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7/31/2019 MAXIMO 5.2 School Work Requests
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T O T A LR E S O U R C EM A N A G E M E N T
State of HawaiiDepartment of Education
MAXIMO 5.2
School WorkRequests
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Total Resource Management Alexandria, VA
Total Resource Management, Incorporated
510 King Street, Suite 500
Alexandria, VA 22314
Copyright 1996 by Total Resource Management, Incorporated. All rights reserved.
All product names and services identified throughout this book are trademarks or
registered trademarks of their respective companies. They are used throughout this
book in editorial fashion only and for the benefit of such companies. No such uses,
or the use of trade name, are intended to convey endorsement of other affiliation
with the book.
No part of this publication may be reproduced in any form, or stored in a database or
retrieval system, or transmitted or distributed in any form by any means, electronic,
mechanical photocopying, recording, or otherwise without the prior written
permission of Total Resource Management, except as permitted by the Copyright Act
of 1976.
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Table of Contents
SECTION 1 INTRODUCTION..............................................................................................1
SECTION 2
ACCESSING MAXIMO............................................... ...................................... 2
SECTION 3 LOGGING IN TO MAXIMO.................................................................... ...........5SECTION 4 OPEN SCHOOL WORK REQUESTS.................................................................7SECTION 5 ENTER A NEW WORK REQUEST.....................................................................9SECTION 6 VIEW A PREVIOUSLY ENTERED WORK REQUEST........ ..... ...... ..... ...... ..... ..... 25
SECTION 6.1 SEARCH USING FULL IDENTIFIERS ..................................................... .................. 25SECTION 6.2 SEARCH USING WILDCARDS ................................................. ........................... 29SECTION 6.3 SORTING WORK REQUESTS.................................................. ........................... 32SECTION 6.4 MAXIMO STATUSES ................................................. .................................... 35
SECTION 7 MAXIMO LOCATIONS DRILLDOWN............................................ .................. 36SECTION 8 SCHOOL WORK REQUESTS SCREENS... ...... ..... ...... ..... ..... ...... ..... ...... ..... ..... 42SECTION 9 PRINT A WORK REQUEST............................................................................ 48SECTION 10 PRINT A LIST OF WORK ORDERS .................................................... ......... 52SECTION 11 PRINT THE SCHOOL WORK ORDER PRIORITY REPORT..... ..... ...... ..... ...... . 56SECTION 12 EXIT MAXIMO............................ ....................................................... ......... 59SECTION 13 MICROSOFT WINDOWS JAVA VIRTUAL MACHINE (JVM) ...... ..... ...... ...... ... 60
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Section 1 Introduction
Work orders are an essential part of maintenance management. A work order specifies a
particular task to be accomplished either against a piece of equipment or a location. InMAXIMO, work orders initiate the maintenance management process and create a historicalrecord of work performed.
This course will focus on work requests using the SchoolWork Requests Application.
This application is used to query, view, and create work requests. This course will cover thefollowing:
Accessing MAXIMO
Logging in to MAXIMO
Opening Work Requests
Entering a Work Request
Viewing a Previously Entered Work Request
Work Order Statuses
Printing a Work Order
Printing a List of Work Orders
Running the School Work Order Priority Report
Exiting MAXIMO
Installing the Java Virtual Machine
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Section 2 Accessing MAXIMO
MAXIMO is a web-based application so you will need access to the Internet in order to use
MAXIMO.
Your browser opens to your default home page (may differ from what you see below).
Note: You must use a PC with Internet Explorer 5.5 and above in order to use MAXIMO.
MAXIMO is not supported by other browsers or by Macintosh.
Step 1: Click on
your Internet
Explorer Icon toopen your browser
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Step 2: Enter the OBS website URL in
the address bar
http://obs.k12.hi.us
and click on the MAXIMO link
Production MAXIMO
Training MAXMIO
MAXIMO Documentation
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The MAXIMO Log-In screen opens.
*Note: There are two links on the Office of Business Services website
1. MAXIMO Training used for training, development and practice
2. MAXIMO Production - used to enter your schools actual work requests
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Section 3 Logging In to MAXIMO
Once you are on the MAXIMO log-in screen you will need to enter your user name and
password to sign in to MAXIMO. You will need to call the response center to get yourschools MAXIMO log in information (831-6731).
Step 1:User Name Place your cursor in the
user name field and type in
your user name
Step 2:Password
Place your cursor
in the password
field and type in
your password
Step 3: With your
mouse click on the
Sign In button
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The MAXIMO Start Center opens.
Note: Once you are logged into MAXIMO do not use your standard Internet Explorer
icons and menus on the toolbar at the top of the screen. You must use
MAXIMOs built in navigation features.
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Section 4 Open School Work Requests
The School Work Requests application will be used to enter work requests in MAXIMO.
Using your mouse,
scroll over the
Work Order
Module and click
on School Work
Requests
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The SchoolWork Request Application opens to the search screen.
Note: The school code field defaults to your log in so you will only see the list of work
requests entered for your school.
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Section 5 Enter a New Work Request
From the search screen you can access the New Work Request data entry screen.
Step 1: Click here to enter
a New Work Request
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The New Work Request screen opens with an auto generated work request number and a
status ofREQUEST.
Note: All fields with a red * are required in order to submit the request.
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Step 2: Enter the request
description. For example
Toilet overflowing in boys
restroom
Step 3: Click on the arrow
next to the location field
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Step 4: Click on Select
Value
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The locations value list opens.
Step 4a: Click your mouse
in the blank box under the
Description heading, type
in the name of your school
and hit enter.
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MAXIMO locations come from the DOE Locations Database. Some of the locations maycontain a - or a and portions of the location may be abbreviated (for example ELEM forelementary). If you are having trouble searching for your school enter a portion of the schoolname. In this example we entered AINA HAINA in order to find AINA HAINA ELEM.
If you entered your search correctly the value list filters down to all entries matching yoursearch criteria.
If the value your are looking
for is not listed click on theorange arrow to continue
searching through the
If you spell the school name
incorrectly and there are no
results matching your
search your results will say
No locations found. Click
on the Clear Filter fields
icon to return to the originallist of locations and repeat
step 4a
OOPS! Spelled AINA
incorrectly (ANA)
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The New Work Request screen opens with the location you selected.
Note: For more information on locations see Section MAXIMO Locations Drilldown.
Step 4b: To select the
value click on the blue boxnext to the location (For
example AINA HAINA
ELEM BLDG A
The location code and
description are now on the
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Step 5: Place your cursor
in the Reference Location
field and enter additional
location information if
needed (For example Last
stall next to back wall)
Step 6: Place your cursor
in the Job Details field and
enter additional work
request information
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The list of available work types opens.
Step 7: Place your cursor
in the Contact field and
enter the name of the
contact person for the work
request
Step 8: Click on the
magnifying glass icon next
to the Work Type field to
open the list of work types
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The New Work Request screen opens with the work type you selected.
Step 9: Click on the blue
box next to the work type to
select the value (For
example Emergency )
The work type you selected
is now on the screen
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VALUE DESCRIPTION
BLDG Indicates a work request for work on a building
NBLDGIndicates a work request for work outside a building (for example a parking
lot, field, etc)
EQUIP Indicates a work request for work on a piece of equipment
OTHERIndicates a work request that doesnt fit in any categories above (for example
request for safety supplies, shoes, etc)
Step 11: Click on the blue
box next to the problem
code to select the value
(For example BLDG)
Step 10: Click on
magnifying glass next to the
Problem Code field to open
the list of available codes
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The New Work Request screen opens with the problem code you selected.
The problem code you
selected is now on thescreen
Step 12: Click on the
magnifying glass next to the
Cause Code field to open
the list of available values
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If the value you are looking
for is not on the list click on
the orange arrow to view the
rest of the available cause
codes
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The New Work Request screen opens with the cause code you selected.
Step 13: Click on the blue
box to select the cause
code (For example N)
The cause code you
selected is now on the
screen
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The remaining fields on the screen are read only and automatically populated for you.
FIELD DESCRIPTION
Request # The unique identifier of the work request (for example 646397).
Status The status of the work request. This automatically defaults to REQUEST.
School CodeThis is your three digit school code starting with an S. This value defaults
based on your MAXIMO log-in (for example S100).)
Work Phone This value defaults based on your school code (for example 377-2419).
EmailThis value defaults based on your school code (for example
100.maximo@notes.k12.hi.us).
Reported DateThis value defaults to the date and time you entered the work request (for
example 7/20/05 8:57 AM).
Note: MAXIMO is set to time-out after 1 hour without any activity so it is a good idea to
complete your request if you think you will be away from the system for a
while.
Step 14: Click Submit to
save the work request
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The search screen opens with the message indicating the request was successfulllysubmitted.
You may see a screen similar to the one below after clicking the Submit button. Please click
Continue to save the request. This occurs if the same problem code is selected for the
same location.
Work Request xxxxxx has
been submitted
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Section 6 View a Previously Entered Work Request
Users using the Work Requests Application can easily view existing requests by entering a
query in the fields provided. You may enter query information in one of the fields or anycombination of the fields provided.
Section 6.1 Search using full identifiers
1 If you know the work request number you can easily open the work request.
Step 2: Click Find
Step 1: Enter the work
request # on the search
screen
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The screen now displays the work request.
The Work Request Details screen opens with the request selected.
Step 3: Click on the
underlined work request
number to view the details
Step 4: Click OK to return
to the search screen
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2 You can also search based on work request details such as work type. You may enterquery information in one of the fields or in any combination of the fields provided.
Step 1: Enter a full
identifier in any of the fields
provided starting with = Step 2: Click Find to
execute the search
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The Work RequestsSearch screen now displays the results of the search.
The Work Request Details screen opens with the request you selected.
Step 3: Click on any of the
request numbers to view
the request
Step 4: Click OK to return
to the School Work
Requests search screen
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Section 6.2 Search Using Wildcards
For the cases when you are not sure of the exact value for one of the fields you want to usein a query, a wildcard may be used. A wildcard is a special symbol that stands for one ormore characters (a letter or number).
1 Underscore
The underscore ( _ ) is used to substitute for a single character.
Step 2: Click Find to
execute the search
Step 1: Enter search
criteria containing an
underscore in any of the
fields rovided
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The Work RequestsSearch screen now displays the results of the search.
2 Percent Sign
The percent sign ( % ) is used to substitute for a string of characters. A string may be anygrouping of letters, numbers or both.
Step 1: Enter search
criteria containing a percent
% sign in any of the fields
rovided
Step 2: Click Find to
execute the search
Step 3: Click on any of the
request numbers to view
the re uest
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The Work RequestsSearch screen now displays the results of the search.
3 Placement of Wildcards
The wildcard must be placed exactly where the unknown character(s) would occur.
Placemen
t
Finds Example
%X returns all records where X is the last in a
string of characters
%ed would return all records where a word
ended in -ed
X% returns all records where X is the first in a
string of characters
W% would return all records where the
word started with the letter W
%X% Returns all records where X falls anywhere
within the string of characters
%a% would return all records with the
letter a anywhere in the field
X Returns all records where X falls anywhere
within the string of characters
a would return all records with the letter a
anywhere in the field
=X Returns all records where the value = the
character(s)
=A would return only values =A
Step 3: Click on any of the
request numbers to view
the request
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Section 6.3 Sorting Work Requests
When you are viewing your list of previously entered work requests, MAXIMO allows you to
sort the list in ascending or descending order (with the most recently entered work request atthe top of the list).
Step 1: Click on theunderlined wordRequest
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The work order list is now displayed in ascending order.
Step 2: Click on the
underlined wordRequest again
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The work order list is now displayed in descending order.
This should be themost recent workorder.
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Section 6.4 MAXIMO Statuses
There are several MAXIMO statuses you may see when viewing your Work Requests.
STATUS DESCRIPTION
REQUEST REQUEST
REQACC REQUEST ACCEPTED
WSCHED WAITING SCHEDULING
INPRG IN PROGRESS
COMP COMPLETE
CLOSE CLOSED
CAN CANCELED
FACTRAK FACTRAK PROJECT (SENT TO FACTRAK SYSTEM)
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Section 7 MAXIMO Locations Drilldown
Another way to select a location when entering a new work request is to use the MAXIMO
Locations Drilldown.
Step 1: Click on Open
Drilldown
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The Locations Drilldown opens
What is the Locations Drilldown?
The Locations Drilldown is used to view the complete hierarchy of locations in MAXIMO. TheDOE hierarchy consists of the following levels:
State of Hawaii
IslandDistrict
ComplexSchool / Facility
BuildingRoom
For example:
OahuHonolulu DistrictKalani Complex
Aina Haina ElemAina Haina Elem Bldg A
Aina Haina Elem Bldg A Rm 101
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The Location code is a unique identifier of each MAXIMO location based on the hierarchyabove. For example the above locations would have the following codes:
1 Oahu1-10 Honolulu District
1-10-813000 Kalani Complex
1-10-813000-100 Aina Haina Elem1-10-813000-100-A Aina Haina Elem Bldg A
1-10-813000-100-A-101 Aina Haina Elem Bldg A Rm 101
We are going to select Aina Haina Elem Bldg A.
Step 2: Click on the +
next to the island ofOahu
to view the list of available
districts
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Step 3: Click on the +
sign next to Honolulu
District to view the list of
available complexes
Step 4: Click on the +sign next to Complex-
Kalani to view the list of
available schools
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Step 5: Click on the +
sign next to Aina Haina
Elem to view the list of
available buildings
Step 6: Click on the +
sign next to Aina Haina
Elem Bldg A to view the
list of available rooms
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Step 7: Select the location
by clicking on the blue box
next to it
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Section 8 School Work Requests Screens
The following screens are available from the School Work Requests Application:
[School Work Requests Search]- Used to query for work requests.
FIELD DESCRIPTION
Request # Work request ID number and description
Legacy WO # School work request number
AS400 WO# Work Order number brought over during the initial load from the AS400
Status Work order status
Location Location of where the work is to take place
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School Code School that entered the work request (defaults to user login)
Lead Craft Trade assigned to perform work
Work Type Type of work
Reported Date
FromDate problem was reported (beginning of range to search)
To Date problem was reported (end of range to search)
FIELD DESCRIPTION
Click to open the New Work Request screen to enter a work request.
Click to execute the search. If no fields have been filled in all records will
be queried.
Click to reset the search.
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[New Work Request] Used to enter a new work request.
FIELDS DESCRIPTION
Description Request description
Location Location of where work is to take place
Ref. Location Additional location information
Contact Name of contact person for work request
Work Type Type of work
Problem Code Second level classification for the failure that this work will be referencing
Cause Code Third level classification for the failure that this work will be referencing
Request # Request ID Number (auto generated) this becomes the work order #
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Status Work status
School Code Code for school entering the request (defaults to user login)
Reported Date Date problem was reported (defaults to entry date)
Work Phone Phone number of school
Email Email address of school
Job Details Additional comments related to the work request
FIELD DESCRIPTION
Click to submit the request (request will be saved)
Click to clear any values entered
Click to cancel the request (request will not be saved)
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[Work Request Details] Used to view or modify previously entered work requests.
FIELDS DESCRIPTION
Request # Request number and description (auto-generated)
Legacy WO # School work request number
Location Location of where work is to take place
Ref Location Additional location information
Contact Name of contact person for work request
Status Work request status
Work Type Type of Work
Problem Code Second level classification for the failure that this work will be referencing
Cause Code Third level classification for the failure that this work will be referencing
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Lead Craft Trade assigned to perform work
AS400 WO# Work Order number brought over from the AS400
Supervisor Supervisor
Foreman Work foreman
School Code Three digit code of school entering request (defaults to user login)
Reported Date Date problem was reported (defaults to entry date)
Work Phone Phone number of requestor
Email Email address of requestor
Additional Comments Additional comments related to the work request
Target Start Target start date for work
Target Finish Target finish date for work
Scheduled Start Schedule start date for work
Scheduled Finish Scheduled finish date for work
Actual Finish Actual finish date of work
COMMAND BUTTON DESCRIPTION
Click when finished viewing Work Request Details screen to return to the
School Work Requests search screen
Click return to the School Work Requests search screen
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Section 9 Print a Work Request
Step 2: Click Find
Step 1: Enter the work
request # on the search
screen
Step 3: Click on the
underlined work request
number to view the details
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Step 4: Click on View
Report to open the
Work Order Details
Report
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The Work Order Details Report opens.
Step 5: Select the
print icon on the
toolbar
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Adobe Acrobat opens with the report file.
Note: Adobe Acrobat 7 is not certified for use with MAXIMO. Please use a previous
version (5.0.5 is recommended).
To close Adobe Acrobat just click on the X in the upper right corner of the Adobe window.To close the report displayed on page 46 just click on the X in the upper right corner of thatscreen.
Step 6: Select your
printer and click Print
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Section 10 Print a List of Work Orders
Note: If you would like to print the entire list of work orders for your school just be sure
your school code is entered in the school code field.
Step 1: Enter a query
and click Find
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The Work Request Search screen now displays the results of your search.
The Work Request reports list opens.
Step 3: Select the
report (in this caseWork Request List
Report)
Step 2: Click Run
Reports
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The Request Page opens.
The report opens with the results of your query.
Step 5: Select the
print icon
Step 4:Selected
Record should be
selected. Click
Submit to run the
report
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Adobe Acrobat opens with the report file.
Step 6: Select your
printer and click Print
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Section 11 Print the School Work Order Priority
Report
The School Work Order Priority Report was designed for work prioritization. In order to printthe appropriate work orders for your school you will need to enter a MAXIMO query includingstatus not COMP (!=COMP) and lead crafts including painting (PA), carpentry (CA), firealarm (FA), plumbing (PL), lights (ML) and electrical (EL). If you are running your report forsupport work orders then you would use support mason (SM), support roofer (SR), supportcabinets (SC), support welder (SW), support furniture (SF), support labor (SL) and supportdriver (SD).
Step 1: Enter status
!=COMP
Step 2: Enter the
following lead crafts
separated by a comma
(no spaces):
CA,PA,FA,EL,PL,ML
Your school code
should already be in
the school code field
Step 3: Click Find
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The search screen now displays the results of your search.
The Work Request report list opens.
Step 5: Select the
School Work OrderPriority Report
Step 4: Click Run
Reports
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The School Work Order Priority Report request page opens.
The School Work Order Priority Report opens.
Note: This report is grouped by lead craft and location. Each craft will have a
separate report page.
Step 6:Selected
Record should be
selected. Click
Submit to run the
report
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Section 12 Exit MAXIMO
Note: Always sign out of MAXIMO before closing your Internet browser.
Click on Sign Out
to return to your
MAXIMO login screen
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Section 13 Microsoft Windows Java Virtual Machine
(JVM)
For proper MAXIMO use, a JVM must be installed on the client workstation. If your data doesnot display correctly or MAXIMO freezes on you it is likely that the cause is the absence of aJVM on your workstation. Older versions of windows had a JVM but Microsoft no longerbundles a JVM with its Windows Operating Systems.
MRO Software has validated the Sun Microsystems Java 1.4x plug-in for use with MAXIMO.Please follow the instructions below for installing the proper JVM on your workstation.
The Java Virtual Machine is available from the following website:
http://java.sun.com/products/archive/index.html
Step 1: Go the the following URL
http://java.sun.com/products/archive/index.html
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Step 2: Click on the
arrow next to
J2SDK/J2RE - 1.4 toopen the list of available
versions
Step 3: Select version
1.4.2_02
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The download screen opens:
Step 4: Click Go
Step 5: Under the
JRE column click
Download
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Once you have accepted the license agreement the download screen refreshes and
you can download the JRE.
Step 6: Click Accept to
accept the license
agreement
Step 7: Select
Windows Installation
English
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The below screen shots may differ depending on your security settings. In some cases
you may only have to click Run once.
Step 8: Click Run
Step 9: Click Run
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Step 10: Select I
accept
Step 11: Click Next
Step 12: Select Typcial
Step 13: Click Next
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Step 14: Wait for the software to install
Once you have completed the installation you will have an icon on your toolbar at the
bottom of your screen.
Step 15: Click Finish
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Step 17: Click on the
Update tab
Step 18: Remove the
check mark from the box
Step 19: Click Apply
Step 16: Click on the
Java icon and select
Open Control Panel
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