IBM Maximo Adapter for Microsoft Project 7.5: User Guide · PDF fileLoading resources into Microsoft Project....15 Chapter 4 ... by defining the mappings in the ... Maximo Adapter

IBM Maximo Adapter for Microsoft ProjectVersion 7 Release 5

User Guide

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 31.

This edition applies to version 7, release 5, modification 0 of IBM Maximo Adapter for Microsoft Project and to allsubsequent releases and modifications until otherwise indicated in new editions.

© Copyright IBM Corporation 2011.US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contractwith IBM Corp.

Contents

Chapter 1. IBM Maximo Adapter forMicrosoft Project overview . . . . . . 1

Chapter 2. Configuring Maximo Adapterfor Microsoft Project . . . . . . . . . 3Configuring automatic login settings . . . . . . 3Configuring language settings . . . . . . . . 3Configuring help settings . . . . . . . . . . 4Custom data mapping . . . . . . . . . . . 5Defining custom mappings . . . . . . . . . 8MaximoProject.ini file . . . . . . . . . . . 8

Chapter 3. Integrating Maximo AssetManagement and Microsoft Projectdata . . . . . . . . . . . . . . . . 13Creating a project in Microsoft Project that usesMaximo Asset Management data . . . . . . . 13

Transferring work orders to Microsoft Project forscheduling. . . . . . . . . . . . . . 13Selecting preventive maintenance records forscheduling. . . . . . . . . . . . . . 14Loading resources into Microsoft Project. . . . 15

Chapter 4. Synchronizing data . . . . 17Work order refresh . . . . . . . . . . . . 17Refreshing Maximo Asset Management work ordersin Microsoft Project . . . . . . . . . . . . 17

Saving work order data from Microsoft Project toMaximo Asset Management . . . . . . . . . 18

Chapter 5. Scheduling projects usingMaximo Asset Management data . . . 19Creating a preventive maintenance workloadforecast . . . . . . . . . . . . . . . . 19Planning work for a shutdown period . . . . . 19Scheduling a work order backlog . . . . . . . 19Consolidating projects . . . . . . . . . . . 20Constraining previously scheduled dates . . . . 20Comparing the scheduled dates of a project . . . 21

Chapter 6. Data mapping . . . . . . . 23Crafts, labor, and tools data mapping. . . . . . 23Work order and preventive maintenance datamapping . . . . . . . . . . . . . . . 25Schedule constraints data mapping . . . . . . 26Duration data mapping . . . . . . . . . . 28Progress data transfer logic . . . . . . . . . 28Resource calculations . . . . . . . . . . . 29Transferring data from Microsoft Project to MaximoAsset Management . . . . . . . . . . . . 29

Notices . . . . . . . . . . . . . . 31Trademarks . . . . . . . . . . . . . . 32

© Copyright IBM Corp. 2011 iii

iv IBM Maximo Adapter for Microsoft Project 7.5: User Guide

Chapter 1. IBM Maximo Adapter for Microsoft Projectoverview

You use IBM® Maximo® Adapter for Microsoft Project to view, schedule, and workwith IBM Maximo Asset Management data in Microsoft Project. You can createprojects that use the data from Maximo Asset Management work orders andpreventive maintenance records.

By selecting options from the Maximo menu in Microsoft Project, you can createprojects that use work orders and preventive maintenance data from Maximo AssetManagement. You can also transfer crafts, tools, and people records from MaximoAsset Management into Microsoft Project. You can schedule project work using theMaximo Asset Management data and resources. After you work with your project,you can return schedule data to the Maximo database.

© Copyright IBM Corp. 2011 1

2 IBM Maximo Adapter for Microsoft Project 7.5: User Guide

Chapter 2. Configuring Maximo Adapter for Microsoft Project

You can configure your login settings and your language settings. You can createdata mappings to transfer custom work order and preventive maintenance databetween Maximo Asset Management and Microsoft Project. You can configure aconnection to the locally installed version of the information center.

Configuring automatic login settingsBy default, you must enter your Maximo Asset Management credentials every timeyou open Microsoft Project when Maximo Adapter for Microsoft Project isinstalled. However, you can configure the adapter to automatically connect toMaximo Asset Management.

Procedure1. Open the MaximoProject.ini file in a text editor.2. In the system section of the MaximoProject.ini file, uncomment the

LOGINMODE=Auto line to enable automatic login to Maximo Asset Management.3. In the system section of the MaximoProject.ini file, enter a valid Maximo Asset

Management user name and password.4. Save the MaximoProject.ini file.

Results

You are automatically connected to Maximo Asset Management with the specifieduser name and password when you open Microsoft Project.Related reference

“MaximoProject.ini file” on page 8The MaximoProject.ini file contains settings for user options, including login,logging, and data mapping settings. You can customize your installation ofMaximo Adapter for Microsoft Project by changing the settings in theMaximoProject.ini file.

Configuring language settingsYou can deploy Maximo Adapter for Microsoft Project in the languages that areavailable on the Maximo Asset Management application server. You run theTDToolkit.bat utility to deploy translated versions of Maximo Adapter forMicrosoft Project.

Before you begin

The server component of the Maximo Adapter for Microsoft Project installationprogram must be installed on your Maximo Asset Management application server.

Procedure1. Open a command prompt on the application server.2. Enter cd Product_Home\tools\maximo.


3. Enter TDToolkit.bat -pmpupdate -version"version_number" to import thetranslated content. V7100-000 is the default version number for all MaximoAsset Management 7.X versions.

4. Check the error log file for any errors that occurred.a. Enter cd Product_Home\tools\maximo\log

b. Open the TDToolkittimestamp.log file.

Results

All the available languages on your Maximo Asset Management application serverare available in Maximo Adapter for Microsoft Project.

Configuring help settingsMaximo Adapter for Microsoft Project connects to the product information centerat ibm.com by default. You can configure Maximo Adapter for Microsoft Project toconnect to a locally installed information center.

About this task

To configure Maximo Adapter for Microsoft Project to connect to the locallyinstalled information center, you edit the INFOHOST, INFOPORT, andINFOPATH parameters in the MaximoProject.ini file with the help settings fromthe Maximo Asset Management System Properties as follows:v set INFOHOST to be a concatenation of mxe.help.protocol and mxe.help.host.v set INFOPORT to the same value as mxe.help.port.v set INFOPATH to be a concatenation of mxe.help.path and the plug-in ID. The

plug-in ID Maximo Adapter for Microsoft Project is com.ibm.prj.doc.

For example, if the help settings in the Maximo Asset Management SystemProperties are as follows:v mxe.help.protocol= httpv mxe.help.host=exampleserver.example.comv mxe.help.port=9080v mxe.help.path=/help/

To configure the connection to the locally installed information center, you edit theMaximoProject.ini file to read,INFOHOST=http://exampleserver.example.comINFOPORT=9080INFOPATH=help/index.jsp?topic=/com.ibm.prj.doc.

Procedure1. In the System Properties tab of the Maximo Asset Management System

application, select System Configuration > Platform Configuration > SystemProperties. Filter on mxe.help. Note the following values, mxe.help.protocol,mxe.help.port, mxe.help.host, mxe.help.path.

2. Open the MaximoProject.ini file in a text editor.3. In the system section of the MaximoProject.ini file, edit the following

parameters, INFOHOST, INFOPORT, and INFOPATH as follows:


Option Description

INFOHOST mxe.help.protocol ://mxe.help.host

INFOPORT mxe.help.port

INFOPATH mxe.help.path/index.jsp?topic=/com.ibm.prj.doc

Results

You are connected to the locally installed information center when you click theMaximo Adapter for Microsoft Project help links.Related reference

“MaximoProject.ini file” on page 8The MaximoProject.ini file contains settings for user options, including login,logging, and data mapping settings. You can customize your installation ofMaximo Adapter for Microsoft Project by changing the settings in theMaximoProject.ini file.

Custom data mappingYou can define custom mapping of work order and preventive maintenance fieldsby defining the mappings in the MaximoProject.ini file. There are some limitationson how the data can be mapped.

The data type selected for the Microsoft Project field must be compatible with thedata type of the Maximo Asset Management field. For example, if the MaximoAsset Management field is alphanumeric (ALN), the Microsoft Project field mustbe configured as Text. If the Maximo Asset Management field is Yes or No(YORN), the Microsoft Project field must be configured as FLAG fields.

Each field can be used for one data mapping definition.

Available fields in Microsoft Project

The following Microsoft Project fields are available for mapping to Maximo AssetManagement.v Date1 - Date10v Text1 - Text27v Cost1 - Cost10v Flag1 - Flag20

Mapping work order data

For work order data, the all fields in the Maximo Asset Management WorkOrdertable and any custom fields defined in the MaximoProject.ini file are available tomap to Microsoft Project fields.

Example custom mapping of work order data

To map the work order data, add the following code to the wofieldmap section ofthe MaximoProject.ini file.

Chapter 2. Configuring Maximo Adapter for Microsoft Project 5

Table 1. Work order data mapping example

Parameter Value

Key name WOMAPROW1

Maximo column name location

Microsoft Project task field text1

Lookup status TRUE

[wofieldmap]WOMAPROW1=location text1 TRUE

Mapping preventive maintenance data

For preventive maintenance records, fields from the WogenForecast table inMaximo Asset Management are available to map to Microsoft Project fields.

Table 2. Maximo Asset Management fields available for mapping preventive maintenancedata to Microsoft Project fields

ATTRIBUTENO ATTRIBUTENAME

1 PARENT

2 STATUS

3 WORKTYPE

4 DESCRIPTION

5 ASSETNUM

6 LOCATION

7 JPNUM

8 ESTDUR

9 ESTLABHRS

10 PMNUM

11 HASCHILDREN

12 WOPRIORITY

13 TARGCOMPDATE

14 TARGSTARTDATE

15 CALENDAR

16 DOWNTIME

17 CREWID

18 SUPERVISOR

19 CALCPRIORITY

20 WOSEQUENCE

21 PMDUEDATE

22 PMEXTDATE

23 PMNEXTDUEDATE

24 ORGID

25 SITEID

26 TASKID

27 GLACCOUNT


Table 2. Maximo Asset Management fields available for mapping preventive maintenancedata to Microsoft Project fields (continued)

ATTRIBUTENO ATTRIBUTENAME

28 WOPM1

29 WOPM2

30 WOPM3

31 WOPM4

32 WOPM5

33 WOPM6

34 WOPM7

35 STORELOC

36 ISTASK

37 WONUM

38 ASSETLOCPRIORITY

39 PARENTJP

40 PARENTCHGSSTATUS

41 INTERRUPTIBLE

42 LONGDESCRIPTION

43 STORELOCSITE

Example custom mapping of preventive maintenance data

To map the preventive maintenance data, add the code to the pmfieldmap section ofthe MaximoProject.ini file.

Table 3. Preventive Maintenance data mapping example

Parameter Value

Key name PMMAPROW2

Maximo column name assetnum

Microsoft Project task field text2

Lookup status TRUE

[pmfieldmap]PMMAPROW2=assetnum text2 TRUE


Related tasks

“Defining custom mappings”Custom mapped fields are user-defined fields that transfer extra informationbetween Maximo Asset Management and Microsoft Project. You create custommappings of work order and preventive maintenance data by adding the mappingdefinitions to the MaximoProject.ini file.Related reference

“MaximoProject.ini file”The MaximoProject.ini file contains settings for user options, including login,logging, and data mapping settings. You can customize your installation ofMaximo Adapter for Microsoft Project by changing the settings in theMaximoProject.ini file.

Defining custom mappingsCustom mapped fields are user-defined fields that transfer extra informationbetween Maximo Asset Management and Microsoft Project. You create custommappings of work order and preventive maintenance data by adding the mappingdefinitions to the MaximoProject.ini file.

Procedure1. Open the MaximoProject.ini file in a text editor.2. Define work order data mapping in the wofieldmap section by adding a line

with the format key name=Maximo column name Microsoft Project task fieldname Lookup status

3. Define preventive maintenance data mapping in the pmfieldmap section byadding a line with the format key name=Maximo column name Microsoft Projecttask field name Lookup status

4. Save the MaximoProject.ini file.Related concepts

“Custom data mapping” on page 5You can define custom mapping of work order and preventive maintenance fieldsby defining the mappings in the MaximoProject.ini file. There are some limitationson how the data can be mapped.Related reference

“MaximoProject.ini file”The MaximoProject.ini file contains settings for user options, including login,logging, and data mapping settings. You can customize your installation ofMaximo Adapter for Microsoft Project by changing the settings in theMaximoProject.ini file.

MaximoProject.ini fileThe MaximoProject.ini file contains settings for user options, including login,logging, and data mapping settings. You can customize your installation ofMaximo Adapter for Microsoft Project by changing the settings in theMaximoProject.ini file.

You can customize the following sections of the MaximoProject.ini file:v system

v options

v field


v wofieldmap

v pmfieldmap

The system section

The system section of the MaximoProject.ini file contains information about theMaximo Asset Management server that this client connects to.

SERVERIPThe IP address of the Maximo Asset Management application server. TheSERVERIP parameter must contain a valid value and it must not becommented out.

SERVERRMIThe SERVERRMI parameter value must be commented out unless themax.registry.port setting of the Maximo Asset Management application serverhas a value other than the default value of 1099.

SERVERPORTThe SERVERPORT parameter must contain a valid value and it must not becommented out.

SERVERNAMEThe server name of the Maximo Asset Management application server. TheSERVERNAME parameter must contain a valid value and it must not becommented out.

The system section of the MaximoProject.ini file also contains the login settings forconnecting Maximo Adapter for Microsoft Project to Maximo Asset Management.By default, the login settings are commented out, and users must manually log into Maximo Asset Management every time they open Microsoft Project. You canuncomment the lines in the system section to allow automatic login to MaximoAsset Management.

The system section has the following format.[system]LOGINMODE=AutoUSERNAME=usernamePASSWORD=password

The system section of the MaximoProject.ini file also contains the parametersINFOHOST, INFOPORT, and INFOHOST.

TheINFOHOST, INFOPORT, and INFOHOST parameters point to the MaximoAdapter for Microsoft Project information center. The parameter values are setduring installation to point to the information center hosted at ibm.com.

The parameters can be configured to link to the information center installed onyour local application server. The Maximo Asset Management help settings,mxe.help.protocol , mxe.help.port, mxe.help.host, and mxe.help.path can beviewed in the system properties application. When the link to the locally installedinformation center is configured the INFOHOST, INFOPORT, and INFOHOSTparameters are configured as follows:

INFOHOSTINFOHOST is a concatenation of mxe.help.protocol and mxe.help.host.

INFOPORTINFOPORT= mxe.help.port


INFOPATHINFOPATH is a concatenation of mxe.help.path and the plug-in ID (forMaximo Adapter for Microsoft Project the plug-in ID is com.ibm.prj.doc)

The options section

The options section of the MaximoProject.ini file contains options for error logs,messages, and data transfer.

LogtypeThe Logtype parameter indicates what messages are logged. Its format isLOGTYPE=Logtype value.

Table 4. Logtype values

Logtypevalue Description

NONE No messages are logged.

SQL SQL statements are logged.

ERRORS Error messages, and certain program instructions are logged.

SQL-ERRORS

SQL statements, error messages, and certain program instructions are logged.

FULL SQL statements, error messages, certain program instructions, and performanceinformation are logged.

LogfileThe Logfile parameter specifies the file name of the message log file. TheLogfile parameter can include a full Windows path to the message log file. Ifthe path is omitted, the log file is saved in the Maximo Adapter for MicrosoftProject installation directory. The format of theLogfile parameter isLOGFILE=logfile_path/logfilename.log

IGNORETASKSIf the line IGNORETASKS=TRUE is uncommented, the work order tasks arenot loaded into Maximo Adapter for Microsoft Project when a work orderquery is selected.

SHOWCLASSSELECTORIf SHOWCLASSSELECTOR=TRUE, the WOCLASS (WORKORDER/TASK/CHANGE/RELEASE) column is transferred to Microsoft Project. If you enablethe SHOWCLASSSELECTOR setting, tasks that you transfer from MaximoAsset Management are identified in the Class column in Microsoft Project.

UPDATEFINISHANNOUNCEIf UPDATEFINISHANNOUNCE=TRUE, a message is shown when an updatefrom Maximo Asset Management is complete.

SAVEPREDECESSORSIf SAVEPREDECESSORS=TRUE, predecessors are saved back to MaximoAsset Management as actual predecessor data. Tasks that are loaded fromMaximo Asset Management with sequence numbers and then saved with thisoption on are saved as Maximo Asset Management predecessors.

USESSLThe parameter USESSL=TRUE if your server is configured to use SSL.

DONTRETAINPARENTIf the line DONTRETAINPARENT=TRUE is uncommented, then child work


orders that do not have a parent work order in Microsoft Project aretransferred to Maximo Asset Management from Microsoft Project without thelink to the parent work order.

The field section

The field section of the MaximoProject.ini file contains SSL settings, lookup tablesettings, and value list lookup settings.

To transfer work order data to Maximo Asset Management from Microsoft Project,the wofieldmap section must have a corresponding field section setting ofeditable=true.

The format of the field section is:[field-INSPECTOR]lookuptype=falseeditable=true

To configure a field for a table lookup in Maximo Project, the following settings arerequired:lookuptype= table (Valid settings are table or valuelist)lookuptable= the Maximo database tablekeyfield= primary key fielddescription= field value to be displayed

The following is an example of how to configure a field for a table lookup.[field-SUPERVISOR]lookuptype=tablelookuptable=PERSONkeyfield=PERSONIDdescription=DISPLAYNAMEeditable=true

To configure a field for value list lookup in Maximo Project, the following settingsare required:lookuptype= valuelist (Valid settings are table or valuelist)lookuptable= valid settings are: SYNONYMDOMAIN, ALNDOMAIN or NUMERICDOMAIN

The following is an example of how to configure a field for a value list lookup.[field-STATUS]lookuptype=valuelistlookuptable=SYNONYMDOMAINkeyfield=VALUEdescription=descriptioneditable=true

The wofieldmap section

The wofieldmap section contains custom data mappings between fields in the workorder table of Maximo Asset Management and the task fields of Microsoft Project.The values in the wofieldmap section define the work order data that transferredfrom Maximo Asset Management to Microsoft Project.

The format of the wofieldmap section is:[wofieldmap]key name=Maximo column name Microsoft Project task field name Lookup status


Key nameThe key name has the format WOMAPROWx, where x is 1-99. You can mapup to 99 rows of work order information.

Maximo Asset Management column nameThe name of the Maximo Asset Management database column from whichwork order data is transferred to Microsoft Project.

Microsoft Project task fieldThe name of the Microsoft Project task field that holds the transferred MaximoAsset Management data. This field name is language-dependent and it mustmatch the field name in Microsoft Project.

Lookup statusThe Lookup Status has the value TRUE or FALSE. TRUE, indicates the Valuelist is enabled for the Maximo Adapter for Microsoft Project field. FALSEindicates the Value list is disabled for the Maximo Adapter for MicrosoftProject field. Enabling the Lookup Status affects performance, as populatingthe Value list increases the amount of data transferred.

The pmfieldmap section

The pmfieldmap section contains custom data mappings fields between thepreventive maintenance table of Maximo Asset Management and the task fields ofMicrosoft Project.

The format of the pmfieldmap section is:[pmfieldmap]key name=Maximo column name Microsoft Project task field name Lookup status

Key nameThe key name has the format PMMAPROWx, where x is 1-99. You can map upto 99 rows of preventive maintenance information.

Maximo Asset Management column nameThe Maximo Asset Management database column from which preventivemaintenance data is transferred to Microsoft Project.

Microsoft Project task fieldThe Microsoft Project task field that holds the transferred Maximo AssetManagement data. This field name is language-dependent and it must matchthe field name in Microsoft Project.

Lookup statusThe Lookup Status has the value TRUE or FALSE. TRUE indicates the 'SelectValue list' is enabled for the Maximo Adapter for Microsoft Project field. FALSEindicates the 'Select Value list' is disabled for the Maximo Adapter forMicrosoft Project field. Enabling the Lookup Status affects performance aspopulating the Value list increases the amount of data transferred.


Chapter 3. Integrating Maximo Asset Management andMicrosoft Project data

You can transfer work order and preventive maintenance data from Maximo AssetManagement into Microsoft Project. After working with the data in MicrosoftProject, you can save the data back to Maximo Asset Management.

Creating a project in Microsoft Project that uses Maximo AssetManagement data

You can create projects in Microsoft Project using work order and preventivemaintenance (PM) information from Maximo Asset Management. You can use theinformation from Maximo Asset Management to schedule and forecast work.

Procedure1. In the Work Order Tracking application or Preventive Maintenance application

of Maximo Asset Management, create and save a query.2. In the Maximo Project Manager startup window, click New Maximo Project.3. Select the type of data you want to transfer from Maximo Asset Management

into Microsoft Project.v To transfer work order data, select Maximo > Select Work Orders.v To forecast PM data in Microsoft Project, select Maximo > Select PMs.

4. Select the query you want to use and click OK to transfer the work order orPM data from Maximo Asset Management to Microsoft Project.

5. Save the project.

Transferring work orders to Microsoft Project for schedulingYou can transfer work orders to Microsoft Project from Maximo Asset Managementfor planning and scheduling.

Procedure1. In Microsoft Project, select Maximo > Select Work Orders.2. On the Queries tab, select the query that you require. You can select a public

query, or a query that you created in Maximo Asset Management.3. Click Advanced and use the tabs Constraints, Calendars, Site, Task Priority,

and Filter to refine the results.

Option Description

Constraints Defines the dates for which you want totransfer data.

Calendars Transfer asset and labor calendars fromMaximo Asset Management to MicrosoftProject. Specify the dates for which youwant to transfer the calendars.

Site Filter to include child work orders for thespecified sites in your results set. Select eachsite to include. To select all sites, click All.To clear all sites, click None


Option Description

Task Priority Filter the query results by work order,calculated, location, or asset priority.

Filter The Filter option returns child work ordersthat have their status specified in theirparent work order. Parent work orders arenot restricted by filtering the child status. Toselect all statuses, click All. To clear allstatuses, click None.

4. To preview the results, click Preview.5. After you select the query you require, click OK to transfer the work order

data from Maximo Asset Management to Microsoft Project. The work orderdata that is transferred includes assignments, craft and tool resources, andresource availability. Any custom data specified in the MaximoProject.ini istransferred. For example, if SHOWCLASSSELECTOR is enabled, tasks that youtransferred from Maximo Asset Management are listed in the Class column inMicrosoft Project.

Related reference

“Schedule constraints data mapping” on page 26When you transfer date constraints from to Microsoft Project to schedule work,Maximo Asset Management fields are mapped to corresponding Microsoft Projectfields.“Work order and preventive maintenance data mapping” on page 25When you transfer work orders and preventive maintenance records from MaximoAsset Management to Microsoft Project, Maximo Asset Management fields aremapped to corresponding Microsoft Project fields.

Selecting preventive maintenance records for schedulingYou can transfer preventive maintenance (PM) records from Maximo AssetManagement to Microsoft Project in order to forecast them.

Procedure1. Select Maximo > Select PMs.2. In the Queries tab, select the query that you require.3. To refine the results, click Advanced, and use the Forecast tab, the Calendars

tab, and the Site tab to filter your query.

Option Description

Forecast Enter the time period for which you wantMaximo Adapter for Microsoft Project toforecast preventive maintenance activitiesand transfer PM work orders to MicrosoftProject.

v Choose the Generate once withoutfrequency criteria option to start theforecast from today.

v Choose the Forecast repeatedly untiloption to start the forecast from todayuntil the date you specify.


Option Description

Calendars Enter the dates for which you want totransfer the Maximo Asset Managementasset and labor calendars to MicrosoftProject.

Site Select the sites for which you want toinclude child PM records.

4. Select the query you require, click OK to transfer the PM data from MaximoAsset Management to Microsoft Project.

Related reference

“Schedule constraints data mapping” on page 26When you transfer date constraints from to Microsoft Project to schedule work,Maximo Asset Management fields are mapped to corresponding Microsoft Projectfields.

Loading resources into Microsoft ProjectYou can transfer crafts, tools, and labor information from Maximo AssetManagement to Microsoft Project. Then you can schedule work using the resourcesin Microsoft Project. If you are a Maximo for Utilities user, you can also transfercrew and crew type data to Microsoft Project.

Procedure1. In Microsoft Project, select Maximo > Load Resources.2. Select the resources you want to transfer. You can transfer any combination of

resources.3. Click OK. The Load Resources window closes and the selected resources are

transferred. You can view the transferred data in the Resource Informationwindow of Microsoft Project.

Chapter 3. Integrating Maximo Asset Management and Microsoft Project data 15


Chapter 4. Synchronizing data

You can keep the project data in Maximo Asset Management and Microsoft Projectconsistent. You can refresh the project data with new and updated work ordersfrom Maximo Asset Management.

Work order refreshWork orders can be updated in Maximo Asset Management even if they arealready included in a project in Microsoft Project. Then you can refresh the projectwith the updated work orders.

The following rules apply when work orders are refreshed in Microsoft Project.v If the work order exists as a task in Microsoft Project, then the task data in

Microsoft Project is updated with the changed work order data.v If a Maximo Asset Management child work order is not a task in the current

project, a new child work order is added to Microsoft Project as a subtask,placed after the existing child work orders. No links are established for newchild work orders.

v New top-level work orders in Maximo Asset Management are not transferred toMicrosoft Project.

Tip: If you need to make extensive changes to the structure of a project or totransfer a new hierarchy from Maximo Asset Management, create a new project.Related tasks

“Refreshing Maximo Asset Management work orders in Microsoft Project”If work order data in Maximo Asset Management is updated since the work orderdata was last transferred to Microsoft Project, you can refresh the information inMicrosoft Project.

Refreshing Maximo Asset Management work orders in MicrosoftProject

If work order data in Maximo Asset Management is updated since the work orderdata was last transferred to Microsoft Project, you can refresh the information inMicrosoft Project.

Before you begin

Tip: If you need to make extensive changes to the structure of a project or totransfer a new hierarchy from Maximo Asset Management, create a new project.

Procedure1. In the Maximo Asset Management Work Order Tracking application or the

Preventive Maintenance application, create and save a query.2. In Microsoft Project, display the project that you want to update.3. Select Maximo > Update Work Orders. The updated work order data and task

data is displayed in the project.


Related concepts

“Work order refresh” on page 17Work orders can be updated in Maximo Asset Management even if they arealready included in a project in Microsoft Project. Then you can refresh the projectwith the updated work orders.

Saving work order data from Microsoft Project to Maximo AssetManagement

You can create tasks in Microsoft Project. You can then add these tasks to workorders in your Maximo Asset Management database.

Procedure1. In Microsoft Project, open the project containing the data you want to save to

Maximo Asset Management.2. Select Maximo > Save work orders to Maximo.3. Click OK.

Results

The work order data is updated in Maximo Asset Management and tasks that youadded in Microsoft Project become new work orders.Related reference

“Transferring data from Microsoft Project to Maximo Asset Management” on page29You can keep your Maximo Asset Management data and your Microsoft Projectdata consistent. Task information from Microsoft Project can be transferred toMaximo Asset Management as updated work orders.


Chapter 5. Scheduling projects using Maximo AssetManagement data

You can forecast and schedule projects in Microsoft Project using Maximo AssetManagement data.

Creating a preventive maintenance workload forecastYou can use Maximo Adapter for Microsoft Project to plan the human resourcesrequirements for planned maintenance and for future preventive maintenanceprojects.

Procedure1. In the Preventive Maintenance application of Maximo Asset Management,

create a PM query.2. Log in to Microsoft Project.3. Select Maximo > Select PMs.4. On the Queries tab of the Select PMs window, select the query that you want to

use.5. On the Forecast section of the Advanced tab, click Forecast Repeatedly Until.

Select the date that you want to forecast to.

Planning work for a shutdown periodSome maintenance activities must be carried out when production on a site isstopped. You can gather all the work orders that require a shutdown and includethem as part of a shutdown project. Scheduling as part of a shutdown projectminimizes the length of time a site is closed.

Procedure1. In the Work Order Tracking application of Maximo Asset Management, create a

work order hierarchy containing all shutdown details. Assign the top-levelwork orders a work order type of CP, for a capital project.

2. In the Work Order Tracking application, create and save a query to select thework orders required for the shutdown project.

3. In Microsoft Project, select Maximo > Select Work Orders.4. On the Queries tab of the Select Work Orders window, select the query you

require. You can preview the selected work orders and modify your query ifnecessary.

5. Use Microsoft Project to create a schedule for the work that must be doneduring a defined shutdown period.

6. Select Maximo > Save work order to Maximo. The work orders in MaximoAsset Management are updated with the new schedule dates.

Scheduling a work order backlogYou can create a project schedule that includes only work orders that areapproved, waiting for approval, or waiting to be scheduled for a specific location.


Procedure1. In the Work Order Tracking application, create a work order query to filter for

work orders that meet the criteria you require. For example if you want tomanage corrective maintenance work orders for the Shipping location, enter thefollowing criteria.v Work Order Type = CMv Status = APPR, WAPPR, and WSCHEDv Location = Shipping

2. In Microsoft Project, select Maximo > Select Work Orders.3. In the Select Work Orders window, select the query you require. Click OK. The

work order data is transferred from Maximo Asset Management to MicrosoftProject.

4. Use Microsoft Project to work with the project schedule and resources.5. Select Maximo > Save WO to Maximo.6. Click OK to save the schedule dates to the work orders in the Maximo Asset

Management database.

Consolidating projectsYou can use Maximo Adapter for Microsoft Project and Microsoft Project tocombine multiple .mpp files that contain work order data and preventivemaintenance (pm) data from Maximo Asset Management. You can save theresulting project file as reference data.

About this task

To establish permanent relationships between projects, you can consolidate them.

Procedure1. Select a project to be the master project, and open it.2. On the Gantt chart, click the row in which to insert the project.3. Select Project > Insert and select the project or projects to insert.Related reference

“Schedule constraints data mapping” on page 26When you transfer date constraints from to Microsoft Project to schedule work,Maximo Asset Management fields are mapped to corresponding Microsoft Projectfields.

Constraining previously scheduled datesYou can constrain the schedule dates for a set of work orders you have previouslyscheduled in Microsoft Project.

Before you begin

You need a set of scheduled work orders in Microsoft Project.

About this task

Only the lowest-level tasks in any hierarchy of the project receive constraints,which roll up the hierarchy. To constrain a branch of a hierarchy, constrain its firstdetailed subtask.


Procedure1. Select Maximo > Select work orders.2. Click Advanced.3. Click the Constraints tab. Select the Work order date and Task constraint type

you require.4. Click OK.

Results

Microsoft Project assigns the date constraints according to your specifications.

Comparing the scheduled dates of a projectYou can use Maximo Adapter for Microsoft Project to compare the currentschedule dates to the dates from the last scheduling session or to the originaltarget dates.

Procedure1. In the MaximoProject.ini file, map the TARGSTARTDATE and SCHEDSTART

fields in the Maximo Asset Management WORKORDER table to date fields inMicrosoft Project, for example: Date1 and Date2.

2. In Microsoft Project, create a filter to compare dates.3. In Microsoft Project, view the latest update from Maximo Asset Management

and the latest schedule calculation, select the new filter and click Highlight. Alltasks that are overdue or delayed are highlighted.

Chapter 5. Scheduling projects using Maximo Asset Management data 21


Chapter 6. Data mapping

When you transfer data between Maximo Asset Management and MicrosoftProject, Maximo Asset Management fields are mapped to corresponding MicrosoftProject fields.

Crafts, labor, and tools data mappingWhen you transfer forecasting, scheduling, resource, or progress data betweenMaximo Asset Management and Microsoft Project, Maximo Asset Managementfields are mapped to corresponding Microsoft Project fields.

Crafts

Craft fields from the LABOR table in Maximo Asset Management are mapped toMSP Resources in Microsoft Project.

Table 5. Data mapping of craft data from the LABOR table in Maximo Asset Managementand MSP Resources fields in Microsoft Project

Maximo Asset Management data Microsoft Project field

LABORCODE Resource Name

NAME Resource Notes

Resource Quantity (RESQTY) Availability

PAYRATE Standard Rate

Payrate x OTscale (the product of thesevalues is transferred)

CRAFT Resource Code

Craft fields from the WORKPLAN table in Maximo Asset Management aremapped to Assignments in Microsoft Project.

Table 6. Data mapping of craft data from the WORKPLAN table in Maximo AssetManagement and Assignments fields in Microsoft Project


Assignment Work Plan row Assignment

Work Plan quantity (CRAFTQTY) Assignment Units

Work Plan Hours (LABORHRS) x Work PlanQuantity (CRAFTQTY) (the product of thesevalues is transferred)

Assignment Work Hours

Labor

Labor fields from the LABOR table in Maximo Asset Management are mapped toMSP Resources in Microsoft Project.


Table 7. Data mapping of Labor data from the LABOR table in Maximo Asset Managementand MSP Resources fields in Microsoft Project


PERSONID Resource Name

DISPLAYNAME Resource Notes

Calendar/Shift (optional) Working Time

Resource Type= "Labor"

Labor Type= "Person"

Labor fields from the WORKPLAN table in Maximo Asset Management aremapped to Assignments in Microsoft Project

Table 8. Data mapping of Labor data from the WORKPLAN table in Maximo AssetManagement and Assignments fields in Microsoft Project



Work Plan quantity Assignment Units

Work Plan Hours Assignment Work Hours

Tools

Tools fields from the TOOL table in Maximo Asset Management are mapped toMSP Resources in Microsoft Project.

Table 9. Data mapping of tools data from the TOOL table in Maximo Asset Managementand MSP Resources fields in Microsoft Project


TOOLNUM Resource Name

Description Resource notes

Resource Quantity (RESQTY) Availability

Tool Rate Standard Rate

TOOL Resource Code

Tools fields from the WORKPLAN table in Maximo Asset Management aremapped to Assignments in Microsoft Project.

Table 10. Data mapping of tools data from the WORKPLAN table in Maximo AssetManagement and Assignments fields in Microsoft Project



Work Plan Quantity (TOOLQTY) Assignment Units

Work Plan Hours (TOOLHRS) x Work PlanQuantity (TOOLQTY)

(the product of these values is transferred)

Assignment Work Hours


Related concepts

“Resource calculations” on page 29You can transfer work plans containing multiple resources from Maximo AssetManagement to Microsoft Project. If a resource is assigned to a work plan multipletimes Maximo Adapter for Microsoft Project combines the resource units. The totalamount of resources assigned is available for scheduling purposes in MicrosoftProject.

Work order and preventive maintenance data mappingWhen you transfer work orders and preventive maintenance records from MaximoAsset Management to Microsoft Project, Maximo Asset Management fields aremapped to corresponding Microsoft Project fields.

Work orders

Work orders are transferred from Maximo Asset Management to Microsoft Projectas tasks.

A transferred work order is assigned a priority in Microsoft Project based on itspriority in Maximo Asset Management.

Table 11. Work Order Priority in Maximo Asset Management

Maximo Asset Management Priority Field Description

Work Order (WOPRIORITY) This is the default work order priority. Thisis the priority level of the work orderassigned in the work order or by a job plan.

Calculated Priority (CALCPRIORITY) This value is calculated in Maximo AssetManagement using a formula that combinesthe Work Order Priority and Location/AssetPriority values to produce the Work Priorityvalue.

Location/Asset Priority(ASSETLOCPRIORITY)

This is the priority level of the asset orlocation specified on a work order.

Table 12. Data mapping of work order data between Maximo Asset Management andMicrosoft Project

Maximo field Microsoft Project field

Work Order Number (WONUM) Task Notes

Description Task Name

Child work orders

Child work orders at the same level of any given work order hierarchy are linkedtogether according to their Maximo Asset Management work order sequence(WOSEQUENCE) numbers.

Table 13. Data mapping of child work order data between Maximo Asset Management andMicrosoft Project


Child WOs Microsoft Project sub tasks

Task Number Sequencing Links

Chapter 6. Data mapping 25

Table 13. Data mapping of child work order data between Maximo Asset Management andMicrosoft Project (continued)


Work Order Sequencing (WOSEQUENCE) Smaller sequence numbers becomepredecessors to larger sequence numbers.Maximo Adapter for Microsoft Projectcreates finish-to-start links betweennumbered work orders.

Preventive maintenance

Preventive maintenance (pm) data is transferred from Maximo Asset Managementto Microsoft Project as tasks.

The number of sets of work orders forecasted depends on the controlling frequencyof the hierarchy.

Any PM in the hierarchy can trigger all PMs to be forecasted as a set. MaximoAdapter for Microsoft Project only forecasts PMs with ACTIVE status in Maximo.

Table 14. Data mapping of preventive maintenance data between Maximo AssetManagement and Microsoft Project

Maximo Asset Management field Microsoft Project field

PM Number (PMNUM) Task Notes

Description Task Name

You can transfer asset and labor calendars when you transfer preventivemaintenance data from Maximo Asset Management to Microsoft Project

When you transfer asset calendars to Microsoft Project, the data that is shownchanges. The asset calendar in Maximo Asset Management shows when the asset isoperating. The asset calendar in Microsoft Project shows when the asset is availablefor preventive maintenance. Upon receiving the asset calendar from Maximo AssetManagement, Maximo Adapter for Microsoft Project names the calendar with theasset number, and makes the asset calendar an attribute of the work order beingscheduled.

Transferring calendar data can impact performance, make the date range as smallas possible.Related tasks

“Transferring work orders to Microsoft Project for scheduling” on page 13You can transfer work orders to Microsoft Project from Maximo Asset Managementfor planning and scheduling.

Schedule constraints data mappingWhen you transfer date constraints from to Microsoft Project to schedule work,Maximo Asset Management fields are mapped to corresponding Microsoft Projectfields.

You can define date constraints for work orders and preventive maintenance datato limit the data you transfer from Maximo Asset Management to Microsoft


Project. You can select only one constraint type. When you constrain work orders,Maximo Adapter for Microsoft Project uses that constraint on all tasks at thelowest hierarchical level.

You can constrain only tasks that are not summaries of other tasks. Mixing childand parent constraints can violate the business rules of Microsoft Project and causeproblems when work orders are transferred to Microsoft Project.

To manipulate groups of tasks, transfer the parent tasks and work orders fromMaximo Asset Management, then set the constraints in Microsoft Project.

Maximo Asset Management start dateconstraints Microsoft Project task data

Scheduled start (SCHEDSTART) ConstraintDate

Target start (TARGSTARTDATE) ConstraintDate

Maximo Asset Management finish dateconstraints Microsoft Project task data

Scheduled finish (SCHEDFINISH) ConstraintDate

Target finish (TARGCOMPDATE) ConstraintDate

Maximo Asset Management start dateconstraint types Microsoft Project task data

Must start On ConstraintDate

Start no earlier than ConstraintDate

Start no later than ConstraintDate

Maximo Asset Management date constrainttypes Microsoft Project task data

End no earlier than ConstraintDate

End no later than ConstraintDate


Related tasks

“Transferring work orders to Microsoft Project for scheduling” on page 13You can transfer work orders to Microsoft Project from Maximo Asset Managementfor planning and scheduling.“Selecting preventive maintenance records for scheduling” on page 14You can transfer preventive maintenance (PM) records from Maximo AssetManagement to Microsoft Project in order to forecast them.“Consolidating projects” on page 20You can use Maximo Adapter for Microsoft Project and Microsoft Project tocombine multiple .mpp files that contain work order data and preventivemaintenance (pm) data from Maximo Asset Management. You can save theresulting project file as reference data.

Duration data mappingProgress data is transferred from Maximo Asset Management to Microsoft Project,if the Actual start field contains a value. If there is no Actual start data, the valuein the Estimated duration field is transferred.

Maximo Asset Management field Microsoft Project field

Estimated duration (ESTDUR) Duration

Remaining duration (REMDUR) RemainingDuration

Actual hours (ACTLABHRS) ActualDuration

Actual start (ACTSTART) ActualStart

Actual finish (ACTFINISH) ActualFinish

When labor exists for work plan data that is transferred to Microsoft Project, thework is scheduled by resource assignments at the lowest level of the workhierarchy. Durations get passed up to tasks and work orders through the hierarchy,often resulting in the recalculation of work order duration.

Progress data transfer logicYou can transfer data from Maximo Asset Management to Maximo Adapter forMicrosoft Project to track the progress of scheduled work. The data recorded inMaximo Asset Management for a specific task determines how the information istransferred.

The following logic is used to transfer progress data.

Condition The logic used to transfer progress data

If there is ACTSTART data The ACTSTART data is transferred to ActualStart.

If there is no ACTSTART data The ESTDUR data is transferred toDuration.

If there is ACTFINISH data The ACTFINISH data is transferred toActual Finish.

If there is no ACTFINISH data and if there isREMDUR data

The REMDUR data is transferred toRemaining Duration

If there is no ACTFINISH and no REMDURdata

The ESTDUR data is transferred to Duration


Condition The logic used to transfer progress data

If there is no ACTFINISH data and if there isACTLABHRS data

The ACTLABHRS data is transferred toActual Duration

Resource calculationsYou can transfer work plans containing multiple resources from Maximo AssetManagement to Microsoft Project. If a resource is assigned to a work plan multipletimes Maximo Adapter for Microsoft Project combines the resource units. The totalamount of resources assigned is available for scheduling purposes in MicrosoftProject.

Example

A work plan can contain multiple resources. If a resource is assigned multipletimes to the same operation or work plan, Maximo Adapter for Microsoft Projectcombines the entries for the resource by adding the units. Then the total resourceallocation is transferred to Microsoft Project.

A work plan contains the assignments:

Labor code Description Quantity Hours

ME1 Mechanic First Class 2 8:00

ME1 Mechanic First Class 1 6:00

Maximo Adapter for Microsoft Project assigns three mechanics for 8 hours tocomplete the task.Related reference

“Crafts, labor, and tools data mapping” on page 23When you transfer forecasting, scheduling, resource, or progress data betweenMaximo Asset Management and Microsoft Project, Maximo Asset Managementfields are mapped to corresponding Microsoft Project fields.

Transferring data from Microsoft Project to Maximo Asset ManagementYou can keep your Maximo Asset Management data and your Microsoft Projectdata consistent. Task information from Microsoft Project can be transferred toMaximo Asset Management as updated work orders.

Data that is transferred from Microsoft Project to Maximo AssetManagement

The following data is transferred to Maximo Asset Management from MicrosoftProject:v The start and finish dates of the task are transferred as the scheduled start date,

SCHEDSTART, and scheduled finish, SCHEDFINISH, data of the work order.v The duration of the task is transferred as the estimated duration the work order,

ESTDUR.v The custom data specified in the [wofieldmap] section of the MaximoProject.ini

file is transferred to the work order.


Data that is not transferred from Microsoft Project to MaximoAsset Management

The following data is not transferred to Maximo Asset Management:v Preventive maintenance data. If the active project includes both preventive

maintenance subprojects and work order subprojects, only the work order datais transferred. The preventive maintenance data is not transferred to MaximoAsset Management.

v Work order status. Work order status is not transferred to Maximo AssetManagement.

Related tasks

“Saving work order data from Microsoft Project to Maximo Asset Management” onpage 18You can create tasks in Microsoft Project. You can then add these tasks to workorders in your Maximo Asset Management database.


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