EzMaxMobile Technician User Guide

iPhone Edition

Document ControlTitle EZMaxMobile Technician User Guide

Author Melissa Phillips

Owner (Responsible for Approval of Issued Versions)

Name Role Signature Date Issue

Melissa Phillips Education Program Associate 2 Melissa Phillips 6/25/2019 9/17/2019

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Review Panel

Name Role

Craig Dubler Manager, FAM Programs

Shauna Nevel FAM Business Analyst

Joel Myers FAM Business Analyst

Matt Hannold FAM Business Analyst

Change Log

Date Change

Table of ContentsDocument Control....................................................................................................................................................................................................... 1

LOGIN SCREEN:.................................................................................................................................4

Finding, Opening and Signing in to the application (app)....................................................................................................................................4

START CENTER..................................................................................................................................5

Hamburger Icon................................................................................................................................................................................................... 5

Start Center Tabs................................................................................................................................................................................................. 5

Technician/ Craftsperson Start Center................................................................................................................................................................5

My Work Assignments.........................................................................................................................................................................................6

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ACTIONS ON A WORK ASSIGNMENT.................................................................................................7

Assignments......................................................................................................................................................................................................... 7

Complete My Assignment....................................................................................................................................................................................8

Request Reassignment.........................................................................................................................................................................................9

Planned Labor.................................................................................................................................................................................................... 10

Planned Materials.............................................................................................................................................................................................. 10

Labor.................................................................................................................................................................................................................. 10

Work Log............................................................................................................................................................................................................ 11

Tasks.................................................................................................................................................................................................................. 12

Attachments....................................................................................................................................................................................................... 13

Multiple Assets, Locations.................................................................................................................................................................................14

Enter Meter Readings........................................................................................................................................................................................ 15

Create a Follow-up............................................................................................................................................................................................. 16

Create Requisition.............................................................................................................................................................................................. 18

View Work Order History...................................................................................................................................................................................22

Related Purchase Order.....................................................................................................................................................................................22

Communication Log........................................................................................................................................................................................... 22

WORK ORDER TRACKING................................................................................................................23

CREATE A NEW WORK ORDER........................................................................................................23

......................................................................................................................................................24

ASSETS...........................................................................................................................................25

INVENTORY....................................................................................................................................26

WORK IN OFFLINE MODE................................................................................................................27

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LOGIN SCREEN: Finding, Opening and Signing in to the application (app)

1. Select the EzMaxMobile icon on your device. 2. Touch in the Username and Password boxes and enter your PSU WebAccess Username/Password (same credentials as your Time Card or

desktop Maximo).3. If you want the app to remember your username and password, tap on Remember Me. The button will be blue when activated.

Tip for Setting up EzMaxMobile: PSU OPP Employees or their Supervisor will need to contact IT to get the app pushed to a Penn State issued device via Meraki MDM. Technicians cannot install the app on a Penn State issued device by downloading from App Store.

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START CENTERHamburger Icon

1. The three-line icon (“hamburger icon”) in the top right corner is used to open and collapse a menu of Maximo modules and applications for which the signed in user has permission to access.

Start Center Tabs2. The tabs at the top of the screen will match the start center tabs in your native Maximo. The technician start center tab should default to

the top left and be the start center a technician sees when initially logging in the app.

Technician/ Craftsperson Start CenterMy Work Assignments

3. This includes currently assigned work orders. The blue circle (also referred to as the bubble counter) displays the number of records in the list.

My Recently completed Work (Last 3 Days)4. This list includes work assignments completed in the last 3 days. Users who want to look at work

orders completed more than 3 days in the past can search them through the Work Order Tracking Application.

Bulletin Board 5. Messages to users posted by Maximo Administrators.

Favorite Applications6. These are quick links to frequently used Maximo applications and modules.

Quick Insert7. More frequently used Maximo Application links. 8. The bottom navigation bar is shown on all screens when in the app but should only be used when

opening attachments or downloading documents.

General NavigationTo move back to a previous page, use the arrow in the top left or use the hamburger icon to navigate back to your start center.

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Work Assignment Search1. Use Quick Search field to find a specific work assignment by using a key word search for either a word in the work order or location

descriptions. 2. Use the Advanced Search button to search for work assignments by specific values.

Work Assignment Sort By: Work Assignments default to sort based on priority in an ascending order. Users can change the way their list is sorted, but users should be aware that after navigating away from their list (i.e. to a specific work order) and then returning to their work assignments list the list will default back to being sorted based on priority.

3. To sort your work assignments based on a different category, tap on the word Priority and Select another sort option in the domain list. You can also tap the triangle to the right of the sort category to sort descending. The triangle will point downward if sorting descending or upward if sorting ascending.

View Work Orders:Scroll down the list to view all work orders on the page. If there are multiple pages, you will see the number of pages displayed just above the work order list. i.e. Page 1 of 2 of 34 Records.

4. Touch the arrow to the right to go to the next page of work orders.

*Note: PSU OPP is only using barcodes for assets. Barcodes are currently not used to identify Work Orders or Locations. Users should only scan an asset barcode while in an open work order if trying to change the asset on the work order. Scanning an asset barcode to pull more information about the asset should only be done in the asset application. For more instructions on scanning asset barcodes to view asset information, go to the Assets section of this document.

ACTIONS ON A WORK ASSIGNMENTAfter selecting a work assignment, tap on the three dot “snowman” icon in the top right to move to the bottom of the screen to view the work order actions. The actions are on the left side of the screen of larger devices, like iPads or laptops.

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AssignmentsAssignments allows you to view all assignments on the work order. Assignments other than your own will be visible but grayed out. The assignments action can also be used to complete an assignment, if all necessary work logs, labor entries and failure reporting are completed, as applicable.

Complete My AssignmentComplete My Assignment is a streamlined

process for a technician to enter a Work Log, Failure Reporting, Labor Transaction and Complete an assignment. Technicians can use Complete My Assignment action even if there isn’t a need to enter information in any of the fields on the first page (work log, failure reporting or labor). Event though the Regular Hours field is a required field (as noted by the red Asterix). Zero labor hours will be accepted if you have previously completed all labor entries for this work assignment.

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*Note: The assigned hours indicates the planned hours of an assignment and not the number of hours a technician has charged against the work order.*

After completing all necessary information on the first page by scrolling through each work log, failure reporting and labor transaction section, use the arrow in the top right corner to move to the second page of the Complete My Assignment Action. Notice that the second screen to complete the assignment is the same screen users see under the Assignment Action.

Request ReassignmentRequesting Reassignment is a function which allows a user to notify their supervisor as to the reason they cannot complete an assignment. By requesting reassignment, the assignment is not automatically removed from the user’s list of assigned work orders. A supervisor needs to act upon the reassignment request for it to be removed, i.e. remove currently assigned technician and assign a different work crew.

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Select the Request Reassignment action. Tap on the Select Value field next to Why are you unable to complete your work? Select the most appropriate reason code and provide more details. Save the record by tapping on the red floppy disk icon in the top right corner.

Once the reassignment request is saved, a supervisor will receive a notification in EZMaxMobile and the work order will have a work log with the reassignment request information. As a reminder, submitting a reassignment request does not automatically take a work assignment off of a user’s list of assignments.

Planned Labor Planned labor shows the craft(s), skill level(s) and regular hours planned for the work order.

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Planned MaterialsPlanned materials lists those materials that were ordered as part of the planning process. This will not list materials ordered by a technician after the work order is approved and assigned to them.

LaborLabor action allows users to charge regular hours to a work order as well as see their actual labor hours that have been previously charged. Technicians should only charge over time hours in the time card application.

There are 3 ways to enter labor in EZMaxMobile.

1. On a work assignment, tap on the Labor action. Select the + icon in the top right corner. Manually adjust the date/times/hours as necessary. After entering your labor hours, tap on the red floppy disk icon to save your entry.

2. Enter Labor as part of the Complete My Assignment Action. Manually adjust the date/times/hours as necessary.

3. Using the Start/Stop Timer. On a work order, the timer can be found at the bottom of the actions. Start the timer when starting your work and stop when you have completed the work. After stopping, you will be prompted to confirm the time calculated by the timer or manually adjust it, if necessary. Save the labor entry by tapping on the red floppy disk icon. If using the start/stop timer and also completing an assignment, users should not enter an additional labor entry as part of the complete my assignment action. This will result in a duplicate labor transaction. If a user has already saved a labor transaction after stopping a timer, the Complete My Assignment action will allow a user to proceed to the second screen to complete the assignment with 0:00 regular hours in the labor.

Note: If a user has entered labor hours on EZMax on the same day those hours were worked, users can utilize the option in the time card to get labor entries from Maximo. All time entries from EZMax will then populate into the time card.

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Note: The Time Card application remains the system of record for time entry. Thus, technicians can change labor entries in the Time Card system and the data will write back to Maximo as actual labor costs.

Work LogWork logs are notes about the work order which are viewable by all Maximo users, including customers. Technicians can view available work logs and also enter new work logs.

To enter a work log, tap on the + icon in the top right corner. The summary field is intended to be a short subject line as it is limited in characters. The Details field can be used to enter additional details.

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TasksTasks are the steps of a job plan. You can view the tasks in the list and check them off when completed. You can also tap on a task to view the details of the task and change the status to complete. Tap on the check box to complete a task on the list.

Note: Completing all the tasks on a job plan will not automatically complete an assignment.

Note: Each person assigned to the work order will have their own task list. Thus, if working with a partner and one person completes the first few tasks on their assignment, their partner will not see those tasks as completed. If working with others on a work order, it’s best to use work logs to note information about the work.

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AttachmentsThe attachments action allows you to view any attachments or upload new attachments.

1. Click on the Attachments action on a work order. 2. Tap on an existing attachment to view. When done viewing an attachment, click on the < arrow at the bottom of the page to close the

attachment. Closing the attachment is the only instance which requires a user to use the navigation at the bottom of the page. 3. To add an attachment to an existing work order, tap on the camera icon.4. A dialogue box will pop up requesting a user select a folder. The only option is “attachments.” Select OK. 5. A box will pop up allowing a user to Take Photo or Choose Existing. If Taking a Photo, the device’s camera will be enabled. Note: Users

should be aware that when taking a photo, the photo will be saved with the work order and note in the phone’s photo gallery. If the user would like to have the picture in their phone gallery, they should take the photo using the device’s camera and choose to upload and existing photo.

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Once a photo has been taken or chosen, a user has the option to edit the photo.

6. Click Tap to Edit. 7. Select one of the Edit options (Draw, Add text in a text box, or crop).8. Select OK when finished with the editing options. 9. Add a description for your photo. This is the title of the attachment other users will see. Tap on the description and enter a description

and then select Save. 10. Select upload.

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Multiple Assets, LocationsRouted Work Orders with multiple assets, locations can be viewed under the Multiple Assets, Locations action tab.

Enter Meter ReadingsTo enter a characteristic or gauge meter reading:

1. Select Enter Meter Readings action on a work order. 2. To expose the meter limits, tap on the blue bar labeled Show Limits. 3. Tap on the white value field to manually enter a gauge meter measurement or use the chevron icon on a characteristic meter to select a

value. Tip: Users entering meter readings should Save intermittently. Users are advised by the FAM team not to wait until all measure points are entered before saving. To Save the record, tap on the red floppy disk icon. Once a meter is saved, the last reading date and last reading will be updated with the information just entered.

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Create a Follow-up From a Work Assignment, select Create Follow-up Action. A confirmation screen will pop up and you will select Yes if you want to proceed with creating a follow-up. You will be brought to a new work order and a green banner bar at the top of the work order will confirm the new work order number.

Note: Once a user selects the action of creating and confirming creation of a follow-up work order, a new record is saved in the system. Thus, backing out to a previous screen from a follow up work order does not cancel it; the new record has already been created. If had made a follow

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up in error or accidentally made duplicate follow-ups, a user should contact the Work Reception Center and provide them the original work order number which was used to create the follow-up and request that they can cancel it.

The Work Order Description, Location, Asset, (if applicable), and work type will copy over to the new work order from the original work order. Users can and should update those fields as applicable on this new, follow-up work order. Users can completely delete the description and add a new description, or just add some additional information to the existing description. Enter an urgency for your follow-up work order and if applicable, add an additional contact person.

After updating the follow-up work order, hit the red floppy disk icon in the top right to save the changes to the work order. If a user needs the work order returned to them, update the description to indicate so.

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Create RequisitionYou can create and submit Desktop Requisition (DR) directly from a work assignment or from your Start Center or under the hamburger menu. Tip: A DR created from a work assignment will auto populate the work order number into the work order field on the DR. A DR is created via the hamburger option or from the start center will require users to manually enter the work order number.

1. From a Work Assignment, select Create Requisition action. 2. A Desktop Requisition will load on the page and a requisition number will auto-populate. The short description auto populates with the

work order number, the location and the PSU Access ID of the user signed in to EZMaxMobile. Users are asked to not change this short description. If you have additional information regarding your DR, you can enter it in the Details (or Long Description)

3. Drop Point Field – Enter alternate delivery location information. OPP Stores will then deliver your order to this location. 4. Required Date is the date a user needs materials delivered. 5. Priority is a required field which defaults to a priority 3 or Routine order. The priority should be adjusted accordingly. If ordering a critical

material, it is advised to also call OPP Stores to inform them of the critical order submitted via DR. 6. Enter your role

at OPP. This field is required as it determines the financial approval path of a DR.

7. A user has the option to save a draft of a DR. To add an attachment to a DR, a user must save the DR as a draft first and then the attachment action becomes available. Tip: A

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user is not required to save a DR as a draft to continue onto the second screen, but users are advised to do so if they are taking a while to enter their DR or if they will need to navigate away from the DR before submitting it.

8. Scroll to the top of the screen and click on the right arrow to move to the second step of the DR. The second screen of the DR has a summery of the information added on the first screen and includes the Requisition Line Item table. The items and materials that are being order will be added under the Requisition Line Items.

9. There are multiple ways to add Requisition Lines. Click on New Row. Select the line type. The field defaults to Item but should be updated accordingly. An item can be stock or non-stock, but is identified with a Maximo item number. A material is defined as something ordered from a vendor. To search for an item, select the chevron next to the item field.

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10. To search an item, enter a word or name into the Description search field and select Apply. Tips: Tap on the +Filter if the box is collapsed. Item field refers to an item number. Thus, if you search for a name in that field you will not yield any search results.

11. Select an item from the search results or redo your search parameters in the filter for different results. 12. Selecting an item will pull in the item number, store location, description, order unit and unit cost. Users must add the quantity being

ordered and the line cost will auto-populate based on the quantity selected and the unit cost. Add an item to the requisition line item table by selecting the check mark box in the top right.

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Continue to add more items or materials to the Line Item table by using the New Row Action, as needed. To add a material, a user will need to first enter the line type as material and enter a description of what they are ordering. Users should be as specific as possible. A quantity, order unit and line cost must all be entered as well.

13. Users can also add items to a requisition by using the Select Asset Spare Parts action. If spare parts have been identified for an asset associated to the work order the requisition is charging to, they will be available to select to order.

14. Users can touch in the check box next to the spare parts and then use the checkmark in the top right to add them to the requisition. 15. Once all items or materials are added to the requisition, select submit.

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View Work Order HistoryThe view work order history action allows users to view the status history of the work order as well as ownership history. If a work order is planned, the ownership history will include the Penn State Access ID of the planner. Viewing the history is helpful if communication is necessary with the planner of the work order.

Related Purchase OrderThe Related Purchase Order action allows users to see any related purchase order or purchase requisition information for the work order.

Communication LogThe communication log allows users to view and send email communications through Maximo for an associated work order. The email then remains connected to the work order.

To send an email communication in Maximo (i.e. Communication log):

1. Select Communication Log from the Actions on a Work Order and then select the + icon in the top right corner. 2. You can select an email template, if applicable.

Technicians can use the template “TECH2CUSTOMER” to send a message back to a customer which includes some work order information prepopulated in the template. Type “TECH2CUSTOMER” in the template field or use the chevron next to the template field to search and filter through all templates. Another helpful template for Technicians is “WO RETURNT TO SCH”. Technicians can use the “WO RETURNT TO SCH” template to send an email message to Planning or Scheduling explaining why a WO order needs to be returned.

3. Select Enter the email address(es) for recipients (To; CC; BCC). 4. Edit the subject line of the email as appropriate. 5. Enter the message details and tap the send icon in the top right to send the communication.

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WORK ORDER TRACKINGFrom the Work Order Tracking application, a user can:

1. Search for any work orders via a key word search2. Search for any work order using defined parameters in the Advanced Search3. Add a new work order4. Access a user’s saved queries or system available queries5. View Active Work Order Timers -This section will only appear if a user has active timers on work orders. 6. View their labor transactions for the current day and week or any other selected day or week7. Go into Offline Mode – See Offline Mode section in this document for further explanation.

CREATE A NEW WORK ORDERUsers can create a new work order directly from their EZMax Technician Start Center under Quick Insert or by selecting Work Order Tracking Application under the Hamburger Icon and selecting Add New.

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A new record with a new work order number will be created. Users should update the short description, long description (if applicable), the location, asset, urgency and additional contact information (as applicable).

Tips:

If an asset will be added to the work order, always add that before adding a location because adding the asset will auto populate the location and area information.

Any field that is open to free text a user could use the talk to text option after tapping on the field and the key board comes up. Use the microphone icon next to the space bar.

The contact information on the work order should not be the contact information of the technician reporting it; that information will already be captured because the user is signed into the EZMax app. The additional contact information would be someone else that would need to be contacted, such as a customer.

After updating the new work order, hit the red floppy disk icon in the top right corner to save the work order and submit through work flow. If a user needs the work order returned to them or sent to a specific technician or work group, the work order description should include this information.

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ASSETSScanning an asset barcode: Go to the Asset application via the start center, favorite applications link or tap on the Hamburger Icon and select Assets. In the Asset Application, Tap the bar code icon in the upper right-hand corner to bring up your viewfinder. Move the barcode into the viewfinder and allow to focus. Once the barcode has scanned, the asset record will be retrieved if available in Maximo. If the asset record cannot be retrieved, a banner bar will show No Records Found.

If searching for an asset without a barcode, use the quick search option to do a key word search.

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INVENTORYUse the quick search to search by an item name or descriptor in the inventory. Users can see the details of items in the inventory, including photos as well as the in-stock counts.

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WORK IN OFFLINE MODEWhen a user loses online service, a notification will pop up asking the user if they’d like to proceed in offline mode. If the user elects to proceed in offline mode, they will see their assignments and completed work portlets without WIFI or cellular service.

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If a user knows they will be entering or working in a space without WIFI connection, they can select to go into offline mode. However, once a user has returned to an area with WIFI connection, they need to manually elect to go back online. The app will not return to online mode automatically once WIFI and/or cellular connection is returned.

To go offline at any time, select the hamburger icon and Go Offline. The screen will show in gray tones to indicate being in the offline mode. To go back online, select the hamburger icon and Go Back Online.

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