EZMaxMobile Material Requisitions. The Current Process You - Placing an order Hand write material order on paper “Material Order Form” Hand deliver form.

EZMaxMobileMaterial Requisitions

The Current ProcessYou - Placing an order• Hand write material order on paper

“Material Order Form”

• Hand deliver form to FM Procurement Group

OR• Type in electronic form on SharePoint

site, email to FM Procurement Group

• Email to FM Procurement Group

The Current ProcessProcurement Group - Purchasing

• Go through paper forms

• Interpret hand writing

• Split order by vendor, if needed

• Research catalog numbers in eShop or on web sites

• File paper requests after order placement & receiving

Didn’t I order this several

times before?

The Current ProcessReceiving the Materials• For folks who don’t regularly go to

HSB, many phone calls are made when packages arrive so the trades know when to pick them up.

• Currently, no receiving status information is on your Maximo (EZMaxMobile) work order list.

Did the materials come in for these yet?

EZMaxMobile WO List

Why Change It?• Charrette Team – November 2013• Procurement Streamlining Project – GOALS:

1. Reduce the number of systems used2. Reduce the number of steps for any task3. The current “Paper” system takes a lot of time, and

information is tracked in too many different places4. Benefits of going electronic and keeping everything in one

system• Transparency

• Communication• Reporting

Advantages for YouEasier to submit the request• A button to create a new requisition

will be right on your work order• The WO # and Description will

automatically fill in on the form• Can start filling out a requisition, save

it, then go back in later to complete it and “Submit” to FM Procurement.

• Don’t need to hand-deliver a paper form – place your order from wherever you are in WiFi

• Can request materials from multiple vendors on one order

This button will be available on

your WO:

Easily Attach Photos

Tap on the “Attachments”

button to attach a photo to a line

Use the camera button to take or

select a photo

Shows that a photo is attached

The FM Procurement Group will see the photo attachment

when they open the Material Requisition

Advantages for You• Items ordered on a WO with an

asset # will build a “Spare Parts” list for that asset, making it easier every time orders are placed on a WO for that Asset.

Asset #

Advantages for YouYou can see your orders & receiving status• Status will be displayed right on your mobile device• Not as many phone calls or stopping in to ask about your order

All of your saved and submitted requisitions can

be viewed at any time.

See the status of receiving right on

your WO list.

New Receiving Label• All orders will be received

against the Maximo PO in Maximo

• A label will then be printed and affixed to the box

• The label will show exactly which items were received, and whether the receipts are COMPLETE or PARTIAL

Requisition Line Types

“Item”(In a Pick List)

Item #s represent records that are in Maximo in an

“Item Master” list for repeat ordering.

On the material requisition, they are selected from the

Item Master List or from the Spare Parts list (unique to

an asset).

“Material”(You type it in)

If what you need is not in the Item Master List, you can type a description of

what you need as a “Material” Line Type on the material requisition.

“Service”(You type it in)

If you need a service rather than a material, you can type a description of

the service being requested.

(example: septic pumping)

2 most commonly used

Line Types: Creating a Requisition

As items or materials are added…

Requisition Line Items Populate. Line Type: Item

Line Type: Material(no item #)

Advantages for Procurement Group• No more sorting through papers & filing• Don’t have to decipher hand writing• Orders submitted can’t get lost

• Can more efficiently place your orders• All of the buyers can see all of the

submitted orders, and can cover for each other

• Can split orders by vendor

• When available, the catalog # will populate on their screen automatically, so they can place the order quickly and easily in eShop

ESHOP

Planning, Development & Testing• Project Team members:

• Debi Geiger, Randy West, Dean Goble, Erin Sill, Lori Lewis (FSIT)

• Tradespeople involved in testing:• Wayne Finton, Matt Everhart, Del Armstrong, Anthony Scarofile

• Over 1 year of planning and development, testing of EZMaxMobile AND Maximo screens, applications, and queries.

• We intend to strive for continuous improvement, and new ideas are always welcome.

Upcoming Trainings• EZMaxMobile Trainings are scheduled for:

• Thursday, June 25 from 9:30 – 11:00 in G10 Biotech• Tuesday, June 30 from 9:30 – 11:00 in G10 Biotech

• Your supervisor will let you know which session to attend• Maximo laptop user trainings – June 23, 24, 25, 29• You will receive:

• A presentation demonstrating step-by-steps to create and submit a material requisition in EZMaxMobile

• Documentation with step-by-step instructions• Information on who to call or where to go for help/support

Go Live Date

Monday, July 6, 2015