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      Maximo - Initial set up and Meta data

      Initial configuration / set up of items for Maximo.

      Hopefully, you configured an SMTP server during the installation process. If you did, you can skip this next section.  

      Configure SMTP server for system notifications 

      1. Log into Maximo as maxadmin.
      2. In the System Configuration menu, expand Platform Configuration and open the System Properties application.
      3. Filter the properties list for mail.smtp.host
      4. Expand the mail.smtp.host property and enter your SMTP host in the Global Value attribute field.
      5. Select the checkbox for the mail.smtp.host record and click the Live Refresh icon in the toolbar. Click OK in the dialog that opens.
      6. Filter the top properties list again–this time for mxe.adminEmail property. 
      7. Expand the mxe.adminEmail property and enter the admin’s Email address in the Global property attribute field.
      8. Select the checkbox for the mxe.adminEmail record and click the Live Refresh icon in the toolbar. Click OK in the dialog box that opens.

      Create Currency Codes 

      The user you are logged in as must have access to the Financial module in order to create currency codes. This is not granted automatically during the installation. You’ll need to grant the user the necessary access to the Financials application first. 

      While you’re there, save some time by enabling the following applications for the same user group also. These are needed to obtain basic use of Maximo. 

      Other application permissions 

      Administration > Sets 

      Administration > Organizations 

      System Configuration > Platform Configuration > Database Configuration 

      Financial > Chart of Accounts 

      So, getting back to the creating the currency, perform the following tasks: 

      1. Open the Financial > Currency Code application.
      2. Click New Row and enter a currency code and description. For example, GBP/Great British Pound.
      3. Click the Save icon.

      Create Item and Currency Sets 

      Create one Item Set and one Currency Set, following the steps below: 

      1. Open the Administration > Sets application.
      2. Click New Row, then enter a name, for example Itemset.
      3. Enter ITEM in the Type field.
      4. Click New Row again and enter a name, such as Compset.
      5. Enter COMPANY in the Type field.
      6. Click the Save icon to save the new item and company sets.

      Create an Organization – at least one is required. 

      1. Open the Administration > Organizations application.
      2. Click on the New Organization icon in the toolbar.
      3. Enter a name in the Organization field.
      4. Enter the item set created previously in the Item Set field.
      5. Enter the company set created previously in the Company Set field.

      If you didn’t change any of the default attributes when creating your sets earlier, the Default Item Status and Default Stock Category fields should already be populated with values of Pending and STK. 

      1. Click on the Sites tab, then New Row.
      2. Enter a name in the Site field.
      3. Click the Save icon. 

      The next few tasks require a little more concentration. We need to create a general ledger account and at least one general ledger account component. But the component must be created first. These must also be saved to the database before proceeding to subsequent configuration tasks. 

      Create a General Ledger Account Component 

      1. Go to the Database Configuration application, via the System Configuration > platform Configuration module. 
      2. Pull down the Select Action menu and select the GL Account Configuration option. 
      3. Click New Row. 
      4. Enter a name for the first component.  
      5. Enter a length for the component – use a numeric value for the number of characters. We used 5. 
      6. Enter a Type for the component. Since the value is numeric, use ALN. 
      7. Click OK. 

      Save the GL Account Component to the database 

      1. While still in the Database Configuration application, pull down the Select Action menu and select Manage Admin Mode.
      2. The Turn Admin Mode On dialog opens. 

      Before clicking the “Turn Admin Mode On” button, notice the “Number of Minutes for User Logout” text box. It defaults to 5 minutes, meaning that the system will wait 5 minutes before turning Admin mode on. If you are working on a new system without any users, you can change this to something smaller, such as 1 minute. This will save you 4 minutes of waiting. 

      1. OK, Now that that’s been discussed, click Turn Admin Mode On.

      Also, you won’t automatically be given an indication that Admin mode has started. You’ll need to click on the “Refresh Status” button to monitor progress. Once the last status line reads: “Admin Mode is on”, you are good to go. 

      1. Close the dialog box.
      2. Pull down the Select Action menu and select Apply Configuration Changes. The Structural Database Configuration dialog opens.
      3. Click on the “Start Configuring the Database” button and wait for the changes to be saved.

      You will be asked to confirm that you have a current backup of the database. Take chances here at your own risk. Whole databases have been lost during this step. 

      Again, you’ll need to refresh the status with the appropriate button periodically so as to know when the changes have been completed. 

      This will take a few minutes, so it may be a good time to take a walk to stretch, get some coffee or water. 

      1. Finally, you’ll click the Refresh Status button and see a system message box stating that the configuration is complete. Wipe your brow, exhale, and continue.

      Now we need to turn the Admin Mode off. If you forget to do so, users will curse you and cron tasks won’t run. Both are worth avoiding. 

      1. While still in the Database Configuration application, pull down the Select Action menu and select Manage Admin Mode.
      2. Click to select the Turn Admin Mode off action and when prompted by a system message, click OK again.

      Create a General Ledger Account 

      Now that we have a GL Component, let’s create the GL Account to associate it with. You’ll be glad that you took the advice regarding application access earlier, because next you’ll need access to the Chart of Accounts application. 

      1. Go to the Financial > Chart of Accounts application.
      2. Click on your organization name to select it.
      3. Using the Select Action menu, select the GL Component Maintenance action.
      4. Click to create a New Row.
      5. Add a new GL Component value and description. Remember earlier, when creating a GL account Component, we set the length at 5? The value you create now should be no more than that number. We’ll use 4 characters, “1234″.
      6. Click OK to save and close the dialog.
      7. Click New Row for the GL Accounts for section.
      8. In the dialog that opens, select your General Ledger Account and click Save.
      9. Using “Go To”, open the Administration > Organizations application.
      10. Click on the organization name created earlier to select it.
      11. In the Clearing Account field, select the General Ledger Account you created a few minutes ago.
      12. Check the Active checkbox.
      13. Click Save.

      Update the General Ledger Component Type Authorization 

      Someone is going to need to be able to change GL Component types, so we’ll need to assign the authorization to a security group. Hopefully, you’ve given some thought to this beforehand. We’re simply going to give this authority to the maxadmin group. You will likely want to assign it to another group, which you have not yet created. 

      1. Open the Security Groups application (Security > Security Groups).
      2. Select the group that you want to have the authority to provide authorization.
      3. Click the GL Components tab.
      4. Click the “Authorized” check box for each component.
      5. Click Save.

      If you are unable to select a greyed checkbox, look up to the right for another checkbox labeled ” Authorize Group to Change All GL Component Types? “. 

      This catch-all authority may be granted in place of the single “Authorize” check box, but again, that’s your decision to make.  

      Update Company Related Accounts 

      This task lets you assign GL codes to various company accounts. You’ll notice that since we only created one GL component, we’ll be setting all the accounts to that component. In the real world, that won’t typically suffice. You’ll need to fully define your GL components. In this example, our objective is to quickly get a new deployment up and running – in this case one component will satisfy the requirement. 

      1. Open the Financials > Chart of Accounts application.
      2. Pull down the Select Action menu and select the Company Related Accounts action.
      3. In the dialog box that opens, click the New Row button.
      4. For our example, enter or select Company Type C.
      5. Set the following accounts to the component created earlier: RBNI, Suspense, AP Control.
      6. Click OK.

      If you created additional components, you’ll see them here and you can select them for each account as is appropriate. 

      1. Pull down the Select Action menu again and select Update Database.
      2. In our example, there are only blank accounts, so with the first radio button selected, click OK.

      Create a Default Insert Site 

      So, we have an organization, accounts, item and company sets, and even some basic security permissions configured. What’s still missing? The organization needs at least one physical location. In particular, it must have a default insert site. 

      We are going to use the site we created earlier for this task, so it would be best to set it to Active status first. 

      1. Go to the Organizations application and select the organization created earlier.
      2. Select the Sites tab.
      3. The site created earlier (A1) should be visible in the list. Click on the Active check box to select it.
      4. Click the Save icon in the toolbar
      5. Open the Security > Users application.
      6. Search for and select the maxadmin user to display it’s records.
      7. In the User Settings panel (you may need to scroll down to view it) select the “A1″site for the Default Insert Site and Storeroom Site for Self-Service requisitions fields.
      8. Click the Save icon in the toolbar.

      Maximo’s work management tools are one of the most compelling reasons for using Maximo in the first place. To enable the work management tools, we’ll need to define worktypes. 

      Create Worktypes 

      1. Open the Organizations application (You should remember where it is by now, right?)
      2. Search for and select the organization created earlier.
      3. In the Select Action menu, select Work Order Options > Work Type.
      4. In the dialog that opens, click New Row.
      5. In the dialog that opens, Select WORKORDER as the Work Order Class.
      6. Set the Work Type to AR.
      7. Set the Start Status to INPRG.
      8. Set the Complete Status to COMP.
      9. Click New Row and repeat the above steps with the same work order class, but insert UR for the Work Type.
      10. Click the Save icon.

      At this point, the MXServer (application server) must be re-started.  

      Re-start MXServer 

      Once running, you will have completed the basic configuration tasks needed to run Maximo.