In Maximo, depending on the application, records are either at the site-level, the org-level or you may be able to leave the org or site field blank so they can be used across multiple orgs and sites. I call this a global setting. It is important to try to determine which level best fits the record before you create the record because once the record is used, in many cases, it cannot be deleted. Your only option at that point is to inactivate the record using a status, if available, and recreate the record at the proper level. In addition, once you save a record at, let’s say the Org-level, if you duplicate the record, the duplicate is automatically applied at the Org-level as well, so in many cases, you can’t duplicate the record and apply it at a different level. You would have to recreate it from scratch.
Here are some examples.
Job Plans – Job plans can be applied at either the site or org level. But you can also leave these fields blank so that the job plan can be used globally. It is best to apply as many job plans as possible using the global option because you will find that in many cases, the same job plan can be used for the same type of asset across multiple sites and orgs. If you have all of your job plans at the site-level for instance, if any task, labor or material needs to be changed on the job plan for that asset type, you would potentially have to alter multiple job plans. If you have one job plan that is used globally, you only have to change the information once.
Labor – Labor records can only be applied at the org level. So a labor record can only be used on work orders, for instance, that are in the same org as the labor record. There is a work around for this, however, you can add the same labor record in the Labor application to all of your orgs, then it can be used in multiple orgs.
Work Orders – Work orders are at the site level. You can only create work orders in your default insert site. So, if users need to be able to create work orders for multiple sites, they have to continuously change the default insert site in their profile. A work around for this is to have those users who create work for multiple sites use the Service Request application. The Service Request application permits a user to create a request for any site that they have permissions to in their security group. Then under the Select Action menu in the Service Request application, they can create a work order from the information on the Service Request with a couple of mouse clicks.
Failure Codes – Failure codes are global and do not allow you to set them at the org or site level. This can be a drawback because in many cases different sites have different types of assets and would prefer not to see failure codes from other sites. One work around is to place a prefix at the beginning of the failure code identifier so your users can filter by the prefix. It’s not as clean as being able to set the failure codes by org or site, but it works without requiring application customization.
These are just a few examples, but the main point is to try and determine the best level available for each record type before you create the records to keep your Maximo data clean and to best respond to your business requirements.