HealthAMMS Policies and Procedures by D1P11s

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									            HealthAMMS Policies and Procedures




Copy No:                    Issued To:

Prepared by: T. Danielian

Approved:
                                         HealthAMMS Policies and Procedures

D.Gates                                      Status: Final Issue No.: 0.04

Issue Date: 09/02/12        File: d:\docstoc\working\pdf\61224cea-447c-44e3-a78e-
                            dee28aebfcb4.doc
                             Commercial in Confidence
                                                   TABLE OF CONTENTS

SECTION 1 – OVERVIEW OF POLICIES AND PROCEDURES ........... ERROR! BOOKMARK NOT
DEFINED.1
  1.1 DOCUMENT DETAILS .......................................... ERROR! BOOKMARK NOT DEFINED.2
      1.1.1 DISTRIBUTION LIST ............................................... Error! Bookmark not defined.2
      1.1.2 REVIEW OF DOCUMENT ....................................... Error! Bookmark not defined.3
      1.1.3 CHANGES SINCE LAST ISSUE.............................. Error! Bookmark not defined.3
      1.1.4 REFERENCES ........................................................ Error! Bookmark not defined.3
      1.1.5 TERMINOLOGY ...................................................... Error! Bookmark not defined.4
  1.2 INTRODUCTION ................................................... ERROR! BOOKMARK NOT DEFINED.8
  1.3 DOCUMENT ROADMAP ..................................... ERROR! BOOKMARK NOT DEFINED.11

SECTION 2 -    HEALTHAMMS CATALOGUE MANAGEMENT PROCEDURE .............. ERROR!
BOOKMARK NOT DEFINED.13
  2.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.14
      2.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.14
      2.1.2 REFERENCES ...................................................... Error! Bookmark not defined.14
      2.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.15
  2.2 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.16
      2.2.1 SCOPE .................................................................. Error! Bookmark not defined.16
      2.2.2 BENEFITS OF HealthAMMS INVENTORY CATALOGUE MANAGEMENT
      PROCEDURES ................................................................ Error! Bookmark not defined.16
  2.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.16
  2.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.18
      2.4.1 CREATE STOREROOM LOCATIONS .................. Error! Bookmark not defined.19
      2.4.2 SET UP BIN LOCATIONS ..................................... Error! Bookmark not defined.19
      2.4.3 SET UP ITEM NUMBERING.................................. Error! Bookmark not defined.19
      2.4.4 SET STOCK TYPES .............................................. Error! Bookmark not defined.19
      2.4.5 SET STOCK CATEGORY ..................................... Error! Bookmark not defined.19
      2.4.6 COMPLETE ITEM DETAIL .................................... Error! Bookmark not defined.20
            2.4.6.1 Non-Inventory Materials ........................... Error! Bookmark not defined.20
            2.4.6.2 Inventory Charge Out ............................... Error! Bookmark not defined.20
            2.4.6.3 Reorder Information ................................. Error! Bookmark not defined.21
      2.4.7 REVIEW CATALOGUE.......................................... Error! Bookmark not defined.21

SECTION 3 -   HEALTHAMMS CONFIGURATION MANAGEMENT PROCEDURE ................... 7
  3.1 DOCUMENT DETAILS ........................................................................................................ 8
      3.1.1 CHANGES SINCE LAST ISSUE............................................................................... 8
      3.1.2 REFERENCES ......................................................................................................... 8
      3.1.3 DOCUMENT MAP .................................................................................................... 9
  3.2 PROCEDURE PURPOSE ................................................................................................. 10
      3.2.1 SCOPE ................................................................................................................... 10
      3.2.2 BENEFITS OF HEALTHAMMS CONFIGURATION procedure ............................... 10
  3.3 ROLES AND RESPONSIBILITIES .................................................................................... 11
  3.4 USER SETUP PROCEDURE ............................................................................................ 12
      3.4.1 ADD OR REMOVE USER LABOUR RECORD ....................................................... 12
      3.4.2 GRANT OR REVOKE NETWORK ACCESS .......................................................... 12
      3.4.3 SET USER GROUP PURCHASING AUTHORITY .................................................. 13
      3.4.4 ASSIGN USER TO GROUP ................................................................................... 13
      3.4.5 SET DATA ACCESS RESTRICTIONS ................................................................... 13
  3.5 MAXIMO SETUP PROCEDURE........................................................................................ 14
      3.5.1 CONFIGURE ORGANISATION .............................................................................. 15
      3.5.2 CONFIGURE SITE ................................................................................................. 15

 Issue Date: 9/2/12                     HealthAMMS Policies and Procedures                               Status: Final Issue:
                                                                                                         0.04
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       3.5.3 CONFIGURE ADDRESSES ................................................................................... 15
       3.5.4 CONFIGURE GL ACCOUNT FORMAT .................................................................. 15
       3.5.5 CONFIGURE RISK ................................................................................................. 15
       3.5.6 CONFIGURE WORK REASON .............................................................................. 16
       3.5.7 CONFIGURE LABOUR GROUP............................................................................. 16
       3.5.8 CONFIGURE USER GROUPS ............................................................................... 17
       3.5.9 CONFIGURE LABOUR APPROVAL OPTIONS ...................................................... 17
       3.5.10 CONFIGURE WORK TYPES.................................................................................. 19
       3.5.11 CONFIGURE INVENTORY OPTIONS .................................................................... 19
       3.5.12 CONFIGURE EQUIPMENT OPTIONS ................................................................... 21
       3.5.13 CONFIGURE PM OPTIONS ................................................................................... 21
       3.5.14 CONFIGURE PO OPTIONS ................................................................................... 22
       3.5.15 CONFIGURE PURCHASING AUTHORITY ............................................................ 22
       3.5.16 CONFIGURE INVOICE OPTIONS .......................................................................... 23
       3.5.17 CONFIGURE WORKFLOW OPTIONS ................................................................... 23
       3.5.18 CONFIGURE DOCUMENT OPTIONS .................................................................... 24
       3.5.19 CONFIGURE AUTOKEY VALUES ......................................................................... 24
       3.5.20 STANDARD DATA MIGRATION ............................................................................ 24
       3.5.21 LOCAL DATA MIGRATION .................................................................................... 24
   3.6 FINANCIAL SETUP PROCEDURE ................................................................................... 25
       3.6.1 DETERMINE FINANCIAL YEAR ............................................................................ 25
       3.6.2 SET UP FINANCIAL PERIODS .............................................................................. 25
       3.6.3 SET UP MAXIMO ACCOUNTS .............................................................................. 26
       3.6.4 SET UP GENERAL LEDGER ACCOUNTS ............................................................ 26
   3.7 CHANGE MANAGEMENT ................................................................................................. 28

SECTION 4 -    HEALTHAMMS EQUIPMENT REGISTER MANAGEMENT PROCEDURE
  ERROR! BOOKMARK NOT DEFINED.44
  4.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.45
      4.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.45
      4.1.2 REFERENCES ...................................................... Error! Bookmark not defined.45
      4.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.46
  4.2 PROCEDURE OVERVIEW.................................. ERROR! BOOKMARK NOT DEFINED.47
      4.2.1 SCOPE .................................................................. Error! Bookmark not defined.47
      4.2.2 BENEFITS OF HealthAMMS EQUIPMENT REGISTER MANAGEMENT
      PROCEDURES ................................................................ Error! Bookmark not defined.47
  4.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.48
  4.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.49
      4.4.1 RECORDING ASSET INFORMATION .................. Error! Bookmark not defined.49
            4.4.1.1 Data Migration Process ............................ Error! Bookmark not defined.50
            4.4.1.2 Operating Locations – Location Hierarchy Error! Bookmark not defined.51
            4.4.1.3 Asset Catalogue – Asset Hierarchy .......... Error! Bookmark not defined.52
            4.4.1.4 Room Assets............................................ Error! Bookmark not defined.53
            4.4.1.5 Bills of Materials ....................................... Error! Bookmark not defined.53
            4.4.1.6 Condition Monitoring Points ..................... Error! Bookmark not defined.53
            4.4.1.7 Failure Classes and Codes ...................... Error! Bookmark not defined.53
            4.4.1.8 Rotable Equipment................................... Error! Bookmark not defined.54
      4.4.2 MODIFYING FACILITIES ...................................... Error! Bookmark not defined.54
            4.4.2.1 Donated Equipment ................................. Error! Bookmark not defined.54
      4.4.3 COMMISSIONING AND TESTING ........................ Error! Bookmark not defined.55
      4.4.4 CONDITION AUDITS ............................................ Error! Bookmark not defined.55
      4.4.5 DECOMMISSIONING AND DISPOSAL ................. Error! Bookmark not defined.55



 Issue Date: 9/2/12                  HealthAMMS Policies and Procedures                            Status: Final Issue:
                                                                                                   0.04
 File: 61224cea-                            Commercial in Confidence                                   Contents Section
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SECTION 5 -    HEALTHAMMS INVENTORY MANAGEMENT PROCEDURE ................ ERROR!
BOOKMARK NOT DEFINED.56
  5.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.57
      5.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.57
      5.1.2 REFERENCES ...................................................... Error! Bookmark not defined.57
      5.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.58
  5.2 PROCEDURE OVERVIEW.................................. ERROR! BOOKMARK NOT DEFINED.59
      5.2.1 SCOPE .................................................................. Error! Bookmark not defined.59
      5.2.2 BENEFITS OF HealthAMMS INVENTORY MANAGEMENT PROCEDURES ... Error!
      Bookmark not defined.59
  5.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.59
  5.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.61
      5.4.1 ORDER MATERIAL ............................................... Error! Bookmark not defined.62
      5.4.2 RECEIVE MATERIAL AND ALLOCATE TO STOREROOM .... Error! Bookmark not
      defined.62
            5.4.2.1 Receive Existing Inventory Item ............... Error! Bookmark not defined.62
            5.4.2.2 Inserting a New Inventory Item ................. Error! Bookmark not defined.62
      5.4.3 ISSUE INVENTORY ITEMS .................................. Error! Bookmark not defined.63
            5.4.3.1 Standard Inventory Items ......................... Error! Bookmark not defined.63
            5.4.3.2 Capital Inventory Items ............................ Error! Bookmark not defined.63
      5.4.4 RETURNED INVENTORY ITEMS ......................... Error! Bookmark not defined.64
            5.4.4.1 Materials .................................................. Error! Bookmark not defined.64
            5.4.4.2 Repaired Items......................................... Error! Bookmark not defined.64
      5.4.5 INVENTORY STOCKTAKES ................................. Error! Bookmark not defined.64
      5.4.6 WRITE-OFFS AND SUPPLIER RETURNS ........... Error! Bookmark not defined.64
      5.4.7 INVENTORY BALANCE ADJUSTMENTS ............. Error! Bookmark not defined.65

SECTION 6 -    HEALTHAMMS MAINTENANCE PLANNING PROCEDURE.................. ERROR!
BOOKMARK NOT DEFINED.66
  6.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.67
      6.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.67
      6.1.2 REFERENCES ...................................................... Error! Bookmark not defined.67
      6.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.68
  6.2 PROCEDURE OVERVIEW.................................. ERROR! BOOKMARK NOT DEFINED.69
      6.2.1 SCOPE .................................................................. Error! Bookmark not defined.69
      6.2.2 BENEFITS OF HealthAMMS MAINTENANCE PLANNING PROCEDURES ..... Error!
      Bookmark not defined.69
  6.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.70
  6.4 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.71
      6.4.1 DETERMINE MAINTENANCE STRATEGY ........... Error! Bookmark not defined.72
      6.4.2 PROCEDURAL REVIEW ....................................... Error! Bookmark not defined.72
      6.4.3 DEVELOP EQUIPMENT MAINTENANCE PLAN ... Error! Bookmark not defined.73
            6.4.3.1 Maintenance Plan Development............... Error! Bookmark not defined.73
      6.4.4 DEVELOP JOB PLANS ......................................... Error! Bookmark not defined.74
            6.4.4.1 Job Plan Number ..................................... Error! Bookmark not defined.74
            6.4.4.2 Job Plan Details ....................................... Error! Bookmark not defined.74
            6.4.4.3 Job Plan Operations................................. Error! Bookmark not defined.75
            6.4.4.4 Job Plan Resources ................................. Error! Bookmark not defined.75
            6.4.4.5 Standard Work Procedure ........................ Error! Bookmark not defined.75
      6.4.5 RISK ASSESSMENT ............................................. Error! Bookmark not defined.76
      6.4.6 SAFETY PLANS .................................................... Error! Bookmark not defined.77
            6.4.6.1 Define Precautions ................................... Error! Bookmark not defined.77
            6.4.6.2 Define Hazards ........................................ Error! Bookmark not defined.77
            6.4.6.3 Define Tagout Procedure ......................... Error! Bookmark not defined.77

 Issue Date: 9/2/12               HealthAMMS Policies and Procedures                     Status: Final Issue:
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               6.4.6.4 Create Safety Plan ................................... Error! Bookmark not defined.77
        6.4.7 GROUP JOBPLANS .............................................. Error! Bookmark not defined.78
               6.4.7.1 Development of Routes ............................ Error! Bookmark not defined.78
        6.4.8 SET UP PM SCHEDULE ....................................... Error! Bookmark not defined.78
               6.4.8.1 Master PM’s ............................................. Error! Bookmark not defined.78
               6.4.8.2 Creating PM’s .......................................... Error! Bookmark not defined.78
               6.4.8.3 PM Schedule............................................ Error! Bookmark not defined.78
               6.4.8.4 Sequenced Job Plans .............................. Error! Bookmark not defined.79
               6.4.8.5 Commissioning Cyclic PMs ...................... Error! Bookmark not defined.80
               6.4.8.6 Resource Levelling................................... Error! Bookmark not defined.80
        6.4.9 Review Maintenance Plan ..................................... Error! Bookmark not defined.81
        6.4.10 Approve Maintenance Plan .................................... Error! Bookmark not defined.81
        6.4.11 Generate PMs ....................................................... Error! Bookmark not defined.81
        6.4.12 Review stock levels ............................................... Error! Bookmark not defined.81

SECTION 7 -    HEALTHAMMS PURCHASING MANAGEMENT PROCEDURE ............. ERROR!
BOOKMARK NOT DEFINED.83
  7.1 DOCUMENT DETAILS ........................................ ERROR! BOOKMARK NOT DEFINED.84
      7.1.1 CHANGES SINCE LAST ISSUE............................ Error! Bookmark not defined.84
      7.1.2 REFERENCES ...................................................... Error! Bookmark not defined.84
      7.1.3 DOCUMENT MAP ................................................. Error! Bookmark not defined.85
  7.2 PROCEDURE...................................................... ERROR! BOOKMARK NOT DEFINED.86
      7.2.1 SCOPE .................................................................. Error! Bookmark not defined.86
      7.2.2 BENEFITS OF HealthAMMS PURCHASING MANAGEMENT PROCEDURES Error!
      Bookmark not defined.86
  7.3 ROLES AND RESPONSIBILITIES ...................... ERROR! BOOKMARK NOT DEFINED.87
  7.4 PURCHASING AUTHORITY ............................... ERROR! BOOKMARK NOT DEFINED.88
  7.5 PURCHASING MANAGEMENT PROCEDURE ... ERROR! BOOKMARK NOT DEFINED.89
      7.5.1 PURCHASE REQUESTS ...................................... Error! Bookmark not defined.90
            7.5.1.1 Maximo Desktop Requisitions .................. Error! Bookmark not defined.90
            7.5.1.2 Purchase Orders Approval ....................... Error! Bookmark not defined.90
            7.5.1.3 Quotation Requests ................................. Error! Bookmark not defined.91
      7.5.2 PURCHASE ORDERS........................................... Error! Bookmark not defined.91
            7.5.2.1 Converting a Purchase Request to a Purchase Order Error! Bookmark not
            defined.91
            7.5.2.2 Purchase Order Approval ......................... Error! Bookmark not defined.92
            7.5.2.3 Purchase Order Printing ........................... Error! Bookmark not defined.92
            7.5.2.4 Purchase Order Dispatch ......................... Error! Bookmark not defined.92
            7.5.2.5 Expediting Purchase Orders .................... Error! Bookmark not defined.92
      7.5.3 PURCHASE RECEIPTS ........................................ Error! Bookmark not defined.92
            7.5.3.1 Receipt of Items ....................................... Error! Bookmark not defined.93
            7.5.3.2 Purchase Orders for Stocked Items.......... Error! Bookmark not defined.94
  7.6 INVOICE MANAGEMENT ................................... ERROR! BOOKMARK NOT DEFINED.95
      7.6.1 PREPARE INVOICES ........................................... Error! Bookmark not defined.95
            7.6.1.1 Hold Payment .......................................... Error! Bookmark not defined.95
            7.6.1.2 Approve Invoice ....................................... Error! Bookmark not defined.95
            7.6.1.3 Pay Invoice .............................................. Error! Bookmark not defined.96
            7.6.1.4 Credit Notes ............................................. Error! Bookmark not defined.96
            7.6.1.5 Cancel Invoice ......................................... Error! Bookmark not defined.96
            7.6.1.6 Invoices without Purchase Orders and Cash Payments ....Error! Bookmark
            not defined.96
  7.7 DEFINITIONS ...................................................... ERROR! BOOKMARK NOT DEFINED.97
      7.7.1 PURCHASE ORDER STATUS CHANGES............ Error! Bookmark not defined.97
      7.7.2 INVOICE STATUS CHANGES .............................. Error! Bookmark not defined.98

 Issue Date: 9/2/12               HealthAMMS Policies and Procedures                     Status: Final Issue:
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SECTION 8 -    RESOURCE REGISTER MANAGEMENT PROCEDURE ..ERROR! BOOKMARK
NOT DEFINED.99
  8.1 DOCUMENT DETAILS ...................................... ERROR! BOOKMARK NOT DEFINED.100
      8.1.1 CHANGES SINCE LAST ISSUE.......................... Error! Bookmark not defined.100
      8.1.2 REFERENCES .................................................... Error! Bookmark not defined.100
      8.1.3 DOCUMENT MAP ............................................... Error! Bookmark not defined.101
  8.2 PROCEDURE OVERVIEW................................ ERROR! BOOKMARK NOT DEFINED.102
      8.2.1 SCOPE ................................................................ Error! Bookmark not defined.102
      8.2.2 BENEFITS OF HealthAMMS RESOURCE MANAGEMENT PROCEDURES ... Error!
      Bookmark not defined.102
  8.3 ROLES AND RESPONSIBILITIES .................... ERROR! BOOKMARK NOT DEFINED.103
  8.4 PROCEDURE.................................................... ERROR! BOOKMARK NOT DEFINED.104
      8.4.1 INTERNAL / EXTERNAL LABOUR ...................... Error! Bookmark not defined.104
            8.4.1.1 Personnel Induction and Records .......... Error! Bookmark not defined.104
            8.4.1.2 Set Up Network Access.......................... Error! Bookmark not defined.105
            8.4.1.3 Maximo Labour Records and Access ..... Error! Bookmark not defined.105
            8.4.1.4 Retirement, Resignation and Dismissal .. Error! Bookmark not defined.107
            8.4.1.5 Additional Training ................................. Error! Bookmark not defined.107
      8.4.2 COMPANIES ....................................................... Error! Bookmark not defined.108
      8.4.3 SERVICE CONTRACTS ...................................... Error! Bookmark not defined.108
      8.4.4 TOOLS ................................................................ Error! Bookmark not defined.108
      8.4.5 IMPROVEMENTS................................................ Error! Bookmark not defined.108
      8.4.6 RECORDS........................................................... Error! Bookmark not defined.108

SECTION 9 -    WORK MANAGEMENT PROCEDURES ................... ERROR! BOOKMARK NOT
DEFINED.109
  9.1 DOCUMENT DETAILS ...................................... ERROR! BOOKMARK NOT DEFINED.110
      9.1.1 CHANGES SINCE LAST ISSUE.......................... Error! Bookmark not defined.110
      9.1.2 REFERENCES .................................................... Error! Bookmark not defined.110
      9.1.3 DOCUMENT MAP ............................................... Error! Bookmark not defined.111
  9.2 PROCEDURE.................................................... ERROR! BOOKMARK NOT DEFINED.112
      9.2.1 SCOPE ................................................................ Error! Bookmark not defined.112
      9.2.2 BENEFITS OF HealthAMMS WORK MANAGEMENT PROCEDURES ............ Error!
      Bookmark not defined.112
  9.3 ROLES AND RESPONSIBILITIES .................... ERROR! BOOKMARK NOT DEFINED.113
  9.4 WORK MANAGEMENT PROCEDURE ............. ERROR! BOOKMARK NOT DEFINED.114
      9.4.1 REQUEST WORK ............................................... Error! Bookmark not defined.115
      9.4.2 REVIEW REQUESTS .......................................... Error! Bookmark not defined.116
      9.4.3 QUOTATION OF WORK ..................................... Error! Bookmark not defined.116
      9.4.4 PLAN RESOURCES AND WORK ....................... Error! Bookmark not defined.117
      9.4.5 APPROVE WORK ............................................... Error! Bookmark not defined.118
      9.4.6 SCHEDULE WORK ............................................. Error! Bookmark not defined.119
      9.4.7 INITIATE WORK .................................................. Error! Bookmark not defined.119
      9.4.8 ALLOCATION OF WORK .................................... Error! Bookmark not defined.120
      9.4.9 PERFORM WORK............................................... Error! Bookmark not defined.120
      9.4.10 COMPLETE WORK ............................................. Error! Bookmark not defined.121
      9.4.11 CLOSE WORK ORDER....................................... Error! Bookmark not defined.122
      9.4.12 CANCEL WORK ORDER .................................... Error! Bookmark not defined.122
      9.4.13 REVIEW HISTORICAL WORK ORDERS ............ Error! Bookmark not defined.122
  9.5 DEFINITIONS .................................................... ERROR! BOOKMARK NOT DEFINED.123
      9.5.1 WORK ORDER STATUSES ................................ Error! Bookmark not defined.123
      9.5.2 FACILITY MODIFICATIONS AND REPLACEMENT ................ Error! Bookmark not
      defined.124
      9.5.3 WORK TYPE ....................................................... Error! Bookmark not defined.124

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APPENDIX A      BUSINESS MODEL GUIDELINES ..... ERROR! BOOKMARK NOT DEFINED.A-1

APPENDIX B      ROLES AND RESPONSIBILITIES GUIDELINES...... ERROR! BOOKMARK NOT
DEFINED.B-1

APPENDIX C      MAINTENANCE PLANNING GUIDELINES............... ERROR! BOOKMARK NOT
DEFINED.C-1

APPENDIX D      PURCHASING AUTHORITY GUIDELINES ............... ERROR! BOOKMARK NOT
DEFINED.D-1

APPENDIX E      RESOURCE GUIDELINES ................. ERROR! BOOKMARK NOT DEFINED.E-1

APPENDIX F      HEALTHAMMS USER ACCESS PROFORMA.......... ERROR! BOOKMARK NOT
DEFINED.F-1

APPENDIX G      HEALTHAMMS NETWORK ACCESS PROFORMA . ERROR! BOOKMARK NOT
DEFINED.G-1

APPENDIX H TASK GUIDE FOR CREATION OF AN INVENTORY ITEM .................... ERROR!
BOOKMARK NOT DEFINED.H-1

APPENDIX I      APPLICATION FOR A NEW STOCK ITEM ............... ERROR! BOOKMARK NOT
DEFINED.I-1

APPENDIX J      RUNNING REORDER REPORT ..........ERROR! BOOKMARK NOT DEFINED.J-1

APPENDIX K      SAMPLE WORK SCHEDULING TASK GUIDE ......... ERROR! BOOKMARK NOT
DEFINED.K-1

                                          




Issue Date: 9/2/12        HealthAMMS Policies and Procedures      Status: Final Issue:
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File: 61224cea-               Commercial in Confidence                Contents Section
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SECTION 3            HEALTHAMMS CONFIGURATION
                     MANAGEMENT PROCEDURE




Issue Date: 9/2/12      HealthAMMS Policies and Procedures   Status: Final
                                                             Issue: 0.04
File: 61224cea-             Commercial in Confidence             Contents Section
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3.1 DOCUMENT DETAILS
The HealthAMMS Configuration Management Procedure is a controlled document. Only
approved numbered versions of the document should be referenced. Any version of this document
either with an INFORMATION ONLY watermark or stamped INFORMATION COPY ONLY is not
an approved copy.

To ensure that you are reading the current version please contact the Project Control
Office.

3.1.1 CHANGES SINCE LAST ISSUE

         Version       Date of                   Changes in new Version
         Number         Issue
       0.01           29/5/03      Initial draft for review
       0.02           30/5/03      General Revisions and Additions
       0.03           06/6/03      General Revisions and Additions
       0.04           17/6/03      Terminology Removed, Document Map added,
                                   Distribution List amended, General Revisions from
                                   Reviewer Comments
       0.05           29/6/03      DOH Comments Added


For subsequent issues, changes since the previous issue are highlighted by revision bars.

3.1.2 REFERENCES

     Ref. Description

     [1]   Maximo System Administrators Guide

     [2]   Maximo User Manual

     [3]   Maximo Finance Managers Guide




 Issue Date: 9/2/12             HealthAMMS Policies and Procedures          Status: Final
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 File: 61224cea-                    Commercial in Confidence                    Contents Section
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3.1.3 DOCUMENT MAP

The following diagram indicates where the HealthAMMS Configuration Management Procedure
fits in the overall HealthAMMS document library.




                                          PART 4
                                  Policies & Procedures



                                     Policies

                                                   Asset
                                                Management
                                                Operational
                                                 Policies


                                                         Supply Policy

                                                          Delegation
                                                            Policy

                                                        Training Policy


                                                         OH&S Policy


                                                          Security/IT


                                                         Other policies



                                   Procedures


                                            HealthAMMS


                                                         Configuration
                                                         Management




Issue Date: 9/2/12        HealthAMMS Policies and Procedures              Status: Final
                                                                          Issue: 0.04
File: 61224cea-               Commercial in Confidence                        Contents Section
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3.2 PROCEDURE PURPOSE
This procedure provides a framework for managing the Maximo system configuration in a
consistent and effective manner within the [Enter AHS Name] Area Health Service.

Note

Many of the option settings detailed in this section of the procedures will only be configured if they
are to be used by an Area. If unused, the applications will be disabled and not visible to the users
at the Area.


3.2.1 SCOPE


The procedure defines the way that Maximo post implementation configuration should be
addressed by the departments at [Enter AHS Name] Area Health Service, when using the
Enterprise Maximo model.

Configuration tasks include:

     Create Organisations and Sites
     Configure User Access
     Configure GL Account structures
     Create new Users
     Enabling User Access
     Change Management
     Migration of standard data sets


3.2.2 BENEFITS OF HEALTHAMMS CONFIGURATION procedure

Use of this procedure will ensure that:

         The initial Maximo configuration at each Area is maintained to the same standard
         The ability to report real maintenance costs and KPI’S from Maximo across the Area and
          State will be maintained
         There is uniformity of the Maximo application across the State
         There is a common training methodology and documentation based on the procedures




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3.3 ROLES AND RESPONSIBILITIES

The following matrix defines responsibilities for tasks associated with configuration at the [Enter
AHS Name] Area Health Service following the initial configuration of HealthAMMS.

Where the role is not used at the site, edit the matrix accordingly.

Where the task does not exist at the site, check the blank box accordingly.

Where the task is done in the financial system, check the blank box accordingly.




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                Task
                                         A

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                                             E



Complete Requests for Systems Access    X    X   X    X   X   
Authorise System Modification              X        X   X    X
System Change Control                     X         X   X    X
Create Work Group                        X X         X   X    X
Create User Group                        X X         X   X    X
Create Network User, Grant Access       X    X   X       X    X
Create Maximo Labour Record                 X   X    X   X    X
Authorise Purchasing Authority              X   X    X   X    X
Authorise User Group Entry                  X   X    X   X    X
Authorise Data Access                       X   X    X   X    X
Restrict Data Access                        X   X    X   X    X
Assign User to Maximo User Group            X   X    X   X    X
Set Up Site Defaults                        X   X    X   X    X
Training                                    X   X    X       X
Maintain Database                       X    X       X   X    X

Please refer to the HealthAMMS Generic Implementation Plan (APO1016) for an outline of roles
and responsibilities required for the HealthAMMS project.




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3.4 USER SETUP PROCEDURE
                                          ADD/REMOVE
                                             USER

                                          Add or Remove
                                           User Labour
                                             Record




                                           Grant/Revoke
                                          Network Access




                                             Set User
                                            Purchasing
                                             Authority




                                           Assign User to
                                               Group




                                          Set Data Access
                                            Restrictions



Refer to the Maximo System Administrator Guide for a more detailed description of the tasks
required to configure Maximo.

3.4.1 ADD OR REMOVE USER LABOUR RECORD

The Area HealthAMMS Administrator is responsible for the creation, modification and deletion of
Labour records in Maximo. Information for new records is to be provided by the employee using a
proforma similar to the sample provided in Appendix F. The employee will initially be included in
the user group applicable to the position held.


3.4.2 GRANT OR REVOKE NETWORK ACCESS

All employees require access to the Area Health Service computer network. Maximo is a web-
based application and will be run from an application icon on the Area’s intranet. The Maximo
application should form part of the Area’s/Site’s Standard Operating Environment (SOE). User
access to Maximo is managed through the Area Network Administrator. Information for new
records is to be provided by the employee using a proforma similar to the sample provided in
Appendix G.



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3.4.3 SET USER GROUP PURCHASING AUTHORITY

Only employees with appropriate delegation and those who need to order materials, services or
equipment using HealthAMMS will be granted purchasing authority. The level of authority
allocated will be determined by the Site Delegation Manual and be subject to the level of
delegation held by the position. Settings will initially be as set for the site in Appendix D. The Area
HealthAMMS Administrator will maintain this authority level at each Area Health Service for all
Maximo security groups used by the Area.


3.4.4 ASSIGN USER TO GROUP

New users must be allocated to the required user group. This assignment must relate to the
position held and roles and responsibilities of the employee.

The majority of system users will be maintained in the REQUESTORS group and can only access
work requests or material requisitions.

The employee’s supervisor shall indicate the Maximo application access required for each
employee on the HealthAMMS User Access Proforma (Refer to Appendix F). This will determine
the Maximo group, features and functionality that can be accessed by the user.

The Area HealthAMMS Administrator will assign the user to the required user group.


3.4.5 SET DATA ACCESS RESTRICTIONS

HealthAMMS Maximo is configured to provide row level security. This means that access to
Maximo data for a user can be restricted to records for:

      An individual site (to avoid seeing records for an entire Area)
      An individual company at a site (in the case of a contractor, to restrict access to other
       contractor’s records)

User data restrictions are requested by the employee’s or contractor’s supervisor on the
HealthAMMS User Access Proforma (Refer to Appendix F). This functionality is initially configured
during the implementation phase and subsequently maintained by the Area HealthAMMS
Administrator.




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3.5 MAXIMO SETUP PROCEDURE
The following configuration settings must be made in the Multi-site Setup application. The system
implementer will perform the initial setup. Subsequent addition or modification of site details will be
carried out by the Area HealthAMMS Administrator subject to change control procedures. Refer to
the Maximo System Administrator Guide for more detailed instructions in these procedures.

            Configure the
                                 Configure the        Configure Site   Organisation Setup
            Organisation
                                    Site(s)            Addresses
               (AHS)




                                 Configure GL
                                                                         Financial Setup
                                Account Format




                                                      Configure Work     Special Features
                                 Configure Risk
                                                         Reason




              Configure
                                   Configure          Configure User      Group Setup
           Labour Approval
                                 Labour Groups           Groups
               Options



             Configure
                                Configure Work         Configure PM    Maintenance Options
             Equipment
                                    Types                Options
              Options



                                   Configure
                                   Inventory                            Inventory Options
                                    Options



                                                        Configure
              Configure          Configure PO
                                                       Purchasing      Purchasing Options
           Invoice Options         Options
                                                        Authority



                                   Configure            Configure
             Configure
                                   Workflow             Document          Miscellaneous
           Autokey Values
                                    Options              Options




                                 Standard Data          Local Data       Data Migration
                                   Migration            Migration




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3.5.1 CONFIGURE ORGANISATION

      Create the organisation (i.e. The Area Health Service)
      Set the currency to be used (Normally AUD)


3.5.2 CONFIGURE SITE

      Set Bill To Address
      Set Ship To Address
      Set Contact Names


3.5.3 CONFIGURE ADDRESSES

      Create the address details for each Area Health Service site


3.5.4 CONFIGURE GL ACCOUNT FORMAT

      Configure the GL Account structure for the Area

At [Enter AHS Name] the GL Account structure is shown in the following table.

                                   Component                Length     Type
                                                                      ALN
                                                                      ALN
                                                                      ALN
                                                                      ALN
                                                                      ALN
                                                                      ALN


3.5.5 CONFIGURE RISK

Maximo has been modified to provide a means to identify and assess risk when requesting work.
This calculation is used to determine the priority of work to be performed. The initial installation will
have the risk calculation function installed as standard. The default settings will be preset.

If this tool is to be used, the AHS or Site must assess the preset values to determine their
suitability. Should the parameters require change, the AHS or site must identify the parameters to
be used.

As part of the initial implementation, the system implementer will adjust the values in Maximo to
reflect the required changes. The Area HealthAMMS Administrator will be responsible for
subsequent changes subject to change control procedures.



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Tasks required are:

      Create Work Reason
      Create Work Reason Description
      Create consequence remarks for each work reason

Refer to the Area HealthAMMS Administrator training Task Guides for details on how to configure
this feature.

3.5.6 CONFIGURE WORK REASON

The work reason is used in conjunction with the risk calculator. The work reason is utilised to
classify work according to the primary reason the work is required. As part of the initial
implementation, the system implementer will adjust the values in Maximo to reflect the required
changes. The Area HealthAMMS Administrator will be responsible for subsequent changes
subject to change control procedures.

Tasks required are:

      Create the work reasons for the Area / Site
      Map the priorities to be set against the likelihood consequence matrix (these may differ
       between sites)

Refer to the Area HealthAMMS Administrator training Task Guides for details on how to configure
this feature.

3.5.7 CONFIGURE LABOUR GROUP

The system implementer will consult with the Area to create Labour Groups in Maximo that reflect
the required values for the Area. A typical sample Labour Group may be:

AHQ                     Area Headquarters

At [Enter AHS Name] the following Labour Groups have been established.

       Group                                     Description of Function




      [Modify list as per local requirements]

      The Area HealthAMMS Administrator will be responsible for subsequent changes subject to
       change control procedures.
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3.5.8 CONFIGURE USER GROUPS

The system implementer will consult with the Area to create security User Groups in Maximo to
reflect the required values for the Area.

At [Enter AHS Name] the following User Groups have been established.

       Group                                     Description of Function




      [Modify list as per local requirements]

The Area HealthAMMS Administrator will be responsible for subsequent changes subject to
change control procedures. The tasks include:

      Setting privileges for a user group

Refer to the Maximo System Administrator Guide for details on setting privileges for a User Group.

      Addition of new users to a user group

Refer to the Maximo System Administrator Guide for details on adding users to a User Group.


3.5.9 CONFIGURE LABOUR APPROVAL OPTIONS

As part of the initial implementation, the system implementer will configure the Labour Approval
Options in Maximo to reflect the required values for the Area. The Area HealthAMMS
Administrator will be responsible for subsequent changes subject to change control procedures.

At [Enter AHS Name] the settings are:

                                 Item                               Setting (Y or N)
         Auto Approve Inside Labour Actuals
         Auto Approve Outside Labour Actuals
         Require PO For Outside Labour




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3.5.10 CONFIGURE WORK TYPES

As part of the initial implementation, the system implementer will configure the Work Types in
Maximo to reflect the HealthAMMS Standard values. The Area HealthAMMS Administrator will be
responsible for subsequent changes subject to change control procedures. At [Enter AHS Name]
the Work Types are:

   Type            Description                                        Remarks
    BD      Breakdown Maintenance              Maintenance is required and an operational Unit
                                               identified the work.
    CM      Corrective Maintenance             Modification to the Facility due to design or process
                                               faults
    CP      Capital Works                      Major Facility Installation or Upgrade
    MO      Modification                       Modification to the Facility including redesign.
    OH      Overhead                           Costing of Training, Leave etc
    PM      Preventive Maintenance             Inspections, servicing and cyclic component
                                               replacement.
    PR      Proactive Maintenance              Maintenance is required and Asset Management
                                               identified the work, primarily as a result of
                                               preventive maintenance activities.


3.5.11 CONFIGURE INVENTORY OPTIONS

The system implementer will consult with the Area to set the following inventory analysis options
for each site:

      ABC Breakpoints

         Setting Option                Value              Setting Option                  Value
    Type A Breakpoint                   0.3       Type A Cycle Count                       30
    Type B Breakpoint                   0.3       Type B Cycle Count                       60
    Type C Breakpoint                   0.4       Type C Cycle Count                       90

      Negative Availability Options

                            Option                      Setting (Y or N)
               Allow Negative Availability
               Disallow Negative Availability

      Negative Balance Options

                            Option                      Setting (Y or N)
               Allow Negative Balance
               Disallow Negative Balance



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      External Reorder Request Options

                          Option                    Setting (Y or N)
               Unapproved PRs
               Approved PRs
               Unapproved POs
               Approved POs

      Internal Reorder Request Options

                          Option                    Setting (Y or N)
               Unapproved PRs
               Approved PRs
               Unapproved POs
               Approved POs

      Reorder Lines per PO

                           Option                        Setting
               Reorder Lines per PO

      Issue Cost Setting

                           Option                   Setting (Y or N)
               Standard Cost
               Average Cost

      Rotating Cost Setting

                          Option                    Setting (Y or N)
               Issue Cost
               Equipment Cost

The Site HealthAMMS administrator is responsible for maintenance of inventory options at the site.




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3.5.12 CONFIGURE EQUIPMENT OPTIONS

As part of the implementation of HealthAMMS, the system implementer will consult with the Area to
set the following equipment options for each site:

      Equipment History Setting

                          Option                     Setting (Y or N)
               On Change of Status to Complete
               On Change of Status to Close

      Equipment Meter Weight Setting

                            Option                        Setting
               Default Meter Weight Factor %               50.00

The Site HealthAMMS administrator is responsible for maintenance of equipment options at the
site.

3.5.13 CONFIGURE PM OPTIONS

The system implementer will consult with the Area to set the following PM options for each site:

      Automated PM Generation Settings

            Site                           Option                             Setting
                      Use Priority From Jobplans on Sequenced PMs
                      Use Frequency Criteria
                      Generate WO due on Current Date Plus ? Days
                      Auto PM WO Generation
                      Where Clause
                      E-Mail Notification

Add an additional table for each site that uses a different setting. The Site HealthAMMS
administrator is responsible for maintenance of PM options at the sites.




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3.5.14 CONFIGURE PO OPTIONS

The system implementer will consult with the Area to set the following PO options for the Area:

      PR to PO Approval Settings

                                  Option                                  Setting (Y or N)
         Require Approval to Convert PR to PO

      PR, RFQ Status Change Settings

                                 Option                                   Setting (Y or N)
         Automatically Change PR/RFQ Status to Close When All
         PR/RFQ Lines Have Been Copied to PO

      Standard Service Cost Settings

                                  Option                                  Setting (Y or N)
         Add Standard Service Costs to Direct Issue Lines Only
      Automated Approval Settings

                                  Option                                  Setting (Y or N)
         Automatically Create Approved PO From Agreement Type
         PO on PR Approval

The Site HealthAMMS administrator is responsible for maintenance of PO options for the Site.

3.5.15 CONFIGURE PURCHASING AUTHORITY

The system implementer will consult with the Area to set the purchasing authority level options for
each user group at an Area/Site. The settings and roles must be made to coincide with the Site
Delegations Manual.

             Role                           Function                      Authority Level
  Purchase Requestor               Request Goods or Service
  Supervisor                       Approve Purchase Request
  Purchasing Officer               Approve Purchase Order
  Department Head                  Approve Purchase Order
  Finance Head                     Approve Purchase Order
  Area or DOH                      Approve Purchase Order

      [Modify table as per local Site Delegation Roles and Procedures]

The Site HealthAMMS administrator is responsible for maintenance of purchasing authority level
options for each user group at a site.



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3.5.16 CONFIGURE INVOICE OPTIONS

The system implementer will consult with the Area to set the invoice options for each Security
group within the Area. The settings and roles must be made to coincide with the Site Delegations
Manual.

      Enable Invoice Management

                                Option                                    Setting (Y or N)
         Enable Invoice Management

      Set Invoice Approval Tolerance Settings

                                     Option                       Setting
                      Group Name
                      Upper Invoice Amount
                      Lower Invoice Amount
                      Upper Invoice %
                      Lower Invoice %
                      Upper Tax Amount
                      Lower Tax Amount

      [Modify table as per local Site Delegation Roles and Procedures]

The Site HealthAMMS administrator is responsible for maintenance of invoice options at the site.


3.5.17 CONFIGURE WORKFLOW OPTIONS

The system implementer will consult with the Area to determine strategies for setting up workflow
options for each site. Use of overly complicated workflows should not be undertaken.

                Site                     Option                      Setting (Y or N)
                          Work Orders on PM Generation
                          Purchase Orders on Reorder
                          Work Orders on PO Approval
                          Purchase Requisitions on Reorder
                          Work Requests

      [Modify list as per local requirements]

The Site HealthAMMS administrator is responsible for maintenance of workflow options at the site.




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3.5.18 CONFIGURE DOCUMENT OPTIONS

The system implementer will consult with the Area to determine strategies for setting up document
options for each site. Consideration must be given to document storage locations and creating
document types in Maximo that will be standard across Health, and also be suitable for use in
allied document management systems (should they exist). Note that IPC means Illustrated Parts
Catalogue.

                                  Option                                Setting
                Document Type for IPC Equipment Manuals
                Document Type for IPC Parts Documents
                Default Document Type for Attachments

The Site HealthAMMS administrator is responsible for maintenance of document options at the
site.


3.5.19 CONFIGURE AUTOKEY VALUES

The system implementer will consult with the Area to determine strategies for setting up autokey
ranges for auto generated values such as work order numbering at each Area. This will take into
account required number prefixes (where required) and legacy data migration issues. The Site
HealthAMMS administrator is responsible for maintenance of autokey ranges for each site.


3.5.20 STANDARD DATA MIGRATION

A standard set of data will be used across a number of areas of HealthAMMS Enterprise Maximo.
Once created, this data must be copied to each Area Health Service and loaded against the Area
when it is established. The system implementer will carry out this function.


3.5.21 LOCAL DATA MIGRATION

Each Area Health Service will have a set of data that is specific to the area such as local Vendor
listings. At [Enter AHS Name] Area Health Service the following site specific must be migrated to
Maximo.

      [Modify list as per local requirements]

The site will prepare the data in specially formatted spreadsheets whose design will be subject to
the data sources identified as part of the Implementation Plan.

The system implementer will install the migration tools and conduct the data migration.

The site will be responsible for validating the data following migration to Maximo to ensure that the
data is correct.


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3.6 FINANCIAL SETUP PROCEDURE

                                                Determine
                                              Financial Year




                                             Set Up Financial
                                                 Periods




                                             Set Up Maximo
                                               Accounts




                                             Set Up General
                                            Ledger Accounts



Refer to the Maximo Finance Managers Guide for detailed descriptions of financial management
procedures.

3.6.1 DETERMINE FINANCIAL YEAR
The system will be configured with the financial year starting on 1st July with twelve financial
periods.

3.6.2 SET UP FINANCIAL PERIODS
Financial periods must be set up in Maximo. These must be standard across the State and be in
the format:

YYYYMM

Where YYYY is the year and MM is the month. (e.g. 200301 = July 2003)

Each financial period must have:

      A start date
      An end date
      A period close date

Financial periods start at midnight on the last day of the previous period and end at midnight on the
last day of the current period.

Period close dates are usually defaulted to be 7 days after the period end date.


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3.6.3 SET UP MAXIMO ACCOUNTS
Maximo uses double entry accounting practices for financial management as detailed in the
Maximo Finance Managers Guide. A full description of each account’s purpose is also detailed
in the Guide. If a relevant Maximo application that uses these accounts is to be set up for the Area
or Site, a number of accounts must be set for Maximo to function correctly. At [Enter AHS Name]
these accounts (where required) are set as follows.

                                Account Name                            GL Account
             Global Rotating Suspense Account
             Company Related Accounts
             RBNI Account (Received but not invoiced)
             AP Suspense Account
             AP Control Account
             Resource Control Accounts
             External Labour Control Account
             Internal Tool Control Account
             External Tool Control Account
             Internal Labour Resource Component Account
             External Labour Resource Component Account
             Internal Tool Resource Component Account
             External Tool Resource Component Account
             Inventory Resource Component Account

3.6.4 SET UP GENERAL LEDGER ACCOUNTS
Each Area Health Service will have an existing set of financial data that may be specific to the
area. Refer to the Data Collection Guidelines and the Implementation Plan for further details.
This may include but not be limited to:
    General Ledger Components (as outlined in 5.4)
    General Ledger Accounts
    General Ledger Sub-accounts
    Specific Resource Usage Accounts
    Specific Inventory Accounts
    [Modify list as per local requirements]
These details will be held within the existing financial system for each site or area. To enable
Maximo to reflect these values requires that the values be migrated to Maximo.
The Area/Site finance department will prepare the data in specially formatted spreadsheets
provided by the system implementer during the implementation, with the design subject to the
financial system in use by the Area and the GL Account formats in use.
The system implementer will install the migration tools and conduct the data migration.
The Area/Site finance department will be responsible for validating the data in Maximo following
migration.
At [Enter AHS Name], maintenance of the GL Accounts and closing period dates will be managed
by:


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     [Enter User Role]




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3.7 CHANGE MANAGEMENT
To maintain system standardisation, all system changes must be subjected to a change
management procedure. Where the change is universal (i.e. affects the entire State) approval
must be sought from the Steering Committee. Where the change is localised to an Area, the
change must be approved by the HealthAMMS Administrator. Any change in system configuration
must be subjected to the following procedure:




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                      Change
                      Refused            Change Request                             User Level




                                  Impact
                                                        Costing
                                Assessment


                                                                                 Design Authority


                      Local
                   Configuration    No       System       Yes      Steering
                     Review                  Change               Committee
                    Committee




                                    No                                          Steering Committee
                                             Approval


                                                 Yes

                                            Change                                 Specification
                                          Development




                                           Change &                              Design, Develop
                                                                   Training       & System Test
                   System Testing         Procedures
                                                                Documentation
                                         Documentation




                                         User Acceptance                            User Test
                                            Testing &
                                             Training




                                         System Rollout                              Rollout




Each Area must form a Committee charged with the responsibility for local change requests. The
Committee should be made up of the Area HealthAMMS Administrator, Engineering and
Biomedical representatives, and other staff with decision-making authority in the specific change
area such as Purchasing or Supply officers.

Additional input should be considered from the system implementer to detail the full ramifications of
the change on all aspects of training, documentation, workflows and business processes etc.

 Issue Date: 9/2/12              HealthAMMS Policies and Procedures                        Status: Final
                                                                                           Issue: 0.04
 File: 61224cea-                      Commercial in Confidence                                 Contents Section
 447c-44e3-a78e-                                                                                 Page: 28of K-3
 dee28aebfcb4.doc
The Area HealthAMMS Administrator will be responsible for supervision and rollout of system
changes.




 Issue Date: 9/2/12          HealthAMMS Policies and Procedures            Status: Final
                                                                           Issue: 0.04
 File: 61224cea-                 Commercial in Confidence                      Contents Section
 447c-44e3-a78e-                                                                 Page: 29of K-3
 dee28aebfcb4.doc

								
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