The document discusses workflow and provides examples of how eMaint software can be customized and configured to match different organizations' workflow processes. Key points include: - Workflow involves systematically organizing resources and roles to streamline operations through repeatable processes. - eMaint allows customizations like additional tables, fields, and after-save actions to route, prioritize, and notify users of work requests based on building, location, or problem type. - Configurations can set system options, security, and forms to match each organization's specific needs and processes for request approval, priority setting, and notification.

1. Presented By: Brian Samelson & Alex Allen

2. What is Workflow? Examples of Workflow in X3 Workflow Manager Q & A New!

3. “ A workflow is a reliably repeatable pattern of activity enabled by a systematic organization of resources, defined roles and mass, energy and information flows, into a work process that can be documented and learned. Workflows are always designed to achieve processing.” - Wikipedia

4. “ A workflow is a reliably repeatable pattern of activity enabled by a systematic organization of resources, defined roles and mass, energy and information flows, into a work process that can be documented and learned. Workflows are always designed to achieve processing.” - Wikipedia

5. Simply said…. The utilization of features to streamline operation of software to match the operational process of the organization. A Process.

6. Diagram Illustrating the concept of work flow Input Rules Actions

7. Diagram Illustrating the concept of work flow Request For Work Route Requests based on priority Email request to personnel Input Rules Actions

8. Customizations Workflow Tools Configurations

9. A configuration is changes made to the software, either by the end-user or eMaint that consist mainly of setting: System options Security Settings Screen & Printed Form Layouts Field Properties Validations & Lookups Configurations

10. A customization is a change made to the software, that requires developers to write additional code to add new or alter existing behaviors in eMaint. After-save actions Complex Calculations New Forms … .. Customizations

11. Specific tools and features within eMaint which facilitate its ability to implement/follow a process. Settings User Administration Workflow Manager New! Workflow Tools

12. University of Maryland Medical System – Corporate Property Management University of Maryland Medical Center Pinnacle Charter School Harley Marine Services Tescom Corporation

13. UMMS, based in Baltimore Maryland, is a national and regional referral center for trauma, cancer care, neurocare, cardiac care, women's and children's health and physical rehabilitation. It also has one of the world's largest kidney transplant programs, as well as scores of other programs that improve the physical and mental health of thousands of people daily. The Corporate Property Management Department is responsible for the facility maintenance of all properties located within UMMS. Customizations Configurations

14. University of Maryland Medical System Corporate Property Management needed the Head of Maintenance in each building to receive a copy of the entire request by email as soon as it entered the system, even before it was approved. We setup an additional building table to manage the email address for each building, then setup an after save function on the request form to email a copy of the pending request to that email address. Customizations Configurations

15. Requests for work are entered as Work Requests Based on building, email request to appropriate personnel Email confirmation to requestor and CC: Building Manager Customizations Configurations

18. University of Maryland Medical Center has a standard priority value for all of the problem types being entered on a work order. They use this priority field to route and track the work orders. UMMC requested that a additional table be created where they can define and adjust the priority values on the fly for each problem type. After a request or work order is saved there is an after save process that automatically populates the priority field. Customizations Configurations

19. Requests for work are entered as Work Requests Priorities of work are based upon Problem Type Auto-calculate Priority based on Problem Type entered Customizations Configurations

22. Problem Type Level 1 Problem Type Level 2

24. Pinnacle Charter School is a multi building, 1500+ student, K – 12 school system in Federal Heights, Colorado. They are using X3 to receive and track the maintenance requests for their facilities. Customizations Configurations

25. The Pinnacle Charter School gives its requestors the rights to enter the priority value and select the appropriate personnel to complete the work. The appearance and configuration for these fields is very different than it is on their Work Order form. Also, any submitted request is investigated by the assigned personnel, negating any reason for an approval process. Pinnacle requested that the approval process be bypassed so that all requests are immediately approved. We also created an after save procedure that translates the data from the personnel and priority fields into the correct format for the work order form. Customizations Configurations

26. Requests for work are entered as Work Requests Priorities and assignment of work are populated by requestor and must be simple drop down look ups. Requests are always approved Requests are automatically approved, multiple fields on Work Order populate from requestors simple entries Customizations Configurations

29. Harley Marine Services is one of the fastest growing marine transportation businesses and leading providers of marine transportation services. They run a 70-vessel fleet of tugs and barges with diversified marine operations in all major West Coast ports and New York. Customizations Configurations

30. Harley Marine Services maintains vessels at 5 different locations using X3. When for work are entered into the system a representative from each location will approve and assign the requests for their site. To conform to Harley Marine Service’s needs we setup an additional procedure that runs after a work request is entered. It will find the correct contact for the site noted on the request and will email notification to them that a new request has entered into X3. Customizations Configurations

31. Requests for work are entered as Work Requests Requests are entered from multiple vessels and must be routed to the correct location. Based on site, send notification of new request to appropriate personnel Customizations Configurations Workflow Tools

33. Tescom Corporation, a subsidiary of Emerson Process Management, designs and manufactures leading technology pressure systems, assemblies and manifolds, ultra-clean pressure regulators, valves and integrated gas system components for the semiconductor manufacturing and fiber optic industries. Customizations Configurations

34. Tescom Corporation is in the same boat as many other maintenance departments these days, more responsibilities with less man power. Due to their added tasks the maintenance staff do not have time to return to a terminal to check for new requests and mark requests as completed. The staff all have RIM blackberries with email capabilities. We have worked with Tescom Corportation to create a series of emails that will be output by the system that will allow an engineer to see that a new request exists, take ownership of that request, and close the request all without ever having to login. Customizations Configurations

42. An eMaint staff member is passing out evaluations for this session. Your input is very important to us; please don’t leave without completing it and giving it to an eMaint staff member