Approved. Once an order is approved,
it will be addressed by the Purchasing Agent once the vesselsync transmits the status
change. If a PR is over $1500.00, the Purchasing Agent will get approval from the Vessel
Manager for the order. No further editing by the vessel is possible on this order.
e. The process for receiving this order when it comes in will be addressed in a different
section. Once an order is created, even a blank order, it cannot be canceled by the vessel.
If an order is created accidentally, or is no longer needed, edit the details and use it for a
different vendor or parts. If that is not possible, then delete all line items, type cancel in the
title, and approve it. An approved PR with no line items will automatically change to
closed status.
Pg. 3-40 8/20/08

4. Quick Consumables PR Sheet.
Insert New
PR with
Autonumber.
Type a Description
Voyage # Optional
Date Order is
needed.
Fill in Vendor info.
Ship the order to.
Fill in Storeroom and Click here to

Quantity needed. Approve Order.
Add Items to
order.
Don’t spend too

much money.
Pg. 3-41 8/20/08

1. Open Consumable PR Application.
2. Click New Icon, icon, or menu Insert New Purchase Requisition with Autonumber
3. Fill in Description, Vendor Information from an old order, one of the parts you want to
order, or hyperlink to the Company Database and bring back the number.
4. Fill in Ship-To Information, including Attn. field.
5. Switch to PR Lines Tab. Enter Storeroom Information in Default Table Data, save record.
6. Enter items by number, use the Select Value Screen, or hyperlink to Inventory Control and
return with an item.
7. For multiple Items, use the menu Actions-Select Items from Vendor List.
8. In Vendor List, filter for WC or your ship add-ons, choose list of items on Vendor list and
click OK to return to PR.
9. Enter Quantity for each item, check Order Unit and save again. Check the total cost for
budget and accuracy. (No ordering a 144 dozen pencils.)
10. Click the icon or menu Actions-Change Status-Approve. Click OK on the box. The
order is done and sent to Purchasing.
Pg. 3-42 8/20/08

Pg. 3-43 8/20/08

Pg. 3-44 8/20/08

7. Consumable Add-on Orders.
a. You can order add-on items when you are creating a Consumables order. You can add an
item directly to the order for a one time order, or you can add an item to the database if
you think you will be ordering it again in the future. The method for adding an add-on
item to the database has not been set yet. Until the procedure is worked out, please simply
add the items to an order as described below.
b. It is possible to put an item in an order and automatically generate a spare part number for
it. You don’t want to do this because the number will be created at the beginning of the
database and will not fit with the Horizon Lines number sequences.
c. Open a Consumables Purchase Order that you want to use for add-on’s. Do not mix add-
on’s and parts that are already in the database with a number like
WC.FAST.MET.CAP.001. Numbers like these are a fixed price contract item. These
orders can be sent directly to a vendor since the price is agreed on ahead of time. If you
mix add-on’s with these orders in a Purchase Request, it will slow down your order
substantially.
Pg. 3-45 8/20/08

d. Fill out the PR page as is shown in the instructions above. Go to the PR tab or the order. In
the first open line, click in the description field. Type in a short description of the item you
want. Figure 33 shows an order for a 20 foot bar of Unobtanium.
Figure 33- Insert Add-On Item to Consumables Order.
e. Notice the first 9 items on this order. An undesirable part number has been generated for
these orders. In the next step we will see how to avoid this faux paux.
Pg. 3-46 8/20/08

f. Tab to the next field, or click on it with the mouse. A dialogue box will appear asking you
what type of item you have asked for in the previous box. Figure 34 shows the Choose
Line Type box.
Figure 34- Choose Line Type Dialogue Box.
g. The correct choice here is Material. This is the default choice and will be the choice that
comes up unless you save a different setting. If you choose Special Order Item, a new
number will be created in the Parts database. We do not want this! Click OK to return to
the PR application.
Pg. 3-47 8/20/08

h. Tab over and look at the other columns available to fill in. The Inventory Location is blue
meaning that it can’t be changed. This makes sense since this won’t be an inventory item.
Further over, the Debit GL account is blank. Refer to the GL Account section of this
instruction (Section 5-F) for further instructions on how to generate this important number.
You could also copy a GL number from another line item on the page. Another alternative
is to fill in the Default Debit GL Account at the bottom of the screen. If you do this, any
items you add to the order while this box is filled in will use that number.
i. Tab over further to view the OEM and Vendor parts numbers. Fill in any information you
have that will help you get the part. You can also put a description or more information in
the Long Description box. Click on the arrow at the right of the field, and type away to
your hearts content in the box that appears. There should be a red arrow showing in the
Description box after you have entered and saved a Long Description. See Figure 35 for a
picture of the OEM field filled out.
Figure 35- OEM Reference Field.
Pg. 3-48 8/20/08

j. Save the PR order and the arrows next to any unsaved line items will disappear. Treat this
order like you would treat any other Purchase Requisition. Store it as an In Progress Order
until you are ready to have Purchasing act on it. When it is ready, send an email to the
Superintendent and your Purchasing Agent for action. Figure 36 shows this order as a
saved order. Notice that the last item has been entered correctly while the first 9 lines have
been entered as Special Order items instead of simply ordering as a Material. If you have
ordered items like this, delete them and reorder them as described above. Keep track of
any numbers generated accidentally and let the MAXIMO Administrator know about them
so they can delete them.
Figure 36- Saved PR Order with Add-On Items.
Pg. 3-49 8/20/08

C. M&R Purchase Requisition creation

This section covers creating a new M&R Purchase Requisition
from Scratch. While most ordering should be using the Auto
Reorder process, it is possible to create an order for parts
manually.
1. Create New Requisition. Fill in Basic Information.
2. Select Equipment Spare Parts for Order.
3. Approve Purchase Requisition.
Pg. 3-50 8/20/08

1. Create New Requisition. Fill in Basic Information.
a. Open MAXIMO Purchase Requisitions – M&R Application, which is the first application
listed under purchasing. Purchase Requisitions can be used to edit any PR created by any
of the applications.
Figure 1- Open Purchase Requisitions.
b. Select from the Insert menu and go to the option New Purchase Requisition Order with
AutoNumber. Alternatively, select Ctrl N, the New icon in the toolbar, or the icon on
the far left in the toolbar. All of these perform the same function.
New PO with
AutoNumber Icon New Icon
Figure 2- Open New Purchase Requisitions.
Pg. 3-51 8/20/08

c. Tab to the next field and enter a description of the Purchase Requisition. A Long
Description can also be entered. Click on the button (i.e. spinner) to the right of the field.
Enter a detailed description. The Long Description is not required, but can be helpful to
the Purchasing Agent.
Figure 3- Description Voyage # and Required Date fields.
d. Select the Voyage # field, and enter the current voyage number. The Voyage number is
not required, but can be useful in searching for past orders.
f. Go to the Required field and enter a date. This date is when you need the order to be
filled. If desire, a calendar can be called up by clicking on the arrow. Select the desired
date that way. MAXIMO uses a date and time for this field. The time of day will fill in
automatically, but is not usually important. Required Date is also optional.
Pg. 3-52 8/20/08

g. The next step is to select a Vendor for the Purchase Requisition. If a part is already open in
Inventory Control or in a Work Order, the Company number can be selected from that
record and pasted here. This is often the easiest way to identify a Vendor. If not, use the
following to search for the Vendor number for this order.
h. Choose the Vendor-Company field Use right mouse click to hyperlink to the Companies
Application. Use the usual search techniques to find the correct vendor. That is, click in
the description field next to the Company field and use wildcards with the company name
to find the vendor.
Figure 4- Company Application search.
i. Select the Globe symbol in the toolbar and the list of Companies found will come up.
Select the one you want. This example uses Alfa Laval. As can be seen, there is more than
one choice for a given company. Use the one listed in Inventory Control for the parts
being ordered.
Figure 5- Companies View List Screen.
Pg. 3-53 8/20/08

j. Click OK to return to the main Companies screen. The Company information should be
filled in as shown below in Figure 5. Notice that the Company Type Field shows the letter
V. This indicates that this selection is a Vendor, which is appropriate for a Purchase Order.
Local shipboard screens may not show as much information as shown here.
Figure 6- Companies search result.
k. Choose icon which is Return Selection to the Originating Application. This brings the
vendor information back to the Purchase Requisition.
Pg. 3-54 8/20/08

l. The number for Company you chose will appear in the Vendor area. Tab to the next field
and the rest of the information about the Company will appear as you seen Figure 6. It is
usually much faster to use the Vendor information from the part being ordered than it is
searching for it using either the Select Value Search or the Companies Application.
Figure 7- Vendor Info in Purchase Requisitions.
m. Next, select the Ship To location. In our implementation of MAXIMO, all of the Vendors;
Delivery Locations, Bill to Locations and Manufacturers are in the same database. When
selecting a Delivery Location, be sure it is marked as such. For example, there are several
listings for Elizabeth NJ. Only one of these is the Delivery Location for stores to the
vessels. The Company type “D”, as found in the Companies Application indicates a
delivery location.
Pg. 3-55 8/20/08

n. Choose a Delivery Location by clicking on the spinner which goes to the Select Value
Screen. Previous sections have covered this search in detail. If the correct search was
saved, the standard delivery location for your vessel will appear as the only choice.
Figure 8- Select Value Screen for Delivery Location.
o. Click OK to return the Delivery Location to the PR.
Pg. 3-56 8/20/08

p. Use the same technique to choose the Attention field of the ship to section. Again, the
Select Value will always return to the last saved search in this Application and field, so the
chosen position should be easy to find.
Figure 9- Select Value Screen for Attention field.
q. Choose OK to return this value to the Attention field. All required information for the PR
tab is now completed. With some practice this tab can be completed in a minute or less,
especially if saved searches are used in the Select Value searches.
Pg. 3-57 8/20/08

2. Select Equipment Spare Parts for Order.
a. The next task is to populate the PR Lines in this order. An easy method is to already have
these parts selected in Inventory Control. One might also have the part number from the
tag of the used parts. If the parts were just used on a Work Order, while manual order
creation is possible, it is much faster and desired by Horizon Management to use the Auto
Reorder function. This instruction will assume that the end user already knows the Item
Number to be ordered.
b. Switch to the PR Lines tab of the Purchase Requisition. If you are entering more than one
or two parts, fill in the Storeroom in the Default Table Data section and save the record. If
not, simply type in, or paste in the desired part item number.
Figure 10- Add Item to Order.
c. Tab to the Storeroom field and enter AZ.INV, or your correct storeroom. Tab next to the
Quantity field to enter the number of parts desired. Figure 10 shows two items added with
Quantities desired, but the record has yet to be saved as indicated by the arrows on the left
of the lines. The Total Cost already reflects both lines.
Figure 11- Add second Item to Order.
Pg. 3-58 8/20/08

d. Save the record by clicking on the Save Icon, , or File-Save Purchaser Requisition. The
arrows to the left of the lines will disappear, indicating they are saved. If there is any
additional information for the Buyer, click on the spinner to the right of the PR
Description and enter it there. This can be a good place to clarify what you are ordering,
when you really need it, details about the parts ordered, or any other information that
would be helpful to the buyer. Figure 11 shows the Long Description with some helpful
information.
Figure 12- Purchase Request Long Description with additional details.
e. Click on the Spell Check if desired, and then choose the OK button to exit back to the PR.
Always save the Long Description after entering it as it is not saved automatically.
Pg. 3-59 8/20/08

3. Approve Purchase Requisition.
a. This Purchase Requisition is now ready to export to the buyer. Change the status to APPR-
approved by clicking on the icon, or the menu Actions-Change Status-Approve. Click
OK on the Approve dialogue box.
Figure 13- Purchase Request Approve dialogue box.
b. An approved Purchase Request is no longer accessible by the vessel. When the next
vesselsync occurs, any changes to this order will export. The buyers will look only at
APPR PR’s from the vessel. If the order is important, expensive, or needs to be acted on
quickly, a follow-up email regarding the order may be helpful to the buyer.
Pg. 3-60 8/20/08

a. Purchase Requisition tracks each line item from the PR to the RFQ to the Purchase Order.
After an order has been processed by Purchasing, the status of the PR will change. Figure
24 shows the available status options for a PR. The vessel uses WAPPR while working on
an order, and APPR to send it to the buyer. The Buyer can send the order in for a Quote, in
which case the status will be QUOTE. RFQ is the Application Request for Quotation, and
is used by Purchasing to get price quotes.
Figure 14- Purchase Requisitions Status Options
b. Once all PR Lines have been assigned to a Purchase Order, the status is changed to
CLOSE. A Closed order is no longer current. To view Closed Orders, open the filter
dialogue by clicking on the icon. Choose the History Requisitions box, and click OK
to view closed requisitions.
Figure 15- Define Filter dialogue box.
Pg. 3-61 8/20/08

c. Once Define Filter is displaying both current and history requisitions, build a query to find
an order previously placed. Search by order number, vendor used, text in the description,
voyage numbers, or some combination of these. Once the order has been found in PR, it
can often be found in the Purchase Order Application by searching for the name or part of
the name. Usually, the name will not change unless the order has been broken up into
different vendors.
d. Each line item indicates to which Purchase Order and RFQ it has been sent. View this
information by switching to the Item tab of the PR. Scroll all the way to the right using the
scroll bar at the bottom of the Line Item listings.
Figure 16- PO Information on Purchase Requisition.
e. Each line item shows the PO to which it was sent, including the PO Line. One can
hyperlink from the PO number directly to the PO. In this example, no items were sent for a
Quote as all of them came from the fixed price database.
f. This listing can be very useful when looking for the PO associated with a PR that should
have been filled, but seems to be missing in action. Any line item can be tracked from the
PR to the RFQ to the PO.
Pg. 3-62 8/20/08

D. M&R Purchase Order Application

Orders created by the Purchase Requisition Applications are
received in Purchase Order. Each department can use the
requisition PO Application to see only their orders. All orders can
be seen in the main Purchase Order Application. This section will
cover receiving orders in the PO Application
1. Query for an M&R order that has been received by the vessel.
2. Record Received Parts in Maximo.
3. Save and Close the Received Purchase Order.
4. Print Labels for a Received Purchase Order.
Pg. 3-63 8/20/08

1. Query for an M&R order that has been received by the vessel.
a. Each order, when it arrives on the vessel should have a label or paperwork with the
Purchase Order number. This is a different number than the Purchase Requisition number.
If the number is incorrect, or the paperwork is missing, you can look for the Purchase
Requisition for the order by vendor or date ordered. Follow the instructions in a previous
section for finding the PO to which a PR has been sent.
Figure 1- Open the MR Purchase Order application.
b. Open the MR Purchase Order application as shown in figure 1. Note that there are Engine,
Deck, and Steward Purchase Order modules as well, for receiving consumable orders. Use
the MR choice to receive M&R items. Consumables can also be received here. The
specialized applications for consumable purchases make searching for orders much easier.
Pg. 3-64 8/20/08

c. When a Purchase Order (PO) is created and approved by purchasing, the status will
change to APPR. Only approved orders can be received into Maximo by the vessel. If you
receive an order, and the Maximo PO for that order is not in APPR status, contact Maximo
support to clear up the problem.
d. Once M&R Purchase Order is open, create a query to look for the order to be received.
Many different queries can be used here, such as searching by status or by Vendor. But,
since the number of the order is available, that is usually the easiest way to build a query.
The entire number is not necessary, as shown in Figure 2. Use the “%” wild card and
numbers from the order that are likely to be unique.
Figure 2- MR Purchase Order Query.
e. Click on the View List icon to view the queried order. If there will be only one
possible result from your query, simply type the Enter key to call up the record. Figure 3
reveals the results of the previous query. Select it, and click OK to return to M&R with the
order.
Figure 3- MR Purchase Order Query results.
Pg. 3-65 8/20/08

2. Record Received Parts in Maximo.
a. Check to ensure that the order found is the correct one to be received. Switch to the PO
Lines tab by clicking on the tab. T the parts ordered will be listed.
Figure 4- Purchase Order selected with the PO tab displayed.
Pg. 3-66 8/20/08

b. The PO Lines tab displays all line items on any given order. Other information, such as
Quantity Ordered, Unit and Line Cost, Maximo Item number and part information are also
shown on the order line. These lines should match the paperwork included with the order
and also with the actual contents of the box. Pay attention to partial orders. Do not receive
parts into Maximo that have not arrived.
Figure 5- PO Lines displayed on the PO Lines tab.
Pg. 3-67 8/20/08

c. The next step in receiving items is not very intuitive. A useful Maximo hint is to search the
Actions Menu when you’re not sure where the next command is located. The Actions
Menu is often the place to go. This is true here as well. Choose the menu Actions-Select
Ordered Items.
Figure 6- Actions Menu, Select Ordered Items.
d. Figure 7 shows the window that appears with this menu choice. All of the items from the
PO Lines tab should be displayed here. Since none of them have been received into
Maximo yet, the amounts in the Qty Due Column and in the Qty Ordered Column are
equal.
Figure 7- Select Ordered Items window.
Pg. 3-68 8/20/08

e. In figure 8, the first four lines have been selected. Let’s assume that only these parts were
in the order this time, and that the rest of the parts are on back order. Further, not all of
these four lines were completely received. Choose the lines by clicking to the left of a line
in the small box. Use Control click or Shift Clicking to select more than one line. If all of
the parts have been received, click on the Select All button to bring them all back to the
Purchase Order.
Figure 8- Select Ordered Items with four lines chosen to receive.
f. The four lines chosen in the previous window are now displayed in the Material Receipts
Tab of the PO. IN this example, Line #2 is not complete. 20 were ordered and only 10
received. Edit any Quantities at this point to reflect actual parts received. Saving the record
receives them and adds them to stock.
Figure 9- Select Ordered Items with four lines chosen to receive.
Pg. 3-69 8/20/08

g. Save the PO to receive the chosen items. In figure 10, the PO has been saved. The arrows
next to the lines have disappeared. The correct quantities have been received. If one were
to look at any of these parts in Inventory Control, they would show the new parts in the
storage boxes.
Figure 10- Material Receipts tab showing received Material.
h. When the rest of this order arrives, open the PO again, and navigate to the Material
Receipts tab. Use the menu Actions-Select Ordered Items to remaining items. Note that
the Qty Due reflects some items with zero due. Some partially received, and with some
showing none yet received.
Figure 11- Select Ordered Items Screen.
Pg. 3-70 8/20/08

i. Use Ctr. Click and Shift Click techniques to choose the remaining items to be received.
Select All will return all of the line items, even the zero qty. ones. They will appear as
empty receipts on the Material Receipts tab. This won’t cause problems other than extra
blank lines that may be confusing.
Figure 12- Select Ordered Items more received items chosen.
j. Figure 12 shows the remaining items brought in to Material Receipts, but not yet saved.
Notice that there are two lines, both showing Item 2. Ten of these O-Rings were received
previously, and ten more at this time.
Pg. 3-71 8/20/08

3. Save and Close the Received Purchase Order.
a. Save the record. All of the arrows are gone. The Receipts field in the upper right shows
COMPLETE. When an order is complete and received, change the Status of the Order to
CLOSE. This is an operation that Horizon Lines expects the shipboard user to
accomplish. Some times, an order will still be partially received, but no more is expected
on this order. Close these orders also.
Figure 13- Order Complete and Received.
b. Use the menu Actions-Change Status-Close to open the Close dialogue box. Clicking the
icon also brings up the Close dialogue.
Figure 14- Actions-Change Status-Close.
Pg. 3-72 8/20/08

c. If a group of PO’s is selected for closing, click on the Selected Records choice. Otherwise,
use the defaults as shown and choose the OK button.
Figure 15- -Close dialogue box.
d. Figure 16 demonstrates a received and completed Purchase Order. The Status is CLOSE,
and the receipts are COMPLETE. If you forget to close received PO’s, a notice will be
sent out reminding you to do so. An easy way to close a group of PO’s is to query using
this screen for Status –APPR and Receipts COMPLETE. In order not to include Service
Purchase Orders, also use a “%V% in the PO number field. Only Vessel orders will
contain a “V”. Look at this query on View List, and then select them all. Run the Close
Dialogue box to close all at once.
Figure 16- Purchase Order Completed.
Pg. 3-73 8/20/08

4. Print Labels for a Received Purchase Order.
a. After you have received parts on a PO, you may want to print out labels for those parts.
Only sheet printing of labels is supported at this time. Laser printer ready label sheets are
available a 2” by 4” label. One example of this size is an Avery 5163.
b. Go to the File menu and select Run Reports, or use the icon. Run Reports the primary
method for printed output from MAXIMO. Select the report BCLAB2- Barcode PO Item
Label for HP Laser Printers. Click the Run button. (Not all of the reports viewed are
installed on board ship. You can experiment with reports to see which are available on
board as well as which ones work for your purpose.)
Figure 17- M&R Purchase Orders Reports.
c. In the Report Options dialogue box, accept the defaults. If switching from your default
printer, click on the Printer button to choose the new printer.
Pg. 3-74 8/20/08

d. If one label per part on the order is being printed on a new sheet of label paper, simply
accept the defaults and click the OK button. A label sheet can still be used if some labels
have already been used. Simply enter the # of missing labels in the first field in Figure 18.
The labels will be used in the left column, then the right column of the form.
Figure 18- Printing Parameters.
e. The second option is “# of Copies. This option will affect every part to be printed. If a “2”
is entered, two copies of each label will print. The third option allows printing of either
one PO line or all of them. For example, if there was one line which needed a large
number of labels, print that line only, and print the other lines separately.
Pg. 3-75 8/20/08

f. Figure 19 shows part of the BCLAB2 report using the example Purchase Order. Each of
the bar-coded labels prints on the correct portion of the page. The storage location, the PO
#, price, and other relevant information is all available
Figure 19-BCLAB-2 Report.
g. If there are several labels which need multiple and different numbers of labels printed,
hyperlink to Inventory Control and print the individual labels there. The BCLAB report
works well for one part at a time.
Pg. 3-76 8/20/08

Section Three- Preventive Maintenance
4. Section Four- Preventive Maintenance
A. Preventive Maintenance
The Preventive Maintenance Application is used to schedule work
that is done periodically based on days of operation (Calendar) or
on running hours (Meter) of the Equipment. This section will deal
with Calendar based jobs.
1. Introduction to PM’s.
2. Generate Work Orders using the PM Application.
3. Preventive Maintenance Details.
Pg. 4-1 8/20/08

1. Introduction to PM’s.
a. The PM application schedules work to be done on a periodic basis. It brings together the
Equipment or Location on which the work will be performed and a Job Plan that details
the actual work to be done. Work can be scheduled in intervals of Days, Weeks, Months,
or Years. Most of our vessels use only Calendar based jobs as described above. The
Motor Vessels have some Meter based PM’s. Meter based jobs are scheduled based on
Equipment running hours. Meter jobs are handled differently than Calendar jobs by
Maximo and will be detailed in a later instruction.
b. Internally, Maximo schedules all PM’s on a calendar basis. Even Meter based PM’s, are
scheduled by the projected calendar date that the PM will be due. Maximo calculates the
next due date based on information found in several fields.
c. The PM Application’s function is to generate Work Orders from PM’s that are due or
almost due. Those Work Orders will form a list of work scheduled for completion. Most
tracking of PM jobs is done in the Work Order application. The PM Application function
is to know what jobs are due, and to generate Work Orders for those jobs.
d. There are several ways to work with the PM application to generate Work Orders. The
desired end result is to use PM to isolate jobs that are due within an upcoming period and
generate the Work Orders for that period. The following examples will use a 30 day period
for projection. That is, Work Orders for any work due in the next 30 days will be
generated.
e. This troubleshooting section later in the manual may be helpful if problems with PM’s are
experienced. Troubleshoot Preventive Maintenance Work Order Generation.
Pg. 4-2 8/20/08

2. Generate Work Orders using the PM Application.
a. Open the Preventive Maintenance Application by going to the Application list on the left
side of the opening screen. The Preventive Maintenance Application is one of the options
under Work Order.
Figure 1 Open Preventive Maintenance.

b. In the Maximo 4.1.1., there are potential inaccuracies in forecasting Meter Based Jobs.
Because of this, it is recommended that the user query for Calendar based jobs only when
generating Work Orders. Checking Meter Based work will be covered later.
c. Query for Calendar jobs by either using the saved Query, or by building a query. To use
the save Query, use the menu View-Saved Queries.
Figure 2 View Saved Queries.
Pg. 4-3 8/20/08

d. View-Saved Queries calls up the window shown in Figure 3. Select the Calendar choice
as indicated and choose the Execute button.
Figure 3 Select Calendar Jobs only.
e. The first record is now on the PM screen. View the number of records queried by using the
View-Count PM’s menu. This menu choice is contextual for the application. It can be
very useful to know how many records a given query has found. The menu works after the
query has been built and before the records are called up also.
Figure 4 First PM job with count of selected records.
Pg. 4-4 8/20/08

f. The next step is to generate the Work Orders that will be due within the next 30 days. Use
the Actions-Generate Work Order menu. Remember that one can potentially act on all
of the PM’s that are currently being viewed, not just the one on the first screen.
Figure 5 Actions Generate Work Order menu.
g. Shown is the Generate Work Order window still with the default settings. The Range is set
to Current Record, due today plus 0 days, and the Use Frequency Criteria is checked.
Figure 6 Actions Generate Work Order default window.
h. Change the defaults as shown in Figure 7. Selected Records will include all the records in
the current Query; 30 Days projection, and leave Frequency Criteria checked.
Figure 7 Actions Generate Work Order window with defaults changed.
Pg. 4-5 8/20/08

i. Click OK. Maximo will take a while to process all of the PM’s. It is checking to see which
are due. The next section will include more details about how the PM application
schedules jobs, with more details about using the various options.
j. The bottom of the screen will flash various messages as it works. Usually, it is not
important to try to read these. Figure ** shows the screen at the start of the process. The
message displayed at the bottom is one of the messages that will flash up for each PM
turned into a Work Order.
Figure 8 Active screen showing messages as Work Orders are generated.
Pg. 4-6 8/20/08

k. At the end of the process, a message will appear stating how many Work Orders were
created from the queried PM’s. In this case, 27 records were queried, and 26 Work Orders
were created.
Figure 8 Preventive Maintenance Work Orders generated.
l. This has been the short course in generating Work Orders from the PM system. One vessel
might do an entire voyage of WO’s to get the best idea of the maintenance load. Others
may do a weekly listing. It is also possible to query the PM system for upcoming work for
the purposes of work planning. The design of Maximo is to use Work Order for tracking
jobs. An alternate, but not recommended method uses the PM system to indicate work due,
and then generates the Work Orders one job at a time as the work is done. That method is
time consuming and cumbersome.
m. Once Work Orders are created, switch to Work Order Tracking to view and complete them
as the work is accomplished.
Pg. 4-7 8/20/08

n. This instruction queried for all Calendar PM’s then generated Work Orders from those due
within 30 days. An alternative method is to query only for PM’s that are due within 30
days (or a period of choice.) This gives an opportunity to examine the jobs that the PM
system indicates are going to be due.
Figure 9 Preventive Maintenance 30 day Query.
o. The Query shown in Figure 9 uses the Next Due Date field to search for orders due before
a certain date. An arithmetic operator “<” or less than followed by a date in the Next Due
Date field, will query all items due before that date. Simply pick a date in the future and
search for jobs due between now and then. In this case, 38 records will be due by that date.
This, of course, does not include any PM’s for which Work Orders have already been
generated. This is another reason why Work Order Tracking is the place for a maintenance
plan and list.
p. Use the View List to view a list of these PM’s or hit the enter key to look at them one at a
time. The Next Due Date field is the projected due date for Calendar based PM’s.
Pg. 4-8 8/20/08

3. Preventive Maintenance Details.
a. The PM system will require attention in addition to generating Work Orders. Job
schedules can change or be delayed; new equipment can be added. Changes in
maintenance philosophy will dictate new jobs or different intervals in current jobs. It is
important to know the details of the PM program in order to create new PM’s and edit
existing ones. The section will give editing details
b. Open the PM application as before. The PM screen should be visible. Figure 2 shows the
screen and indicates Query mode (in the lower left corner, not visible.) Each vessel has a
list of PM’s provided by the Horizon Lines. In addition, the vessels can create their own
PM’s. Normal workflow would involve calling up a group of PM jobs, then generating
Work Orders from the ones that are due. This guide will query for a Lube Oil Sampling
PM as a training tool.
c. Build the query by entering %lube% in the description line of the PM Query Screen. Click
on the Globe to view the list of PM’s.
Figure 10- Search for Lube Sample PM.
Pg. 4-9 8/20/08

d. Figure 11 is the result of the previous search. There are more items not showing on this
screen. Refine the query to call up a smaller result if desired. For example,
%lube%sample% used as a search would bring up only PM’s that have the work Lube
followed somewhere in the title by the word Sample. One could also search for just
%sample%.
Figure 11- View List for %lube% search.
e. The results for the more developed query are in figure 12. There are only three to choose
from for this vessel. Pick the first one, then click OK.
Figure 12- View List for %lube%sample% search.
Pg. 4-10 8/20/08

f. Figure 13 shows the PM application with the Quarterly Lube Oil Sample PM selected.
PM number.
Figure 13- Lube Sample PM Screen.
g. The PM number is an amalgamation of the ship two letter code, the Job Plan number
followed by the Equipment or Location to which the work is assigned.
AZ.A.105.7.100.004 is the number for this job on the Anchorage. AZ is the ship 2-letter
code. A.105 is the Job Plan number. 7.100.004 is the number portion of the MAXIMO
Equipment number. You will see a number much like this on each of the assigned PM’s.
h. Hunter Class vessels have a different Equipment and Location numbering scheme, and
somewhat different Job Plan numbers as well, but the sequence of numbers for the PM is
similar. These numbers aid in locating work for specific equipment, but the Plan number is
not critical if the assigned Equipment/Location and Job Plans are correct.
Pg. 4-11 8/20/08

i. To the right of the PM number, is the title of the PM. The title usually comes from the Job
Plan, but can be modified to indicate the assigned Equipment or Location.
j. PM’s can be written against either a Location or an Equipment. Unlike the Work Order
Application, when an Equipment is selected, no Location will populate. Current practice
for new PMs is to use the Location for PM jobs. Equipment can be Rotable and thus can
be removed from the vessel and replaced by an identical unit. If the work is assigned to the
Location, the PM does not have to be changed on a piece of Rotable Equipment that has
been removed. Use of Location is possible only with Calendar based PMs.
PM Title.
Equipment
assigned to the
PM. Could also
be a Location.
Figure 14- Lube Sample PM Screen.
k. The Long Description is usually based on the Long Description of the Job Plan, but can be
edited to include any useful information about the work to be done. D8 vessels do not have
Long Description information in the company provided Job Plans or PMs.
Figure 15- PM Long Description.

Pg. 4-12 8/20/08
l. The Work Order Status field indicates that the Work Order will be generated with a status
of WSCH or Waiting to Be Scheduled. More than 60% of the PM’s in the fleet use
WSCH. Others use PEND or Pending. This status is used for jobs that will be sent in for
Vendor attention, but will be held until ready. Some PM’s generate as Waiting for
Approval. This field is editable by the vessel, and can be changed to suit your operation.
WSCH is probably the best initial status for most vessel PM’s as it is an approved status.
Job completion can be done in one step.
Job Plan Long

Description.
Work Order Status
Figure 16- PM Tab Preventive Maintenance Application.
m. In the Details area, the Job Plan is shown. This is the work that will be done on this PM.
The red flag in the corner of the description shows that there is a Long Description of this
work. This Long Description, if populated, should repeat in the Long Description of the
PM. More details from the Job Plan will appear in the Work Order when it is generated.
Job Plan is an application all by itself. See the Job Plan instructions for working with
them. New Job Plans can be created by the vessel. Do not edit any current Job Plan as all
editing of Job Plans carries through to each vessel. Duplicate an existing Job Plan to one
with your vessel code, and then it can be edited by vessel personnel.
Pg. 4-13 8/20/08

n. Several other fields should also be populated when creating or editing a PM. All of these
can be chosen from choices in the Select Value window by clicking on the spinner.
Supervisor, Crew, WO Priority, Work Type, and Ships Storeroom are all choices whose
values carry over to the Work Order. A Storeroom entry is required when creating a new
PM record.
Supervisor, choose
from the list.
Ships storeroom
should be chosen.
Crew is Licensed
or Unlicensed
PM Priority is the
Figure 17- PM Status for Work Orders. Work Type for WO Priority.
the Work Order.
Pg. 4-14 8/20/08

o. The PM Tab is the only other tab in the application that is currently used by Horizon
Lines. Calendar based jobs are controlled by the Time-based PM’s area and the Work
Order General Information region.
p. Initially, Frequency Units were MONTHS for calendar jobs on all vessels. Subsequent
PM jobs created on board have sometimes used YEARS or DAYS. The D-8’s use both
MONTHS and DAYS. Originally, only meter based jobs used DAYS. In other words,
while MONTHS used to cover all calendar based jobs, now, figure out what is used for
what on your vessel and follow suit.
Time Based PM’s. Work Order General

Information.
Frequency.
Frequency
Units.
Next Due Date.
Figure 18- PM Frequency tab.
q. This PM Record shows a three month interval between sample jobs. The Next Due Date is
a calculated field, currently 6/17/2008.
r. The First Start Date was entered when this PM was put into service, and is required for
the initial Work Order generation. The Last Target Start Date indicates when the PM
was last due. The Last Completion Date shows when it was done last.
Pg. 4-15 8/20/08

s. The Use Target Start field is critical. If populated with a “Y”, the PM will generate the
Next Due Date exactly 3 months after the Last Target Start Date. If this field is an “N”,
the Next Due Date will not generate until the Work Order is completed. A Next Due
Date is only calculated after Work Order completion. Use “Y” if the job has to be done
every 3 months (or whatever assigned frequency) regardless of completion date. This
Quarterly Lube Sample is a good example of this. It needs to be done every 3 months
regardless of the last time it was done. Use an “N” for a job that should be scheduled
based on when it was done, not when it was scheduled. Even the ABS jobs reschedule
based on completion date. Few PM’s need a “Y” in this field, although it is being used for
many regulatory jobs.
Use Target Start.
Figure 19- PM Frequency tab.
t. When examining an activated PM, if the Next Due Date field is empty, it is either a meter
based PM, or the Work Order has already been generated, but not yet completed. The
latter is true only for PM’s with Target Start “N”.
Pg. 4-16 8/20/08

B. Meter Based Preventive Maintenance

Meter or Machinery Running Hour based jobs also use the
Preventive Maintenance Application. The generation of Work
Orders from PM’s is very similar, but the scheduling of the work
to be done is different than Calendar PM’s.
First we’ll look at Machinery Running hours and how to enter
them. Then we’ll go into specifics of the PM treatment of Meter
Base PM’s.
1. Machinery Running Hours.
2. Meter Based Jobs and the PM Application.
3. Search for PM Meter based Work Orders.
4. Completing Meter Based PM’s.
Pg. 4-17 8/20/08

1. Machinery Running Hours.
a. Some of the Equipment on your ship may use running hours to determine when
maintenance is due. These hours are tracked in the Equipment Application. While there
can be hundreds of Equipments that track running hours, only a few of them are used for
PM tracking.
b. To call up Equipment for entering running hours, go to the appropriate saved Query. To
use it, go to the menu View-Saved Queries. The window in figure 1 appears. Select the
Hour Meter Query. Click Execute and the group of Equipment that uses running hours will
be selected.
Figure 1- Query to call up Running Hour Equipment.
c. Click on the Globe icon to bring up the View List screen. This is a list of the
Equipment selected. Print this list and use it to record the local running hours.
Figure 2- Equipment View List of Running Hour Equipment.
Pg. 4-18 8/20/08

d. After recording the running hours locally, they can be entered into Maximo. Important:
Complete in Maximo, all meter based PM Work Orders on jobs that have been
finished before updating the hours on that Equipment. Equipment Hours on a Work
Order are recorded using the current Hours entered in the Equipment. Once the WO
is completed, no change can be made in the Running Hours on that Work Order.
Execute the Query as described above. Switch to the Meters tab on the first Equipment
showing. It should look something like figure 3 below.
Enter new reading

in the New
Reading field.
Enter recording
date of new
running hours.
Figure 3- Equipment on the Meters Tab.
e. Enter the running hours in the New Reading field as indicated above. The New Reading
date will default to the current date. If entering hours taken on an earlier date, or updating
the hours to record a job done some time ago, enter the appropriate date in this field.
f. Save this record using the Save icon or the menu File-Save. Click on the right hand arrow
icon to go to the next Equipment which has running hours. Enter this Equipment’s
hours and proceed through the list until all are entered and saved.
Pg. 4-19 8/20/08

g. Special note about Equipment and Running Hours. Any Equipment can have Meter Hours,
a.k.a. Running Hours associated with it. For example, the #1 Piston on the Main Engine
has Running Hours. However, only the top level of Equipment is used for recording
Running Hours. There is one meter entry for the Main Engine and all other Main Engine
Equipment gets hours from that entry.
Belongs To for Equipment

Hierarchy
Figure 4- Equipment Hierarchy and Belongs To information.
h. There is a hierarchy of Equipment in Maximo, and only the top level of the hierarchy is
used to record running hours. In the example above, The Piston “Belongs To” the Main
Engine, Propulsion. The Belongs To field is used to promulgate the running hours from a
top level Equipment to the component parts of that Equipment. Never manually enter or
adjust the meter reading or average running hours on an Equipment that is not the top level
Equipment. In other words, if the Belongs to field has an entry, don’t change meter hours
on that Equipment.
Pg. 4-20 8/20/08

i. Move to the top level of the Equipment Hierarchy using a right mouse click on the
Belongs to field. Select the Move Up Hierarchy Choice.
Figure 5- Equipment Hierarchy and Belongs To information.
j. Figure 6 demonstrates the top level Equipment for the Main Engine. No information is
entered in the Belongs To tab. This is one of the records used for entering and updating
Equipment Running Hours information. See the Equipment Instructions for more
information on updating Meters and Average Running Hours.
Figure 6- Equipment with top level Equipment, and no “Belongs To” information.
Pg. 4-21 8/20/08

2. Meter Based Jobs and the PM Application.
a. Maximo allows PM jobs to be scheduled based on running hours. However, it does so by

projecting a date that the job will be due based on the average running hours of the
Equipment and the previous date the job was done. For Example, if the PM interval is 100
hours, and the Equipment is averaging 10 hours per day, Maximo will add 100/10 or 10
days to the previous WO completion date and schedule the new PM for this date. This
approach leaves something to be desired and makes it more difficult to accurately project
maintenance.
b. Let’s take a look at the PM screen for scheduling Running Hour PM’s. The important
information for Meter based PM’s is in the lower right corner. In this example, the job is
scheduled to be completed every 2000 hours. The Equipment is averaging 2 hours per day.
The job was last completed on 5/6/2007. Maximo calculates that it will be due again in
1000 days (2000/1) from the last time. Notice that there is a field for hours at the last WO,
but that number is not used in calculating the new due date.
Frequency will be
0 and Units will be
Days on Meter
Based PM’s.
Frequency field
Next Due Date is has hours
blank. This field is between job
not used . schedules.
Estimated Next
Due Date is
projected based
Figure 7- Preventive Maintenance Frequency Tab for a Meter Based PM. on Avg. Meter
Units/Day
Pg. 4-22 8/20/08

3. Search for PM Meter based Work Orders.
a. Start with a clear screen in the PM application. This example will use a saved query to
search for meter based PM'’ that might be coming due. Maximo Central has written a
group of queries that look for PM’s based on what percentage of running hours to the next
due date have elapsed. Chose one of these Queries, using the menu View-Saved Queries.
Figure 8- Preventive Maintenance Saved Queries.
b. Select one of the queries starting with Meter Based. The example will use RHMETER80,
Meter Based 80% due. This Query will search for PM’s where 80% of the days have
elapsed from the last time work was performed to the next projected date. Notice that
actual running hours are not involved here. Execute the Query and look at the results.
View the entire list called up by clicking on the Globe Icon. Otherwise, use the arrow
icons to move back and forth between the selected PM’s.
Pg. 4-23 8/20/08

c. Figure 9 is one of the PM’s chosen by this query. This PM shows due in January 2008.
The hours at that point should be about 128,000. The first thing to check is the current
hours. Of course, that is not displayed here. To view the current running hours, click to the
PM tab and hyperlink on the Equipment field. Once the Equipment comes up, switch to
the Meters tab and look at the current running hours there. One could also have the list of
running hours taken locally on hand.
Figure 9- Sample Meter Base PM.
d. When checking the current running hours, several things are possible. The running hours
due may have passed already, the actual hours due may be much further out in the future
than predicted by the PM, or the projection could be just about right. This variation in
accuracy is due to changes in the average running hours for this machinery. If an
Equipment is one that runs sporadically or runs for a period of time and is then not run for
a long time, the average hours can be quite inaccurate. The subject of average running
hours and how to correct them will be dealt with later in this section.
Pg. 4-24 8/20/08

e. In the case of the PM shown in figure 9, the projection for the PM is accurate. The Main
Engine has very regular running hours. This unit has about 1,000 hours to go before it is
due. On this vessel, the Main Engine runs about 600 hours per month. Go ahead and
generate this Work Order for completion as scheduled. An 80% projection, like this one
will call up perhaps ten PM’s to look at depending on how many meter based PM’s in use
on your vessel. Use the higher percentage queries to call up fewer PM’s. Look at each PM
to decide whether it is due, and then generate the WO for that PM using the same method
as calendar based PM’s. Use the menu Actions-Generate Work Order to generate a WO.
f. In general, meter based work orders are accurate for equipment like the Main Engine
which runs on a very regular basis. They are less accurate for equipment like the Purifiers
which tend to be run for long periods, and then shut down for long periods. We
recommend using a saved query as shown above to look at the PM’s as they are queried,
then generate the associated Work Orders as they come due
4. Completing Meter Based PM’s.
a. Meter based PM Work Orders are completed just like any other Work Order. Fill in details
in the Long Description, as needed. Enter any parts used on the Actuals tab, and use the
Actions Change Status Complete menu selection.
b. Two things are critical in completing these PM’s. First, the running hour meter for the
Equipment should be updated to the date the work was done. These are the running hours
that will show on the PM as the last completed hours. Remember, the relevant hours are
the ones on the top level Equipment.
c. Second, when completing the Work Order, make certain that the Date Completed is
correct. This date will be used to project the next PM due date.
Figure 10-Use Correct Completion Date when completing meter based PM Work Order.
Pg. 4-25 8/20/08

Section Four- Work Orders for Specific Jobs
5. Section Five- Work Orders for Specific Jobs
A. Work Order for a Warehouse Part
This instruction will show how to create a Work Order for a

Warehouse part. It will outline all of the steps for Ship’s
Engineers, Port Engineers and Warehouse Personnel to handle this
order.
1. Chief Engineer-Create New Work Order in the Work Order Tracking

Application. Fill in Description and Save the Order
2. Chief Engineer-Create a Warehouse Removal Work Order.
3. Port Engineer Edit and Approve the Work Order.
4. Chief Engineer- Return the Equipment to the Warehouse.
Pg. 5-1 8/20/08

1. Chief Engineer-Find the Desired Warehouse Part.
a. This process is simpler if one finds the desired warehouse part in Maximo before
beginning the Work Order. It the part is a Rotable, it can be found in either Equipment or
Inventory Control. If it is not a Rotable (an example would be a boiler tube, which
wouldn’t be rebuilt when returned to the warehouse) perform a search in Inventory
Control.
b. In this example the desired part is a Main Air Compressor for the D-7’s. Starting in
Equipment, create a Query for an Air Compressor. A simple Query for %compressor%
will often be all that is needed. On the D-8’s compressors start with the Equipment
Number CMP. Knowledge of your own vessels classes naming and numbering
conventions will assist in creating a Query that finds the correct Equipment.
Figure 1- Query in Equipment Application.
Pg. 5-2 8/20/08

c. The results of the above Query are shown in Figure 2.
Figure 2- Results of Query shown on View List.
d. Depending on your login and location, Equipment from your vessel and the warehouse
should be visible. Some times, Equipment from other vessels may also be seen. This is
particularly true when using the Select Value screen to search for Equipment. IN Figure 2,
select one of the Compressor Air: Main choices. Which compressor chosen is not critical
at this point as long as it is a D7 style Main Air Compressor.
Pg. 5-3 8/20/08

e. Figure 3 shows the chosen Compressor. It is installed in the No. 2 Compressor position, as
indicated in the Location field. The Rotable Item field is the critical one here. This is the
field that represents the “Model” number for Maximo purposes. This is a link to all of the
Main Air Compressors used on the D-7’s including the ones in the warehouse.
Figure 3- Main Air Compressor Information.
f. Right Click on the Rotable Item # field, and then choose the Hyperlink option.
Figure 4-Hyperlink to Main Air Compressor Information in Inventory Control.
Pg. 5-4 8/20/08

g. The opening screen in Inventory Control is show below. The Rotating field is indicating
“Y”, which is expected for a Rotable part. There is a “W number” in the AMOSD WH No.
field. This is a number used previously by the warehouse to identify this unit. Stock
Category is NS, meaning it is not stocked as a spare part on this vessel (Storeroom.) The
Costs indicated are either the original cost of the unit, or the cost of repairing it the last
time it was overhauled by the warehouse. The cost of the unit received from the warehouse
will be charged to the ships M&R budget.
Figure 5- Main Air Compressor Information in Inventory Control.
h. Switch to the Rotables tab in Inventory Control to view all of the Compressors in the
system.
Pg. 5-5 8/20/08

i. Figure 6 shows the Rotables tab. Seven different compressors are shown here. From the
Locations indicated, two are installed on each of three vessels and one is in the warehouse.
The Warehouse always shows as a Repair Location, so this doesn’t mean the unit is being
repaired at this time.
Figure 6- Main Air Compressor Rotables tab in Inventory Control.
j. Simply getting to Inventory Control is the step needed here. The idea is to identify the
warehouse part desired. In addition, it will now be easy to identify the Equipment or
Location to which to assign the Work Order when it is created.
Pg. 5-6 8/20/08

2. Chief Engineer-Create a Warehouse Removal Work Order.
a. The Warehouse is considered to be a Vendor for this instance. Open Work Order Tracking
and create a new Vendor Work Order as outlined in Section 2D Vendor Work Order
creation. Ctr-Click here to link to that section of the instructions, as shown in Section 2D
b. When choosing the Equipment for the Work Order, one could choose to list only the
Location where the Compressor will be exchanged, or choose the actual Compressor to be
removed. In the example below, the Equipment is selected. That field could have been
populated by hyperlinking to the already open Equipment application, or copied and
pasted from the Inventory Control Application, on the Rotable Equipment tab. We looked
up the Equipment in both places, and both apps should still be open to the Compressors.
Figure 7- Work Order for Main Air Compressor exchange from the warehouse.
Pg. 5-7 8/20/08

c. Switch to the Plans Tab of WO Tracking. Create an Op line 10 with a short description of
the item to be exchanged. At the bottom of the screen, on the materials tab, enter a 10 (to
refer back to Op line 10). Now is time to identify the desired Compressor. Hyperlink from
the Item field to Inventory Control.
Figure 8- Work Order Tracking hyperlink to Inventory Control.
Pg. 5-8 8/20/08

d. The part will already be displayed in Inventory Control because of the previous search.
Bring it back using the Return Selection to Originating Application icon - . If a
previous search hasn’t been done, create a Query for the part at this time.
Figure 9- Work Order Tracking Materials tab populated.
e. Figure 9 shows the Main Air Compressor brought back to the Work Order. The Item #
represents all of the D-7 Compressors. An attempt to save the Work Order at this point
will bring up an error message saying that a Location has yet to be chosen.
Pg. 5-9 8/20/08

f. Scroll to the right in the Materials Tab to the Storeroom field. Click on the spinner to bring
up possible choices. On board ship, the user will see the ships Storeroom listed and any
warehouse Locations that have one of these Compressors. Figure 10 shows all three D-7’s
and the Reno Warehouse, which is the view shoreside users will have.
Figure 10- Storeroom Choices.
g. Select the Reno.Inv, choice which will give Maximo a Location for the part. The
Warehouse will ultimately decide which unit to send to the vessel, but if this section of the
Work Order is completed correctly, there will be no question about which part is desired
by the vessel.
Pg. 5-10 8/20/08

h. If no warehouse part can be found in Maximo by the shipboard user, then describe the
desired part completely in the Long Description. Work with the Port Engineer to find the
correct part for your vessel. At times, the information on Rotables in Maximo is either
incomplete or inaccurate. Feedback from the vessels when inaccuracies are found is
crucial to improving the data in the program, so feel free to let the warehouse know when
problems are found. As shown in this instruction, it is much easier to search for the correct
Equipment and Rotable part before starting the Work Order. Then, writing the Work Order
is quite easy with the desired information in hand.
Figure 19- Work Order Tracking Materials tab with part and storeroom.
i. Figure 10 shows the Materials tab with the part chosen, and the Storeroom selected. The
WO has not been saved since the Storeroom was added as indicated by the arrow at the
right. At this point, save the Work Order. If no other changes are desired, and all editing
tasks are completed, change the Status of the WO to WAPPR by clicking the spinner of
the Status field, and selecting WAPPR.
Pg. 5-11 8/20/08

j. The Chief Engineer will now send it to the Port Engineer via the usual email notification
process. The status of the WO is WAPPR. The Port Engineer will process all WAPPR
WO’s after being notified via email, that they are ready. If a WO is not ready for
processing, or will not be submitted for the next port call be sure to leave it in an PEND
status (see earlier instructions.)
3. Port Engineer Edit and Approve the Work Order.
a. The assigned Port Engineer will receive email notice that a ship’s Work Orders for a
particular port are ready for processing. Normally, all of the orders ready for his attention
will be in a Waiting for Approval Status (WAPPR). A Purchase Order for Service will be
created and linked to the correct OP line on the Work Order. This PO will allow the
Warehouse to issue the part and charge the vessel the appropriate amount.
b. The Port Engineer will usually notify the Warehouse by email and or phone, depending on
the urgency of the request. The Warehouse will supply the part to the vessel in as timely a
manner as is economically feasible.
c. The Warehouse uses the Equipment Move function in Maximo to move the warehouse
part to the vessels Storeroom. Typically, the part will be moved directly to the destined
Location. Exceptions to this might be a group of parts being made available for a dry-
docking. These parts would only be moved to their new Locations if and when used, and
the others will be held in a holding Location in the Storeroom.
d. The vessel can check for the correct Maximo Location once the Warehouse part is
received.
Pg. 5-12 8/20/08

4. Chief Engineer- Return the Equipment to the Warehouse.
a. Once the new Equipment has been received and installed on the ship, the vessel is to
return the core to the Warehouse. Create a Material Removal Notice using the MRN
application in Maximo (instructions elsewhere.) Following shoreside instructions, the part
will be shipped and or repaired after it is landed by the vessel.
b. The Work Order for the Warehouse Removal can now be completed. Usually, the details
of the new Equipment installation can be included in this Work Order, but if desired, a
separate Work Order could be created and assigned to the new Equipment detailing its
installation. The Work History for this unit will now be found in Work Orders assigned to
its Equipment Number. Work History for all Equipment installed in the Location over time
can be found by Querying the Location instead of the Equipment.
c. It is a good idea for the vessel to ensure that the new Equipment was moved to the correct
Location in Maximo. Mistakes have been made. Remember, the warehouse doesn’t know
your vessel nearly as well as you do. If the Equipment is in the wrong place, the
warehouse can correct it for the vessel, or it can be done on board using the Equipment
Move function as described in the Equipment section of this manual.
d. After the Port Engineer completes the Work Order, the Chief Engineer can add to the
description for History purposes. If any ship parts have been used in the completion of the
Work Order, the Chief can enter them as being used at this time. The Chief Engineer
should Complete, but Not Close the Work Order.
Pg. 5-13 8/20/08

B. MRN – Material Removal Notice Application
Whenever materials are sent ashore from the vessel, a Material

Removal Notice must be generated. The MRN application in
Maximo replaces the old methods of generating this document. It
enables company wide tracking of the materials, and linking to
other relevant Maximo documents, as well as printed output for
shipping.
1. Create and Edit a New MRN.
2. Distribute the Completed MRN.
3. Generate Printed Reports and Labels.
Pg. 5-14 8/20/08

1. Create and Edit a New MRN.
a. Open the MRN Application by clicking on the Work Order Module and then selecting
Material Removal Notice (MRN).
Figure 1- Open MRN Application.
Pg. 5-15 8/20/08

b. MRN opens with a blank screen. Click on the New Record With Autonumber icon, , or
use the Insert menu to choose the same New Record option. The new record appears as
shown below with a new MRN number inserted, and other fields blank. The Maximo ID#
as shown is an office sample. Your number will consist of your vessels two letter code
followed by WV, and a sequential six digit number. An example is CDWV101987, a
removal notice from the Horizon Crusader.
Figure 2- MRN new blank record with Autonumber.
c. A number must be entered in the Work Order field before saving. This can be a Work
Order Number, or a Purchase Order number a number entered by the user. IF there is no
Work Order or Purchase Order to name in the MRN, use a number starting with your
vessel two letter code, followed by sequential numbers of your choosing.
Pg. 5-16 8/20/08

d. There are several ways to populate the Work Order field. Frequently, when an MRN is
being created, the Work Order for which the MRN number is needed will already be open.
If this is so, simply Hyperlink (right mouse click, choose Hyperlink) to Work Order
Tracking, and then Click the Return Selection to Application button in WO to bring the
information back to MRN. Second, Copy and paste also works if coming from WO
tracking or Purchase Order. Thirdly, the number can be typed into the field.
e. A fourth method is to click on the spinner next to the field, and use Select Value to
choose a Work Order. Learn more about using the Select Value screen by clicking Use
Select Value Screen. Figure 4 shows a query built in the Select Value Screen to find a
single Work Order. A simple search by Status will often enable the user to find the
appropriate Work Order.
Figure 3- MRN Select Value screen for Work Order field.
Pg. 5-17 8/20/08

f. Once a Work Order, Purchase Order, or other number is selected, save the MRN. Use the
File-Save Material Removal Notice Record, or Ctrl-S or click on the Save icon - .
The Description from the Work Order will not appear until the record is saved. At this
time, the status is PEND- pending. The Equipment field is populated using the Equipment
from the Work Order.
Choose a
Delivery Port and
enter a Voyage #.
Long Description
Work Order, from Work Order
Purchase Order, or or edited here.
other tracking #.
Estimate Landing Vendor or other

Date, and then Destination for
enter actual removed goods.
Landing Date.
Figure 4- MRN screen upper half.
Figure 5- Parcel Count choices.
g. A Long Description can be entered as in other Applications. This will not be on the
Shipping Label, but will be available to others with access to Maximo. The Long
Description shows a red flag when it contains an entry.
Pg. 5-18 8/20/08

h. Use Select Value - , to choose the Landed To information. This field determines who
will be given the MRN when the ship docks. Most often, the choice will be the Shore
gang, if there is one in the relevant location. Select Value can save the search for your
most common Shore gang, and bring it up as the only choice each time in this field. In
MRN, some information will not appear until the record has been saved. If something is
missing, Save and look again.
i. The Port Engineer or the Purchasing Agent will populate the Ship To field. The Select
Value Screen can be used, or hyperlink to the Company Application to perform a search.
In the example in Figure 4, the Marine Warehouse is the chosen Vendor. Normally, the
shipboard user won’t see this information until after the Port Engineer approves the MRN.
j. In the lower section of the MRN screen, several choices remain. The P/E chooses a
shipping option. The Purchasing Agent can enter a Vendor RMA #, or shipboard users
can enter this if it is obtained from the Vendor.
Figure 6- MRN screen lower half.
Pg. 5-19 8/20/08

j. The Contents Landed For gives the choices shown in Figure 7. This is a required field.
Figure 7- MRN screen Contents Landed For field.
k. Parcel Count is just what it says. How many separate packages are involved in this
MRN? The available choices are shown below.
Figure 8- MRN screen Contents Landed For field.
l. The Equipment Field, with its Description is filled in from the Work Order. If no Work
Order is involved, enter an Equipment Number manually. If no Equipment Number is
involved, enter Description in the Equipment Number fields. Use the Description field to
complete any comments. An Entry in Equipment is required. The
Descriptions/Comments/Instructions field is for Shipping Instructions.
m. The self explanatory Weight and Dimensions Fields are required. Be as accurate as
practically possible.
Pg. 5-20 8/20/08

2. Distribute the Completed MRN.
a. The MRN Distribution section will determine where the MRN is sent once completed. The
Vessel Superintendent, Port Engineer, and Purchasing Fields will likely all take the same
entry. This can be chosen using the Select Value Screen, but is also easy to type in as it
consists of your vessel two letter code.
Figure 9- MRN Distributions fields.
b. In the case of the Shoregang field, use the Select Value screen (click on the spinner .)
Choose the Shoregang for the landing port being used. If no Shoregang exists there, leave
this field blank. Fill out the Warehouse field only if the Warehouse is involved with the
Removal.
c. After all fields are correctly populated, the vessel is to change the status of the MRN from
PEND to WAPPR. Click on the spinner next to the field and choose WAPPR from the
available choices.
Figure 9- Change Status to WAPPR.
Pg. 5-21 8/20/08

d. The final step is to send the MRN to the relevant parties. Do this by clicking on the Send
Copy of MRN button. The MRN will be sent to the offices as listed in the MRN
Distribution section of the MRN. A report will appear on the screen, detailing the email
list to which the MRN has been sent. The example below is a test message and not related
to the earlier sample.
Figure 10- Brio Report on sending MRN.
Pg. 5-22 8/20/08

e. On the D-7 vessels, until their communications setup is changed, the Send MRN button
does not work. Instead, use the MRNLBLD7 report to generate a PDF file, and send this
file via email.
f. To send an MRN on the D-7’s, open the relevant MRN. Copy or make a note of the
Work Order number. Click on the Run Reports icon- , or use File-Run Reports menu.
Choose MRNLBLD7 from the list and click the Run button. Click OK on Report Options,
and then paste or type in the Work Order number in the Parameters screen as shown in
Figure 11.
Figure 11- Brio Report on sending MRN.
Pg. 5-23 8/20/08

g. Use the email button on the Acrobat toolbar, , or use the menu File-Email option. This
will open Outlook and create a new message with the PDF file as an attachment. Choose
the correct distribution list or choose individual recipients as appropriate for this removal.
Figure 12- MRNLBLD7 report in PDF form.
Pg. 5-24 8/20/08

3. Generate Printed Reports and Labels.
a. There are two more reports available to users in MRN, in addition to the MRNLBLD7
report. The MRN list can be used to see a list of all MRN’s, and the MRNLABEL Report
is used to generate shipping labels.
Figure 13- MRN Available Reports.
b. An example of the Shipping label report is printed on the next page. Normally, when
sending something ashore using an MRN, four labels are required. One is attached to the
package using an adhesive backed shipping label. The second is put inside the box, or
attached to a waterproof label wired to the part. The Shoregang, or receiving Vendor
should sign a third copy for the Chief Engineers files, and a fourth copy is to be retained
by the Shoregang or Vendor.
Pg. 5-25 8/20/08

o
Figure 13- MRN Available Reports.
Pg. 5-26 8/20/08

c. The MRN application has a detailed instruction printed at the bottom of the application
screen. Print this page for a hard copy of these instructions for the end user. Figure 3 is a
screen shot of that instruction.
Figure 14- MRN instructions shown on the MRN Application page.
d. Use these as a starting point since procedures do change over time.
e. The following page can be printed and used as a visual guide to filling out an MRN record.
Pg. 5-27 8/20/08

Status WAPPR for

Work Order, Description from WO Port Engineer.
Purchase Order, or or edited here.
other tracking #.
Estimate Landing
Date, Landing Port
and Voyage #. Port Engineer or
Purch. Agent fills
in Ship To info.
Vessel fills in
Landed To info.
Filled out by Shipping Comments.

vessel. Equipment
# if available.
Vessel fills in
relevant fields.
Figure 15- Completed MRN with instructions.
Pg. 5-28 8/20/08

C. CAR– Corrective Action Request
Company guidelines found in the Procedure Manual indicate

when a CAR- Corrective Action Request, is to be filed. These
instructions will show how this is done.
1. Create and Edit a New CAR.
2. Create and Edit a New CAR Reporting Accident or Incident.
3. Complete a CAR.
Pg. 5-29 8/20/08

1. Create and Edit a New CAR.
This instruction is for Non-Accident CARs. See next section for CARs reporting
accidents.
a. Open the CAR Application by clicking on the Work Order Module and then selecting
Corrective Action Request.
Figure 1- Open CAR Application.
b. In Corrective Action Request, it is necessary to clear the screen once the application is
opened. Click on the Clear Screen icon - , or use the Edit-Clear All menu choice.
c. Create a new CAR record by clicking on the Insert Record with Autonumber icon- ,
or use the Insert Menu-New Custom Application Record choice. Ctrl+N also creates a
record. Autonumber is not used in this application, so any New Record Choice is OK.
Pg. 5-30 8/20/08

d. All fields displayed in Red Bold Text are required to be filled in. Complete these fields
before saving the record.
1) Vessel Name– Select the correct Vessel two letter code from the Spinner - list.
2) Voyage Number- Type the Numeric Portion of the Relevant Voyage Number.
3) This is CAR Number- Select the number from the Drop-Down. If this is the First
CAR for this voyage, select 01. If it is the Second, select 02, etc.
4) Source- Use the Spinner list to select the source of the CAR. Most often, that will be
Ship, but CARs can be initiated by others as well.
5) Reason- Use the list to select the reason for initiating a CAR. These choices can be
somewhat confusing. Check the Procedures Manual for more detail.
6)- Accident/Incident- Enter a Y or an N (for Yes or No.) Enter Yes if the CAR is being
submitted as a result of either an incident or accident.
Figure 2-Initial Required Fields Completed.
Pg. 5-31 8/20/08

e. Once the required (Bold-Red) fields are completed, the record can be saved. Click on the
Save icon - , type Ctrl+S, or use the File-Save Record menu item. The Official CAR
Number field should now be populated. If no CAR number was created, look in the lower
left corner of the screen. If Query is displayed there, create a new record at this time by
using the choices in the earlier instruction (paragraph c.) Respond “Yes” to the Keep
current data screen that will appear as shown in Figure 3.
Figure 3-Keep Current Data?
f. The record is now created, and is ready to be saved with an automatically generated
number. After saving the result will resemble the screen below. The number 1-AZ-666-4-2
was generated by Maximo from the provided information.
Figure 4-CAR with Official CAR number.
Pg. 5-32 8/20/08

g. The number created depends on the entries in the required fields. For example, all records
created on board ship start with the number 1.
h. Select the Car Title field at this time. Enter a short description of the CAR for easier later
identification.
i. Complete the Last and First Name fields of the person submitting the CAR.
j. Enter a date in the Date CAR Originated field. In date fields in Maximo, the user can
always click on the spinner to bring up a calendar for choosing a date. At this point, the
CAR should resemble the screen in Figure 5. Remember to save frequently.
Figure 5-CAR upper portion completed.
Pg. 5-33 8/20/08

k. The CAR chosen as an example was not an accident, but rather a potential problem. An
Accident CAR will be shown later in the instructions. Proceed to the Action
Recommended to Resolve field. Click on the spinner to the right of the small blank box.
This brings up a text screen. Type a succinct but thorough description of the problem and
the proposed solution in this field. This text is the heart of the CAR submission. Write it in
such a way that it can be understood by the reader, who may not be familiar with the
vessel or situation.
Figure 6-CAR Action Recommended to Resolve.
l. Figure 6 shows the example CAR with a Long Description in the Action Recommended
to Resolve field. The Spell Check button is available to check spelling in all Long
Description boxes. There is no practical limit in Maximo to the length of this entry. Your
readers, however, will appreciate brevity and clarity. Click OK then save the CAR.
Pg. 5-34 8/20/08

m. At this point, it is time to take action toward resolving the CAR. This may involve only
shipboard personnel, or may require shoreside assistance. In Section 6 Action for
Resolution of the CAR, there are a number of choices for action. The two most common
will likely be Corrected on Board, and FWD to your Vessel Superintendent. Any CAR
created on board should be discussed with the Master and other involved personnel. The
Master will usually make the decision to go ahead and submit a CAR and to whom the
action should be forwarded. Once this decision is made, choose the correct action by
clicking on the Spinner to view the choices, and selecting the desired one.
Figure 7-CAR Action For Resolution.
n. Send the relevant individual an email notifying them that a CAR is in the system for them
to act upon. All users submitting CARs should be familiar with the Procedures Manual
instructions regarding them. This instruction will likely not be updated to reflect changes
in the Procedures Manual which should be regarded as the Company Policy in this area.
Pg. 5-35 8/20/08

o. When a CAR has been submitted, vessel personnel will work with shoreside employees to
complete the CAR. In the example CAR, the ship will order the new materials once the
Superintendent and Port Engineer have agreed that this is the action to follow. The
materials will come in, and the shipboard workers crew will install it as indicated in the
CAR.
p. Once the work has been completed to resolve the CAR, the vessel should return to the
CAR application to complete the CAR. Often this will be the originating party, but not
always as action may be required of shoreside personnel. Use the appropriate fields in the
CAR to complete it. Section 6 of the CAR is used for completion. The first field in this
section is for vessel use.
Figure 8-Long Description of action completing CAR.
Pg. 5-36 8/20/08

2. Create and Edit a New CAR Reporting Accident or Incident.
This instruction is for Accident CARs. That is, creating a CAR which involved an
accident.
a. Open the CAR Application by clicking on the Work Order Module and then selecting
Corrective Action Request.
Figure 9- Open CAR Application.
b. In Corrective Action Request, it is necessary to clear the screen once the application is
opened. Click on the Clear Screen icon - , or use the Edit-Clear All menu choice.
c. Create a new CAR record by clicking on the Insert Record with Autonumber icon- ,
or use the Insert Menu-New Custom Application Record choice. Ctrl+N also creates a
record. Autonumber is not used in this application, so any New Record Choice is OK.
Pg. 5-37 8/20/08

d. All fields displayed in Red Bold Text are required to be filled in. Complete these fields
before saving the record.
1) Vessel Name– Select the correct Vessel two letter code from the Spinner - list.
2) Voyage Number- Type the Numeric Portion of the Relevant Voyage Number.
3) This is CAR Number- Select the number from the Drop-Down. If this is the First
CAR for this voyage, select 01. If it is the Second, select 02, etc.
4) Source- Use the Spinner list to select the source of the CAR. Most often, that will be
Ship, but CARs can be initiated by others as well.
5) Reason- Use the list to select the reason for initiating a CAR. These choices can be
somewhat confusing. Check the Procedures Manual for more detail.
6)- Accident/Incident- Enter a Y or an N (for Yes or No.) Enter Yes if the CAR is being
submitted as a result of either an incident or accident.
Figure 10-Initial Required Fields Completed.
Pg. 5-38 8/20/08

e. Once the required (Bold-Red) fields are completed, the record can be saved. Click on the
Save icon - , type Ctrl+S, or use the File-Save Record menu item. The Official CAR
Number field should now be populated. If no CAR number was created, look in the lower
left corner of the screen. If Query is displayed there, create a new record at this time by
using the choices in the earlier instruction (paragraph c.) Respond “Yes” to the Keep
current data screen that will appear as shown in Figure 3.
Figure 11-Keep Current Data?
f. The record is now created, and is ready to be saved with an automatically generated
number. After saving, the result will resemble the screen below. The number
1-AZ-649-4-1 was generated by Maximo from the provided information.
g. The number created depends on the entries in the required fields. For example, all records
created on board ship start with the number 1.
h. Select the Car Title field at this time. Enter a short description of the CAR for easier later
identification.
i. Complete the Last and First Name fields of the person submitting the CAR.
Pg. 5-39 8/20/08

j. Enter a date in the Date CAR Originated field. In date fields in Maximo, the user can
always click on the spinner to bring up a calendar for choosing a date. At this point, the
CAR should resemble the screen in Figure 12. Remember to save frequently.
Figure 12-CAR upper portion completed.
Pg. 5-40 8/20/08

k. The CAR chosen as an example was an accident. For an Accident CAR, click the button
labeled Click Here if Yes. The application Car Accident/Incident will open
automatically.
l. Complete this form as shown below. Some information will flow from the original CAR
form. Each field with a spinner , has potential completion information. In some cases,
only information in the spinner popup will be allowed. Select each spinner in turn to
suggest entries for that field. All of the choices shown below come from the available
choice.
Figure 13-Accident/Incident CAR form completed.
Pg. 5-41 8/20/08

m. In the Descriptions Details field, click on the spinner and complete details of the accident.
This can be a copy of Long Descriptions on the CAR, or a different version of the accident
for this report.
Figure 14-Descriptions Details field in the Accident/Incident CAR form.
n. The lower section of the Accident/Incident CAR application also needs to be completed.
Decide whether Unsafe Practice, Unsafe Condition, or both are relevant to the accident
and complete them. Both can have a Root Cause, or a Root and Secondary Cause. Again,
choose from the selections available in the Spinner. Also, fill out the working hours
section as shown below.
Figure 15-Descriptions Details field in the Accident/Incident CAR form.
o. Save the record using the Save Icon, or File-Save option. Close the Accident/Incident
CAR Application to return to the original CAR.
Pg. 5-42 8/20/08

p. If not already completed, fill out the Accident Description under Item 4 of the CAR. A
complete description might resemble Figure 16.
Figure 16- Accident Descriptions Details field in the CAR form.
q. Proceed to the Action Recommended to Resolve field. Click on the spinner to the right of
the small blank box. This brings up a text screen. Type a succinct but thorough description
of the problem and the proposed solution in this field. This text is the heart of the CAR
submission. Write it in such a way that it can be understood by the reader, who may not be
familiar with the vessel or situation.
Figure 17-CAR Action Recommended to Resolve.
Pg. 5-43 8/20/08

r. At this point, it is time to take action toward resolving the CAR. This may involve only
shipboard personnel, or may require shoreside assistance. In Section 6 Action for
Resolution of the CAR, there are a number of choices for action. The two most common
will likely be Corrected on Board, and FWD to your Vessel Superintendent. Any CAR
created on board should be discussed with the Master and other involved personnel. The
Master will usually make the decision to go ahead and submit a CAR and to whom the
action should be forwarded. Once this decision is made, choose the correct action by
clicking on the Spinner to view the choices, and selecting the desired one.
Figure 18-CAR Action For Resolution.
s. Send the relevant individual an email notifying them that a CAR is in the system for them
to act upon. All users submitting CARs should be familiar with the Procedures Manual
instructions regarding them. This instruction will likely not be updated to reflect changes
in the Procedures Manual which should be regarded as the Company Policy in this area.
Pg. 5-44 8/20/08

t. When a CAR has been submitted, vessel personnel will work with shoreside employees to
complete the CAR. Once the work has been completed to resolve the CAR, the vessel
should return to the CAR application to complete the CAR. Often this will be the
originating party, but not always as action may be required of shoreside personnel. Use the
appropriate fields in the CAR to complete it. Section 6 of the CAR is used for completion.
The first field in this section is for vessel use.
Figure 19-Long Description of action completing CAR.
u. This Long Description shows the actions taken on board to resolve the CAR.
Pg. 5-45 8/20/08

3. Complete a CAR.
a. A CAR is considered completed when a Completion Date is entered in the Date CAR
Closed field. This Date comes from the Action Date in the Corrective Action field. The
Master and the Vessel Superintendent will participate in the decision to complete the
CAR. There is no Status listed for CARs and they can be edited after completion, although
this is not recommended unless needed to update details.
Figure 20-A Completed CAR.
b. All vessels CARs are available for viewing by other ships and shoreside personnel.
Problems experienced and solved by others can be a valuable information and training
tool. Particularly, Safety Meetings can use other ships CARs to provide training material.
Pg. 5-46 8/20/08

Pg. 5-47 8/20/08

Section Five Maximo General Use Instructions
6. Section Five- MAXIMO General Use Instructions
A. General Section on Searching for Data.

This section will cover searches using the Select Value Screens,
using Hyperlink and some more sophisticated searching methods
using the SQL language and Queries.
1. Using the Select Value Screen.
2. Using Hyperlinks to Search and Bring Back Data from Other

Applications.
3. Searching Using Arithmetic and Relational Operators.
Pg. 5-1 8/20/08

1. Using the Select Value Screen.
a. Select Value is covered in the earlier Use Select Value Screen. section.
2. Using Hyperlinks to Search and Bring Back Data from Other

Applications.
a. Another available option in searching fields with a spinner , is the hyperlink. Right
Mouse Click, and then select Hyperlink (check out the other choices as well to see what
they do.) You can almost always get some good information or help about a field by right
mouse clicking.
Figure 1- Hyperlink to Equipment.
Pg. 5-2 8/20/08

b. Equipment is the Application that opens in the previous example when selecting
hyperlink option. Equipment lists actual Equipment installed or available on a vessel.
Figure 2-Equipment Application.
c. If the field hyper-linked on was blank, a blank screen in the linked application appears. If
the field was already populated, that record will show. Use the linked application’s
functions to find the needed record. This is an example of the use of Hyperlinking.
d. More details on the use of Hyperlinking can be found in the section Hyperlink Between
Applications to Build Queries.
Pg. 5-3 8/20/08

3. Searching Using Arithmetic and Relational Operators.
a. In an Equation such as 1+1”, the + is the Operator. It expresses the nature of the desired
action. When building a Query, Operators can be used to express the nature of desired
Maximo actions.
b. Types of Operators- Arithmetic or Relational operators are both available for use.
c. Arithmetic operators are the operators for use in fields on the MAXIMO screen. In other
words, when building a query on a screen in MAXIMO, use the operators shown in Figure
7 below.
Operator Description
= equal to
> greater than
< less than
>= greater than or equal to
<= less than or equal to
!= not equal to
<> not equal to
Figure 3- Arithmetic Operators.
d. One example of how one might use these in building a Query is with the PM module.
Enter the less than operator in front of a date in the Date Due field in a PM Query screen.
It would look like this- <4/30/2002. This will return all PM’s due before this date. Use this
to look for PM’s based on their due dates. These operators can be used in any field that
uses dates or numbers. Experiment with them to see available results.
Pg. 5-4 8/20/08

e. Relational operators are useful for the MAXIMO user who is interested in a more
sophisticated search. They are added to a query in the View Current Query dialog box.
Access this from the menu View-View Current Query.
Operator Description
AND Links two or more criteria
Requires that all criteria be met
OR Links two or more criteria
Requires that at least one criterion be met
BETWEEN x AND y Specifies a range of criteria
LIKE Defines criteria that are “like” those specified (uses
wildcards)
IN Defines a specified list of values
NOT IN Defines a specified list of values
IS NULL Queries on a blank field
IS NOT NULL Queries on a field with any data in it
SYSDATE Defines the date and time as the system date and time
@UPPER Capitalizes all letters in the query so that case-sensitivity is
not an issue.
Figure 4- Relational Operators.
f. The above list may seem quite intimidating. It comes from the MAXIMO training manual
used in their introductory course. These are advanced techniques, but some may come in
handy.
g. As an example, build a query to show all Inventory Control Items that don’t have a
Vendor listed. If you put a % mark in the Vendor number field, you will query all of the
parts that do have a Vendor entry. This is actually a good starting point. We use these
operators to act on a given field in a certain way. By putting a % in the Vendor number
field we are building a Query based on that field.
Pg. 5-5 8/20/08

h. Now, go to the View-View Current Query menu. Your screen may not look quite like
Figure 9 as I’ve put paragraph returns between phrases to view the entire query at once.
You can do this with yours, and it doesn’t affect the query. Notice that inventory.vendor
like ‘%’ is the beginning phrase. Change that to inventory.vendor is null, replacing like
‘%’. Now, in executing this query, only records with empty vendor fields will be chosen.
Figure 5- View Current Query Dialogue Box.
i. This is one example of a query using Relational Operators. Test these operators in real
world situations. Study other phrases generated by MAXIMO queries and look at their
syntax. A lot can be learned by imitating and changing the language in this screen.
Pg. 5-6 8/20/08

j. This query can be saved by clicking the save button. If the query might be used again, then
by all means save it. There often will be other saved queries available as well. To view
these queries, choose the View-Saved Queries menu. Choose them, and select edit, to
observe details of the queries. If modifying them to meet your needs, save under a
different name. Figure 6 shows the Save dialogue box. Note that the check box “For Use
By Everyone” will ensure that this Query is available to all users. Check this only if the
Query is potentially useful to other Maximo users.
Figure 6- Save Query Dialogue Box.
k. The query language in MAXIMO is based on the SQL language which is a common
database language for all SQL databases. If you are interested in learning more about it,
there are many good books and courses available.
Pg. 5-7 8/20/08

B. AutoNumbering and Numbering Schemes in MAXIMO.
This document is a description of the AutoNumbering for Horizon

MAXIMO orders. If you are on a vessel and creating a new
Purchase Request or Work Order from scratch, the
AutoNumbering system should be automatic.
1. AutoNumber Scheme
2. Vessels
3. Shore-side
Pg. 5-8 8/20/08

1. AutoNumber Scheme
a. The standard naming convention consists of 10 characters. The first 4 characters are letters
and the last six are numbers beginning with 100000. The first two letters are the vessel
code. In the example, EM is for the Expedition. MW is the two letter code for the Marine
Warehouse.
b. The third letter is the order type: R will be used for M&R orders, Consumables will vary
by department. D is the deck code, E for Engine, and S for Steward. Work Orders use W.
Port Engineers will use J for when creating a Purchase Order for Service.
c. The fourth letter designates the origin of the Work Order or Purchase Order. If an order
originates on the ship, the letter will be V. If the order originates ashore, the letter is F.
Figure 1- Expedition Purchase orders.
Pg. 5-9 8/20/08

2. Vessels
a. AutoNumbering works when starting with a blank screen in Work Orders or Purchase
Requisitions, and using the standard New WO or PR with AutoNumbering. If duplicating
a previous order, the screen shown in figure 1 will appear. When presented with the
Duplicate screen, enter the first four letters as described above. Once you have entered the
four letters, as shown in below, click on the AutoNumber button. In the example below,
AZ is the ship letter code, E is the letter code for Engine SS&E, and V signifies that it is a
Vessel originated order.
Figure 1- AutoNumber Dialog Box.
Pg. 5-10 8/20/08

3. Shore-side
a. AutoNumbering is rarely completely automatic for shore-side workers. This is because all
orders need to have a ships designation to start with, and that number is generated from
your login. Since most of you work with many ships, there is no way to auto-generate the
ships designation. Therefore, enter the first three letters on most of the orders that you
initiate.
b Use the instructions above to ensure that your orders end up with the correct letter
designations. The system will automatically put in the fourth letter and the four digit
number. The fourth letter is an F in the case of an order generated ashore. It is not possible
to change the ten digit order number once it is generated, but if you find that you have
created an order with an incorrect number, close it and decline to save it. You should be
able to then create the order you wanted, and the incorrectly numbered order will go to
digital heaven where it will bother no one. Another option is to duplicate the original order
with the correct number and cancel the original.
Pg. 5-11 8/20/08

C. Drilldown Is Not a Search for Oil

This document is a description of the Drilldown view of the
Vessel hierarchies. The Drilldown is a graphical means of
showing the Location and Equipment Hierarchy of the Horizon
Lines Company and Vessels.
1. Search For Equipment or Location Using the Drilldown.
a. When creating a Work Order it will often be necessary to search for an Equipment or
Location to assign to the Work Order. This can be done using a Query or by using the
Drilldown.
b. If a Query by name doesn’t turn up the needed Equipment, the Drilldown is available for
use. As part of developing Maximo for company use, a hierarchy of Locations was created
for the entire company. The Drilldown is a graphical means of showing the Location and
Equipment Hierarchy of the Horizon Lines Company and Vessels. The Company, its
vessels and warehouses are all organized into a hierarchy. All of the machinery on the
vessel in organized in the same hierarchy. It is possible to start with Vessel operations and
work down the hierarchy to a pump or motor on any vessel.
c. Access the Drilldown from either the Location Application or the Equipment Application.
The Drilldown is also opened when clicking on the spinner , from an Equipment or
Location field in another Application. In this example, the starting point is the Equipment
Application in Query mode. Use the menu Actions-Open Drilldown, or the Drilldown
Icon in the Icon Bar, or right mouse click on the Equipment/Location field then select
Drilldown. Figure 1 should be typical of the resulting screen.
Pg. 5-12 8/20/08

Figure 1- Drilldown Opening Screen.

d. The Drilldown Screen is a hierarchical menu of Company Locations, consisting of Ocean
Transportation Services, Vessel Classes and the Warehouse. Double click on each level of
the hierarchy until you get to the ship level. The example screen shows the view from a
shoreside computer. Shipboard access will only show your own vessel and the warehouse.
Location and
Equipment Tabs.
Figure 2- Drilldown showing vessel classes.
Pg. 5-13 8/20/08

e. The Drilldown opens with the Location Tab selected. Shipboard users will typically not
have to change the settings in the View Locations By box on the lower right of the screen.
The Help menu for this screen, accessed using the Help button, is very good. If you are
interested in more details of every option here, you would do well to read this help screen.
f. Each line has the word "Operating" at the end. This is inserted by MAXIMO to tell us
that we are looking at an Operating Location or Equipment as opposed to Storage, Repair
or one of the other Location types available in MAXIMO. Only the Global Depot Spares is
listed as a Repair Location.
g. Notice that each line in Figure 2 above has a small plus sign next to it. This means that
there are more levels of the Hierarchy below the ones showing. To view them, double
click anywhere in that line. To proceed, double click on your Vessel Class Icon, then on
your vessel.
h. Each ship has the same 5 categories: Administration, Cargo, Safety, Machinery, and
Structure under its name. The Hunter Class hierarchy has added the Electrical Power
System to that list.
Pg. 5-14 8/20/08

Figure 3- Drilldown showing two vessel class hierarchies.
i. Double click on Machinery Operating and additional categories appear. Notice that the
titles are disappearing to the right on this screen. Scroll over to see them, or use the right
mouse click-View Locations from Parent Level, to eliminate some of the upper
hierarchy from view.
Pg. 5-15 8/20/08

j. The example in figure 4 shows a number of levels of hierarchy down to the Main FO
Service System, with the Main FO Circulating Pump No. 1 selected. This view was
modified by using right mouse click-View Location Path. Experiment with the views
available using a right mouse click. They can be quite useful in this window.
Symbol for
Multiple Pieces
of Equipments.
Figure 4- Drilldown to Horizon Eagle Main FO Circulating Pump No. 1.
k. This view is still the Locations tab, not Equipment. This is a listing of the places on a
vessel which may or may not have Equipment assigned to them. When the Main Circ
Pump is selected, as shown, a new symbol appears in the upper right. This is the symbol
representing multiple Equipments assigned to this Location. The symbol for a single
Equipment is different.
l. Notice that the plus symbol “+” next to each Location has changed to a minus “-“. This
indicates that there are no more levels of hierarchy to uncover. No more “drilling down” is
available.
Pg. 5-16 8/20/08

m. Switch to the Equipment tab to view the Equipment assigned to this Location. This Fuel
Pump Location lists both the Pump and Motor that are installed here. Click OK on either
to bring it back to the Equipment Application.
Figure 5- Fuel Oil Circulating Pump and Motor.
n. Once a record is found in Equipment, it can be assigned to a Work Order, parts for it can
be found, Work History can be searched using the Equipment Number in Work Order
Tracking, and many other tasks can be accomplished that require knowledge of the
Equipment Number.
Pg. 5-17 8/20/08

D. A Lively discussion of GL Accounts.

This section contain instructions for the generation of GL
Accounts where needed. GL stands for General Ledger and is the
way the accountants keep track of the money spent by users of
MAXIMO.
1. GL Credit or Debit Account Numbers.
a. When Horizon started using Maximo, the GL account numbers displayed as a long series
of numbers separated by dashes. Each group of numbers was important information for the
account codes. Account codes enable the company’s financial record keepers to track
spending, inventory and other important monetary amounts.
b. Almost all actual spending in Maximo occurs in the Purchase Module. For example, a
Work Order can be written up for Vendor work, but that Vendor is only paid through a
Vendor Purchase Order. Parts are used in a Work Order, but the money spent for those
parts was originally in a Purchase Order. Tracking spending on parts in Work Orders is
important, which is why parts use in recorded in Work Orders.
c. Each line in a Purchase Order has a GL code assigned to it. Each part in Inventory Control
has a GL code assigned to it. Each Work Order has a GL Code assigned to it, which may
flow to the Purchase Orders generated from that Work Order, or may be used in tracking
details such as Stevedore Damage for collection from other companies.
d. Ultimately, Maximo is useful to Horizon Lines because it saves us money. This money
saving function can’t work properly if correct GL codes are not used. Thus, even though
these codes can seem like a detail important only to accountants, they are, in fact, the heart
of MAXIMO’s use and value to Horizon Lines.
Pg. 5-18 8/20/08

2. Working with GL Credit or Debit Account Numbers.
a. GL Account Codes are most commonly found in Purchase Orders. The Example below
shows the PR Lines tab on a Consumables Purchase Order. The screen is scrolled to the
right to reveal the GL Account Code field.
Figure 1- Debit GL Account field in a Purchase Requisition.
b. The account code for this item is already entered. Purchase Requisitions automatically
uses the account code entered in Inventory Control for an item. This code indicates the AZ
(Horizon Anchorage) and SS&E, a consumables item.
c. The most common time for an end user to create or assign an account code is when adding
a part to the database, either SS&E or M&R. Wherever the GL Account field is
encountered, clicking on the spinner , will bring up the Select Value dialogue for
Account Codes. This will be the same in any application.
Pg. 5-19 8/20/08

d. As can be seen in figure 2, this Select Value Window is somewhat unique and is called GL
Account Navigator. Creating a correct GL Account Code is quite simple in this window.
First, select the vessel to which the account is assigned. Double click on that vessel in the
lower window. Click once and then on the Select Value button also chooses the code.
Figure 2- GL Account Navigator (i.e. Select Value for GL Accounts.)
Pg. 5-20 8/20/08

e. In figure 3, the Horizon Hawk has been chosen. No account as been assigned. The window
shows the list of available choices. The most commonly used for shipboard personnel are
M & R Expense-Vessel Ops, and SS&E (not showing.) Others that will be occasionally
used are Engine Chemicals, Lubricants, Edibles Expense, and Stevedore Damage. All of
these Values are used in some way in tracking operating expenses, but some more than
others.
Figure 3- GL Account Navigator, vessel chosen
f. The number showing on the right is the actual account code used by numbers people, but
will not display outside of this dialogue.
Pg. 5-21 8/20/08

g. Scroll down to the needed Value if necessary and double-click on it. As soon as the GL
Account Code is complete, the window will close and return to the originating application.
In this case, the SS&E Expense-Vessel OPS is chosen.
Figure 4- GL Account Navigator, Account chosen
h. The resulting display is shown in Figure 5. Although it is possible to assign your vessel
expenses to another ship, this is not considered to be a fair method to reduce your own
costs, so please do not do so. Neil will likely catch it in the end in any case.
Figure 5- Completed GL Account number.
Pg. 5-22 8/20/08

E. Cheat Sheets and Short List Instructions.

In this part of the instructions you will find lists of instructions for
various tasks without accompanying details. Print these out, if you
like and use them as a guide when creating work in MAXIMO.
1. Work Order Creation for Shipboard Work.
2. Work Order Creation for Vendor Work.
3. Generate Consumable Purchase Request For Single Vendor.
4. Generate Preventive Maintenance Work Orders.
5. Keyboard Shortcuts in MAXIMO.
6. Troubleshoot Preventive Maintenance Work Order Generation.
Pg. 5-23 8/20/08

1. Work Order Creation for Shipboard Work.
a. Open the Work Order Application.
b. Insert a new record with Autonumber-(Ctr+N).
c. Fill out Description of work and Long Description for a history record.
d. Hyperlink to Equipment or Location and search for the desired Equipment or Location.
e. Bring the Equipment back to the Work Order Use Return Selection to Originating App
icon, , to bring the Equipment (or Location) back to the Work Order.
f. Save the Record. Save frequently throughout this process.
g. Click on Equipment Parts button to search for the parts you used on the job.
h. Select the parts used and bring them back to the Work Order.
i. Choose how many of each part used.
j. Hyperlink to each part’s Reorder Details tab in Inventory Control. Adjust Reorder Point
and Economic Order Quantity to reorder part as desired.
k. Use File Menu Actions-Change Status-Complete to complete the Work Order.
l. Use File Menu Actions-Change Status-Close to close out the WO and put it into History.
Pg. 5-24 8/20/08

2. Work Order Creation for Vendor Work.
a. Open the Work Order Reporting Application.
b. Insert a new record with Autonumber-(Ctr+N).
c. Fill out Description of work, and Long Description for a brief description of desired
work.
d. Hyperlink to Equipment or Location and search for the desired Equipment or Location.
e. Return Selection to Originating App icon, , to bring the Equipment (or Location)
back to the Work Order.
f. Fill out WO Priority, Port in which work is to be done, and Target Start Date.
g. Save the Record. Save frequently throughout this process.
h. Switch to the Plans tab.
i. Using 10, 20, 30 etc. as number series, enter an OP line for each Vendor.
j. Put Vendor and short description of their work in Description line. Put detailed
description of work for each vendor in the Long Description of the line assigned to them.
k. Switch to Costs tab. In Service Cost box, enter an estimated total cost for all work done
on this Work Order.
l. After the work is done, enter any shipboard parts used by switching to Actuals tab, Click
on Materials tab in lower section of screen, then on the Equipment button. Search for the
parts you used and bring them back. Parts use can only be recorded against an Approved
WO.
m. The Port Engineer, or the Chief Engineer can Complete the Work Order. Whoever
supervised the work should do this. Use File Menu Actions-Change Status-Complete to
complete the Work Order.
k. Use File Menu Actions-Change Status-Close to close out the WO and put it into History
after entering History details in the Long Description.
Pg. 5-25 8/20/08

3. Generate Consumable Purchase Request For Single Vendor.
a. Open the Consumable’s Purchase Requisition Application. (Pick your own

Department.)
b. Insert a new record with Autonumber-(Ctr+N N).
c. Fill out Description of work using a standard format that works for you.
d. Fill in the following fields: Priority (0-9), Voyage #, Required (=Date to be delivered.)
e. Fill out a Vendor. Hyperlink from Company field to Company Application. Search for the
Vendor and use Selection to Originating App icon, , to bring the Vendor back to the
PR. Be sure to select the vendor used in Your database.
f. Search for Delivery Port. Click on arrow and go to Select Value Screen. Change
Company field in Search By area to Type. (Hit the letter T until Type appears in box.)
Enter letter D in Field Value. Click Refresh Screen button and choose your Delivery Port.
Click OK to bring it back to PR.
g. Choose your ship and department as the Contact under Delivery Port.
h. Save the Record. Save frequently throughout this process.
i. Switch to the PR Lines tab.
j. Enter your ships Storeroom name (ex. TW.INV, in Default Table Data –Storeroom field
at bottom of screen. (This saves work later.)
k. Choose Menu Actions-Select Items From Vendor List. In the Filter By section, Items
field, put WC% (or EC/GC as appropriate), unclick Show Items where Vendor is
Primary Box, and click Refresh button.
l. Control Click to select the items you need. Click OK to bring them back to PR module.
Change Quantity to number of each to order. Save the record. Respond to any alerts from
MAXIMO (a storeroom is required, if you entered the default, it will already be there.)
m. Click on the arrow in the Status field at upper right. Choose In Progress. Click OK. Now
this order is parked and won’t be acted on by Purchasing.
n. Add parts to this order until it is completed. When the order is ready to send, change it
back to Waiting for Approval by reversing process in line m.
Pg. 5-26 8/20/08

4. Generate Preventive Maintenance Work Orders.
a. Open the Preventive Maintenance Application. Assume you are generating Work
Orders for the entire PM list.
b. Click on the arrow, , in the Icon Menu to select the PM list.
c. Use the Actions-Generate Work Order menu. Generate WO screen comes up. Click on
Selected Records and put a number in the Next _ Days field. 30 will project the next 30
days of work. Leave the Use Frequency Criteria box checked.
d. You should see messages flashing on the lower portion of the screen that Work Orders
have been generated. You also will see a message that some PM’s are not due yet. If all is
working correctly, the PM’s that are due will have generated Waiting to be Scheduled
Work Orders.
5. Keyboard Shortcuts in MAXIMO.
Function Keys
F1 = Field Help
F2 = Insert (Creates a New Record with either an Auto number or not)
F3 = Erase
F5 = Save
Control Keys
Control N = Inserts new Record (Work Order, Equipment record, etc.)
Control D = Delete Row - Places an X on a table row. Save and the row is gone
Control U = Undeletes Row - Removes the X on a table row
Control H = Hyperlink - Initiates Hyperlinking if your cursor is in a field with a Hyperlink
Control M = Main Menu - Moves you to the Main Menu
Control P = Print Form - Prints basic record information if your computer is connected to a printer
Control R = Refresh - Refreshes the record you have on your screen
Control Enter = the same as clicking on a detail button in a field.
Cut-Copy-Paste
Control X = Cuts - Removes info from fields and places on a clipboard in the background
Control C = Copies - Copies highlighted info and places on a clipboard in the background
Control V = Paste - Places the info from the clipboard into the field your cursor is in
Pg. 5-27 8/20/08

6. Troubleshoot Preventive Maintenance Work Order Generation.
a. There are two kinds on PM’s. Calendar based and meter based (running hours).
b. Calendar based PM’s will generate when the following fields are populated correctly.
1. On the opening screen (PM tab) Lead Time Active must equal Y. Lead Time (Days)
must have a number entry.
2. On the Frequency tab, you must have a First Start Date, Target Date must equal Y, and
Use Frequency for Scheduling equals Y.
3. If the above are in place, and there is no Next Due Date information, change the First
Start Date by any amount, and the Next Due Date will populate. At this point, you
should be able to generate a WO from this PM. You can generate WO’s individually to
test their function.
Pg. 5-28 8/20/08


MAXIMO Instructions 1-08v8

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MAXIMO Instructions for Horizon Lines LLC

MAXIMO Instructions Table of Contents

Introduction to MAXIMO Training Notebook................................................... vi

Table of MAXIMO Applications and Job Functions. ....................................... vii

1. Section One- MAXIMO Introduction..........................................................1

2. Section Two- MAXIMO Applications Training .......................................20

B. MAXIMO Equipment Application:.......................................................................... 24

3. Section Three- Purchase and Ordering Instructions .................................1

4. Section Four- Preventive Maintenance........................................................1

B. Meter Based Preventive Maintenance ...................................................................... 17

5. Section Five- Work Orders for Specific Jobs..............................................1

6. Section Five- MAXIMO General Use Instructions ....................................1

C. Drilldown Is Not a Search for Oil ............................................................................. 12

Introduction to MAXIMO Training Notebook

This notebook is intended as a guide for Horizon Lines Employees

Any feedback of a constructive nature would be greatly

Many of the sections are intended to be used as a step by step

This project can only succeed with participation and creative

Table of MAXIMO Applications and Job Functions.

Job Function Maximo Application Instructions

1. Section One- MAXIMO Introduction

A. General Introduction to Maximo Applications

The Maximo program is a group of programs that work together

There are a number of definitions or terms used in Maximo that

Pg. 2-1 8/20/08

1. Application Screen Details Graphic.

a. Figure 1 is a common Maximo Screen.

Tabs access different screens within the

Use available fields to search for record.

Build a Query (search for records)

Figure 1- Work Order Tracking Screen in Query Mode.

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2. Application Menu Detail Graphics.

Edit Menu – Standard

View Menu – View List

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Actions Menu – The

Insert Menu –Creating

Navigate Menu –Navigates

Figure 2- Work Order Tracking Menu details.

Pg. 2-4 8/20/08

3. Application Icon Descriptions Graphics.

Windows Standard Cut,

Save Record. Print Form. Prints Run Reports. Choose

Get Next or Return to Previous Define Filter.

View List. View Return Selection to

Figure 3- Work Order Tracking Icon Descriptions.

Pg. 2-5 8/20/08

B. Database Introduction and Searching.

Databases are a means to store information in such a way that it

1. Maximo Database Structure.

2. Build Queries to find Records with information.

3. Hyperlink Between Applications to Build Queries.

4. Use Select Value Screen.

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1. Maximo Database Structure.

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Figure 1- Field identification.

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2. Build Queries to find Records with information.

Figure 2- Define Filter Dialogue

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Figure 3- Select Value for Status.

Figure 4- Query built for APPR Status.