IBM Maximo Health, Safety and Environment Manager

Service items are services that your company requisitions, such as grounds maintenance or plant security. You can prorate service items, set the status for service items, create measurement units, and maintain service items as part of the item set.

You use the Service Items application to insert and maintain services that your company requisitions, either on a frequent or infrequent basis.

The Service Items application allows you to create service item records and to view or manage a list of vendor companies that supply the service item.

You use the Tools application to manage information about the tools used to perform work. Tools are typically nonconsumable items for which you charge an hourly rate for their use. Examples of tools include air compressors, nail guns, calibration equipment, and heavy equipment such as cranes and excavators.

When you create a tool record, you define the main attributes of the tool (such as commodity codes, issue unit, whether the tool is lotted or rotating), along with any alternate tools that can be used in its place and a list of the qualifications necessary for a person to use the tool. All tools are marked as capitalized.

Tools are defined at the Item set level, so several organizations can share a tool set. Some of the data on a tool record can be specific to an organization or site. For example, the storerooms for a tool are managed at the site level. Vendors for a tool are managed at the organization level.

In the Tools application, you can perform the following tasks:

• Catalog tools in an item set, which can then be shared by organizations that use the item set.
• Add the tool to one or more storerooms.
• Use the tool on job plans and work orders (when you use a tool on a work order, the tool can be reserved in the specified storeroom).
• Issue, receive, and transfer tools from storerooms.
• Specify the tool rate, general ledger accounts, associated vendor, tax-exempt status, and tax codes that vary by organization.
• Specify the percentage of tools that can be received over the quantity ordered in the initial agreement. The percentage value is applied to the organization level and to the vendor level when the tool record is created.
• Add a list of vendors that carry the tool.
• List the specification for the tool.
• Copy or delete a tool.
• Attach external documents that relate to the tool.

You use the Stocked Tools application to manage existing tools in storerooms.

In the Stocked Tools application, you can perform the following tasks:

• View information about a stocked tool, including balance summaries, balance details, and issue history.
• Add new bin location and balance information for a stocked tool.
• Associate vendors with a tool and analyze vendor data.
• View a list of all assets associated with a rotating tool.
• Issue, return or transfer a stocked tool.
• View the inventory transactions for a tool.
• Adjust the physical count and the current balance for a tool.
• Specify or modify the percentage of stock tools that can be received over the quantity ordered. When a tool record is created in the Item Master application, the receipt tolerance percentage can be specified. The receipt tolerance percentage is applied to the organization level and to the vendor level for the tool.

You can use the Inventory application to store information about all aspects of inventory materials. You can monitor the storeroom balance of inventory items and tools. You can track the condition of items and the cost of inventory stock, and you can reorder items when stock must be replenished.

You can monitor the use of special order items and stocked items. Vendor information can be stored and items can be reordered promptly when the storeroom balance indicates that the items must be replenished.

You can check the balances of individual items and tools at the bin and lot level for each storeroom. If an item is stored in more than one location, you can view balances for all storeroom locations on one screen.

Use the ABC Analysis area on the Inventory tab to determine the requirement for an item. You can consider the usefulness of the item and determine the financial benefit that would result from investing in an item.

With the daily use of inventory items and tools, inventory materials must be moved between storerooms to supply the different areas of a site. You use the Inventory Usage application to create inventory usage records that track the issue, transfer, and return of inventory items within and across organizations.

You can monitor the balance of inventory items that are in stock, and you can issue items or tools directly to charge entities such as work orders, locations, or assets. You can also issue items or tools against a general ledger account on-site, across sites in an organization, or across organizations.

Condition codes are used to manage your inventory by tracking the value of each item. Each time an item is issued, transferred, or returned, you specify the physical condition of the item based on codes that you set up. You use the Inventory application to manage condition-enabled items. After you set up the master list of condition codes in the Condition Codes application, use the Item Master application to specify items as condition-enabled.

If you mark an item as condition-enabled, you must assign at least one condition code to it. For each condition-enabled item, one condition code must have a full-value rate of 100%. This condition code is used as the reference point to calculate values for any other condition codes for this item.

You use the Condition Codes application to build the master list of condition codes for a particular item set.

You use the Storerooms application to add and maintain information about storeroom locations, as well as view the items stocked within a storeroom. You also use this application to associate the general ledger accounts with each storeroom, define the lead time calculation for items in a storeroom, and flag the storeroom to function as an internal supplier to other storerooms.

You can designate the default storeroom for a site through the Storerooms application. The first storeroom you create in a site is selected as the default storeroom for that site. Because a default storeroom exists for each site, you do not have to specify a storeroom on preventive maintenance (PM) records or job plans unless you want to use a different storeroom. Items are automatically reserved from the default storeroom.

Issues and Transfers Application is the previous version of the Storeroom Usage Application, but this application doesn't include all the features that Storeroom Usage Application includes.  

In a large organization, you can transfer inventory items or tools between storerooms within the same site or across sites and organizations and track their delivery. You create shipment receipt records to acknowledge the receipt of transferred items and update inventory balances at the destination storeroom.

You create shipment receipt records to log information such as the number of items that were received, the date the items were received, and the destination storeroom for the shipment.

When the shipped items are received, the storeroom balance is updated for the inventory records at the destination site. The quantity of received items is also verified to determine whether the number of shipped items satisfies the requirement at the destination site. The shipment is considered to be complete or partial based on this requirement, and the inventory usage record is updated according to this status.

This application is a clone of the standard IBM Maximo Asset Management application.

Except for the basics features that are included in standard IBM Maximo Asset Management, the HSE add-on includes these additional features:

• Identify area authorities, issuing authorities, and performing authorities.
• Specify operating procedures at the task level.
• Search for job plans by condition for work.
• When you assign labor on a job plan, you can specify the required qualification for the associated task. An Oil and Gas/HSE Manager shared option in the Organizations application is set to verify the labor qualification for tasks. If you accept the default, when a qualification is specified, only the labor records that match the required qualifications display.
• Generate risk assessment records.
• Associate improvement plans with job plans.
• Specify whether a job plan implements an assurance activity.
• Specify the preparation activities for a job plan.
• Add review actions and their associated review items to a job plan.
• Document the potential impact on production if there is an outage that might be associated with a job plan. You can specify the loss quantity and the loss reference. To reduce production losses that can result from maintenance shutdowns, you can link the job plan to a location profile.
• To include different types of risk assessments for separate activities, you can now specify both primary and supplementary risk assessments.
• Associate certain types of records with job plans, such as the following records:
  • Audit
  • Condition for work
  • Loss reference
  • Location profile
  • Operating policy
  • Permit and certificate type
  • Reason for work
  • Regulation
  • Risk assessment

Another clone application from standard IBM Maximo Asset Management with some additional features:

• Apply the route to a work order and generate child work orders for each route stop
• Apply the route to a work order and generate a single work order that contains a list of assets and locations for all the route stops
• Apply the route to a work order and generate task work orders for each route stop
• Apply the route to a preventive maintenance (PM) record, and then generate a work order for the PM

You can also review the condition for work information and reason for work information that is associated with a job plan on the route.

You use the Asset List application to create lists of related work assets that can be applied as part of a maintenance campaign. Asset lists simplify the construction of hierarchies of work orders for inspections.

An asset list can contain assets, locations, or both. These work assets can be related in the following ways:

You can associate an asset list with a preventive maintenance record (PM). When you generate a work order for the PM, you generate a child work order for each work asset on the asset list. The job plan and any default safety plan on the job plan are copied to the child work orders.

A condition-for-work record identifies the condition or state that an asset must be in before someone can work on the asset.

You use the Condition for Work application to identify the condition or state an asset must be in for someone to work on it. The state can be as simple as running, stopping, or being isolated. Or it can be more complicated, such as being part of a group of plant assets that must be shut down for preventive maintenance.

To ensure that your enterprise complies with guidelines, standards, and legal requirements, you can create regulation records. The regulations apply to employee health, the safety of the plant, and of the environment.

You use the Prioritization Matrix application to define reasons for work and to build prioritization matrixes.

Reason-for-work records are combined to produce prioritization matrixes. Prioritization matrixes ensure that the highest-priority work on an asset is performed before lower-priority work.

Prioritization matrixes help to ensure that the highest-priority work on an asset is performed before lower-priority work. Functions of work, reasons for work, and the priority of assets and locations are used to build prioritization matrixes.

You can associate active reason-for-work records with job plans, service requests, and work orders.

You use the Benefits and Losses application to create impact records. Impact records define benefits and losses that are associated with your work.

In the Benefits and Losses application, you can perform the following activities:

• Define benefits and losses
• Create follow-up investigation records for loss events
• Associate losses with shift log records
• Associate locations and location profiles with benefits and losses records
• Associate impact records with the following types of records:
  • Defect
  • Improvement
  • Incident
  • Solution
  • Work order

A standard action is an action that is frequently used for activity tracking and management of change. You can specify whether an action is repeatable. The action can then be used multiple times in a checklist of actions. You can also add review items for standard actions, and require specific types of responses for the review items.

You use the Standard Actions application to create and maintain standard actions that are used in different types of records, such as activity tracking, management of change (MOC), and permit to work records. You can also review the history of the changes that were made to standard actions.

A standard action group is a group of related, frequently used standard actions. You create standard action groups to quickly add multiple actions to action tracking records and management of change (MOC) records.

A standard action group can have a status of Draft, Active, or Inactive.

DRAFT

The standard action group is being developed or reviewed. This status is the default status of a new standard action group. You can add standard actions to a group only when the group has this status. You can delete the group if it is not associated with any action tracking records or management of change records.

ACTIVE

The standard action group is available to other records and applications. You cannot change the record. You can change the status of a standard action group to Active if the standard action group contains at least one standard action.

INACTIVE

The standard action group is not available to open records. You cannot change the record. You can delete the record if it is not associated with any action tracking records or management of change records.

Clone from standard IBM Maximo Asset Management with these additional features:

• Assign ownership to a hazard
• Specify a method of identification and a hazard source
• Associate regulations and permit and certificate types with hazards
• Add an image, such as an image of a safety data sheet
• Associate operating procedures with hazards
• Specify a risk assessment with a hazard, including details such as the risk ranking and the category
• Associate a configuration item and a product name with a hazard
• Add safety data sheet summary data

In the Permit and Certificate Types application, you can create and maintain permits and certificates that might be associated with control of work and permit planning. You can also create and maintain material inspection certificates, personal certificates, and isolation certificates.

You can associate active permit and certificate type records with items, job plans, people, permits to work, and work orders.

Some organization-level options must be specified before this application is used. To specify those options, select Oil and Gas/HSE Manager Shared Options from the More Actions menu in the Organizations application.

You can identify the hazards that are associated with work operations and assess their risk. You can control work according to its risk, identify risks in job plans, and assess the risks that are associated with incidents and management of change records.

You can associate risk assessments with specific classifications. You can specify the attributes of classification for each risk assessment that you want to use it with. You can define standardized formats to conduct risk assessments. You can access the Classifications application from this application, and modify the Use With settings to associate risk assessments with classifications. You can use the same classifications for risk assessments at different sites and organizations to improve the consistency of the risk assessment process.

You can add reviewers and approvers to a complex risk assessment for a multi-stage review and approval process. You can also add the members of the Assessment Team and their roles. The Assessment Team can consist of a few members of the technical staff, such as a team leader and an assessor. It might also be one technical authority, such as a team member. The Assessment Team identifies the checklist of actions or the standardized group to actions to take to mitigate the potential hazards at a plant. The Assessment Team is distinct from the reviewers and approvers of the risk assessment.

Additionally, you can review the status history and the ownership history of a risk assessment.

To mitigate the potential hazards at a plant, you can specify a checklist of actions.

To evaluate cumulative operational risk, you can add a summary of the hazards that are identified, and the total score that is assigned to the hazards. You can also include the associated actions that are to be reviewed and their responses.

The enterprise risk matrix, which you define in the Risk Matrix application, is used to assign risk ratings to the work.

A risk matrix helps you to assess the risks that are associated with incidents that require investigation and other work that you must perform.

In the Risk Matrix application, you identify the consequences of work to be performed. You prioritize and rank consequences by their severity and the likelihood that they will occur. Risk matrixes are used during risk assessment.

A precaution is a preventive measure that you take to reduce or eliminate a workplace hazard; for example, wearing hearing protection when working in an area where you are exposed to loud noises. You use the Precautions application to define safety precautions.

Tag out procedures are intended to completely eliminate the risks associated with a hazard, and lock out operations must be performed exactly as specified. You use the Lock Out / Tag Out application to create tag out procedures.

Safety plans provide all the safety related information about an asset or location in one record, which you can then copy to job plans and work orders. You must clearly associate safety requirements and procedures with work orders to fulfill the requirements of regulatory agencies. You use the Safety Plans application to create safety plans and to add and view associated work assets, hazards, precautions, and tag out procedures.

When you use a safety plan on a work order, the information about hazards, precautions, and hazardous material is copied to the work order, even if no work assets are associated with the work order.

This application is a clone from standard IBM Maximo Asset Management.

HSE add-on contains some additional features:

• Create templates to generate scheduled preventive maintenance work orders
• Assign job plans to PM records
• Specify a preventive maintenance schedule for an asset or location
• Select specific days, months, or seasons to generate work orders from PM records
• Create a PM hierarchy to schedule a group of work orders for an asset or location hierarchy
• Specify a legacy tag number for a location
• Review condition for work and reason for work information that is associated with job plans on a PM record
• Associate operating policies with PM records
• Review failure and deferral history
• Review the impact on products that might be associated with preventive maintenance tasks
• Identify the certification requirements against a PM record
• Specify regulation details and apply the data to a PM record

Use the Master PM application to manage master preventive maintenance records (PMs) that you use as templates for other PMs.

You use the Purchase Requisitions application to create purchase requisitions for items, supplies, or for services. You can also use this application to create purchase orders from purchase requisitions.

When you have records that are associated with purchase requisitions, such as contracts and requests for quotations, you can view these records. You can obtain a comprehensive look at all of the data that is related to purchase requisitions.

You use the Purchase Orders application to create purchase orders and to change existing purchase orders. You can create purchase orders and reuse the data and vendor information while applying consistent terms and contracts.

You can also use this application to generate internal purchase orders from a storeroom. A storeroom-to-storeroom purchase order is like a transfer order or an internal purchase order. You use the Purchase Orders application and the Inventory Usage application to track the internal movement of items.

When you have records that are associated with purchase orders, such as invoices, contracts, and requests for quotations, you can view these records. You can obtain a comprehensive look at all of the data that is related to purchase orders.

You can also view the transactions and the records that are specific to a purchase order line.

In a large enterprise, you can have a centralized purchasing department for several sites. Each site receives its own materials and services. You use the Receiving application to receive materials and services. You use this application to record materials and services to the database when they are delivered to a site. You can also return materials to vendors.

In a large organization, you can transfer inventory items or tools between storerooms within the same site or across sites and organizations and track their delivery. You create shipment receipt records to acknowledge the receipt of transferred items and update inventory balances at the destination storeroom.

You create shipment receipt records to log information such as the number of items that were received, the date the items were received, and the destination storeroom for the shipment.

When the shipped items are received, the storeroom balance is updated for the inventory records at the destination site. The quantity of received items is also verified to determine whether the number of shipped items satisfies the requirement at the destination site. The shipment is considered to be complete or partial based on this requirement, and the inventory usage record is updated according to this status.

You use the Invoices application to record vendor invoices as you receive them. You can also record debit and credit notes from vendors, and match invoice details against purchase orders and receipts. You can reverse approved or paid invoices, credit memos, or debit memos. Items that are part of the consignment inventory can be invoiced when the items are used.

Entering invoices lets you match the invoice information against purchase orders and receipts of materials and services. The invoice can then be approved and routed to Accounts Payable.

You use the Request for Quotations application to create requests for quotations and to store the quotations. Based on the quotations, you can assess the vendor who best meets your needs.

A Request for Quotations is a request that you send out to one or more potential vendors. To list a vendor on the Request for Quotations, the vendor must have a record in the Companies application. In the Request for Quotations application, you can specify line items, required delivery dates, and other conditions that you want the vendor to meet for the delivery of an item or a service.

You can create a Request for Quotations for any of the following conditions:

• The stock count of an item drops below a certain level, and you must place another bulk order.
• A requisition is received for an item or for a service that requires a quotation each time because of the item price or other requirements.
• Someone at your site requests a quote for an item or for a service. It can be for a stocked item or for a non-stocked item, such as a special order.
• You need to do commodity bulk buying for a certain period of time. This is typically for many items with common commodity codes. The quotation might not be copied to a purchase order immediately, but the pricing is set.

When you receive the quotations from the vendors, you insert them into the Request for Quotations record one line at a time. At the end of the process, you review the quotations and award one quotation for each line. The quotations are then converted to one or more purchase orders or contracts, depending on the procurement flow within your organization.

The Companies application maintains detailed information about vendors, manufacturers, and other companies.

Vendors can have parent companies. There can be multiple vendor locations for a single company. Using reports, you can determine total year-to-date expenditures with a single organization, regardless of its location. Company information must be entered in the Companies application first so that other modules, such as Inventory and Purchasing, can access the information.

With the Companies application, you can perform the following tasks:

• You can associate commodity codes with a vendor.
• You can add a commodity group to the database.
• You can add or modify a commodity code in a commodity group.
• You can bookmark a record so that I can view it at a later time.
• You can create a company record.
• You can delete a record.
• You can duplicate a record.
• You can view contract information related to the company.

You use the Company Master application to create company master records that belong to a particular company set. You can also use the Company Master application to associate a company master record with an organization.

You use the Terms and Conditions application to specify and to maintain a library of terms and conditions. You can add the terms and conditions to a purchasing document or to a contract. Terms can contain information such as liability concerns, shipping and handling details, and delivery time expectations.

The terms entered in the Terms and Conditions application are available from tabs in the purchasing and contract applications. From the tabs, you can select a term from the library to associate with a purchasing record or with a contract record.

A defect causes a working asset to deviate from perfect operation. Defects do not have a health, safety, or environmental impact.

You can document and track defects, associate existing solutions with defects, and create draft solutions. You can record defective assets that do not comply with industry standards and regulations. You can link defects to audits that are conducted as the result of a nonconformance.

To help in tracking product-related defects, you can associate a configuration item with a defect. Additionally, you can associate a product name with a defect.

Defect records might also be created automatically from such sources as email, system monitoring tools, and external applications.

To record information about events with health, safety, or environmental impact, use the Incidents application.

An incident record captures information about an event that deviates from an expected standard of operation.

The removal of a defective drain valve is an example of a high-context incident. High-context incidents are narrative descriptions of important events that occur and the behavior of people in those situations. The documented behavior might be effective or ineffective and, in general, is considered by the users to be critical. Analysis of high-context incidents can help to prevent future reoccurrence of the events and reinforce effective behavior.

You use the Incidents application to report a general incident or an event with health, safety, or environmental impact. After an incident occurs, you can follow up with the persons affected to ensure that the appropriate corrective actions were implemented.

An investigation records the results of after-action reviews, root cause failure analyses, and failure mode effect and criticality analyses. You can also specify details about the sequence of events during an investigation.

You use the Investigations application to address unresolved defects and incidents. The goal of an investigation is to prevent or minimize the impact of future similar defects and incidents.

A service request record captures information about a request, including the type of service, who needs it, where, when, and why. You use the Service Requests application to manage requests for services that involve an asset or location in your enterprise.

You can create, maintain, and resolve service requests from customers and requesters. You can also review and record failure information for assets and locations on a service request record.

A service desk agent or a customer can create a service request. An agent creates a service request record to track contacts from a requester, capture information from the requester, and determine what further action is needed.

A requester can contact the service desk agent or create a service request by using email or another form of communication. A requester also can create a self-service request by using the Create Service Requests application. The agent reviews these requests in the Service Requests application and either resolves them or delegates them to another party for resolution.

A solution record contains a predefined response to a commonly asked question or problem, or a lesson learned from an after-action review. The solution record typically includes a symptom, a cause, and a resolution.

You can create and manage solution records within a service desk environment. A solution is a predefined response to a problem or a lesson from an after-action review. The solution record defines a symptom, a cause, and a resolution.

Solutions administrators can create solution records in the Solutions application. Users can create draft solutions by using the Create Solution action in the ticket applications.

Solutions can be associated with various types of tickets. A solution is available to other applications only when its status is Active. A lesson is available to other applications when its status is Draft or Active.

If you have an automated help desk environment, you can implement a workflow process to send solutions for review, approval, and activation. You can also use workflow to automatically send a solution in response to a service request.

Solution records can be classified by type. If solutions are not classified, users can find them only by using the Search Solutions application. Search Solutions is a simplified knowledge base that customers and users can use to resolve problems on their own.

To be accessible to self-service users, a solution must be defined as having self-service access.

Templates contain predefined data that you can insert in common, high-volume ticket records. Templates remove the need to manually enter standard information.

For other users to apply a ticket template, the template must be in ACTIVE status, and the template class must match the ticket class. In addition, you can specify a site on a ticket template when you create it. The template is then included in the list of available templates for organizations that are associated with that site. The list also includes templates that do not have an organization defined.

Applying standardized templates to common and high-volume tickets saves time by letting the system populate values from the template into fields on the ticket. You create and manage templates using the Ticket Templates application.

You use the Create Incident application to report an incident or an event that has the potential to affect the health and safety of personnel or to impact the environment. After an incident occurs, you can follow up with the persons who are affected to ensure that the appropriate corrective actions are implemented.

When you submit an incident record, it is available to other personnel to review. The Create Incident application works in combination with the Review Incident application.

You use the Review Incident application to review and print details about the incidents that you created. You can add or review attachments, such as documents or web pages. You can also review actions that are taken to address the incidents. In addition, you can use the Print View feature that displays the details of the incident in a report format.

Actions are agreements between organizations or different parties within an organization. With the Action Tracking application, you can maintain action records and report the status of the work that is done.

The issuance of requirements, advisory notices, or safety bulletins from regulatory agencies or manufacturers might lead you to create actions.

One organization does the work and reports the status of the work to an external organization or another part of the internal organization. An external organization might be a regulatory agency. An internal organization might be a maintenance organization that is responsible for actions that arise from internal management audits.