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  • 1.  WO Record Management

    Posted 05/14/20 06:04 AM

    Our Maximo system now contains close to 2 million WO records.    We are contemplating the following actions:

    1.       DELETING legacy WOs that don't have reference to an asset or contain work logs.   What is the best approach to doing so that won't impact database performance?       

    2.       CHANGING STATUS OF WOs to CLOSE.  It has not been our practice to change the WO status to CLOSE –  last status change is COMP. What benefit (impact on system performance/resources) will result?

    3.       ARCHIVING WOs in a manner so that the user would still query the records from within Maximo and see the archived WOs in search results with WOs stored in Maximo.  Users are also wanting to see archived WOs on BIRT reports too.  What are the considerations here and approaches to do so?

     

    Thank you.

    --Nancy

     

     

     


    #Maximo
    #AssetandFacilitiesManagement


  • 2.  RE: WO Record Management

    Posted 05/15/20 02:26 AM
    Two million WO's in nothing.  I have client exceeding 40M.
     
    As for archiving vs performance turning, part of the answer is about
    - where your getting issues
    - do need to retain data for compliance or asset performance
     
    Most typically issues arise due to the number of Workflow transaction records and interface records.
     
    Good tuning has brought some good results and it's simply done.  We reduced creating a work order time from >1min to 2 sec be doing some retune.
     
    Think through why you need to do this.
     
    ===
    As for any difference between COMP and CLOSE... of course, big time.  Good practice is that even if you work stops at COMP, that you have an escalation or cron task to close them off.  It does effect the general performance.
     
    ISW is happy to assist with this process.
     
     
    Regards, Craig
     

    Craig Kokay     
    Lead Senior Consultant – Maximo

    T: 02 8599 1360 | M: 0411682040
    Email: ckokay@isw.net.au
    LI: craigkokay
    Web: www.isw.com.au    		      


    ------Original Message------

    Our Maximo system now contains close to 2 million WO records.    We are contemplating the following actions:

    1.       DELETING legacy WOs that don't have reference to an asset or contain work logs.   What is the best approach to doing so that won't impact database performance?       

    2.       CHANGING STATUS OF WOs to CLOSE.  It has not been our practice to change the WO status to CLOSE –  last status change is COMP. What benefit (impact on system performance/resources) will result?

    3.       ARCHIVING WOs in a manner so that the user would still query the records from within Maximo and see the archived WOs in search results with WOs stored in Maximo.  Users are also wanting to see archived WOs on BIRT reports too.  What are the considerations here and approaches to do so?

     

    Thank you.

    --Nancy

     

     

     


    #Maximo
    #AssetandFacilitiesManagement


  • 3.  RE: WO Record Management

    Posted 05/15/20 09:23 AM
    Hi Nancy, 

    I agree with Craig.  You should consider using an escalation to change your work order statuses to CLOSE after a certain period of time once they are completed.  Closed work orders are considered historical in Maximo and are automatically filtered out of view unless a user is querying for them.  For example, in Work Order Tracking, if you open the advanced search, you will see a search field called History.  This is defaulted to N.  This is because the closed and canceled work orders are filtered out of view.  You simply need to remove the N to search for closed work orders in your search.

    There are some good support articles on how to set up the escalation.  You can add more criteria to the escalation process to automate your close out checks.  For example, you could verify that there are no open POs for the work order, time is entered, failure codes are entered if it's a corrective, etc.  Once a work order status is closed, the work order is read-only unless you use the action to edit the work order history.  This action is tracked and opens the work order for limited updates and once the updates are done, it becomes read only again.

    https://www.ibm.com/support/pages/using-escalations-close-completed-work-orders

    ------------------------------
    Lacey Radabaugh
    Client Technical Professional
    IBM
    ------------------------------



  • 4.  RE: WO Record Management

    Posted 05/22/20 09:33 AM
      |   view attached
    Hi Nancy, 

    To respond to your query about Maximo Workorder and data archiving, it is a good practice to close work orders regularly using some of the suggested techniques here. 

    To help Maximo users attain improved system performance, archive old records and keep archived data easily accessible in real-time, AssetOne has developed a Maximo Add-on tool called CleanUP for Data Archiving. The archiving application and archived data both remains accessible from within Maximo. Users can view archive logs & archived data in real-time using BIRT reports. Tool allows users to schedule archives at regular interval and hence support team can become maintenance free of manually archiving Maximo records.Tool is designed to pick all dependencies of work orders for clean data maintenance.

    There are many other reasons to do Maximo Data Archiving. Apart from the Work Order table there are many underlying application features, workflows, escalations, material usage and integration transactions are constantly creating transactions inside Maximo which are tied to main modules like Work orders & Inventory to describe it in short. .

    I am adding the CleanUP tool's brochure and website link for everyone's benefit here. Please let us know if we can assist in your Maximo Data Archiving needs.

    http://assetone.net/maximo-data-archiving-cleanup/

    Thanks
    Kashyap Sanghvi
    Principal Architect
    AssetOne



    ------------------------------
    Kashyap Sanghvi
    CEO and Principal Architect
    Assetone.Net
    Dover DE
    9044038251
    ------------------------------

    Attachment(s)

    pdf
    Maixmo Data Archiving Tool CleanUP.pdf   295 KB 1 version
    Original Message


  • 5.  RE: WO Record Management

    Posted 05/15/20 03:36 PM
    Hi Nancy - i think it depends on how many years the 2million work orders span. If the span of years is decades, then perhaps deleting may become an option. However, as a reliability engineer, history is key info assuming the workorder details are relevant and accurate. I would want to have access to history.
     
    However, more importantly, the fact that you chose not to CLOSE work orders is not recommended! Closing workorders means any queries can auto-exclude history workorders, resulting in much better system performance.
     
    Finally, IBM have an archiving solution which provides you your third option of still being able to access the history workorders that have been archived if necessary.
     
     
    Kind regards
     
    Kevin Elliot
    Industry Consultant, Maximo Solution Manager, Project Manager
    IBM Global Business Services (GBS)
    Intelligent Connected Operations (formerly Watson IoT & Industry 4.0)
    Mobile: +44 (0) 755 775 6593
    E-mail: kevin.elliot@uk.ibm.com
    Mobex: 37279247
     
    Planned Vacation:
    Unless stated otherwise above:
    IBM United Kingdom Limited - Registered in England and Wales with number 741598.
    Registered office: PO Box 41, North Harbour, Portsmouth, Hampshire PO6 3AU



    ------Original Message------

    Our Maximo system now contains close to 2 million WO records.    We are contemplating the following actions:

    1.       DELETING legacy WOs that don't have reference to an asset or contain work logs.   What is the best approach to doing so that won't impact database performance?       

    2.       CHANGING STATUS OF WOs to CLOSE.  It has not been our practice to change the WO status to CLOSE –  last status change is COMP. What benefit (impact on system performance/resources) will result?

    3.       ARCHIVING WOs in a manner so that the user would still query the records from within Maximo and see the archived WOs in search results with WOs stored in Maximo.  Users are also wanting to see archived WOs on BIRT reports too.  What are the considerations here and approaches to do so?

     

    Thank you.

    --Nancy

     

     

     


    #AssetandFacilitiesManagement
    #Maximo


  • 6.  RE: WO Record Management

    Posted 05/15/20 03:42 PM
    I would definitely start with option #2, closing work orders.

    It is the easiest option for you to implement, will not lose any data, and will greatly improve the performance of you system.

    You can batch close the work orders. You can also create an escalation that will automatically close a work order 30-days after it is completed, which will also help you moving forward.

    If the system still has performance issues after you close most of your 2 million work orders you can consider one of the other options.

    Tim​

    ------------------------------
    Timothy Taber
    Vice President
    Barton & Loguidice| PC
    Liverpool NY
    315-457-5200
    ------------------------------



  • 7.  RE: WO Record Management

    Posted 05/15/20 04:50 PM
    HI Nancy,

    You have received some of the best advice on the planet form Craig, Lacey, Kevin, and Tim.  One thing you may or may not have an appreciation for is: Maximo is fundamentally a cost accounting system. The cost information accrued in a work order spanning labor, services, tools and materials, provides key insight into how your assets are performing, how you maintenance organization is performing and delivering capacity to operation, and how maintenance strategies affect Asset Lifecycle, etc.  The closure of work orders on a timely basis (and that is key here,) will help drive best practices and deliver not only improved system performance but also improved business performance (i.e. improved profitability.) 

    So my $.02 - (echoing my colleagues,) do not delete old WO's, archive them, and set up the escalations to close work orders on a timely basis corresponding to your accounting cycles.  If you have any additional questions, you will hopefully find (as many have) that the Maximo community is more than willing to help you work with this tool!  Happy Maximoing!

    ------------------------------
    Bradley K. Downing , MBA
    IBM Certified Adv. Deployment Prof. Maximo v7.6.1
    IBM
    Bakersfield CA
    ------------------------------



  • 8.  RE: WO Record Management

    Posted 05/17/20 04:48 AM
    Hi Nancy,

    Here goes my thoughts about your issue:

    1. Deleting WOs: You should Never think of deleting work order data. In the world of Data science and Machine Learning historical work order information is the key to provide New world Asset Maintenance solutions. So, this option should never be opted for. I am not sure which version of Maximo you are using but even if you go for an upgrade and think creating a new system, I would suggest keeping the data achieved. Historical data is gold in this world of Data Science solutions.
    2. CHANGING STATUS OF WOs to CLOSE.: As suggested by others, this should be the first step towards better Maximo system in terms system performance and user experience. Now, creating this solution is fairly simple but it has to be solution-ed properly. Few suggestions from me:
    a. Please do not go with data base field updates. That is, running some queries to update the status and history fields. Maximo has in-built validations and logic upon work order closer. Work Order closure solution should go through Work Order's MBO code. So, please plan this accordingly.
    b. This would be a bulk closure so please be careful and do not create a solution for closing 2 Million work orders in 1 go. Please plan it to be done in non-buiness hours and in smaller chunks.
    c. As the solution would require to be created for smaller chunks of work order so would require some designing to create the best possible solution which would not cause a panic.
    d. Create 1 more solution which would close your future work orders periodically. This solution would definitely be a escalation which would check the age of the completed work orders and close it. You can decide after how days should the work order be closed.
    e. All the work order getting closed should be marked. That is, the work orders which would be closed in bulk should would have a different Memo and the work orders which will be closed in future would have a different memo. It can be memo or any fields as per your Maximo system. This will be important if you want to look back and segregate the closed work orders.
    f. Lastly, I would suggest involving a technical consultant for this closing of work orders so that you can have the best possible solution for your organization. A small cost for better user experience and system performance.

    3.  ARCHIVING WO - There are few archiving solution in market and you can opt for 1 one if you have the budget. One of the solution is from IBM and same has been advised by Kevin. But, you definitely would have to do the closing of work orders before achieving it. You can also create your own in house solution to archive work order from time to time. Accessing those archived would require some changes to your application and BIRT reports. I am not sure about the archiving solution in the market and how they manage the business requirement to refer the archived data from application and BIRT reports. But , I am guessing you can ask for  demos from IBM or other product owners and decide. 

    Feel free to reach out to me if you would like to discuss it in more depth.
    Here below is my linkedin Profile:
    https://www.linkedin.com/in/biplab-maximo-consultant/

    Thanks,
    Biplab



    ------------------------------
    Biplab Choudhury
    Maximo Consultant
    Tata Consultancy Services
    Melbourne
    ------------------------------



  • 9.  RE: WO Record Management

    Posted 05/18/20 09:17 AM
    Hi Nancy
    I"ll echo Craig, Bradley and others here. Start with getting work orders to CLOSE state, but do it bit by bit.
    2 million work orders is very small, so definitely don't look at archiving or deleting, there is no need. But you should think about what will happen when you get to 10M or more, many clients have a separate reporting database to offset work order based reports that may be trying to summarise that number of work orders.
    Two things to look out for particularly:
    • Don't have too many work order indexes that include STATUS. Reason, when you get to 20M or more records those indexes will be bigger than 1GB, that is a lot of disk activity every time you change status, and a work order with 10 tasks has 11 status changes. In fact, beware of too many indexes on WORKORDER generally.
    • Use Work View for work order based result sets. Hardly anyone does, but I've worked on a system with 25M work orders, where some Start Centers wouldn't open (longer than 30 minute timeout), yet would open in a few seconds by using Work View instead with 25M records.
    There are several techniques for improving performance generally, and there is also a Maximo performance guide which does a pretty good job. Seek out help from one of the seasoned Maximo business partners who have had experience working with large Maximo databases, as they should know what to look out for. There's nothing like experience in an area like this. One day I'll write about my experiences on www.maximosecrets.com, it is on my very long list of things to write about.

    Good luck.

    ------------------------------
    Andrew Jeffery
    ------------------------------



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