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Facilities Services Division

Maximo - Asset and Workorder Management System

Support
- AWMS Hotline: 213-241-4642 (7 a.m. - 5 p.m M-F)
- Launch Asset and Work Order Management Application (requires a user account).
- To request a new AWMS® User ID, please click here.
- AWMS Training Schedule - (login required).
General
- Backflow Device Annual Test PM Adjustment Guide - The Backflow Device Annual Test PM Adjustment Guide provides step-by-step instructions on how to cancel a Backflow Device Annual Test Preventive Maintenance (PM) Work Order if Test Reports have not been received from the County, City, or Water Purveyor. The guide also provides guidance on how to generate a PM work order if the work order does not exist and the test report is on hand.
- Bookmarking Guide - The Bookmarking Guide is designed for anyone who wishes to bookmark records (work orders, item numbers, requisitions, etc) in Maximo. Maximo provides a bookmarking feature that allows you to save a record so that you can easily retrieve/access that record at a later time. The bookmarked records are owned by the user and are unique for each application. If you log in under a different name, you will see a different bookmarks list. The guide details step by step instructions on how create a bookmark in the Work Order Tracking application, however the practice can be performed in all Maximo applications.
- CPM and AOS Directory Update Guide - The CPM / AOS Directory Update Guide details step by step instructions on how to update CPM and AOS school assignments. The guide also includes instructions on how to update the M&O Area, Complex and key phone numbers for a school site. Updates made on this application will be reflected in Maximo the next day and be available for the public to view/download through the M&O website.
- Certificates Setup Guide for WFM - This guide provides instruction on how to use certificates to have employees access the secure WFM URL on their mobile devices.
- Custodial Schedule Application Guide - Application allows Plant Managers to establish custodial schedules electronically.
- Custodial Schedule Attachment Guide - The Custodial Schedule Attachment Guide details step by step instructions on how to attach custodial schedules in Maximo.
- Drinking Water Tracking - How to create a new basin and outlet record - Step by step instruction on how to create a new basin and outlet record in Maximo.
- Drinking Water Tracking - How to insert lead sampling results - Step by step instruction on how to insert lead sampling results in Maximo.
- Drinking Water Tracking - How to update existing basin and outlet - Step by step instructions on how to update existing basin and outlet information in Maximo.
- Emergency Service Call Notification Guide - The Emergency Service Call Notification guide details step by step instructions on how to add/remove individuals from receiving emergency service call notification emails when an emergency service call is generated for his/her person group.
- Employee Personal Info/Counseling/FMLA Tracking Guide - The Employee Personal Info/Counseling/FMLA Tracking Guide is designed for M&O Administrators, Supervisors, Managers and Directors to manage an Employee’s Personal Info, Counseling and FMLA history. The guide details step by step instructions on how to access and update employee information in Maximo.
- Facilities Cleanliness Inspections / Plant Manager Review and Response Guide - Background: To provide a more efficient method of tracking and reviewing Custodial site observations and inspections. The Facilities Cleanliness Inspections / Plant Manager Review Application is designed for a Plant Manager to easily retrieve, review and respond to Monthly, Annual and/or Follow-up Custodial Inspections.
- Faclities M&O Safety Videos - This document contains YouTube links for the M&O Safety Videos.
- Furniture Survey Application (rev. 3-15-18) -
- How to create a new labor record - The New Labor Record Guide is designed for the Administrative staff that details step by step instructions on how to create a new Labor record in Maximo.
- MO Payroll Education Training -
- Maximo 101 Training Handout and Exercises -
- Maximo 7.5 / Labor Employee Training and Certification Tracking Guide - Employee Training and Certification Tracking Guide in Maximo
- Overtime Request Guide - The Overtime Request Guide details step by step instructions on how to request/report overtime for an employee in Maximo. Overtime request can be initiated through the Work Order Tracking application as well as the Labor Reporting application. For this guide, I will detail the steps on how to request/report overtime in the Labor Reporting application.
- QR Code Check In and Out Video Link - This document contains the YouTube video link to view the QR Code Check In and Out for WFM
- QR Code Check In/Out Android Setup Guide -
- Query Management Guide - The Query Management Guide is designed for anyone who wishes to generate their own queries in Maximo. Queries are stored questions about data. By using queries, you can retrieve just the data you want, how you want, and whenever you want. The guide details step by step instructions on how to create, save, modify and delete a query in the Work Order Tracking application, however the practice can be performed in all Maximo applications.
- SARC Inspection Guide - The SARC Inspection Guide details step by step instructions on how to perform a SARC inspection from your mobile tablet.
- Time Reporting Guide - Labor Reporting Application - The Time Card Reporting and Approving Guide / Labor Reporting Application details step by step instructions on how to: Report Time, Approve Time, Reverse Time and run important Time Reporting related reports.
- Time Reporting Guide - Work Order Application - The Time Card Reporting Guide / WO Tracking Application is one of two ways to report and track time for an employee in Maximo. Time reporting should be performed on a daily basis. The guide details step by step instructions on how to assign/report and approve time in the WO Tracking application as well as running/printing the Daily/Weekly Time Card report.
- User Guide for M&O IT Support in Maximo -
Work Order
- LAUSD Service Calls Mobile App (CitySourced) - Mobile Service Requests Guide Version 6-24-2022
- Planned Job (Type 99) guide - The Planned Job (Type 99) guide is designed for projects executed by the M&O Project Units or projects that are funded by other than RRGM (general fund). The guide details step by step instructions on how to track and process this type of Planned Job in the Work Order Tracking application.
- Plant Manager's Kiosk Application - Rev. 7-28-21 - The Plant Manager Kiosk application allows the Plant Manager to perform the following:View / Filter for Service Calls/OEHS Work Orders, Create new Service Calls, Attach Documents to existing Service Calls, View and Print Service Call calls, Assign / Re-assign Service Calls to your Site Assigned Maintenance Worker (if applicable), Change WO Status (if applicable)
- RRGM Funded Planned Job (Type 98) Guide - The RRGM Funded Planned Job (Type 98) guide is designed for projects that are funded through RRGM (general fund) and executed by line item employees (typically in the M&O Areas). The guide details step by step instructions on how to track and process a RRGM Funded Planned Job in the Work Order Tracking application.
- Refrigerant Cylinder Tracking Guide - How to assign or decommission a cylinder - The Refrigerant Cylinder Tracking Guide "How to Assign/Decommission a Refrigerant Cylinder" provides step-by- step instructions on how to assign or decommission a cylinder record in Maximo.
- Refrigerant Cylinder Tracking Guide - Refrigerant Service Form - The Refrigerant Cylinder Tracking Guide "How to Input Refrigerant/Recovery Cylinder" Usage provides step-by- step instructions on how to input Refrigerant/Recovery Cylinder Usage in Maximo.
- Service Call Guide (Multi-Location Sites) - The Service Calls for Multi-Location Sites Guide is designed for those who generate service calls for multi-location sites such as City of Angels and Riley HS. This guide details step by step instructions on how to generate service calls in the Work Request application but can be applied in the Work Order Tracking application.
- Service Call Guide (Work Order Tracking) - The Service Call Guide / Work Order Tracking Application is designed for anyone who wishes to generate a service call in Maximo. The guide details step by step instructions on how to create a service call in the Work Order Tracking application.
- Service Call Guide (Work Request) - The Service Call Guide / Work Request Application is designed for the M&O Service Call Help Desk. This guide details step by step instructions on how to generate service calls in the Work Request application. Fields on this application are custom to creating service calls only. Although this guide is designed for the Service Call Help Desk, any Maximo users can use this application to generate service calls.
- Service Request Review Application - The Service Request Review application is designed for M&O Area representatives to monitor, review, generate and/or associate M&O Service Requests Work Orders that are coming from the Service Call website and/or the Service Call mobile application.
- Site Assigned Maintenance Worker Kiosk Application Guide - The Site Assigned Maintenance Worker (SAMW) Kiosk guide is a step by step procedure on how to generate service calls, status service calls and report time.
- Wall Fold Table Work Order Guide - The Wall Fold Table Work Order guide provides step by step instructions on how to update the planning estimates and fund the work order.
- Work Force Manager Desktop (rev. 10/22/18) - Workforce Manager is a custom work assignment and time reporting application. The application allows a user to perform basic work assignment and time reporting functions on a simple user interface.
- Work Force Manager Mobile (rev. 2-13-19) - The Work Force Manager Mobile Application is designed for craft technicians to easily receive, status and time report against their daily work assignments through a web application. The application also has the ability to Check-In and Check-Out of a site, generate follow-up/new work order and add/view photos on work orders.
- Work Force Manager Mobile - How to Update Password - If you changed your District Single Sign-on Email password, this guide details step by step instructions on how to re- establish the Wi-Fi network connection on your device and update the password on the WFM Mobile application.
Procurement
- A/B Letter (Informal Contract) Guide (rev. 10-9-17) - According to 8.5 Informally Bid Contracts (A/B Letter) Procedure, an A or a B letter is an LAUSD informally bid contract for work. Informally bid contracts may be used when a contract is for a sum below the applicable Public Contract Code Section 201111 competitive bidding threshold and: 1. Services are performed by a contractor who employs a type of skilled craftsperson not employed by the District; or 2. Services can be economically performed by a contractor using specialized equipment; or, 3. Work is of an urgent nature or is small in scope.
- A/B Letter Online Contractor Performance Evaluation Guide - Step by step guide on how to complete the online contractor performance evaluation for A/B Letters.
- Annual Contract Purchase (PG) Guide - (rev. 9-12-19) - The Annual Contract Purchase (PG) Guide is a method to purchase goods, commodities, general services or professional services that are in a Vendors annual contract with the District as the sole supplier of the deliverables.
- Buyer Card Approve (Reject) Process (SAP) - SAP process on how to reject a Buyer Card charge that has been submitted for approval by the Buyer Card Holder.
- Buyer Card Approve (Rejected) Process (SAP) - SAP process on how to approve a Buyer Card charge that was previously rejected.
- Buyer Card Approve Process (SAP) - SAP process on how to approve a reconciled Buyer Card charge.
- Buyer Card Guide - The Buyer Card Guide is an alternative expedited method to purchase materials and/or services not available from local M&O Area Stores or the General Stores Warehouse. The guide details step by step instructions on how to process Buyer Card purchases in Maximo.
- Buyer Card Reconcile (Multiple Funding Lines) Process (SAP) - SAP process on how to reconcile a Buyer Card charge with multiple funding lines.
- Buyer Card Reconcile (Rejected) Process (SAP) - SAP process on how to reconcile a Buyer Card charge that have been rejected by the Approving Official.
- Buyer Card Reconcile Process (SAP) - SAP process on how to reconcile Buyer Card charges.
- Desktop Requisition Guide (Planned Job) - The Desktop Requisition Guide / Planned Job is designed for material requisitions against a local M&O Storeroom inventory against Planned Job work orders that has reached the status of Funded or greater (e.g. FUNDED, INPRG, SCH, etc...) The guide details step by step instructions on how to reserve M&O Storeroom inventory in the Desktop Requisition application.
- FETU Approval for Request to Advertise - Approval for Request to Advertise
- FETU Request for Assistance Form - FETU Request for Assistance Form
- How to check if Goods Receipts (GR) interfaced into SAP - Step by step guide on how to check if the Goods Receipts (GR) interfaced into SAP.
- Imprest / Petty Cash Guide - The Imprest / Petty Cash Guide is designed for anyone who wishes to make direct purchases of items utilizing the local M&O site checking account. The Imprest Fund is anther means of procuring material; it does not represent additional budgetary authority. The Imprest / Petty Cash Guide provide information and guidance on the appropriate process of approving, distributing, tracking and replenishing Imprest Funds in Maximo. For a complete overview of Imprest Funds, please see the Accounting and Disbursements Division, Reference Guide No. 1706.1.
- Interface Remark: Please change account assignment category to asset - Interface Remark: Please change account assignment category to asset
- Low Value Purchase (PD) Guide (rev. 5-10-22) - The Low Value Purchase (PD) Guide is an alternative method to purchase materials and/or services not available from local M&O Area Stores, General Stores Warehouse, Master Contracts, Annual Contracts, Bench Contracts or Piggyback Contracts and that do not exceed $25,000. The $25,000 limit is inclusive of tax and shipping. The guide details step by step instructions on how to process Low Value Purchases (PD) in Maximo.
- Maximo 7.6 PICO Warehouse Purchasing Guide - Pico Warehouse Purchasing Guide details step by step instructions on how to process purchases for materials available from LAUSD General Stores Warehouse, located in Pico Rivera.
- Non-Stock Material Requisition over $25K (XPO) Guide - (rev. 9-12-19) - The Non-Stock Material Requisition over 25K (XPO) Guide is used to purchase materials not stocked in LAUSD Stores, not covered by Annual Contract, and totaling more than $25,000.
- Purchase Order Process Flow -
- Stock Material Requisition (Service Call) - The Stock Material Requisition Guide / Service Call is designed for material requisitions against a local M&O Storeroom inventory against Service Call work orders. The guide details step by step instructions on how to reserve M&O Storeroom inventory in the Work Order Tracking application.
- Task Order Flow Chart - High level flow chart of the Task Order Process.
- Task Order Guide (rev. 6-6-18) - Professional Services Agreement: A Professional Services Agreement is a contract between a vendor/contractor and LAUSD to provide a specific service. The contract contains the following: "Scope of Services" "Fee and Payment Schedule" "Terms and Conditions" "Contractor's and Consultant's Code of Conduct" "Insurance Requirements." The term of the contract is typically one year with options for renewal. The contract also contains a shall not exceed amount for each term.
- Task Order Guide for TO-PO - The Task Order Purchase (TOPO) Guide is a method to purchase goods, commodities, general services or professional services that are in a Vendor’s task order contract.
- Task Order Notice to Proceed (rev. 5-29-18) -
Invoicing
- Requesting access to VIM or changing the primary person - The guide shows how to request the SAP role and who to contact for changes to the primary person
- Training Videos and AP Job aides - The attached file has the links for the VIM training videos and the AP job aides
- VIM Workplace Teams Configuration - The guide will show the steps to create the team views for VIM
Inventory
- Storeroom Inventory - How to Add an Item - This Guide details step by step instructions on how to add an item to your Storeroom Inventory in Maximo.
- Storeroom Inventory - How to Delete an Item - How to Delete an Item Guide details step by step instructions on how to remove an item from your Storeroom Inventory in Maximo. It may be necessary to remove an item from your Storeroom if, 1. The item has a history of zero transactions or no purchasing activity for a period of time. 2. The item is no longer needed, has been discontinued or is being sent to salvage. 3. The item is a duplicate.
- Storeroom Inventory - How to Track and Process Salvaged Items - The Storeroom Inventory - How to Track and Process Salvaged Items guide details step by step instructions on how to track and process salvaged items in Maximo.
- Storeroom Inventory - How to Transfer an Item between Storerooms - The Storeroom Inventory How to Transfer an Item between Storerooms guide details step by step instructions on how to Transfer an Item between Storerooms.
- Storeroom Inventory - Return Issued Items - The Storeroom Inventory "Return Issued Items" guide describes how to return items previously issued from an M&O Storeroom back to the Stores Inventory.
- Storeroom Inventory Physical Count and Reconciliation Guide - The Storeroom Inventory Physical Count and Reconciliation Guide details step by step instructions on how to perform a physical count and reconcile your inventory count in Maximo.
- Storeroom Inventory Replenishment Guide (PD) - The Storeroom Inventory Replenishment Guide details step by step instructions on how to procure materials to replenish Storeroom inventory from a low value price determined (PD) vendor in Maximo.
- Storeroom Inventory Replenishment Guide (PG) - The Storeroom Inventory Replenishment Guide details step by step instructions on how to procure materials to replenish Storeroom inventory from an annual contract (PG) vendor in Maximo.
- Tool Application Guide - The Tool Application Guide is designed for Tool Keepers to assist in managing and tracking tools, provide functionality to transfer, check in, and check out tools to users as well as to add new tools into inventory.

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