IBM FileNet and IBM Maximo Asset Management Integration

IBM SoftwareInformation Management

IBM FileNet and IBM Maximo Asset Management Integration software

2 IBM FileNet and IBM Maximo Asset Management Integration software

Executive summary and overviewIn an ever-changing business environment, the ability to manage and optimize all of your assets is critical to delivering the cost-effective performance required to support your business goals. To satisfy these demands while remaining competitive, there is a need to provide a viable platform to deal with the multiple tools and business processes required for asset management—as well as the content, related to the process. Unfortunately, most organizations are handicapped by multiple, siloed, business systems, and isolated business processes that lack meaningful integration. Disparate business systems for creating and managing their assets, contracts, engineering drawings, manuals, permit applications, documentation, materials management, and construction management all need to be integrated to be more efficient.

Unlike the fixed processes in many industries, the demands of asset management require greater operational flexibility. Processes, while structured, are more ad hoc in nature and typically require the collaboration of multiple people, departments or both, and they vary depending on the task or project at hand. They are generally comprised of a series of events as well as controls, such as changes and approvals, which involve multiple parties and individuals all working in concert. In essence, processes which need to be orchestrated rather than driven through a series of independent routines and functions.

The ability to manage and optimize all of your assets is critical to delivering cost-effective performance. Without a multidisciplinary approach capable of managing performance, organizations have found it difficult to minimize costs, while maximizing their return on their asset investments.

“Keeping your assets up and running is crucial to productivity and profit. But most facilities don’t know if they’re running at peak efficiency. A one percent improvement in asset availability can mean an additional 3.5 days of operation every year.” —Bob Vavra, chief editor, Plant Engineering magazine

To help your organization run as efficiently as it can, combining IBM FileNet® Content Management tools with IBM Maximo® Asset Management solutions can help make the most of your technology investments. Going beyond stand-alone content management and asset management IBM can provide a comprehensive view of all your critical maintenance processes and help ensure that those processes are supported by that latest, complete set of documents relevant to the processes, enabling you to more effectively manage your assets and resources—all on a single platform

Creating a single point of entry for accessing contentMost companies have implemented technology solutions to solve specific problems within their organizations. This has resulted in a number of different systems spread out over multiple locations and databases with varied and disparate field names and indices for similar data stored in each of their systems. This has resulted in having no consistent method of searching across the repositories, which lengthens the time required to find the appropriate information required to manage their assets.

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In order to enhance the end user experience and maintain control of their various assets, contracts, and plant life cycle activities organizations need a single, scalable point of entry for the bidirectional exchange of information. The FileNet and Maximo solution provides a single source to streamline access to information and simplified navigation. It also improves check-in and checkout processes, invokes role-based security and can be integrated with Web-based applications. It not only makes it easier for end users and workers to find information, but also gives the organization a highly configurable environment to develop additional applications.

Managing asset investments and related costs throughout the enterpriseIn order to manage their asset investments and control costs, companies need to implement a system of consistent processes utilizing a proven, process rich, industry platform. An enterprise content and asset management platform that can create the appropriate processes and that is capable of incorporating input from multiple departments and sources.

Smart businesses are taking advantage of the wealth of information that is available to them to make more intelligent business decisions. Turning that information from just data into true business intelligence that can help them maximize their assets and streamline their operations. Information that gives them insight into their businesses and that drives them to be more efficient.

“Asset performance management enabled by technology can contribute to improvements by capturing revenue growth, minimizing costs and improving asset utilization.” —Bob Parker, IDC Manufacturing Insights

With all of the technology available today, there is an explosion in the volume and variety of both historical and real-time data—including data acquisition using sensors to improve the quality, completeness, and availability of data. This allows companies to respond to opportunities and threats with predictive analytics for better planning and control. Not just seeing what’s happened in the past, but understanding what’s happening now, and in anticipation of the future.

The FileNet and Maximo solution is designed to:

• Integrate information technology with operational technology.

• Manage asset deployment, specifications, monitoring, calibration, costing and tracking from a single system.

• Provide enterprise asset management software for long and short-term planning, preventive, reactive and condition-based maintenance, schedule management, resource optimization and key performance indicators.

• Measure and manage the availability and use of all strategic assets.

• Plan inventory requirements to meet maintenance demand, making the right parts available at the right location when needed.

• Manage vendor contracts with comprehensive support for purchase, lease rental, warranty, rate, master, blanket and user-defined contracts.

• Align service levels with business objectives by defining service offerings and establishing service-level agreements (SLAs).

• Adapt to changing business requirements and connect with other enterprise systems through a flexible business process configuration platform and scalable service- oriented architecture.

• Eliminate cost inefficiencies and complexity associated with redundant asset management infrastructure.


Driving business intelligence and decision makingThe IBM FileNet and Maximo content and asset management solution leverages the unification of business content, processes and connectivity to speed critical business decision making. By harnessing the power of content, process and connectivity, the FileNet and Maximo solution builds relationships between disparate information to help aid in the decision making process.

The basic premise of the FileNet and Maximo solution is that content and processes must work together to gain true business intelligence, make informed decisions and take actions quickly. Combined, these solutions can help you:

• Align potentially conflicting goals to optimize labor costs, maintenance levels and asset investments.

• Effectively monitor SLAs and key performance indicators (KPIs).

• Standardize procedures as well as planning and scheduling implementation.

• Facilitate, monitor and document corporate and regulatory compliance efforts using comprehensive contract management, automated reconciliation processes of deployed assets and real-time performance monitoring.

• Manage content and processes related to asset management.

In addition to managing the content associated with a company’s assets, the FileNet and Maximo solution allows companies to create, manage, monitor, and integrate the key business processes required for efficient operations and maintenance as well as compliance with industry and government regulations. Typical processes that need to be managed include:

• Collaborative design and approval process.• Building and operating permit applications processes.• Scheduling and managing ongoing inspection processes.• Coordination, planning, approval, and execution of

maintenance activities.• Maintenance work schedules and work packs.• Training and testing processes.• Annual review of process safety management documents

and procedures.• Management of change process development, tracking

and auditing.• Procurement approval processes.• Handover from the construction and installation processes

to operations.• Corrective action processes.

Typical content managed

• Computer-aided design drawings• Compliance documentation• Contracts• Corporate records• Correspondence• Customer records• Design codes• Electrical diagrams• E-mail• Emergency action plans• Engineering drawings• Engineering standards

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• Facility and asset management• Facility drawings• Field service reports• Financial records• Geographic information system support• Health, safety and quality• Human resources• Incident reports• Inspection reports• International Organization for Standardization procedures• Legal documents• Maintenance history files• Maintenance manuals• Manufacturing processes• Material safety data sheets• Partner records• Parts lists• Phone calls• Piping and instrumentation diagrams• Plot plans• Process flow diagrams• Purchase orders• Procurement records• Proposals• Regulatory compliance and reporting• Scanned drawings• Standard operating procedures• Standards employed• Specifications• Test certifications• Training records• Transmittals and acknowledgements• Vendor manuals• Videos• Work orders

Managing the asset life cycleAssets go through several distinct phases during their life cycles. The FileNet and Maximo solution incorporates the ongoing process of designing, constructing, maintaining, improving, upgrading, reconfiguring, renovating, modifying, and decommissioning of the assets and facilities that are integral to a company’s operations. Most companies are not able to achieve this in an optimal way because the assets were built and modified at different times by different employees or contractors. The result is that information related to their operations is contained in isolated, sometimes difficult to use, and out of date repositories. The FileNet and Maximo solution provides a means to easily manage and store all of the content that is accumulated throughout an assets life cycle.

The content and processes describing and supporting the evolution of all assets—from specification to design; construction and installation; operations and maintenance; expansions and refurbishments; and finally decommissioning and disposal—can all be captured and managed by the FileNet and Maximo solution.

“Full asset life cycle management strategies are a critical success factor for asset-intensive industries.” —Bob Parker, IDC Manufacturing Insights


Engineering and designMost businesses today focus on their core competencies of managing and operating their assets. Therefore, much of their engineering design and construction work is outsourced to one or more engineering contractors or subcontractors. The FileNet and Maximo solution helps manage the engineering and design process throughout its multiple phases. The formal communication of information between the company and the engineering contractor is critical in each of its unique phases. To manage the design as it evolves, and to coordinate the work of multiple design groups requires timely and precise communications of both drawings and documentation between all of the parties involved.

Construction and installationThe construction and installation phases of an asset are very fluid and dynamic processes, requiring collaboration and a constant flow of information. Although much of the information is generated during the specification and design phase, extensive documentation of the actual construction and installation needs to be maintained as work progresses. Engineering drawings and documents must reflect the actual work being done so that there is an accurate record of the construction and installation being done. This is invaluable when it comes to ongoing operations and future maintenance of the assets being built or installed.

Operations and maintenanceEfficient operations and maintenance relies on the availability and accuracy of information from a variety of sources. The FileNet and Maximo solution provides that information, where and when it’s needed.

Once an asset is put into operation, there is a continuing need to reference, change, and create new drawings and documents. Whether it is compliance with ISO regulations, safety, health or environmental regulations, compliance management is an ongoing activity. The underlying documents associated with

compliance are constantly in flux, continually undergoing changes in order to reflect changes in the asset, procedures, and installed equipment. The process for reviewing and approving these documents must be controlled before a drawing or document can be updated and put into use.

MaintenanceAsset maintenance is an important component of successful operations. FileNet and Maximo solutions streamline the maintenance process and provide all of the tools necessary for planning, management, and tracking of maintenance to reduce downtime.

Routine maintenance requires reference to a number of documents including plant configuration documents, current drawings, vendor manuals, maintenance procedures, material safety data sheets, and previous work orders. Before any work is done, it is necessary to review all approved and pending changes to any given asset. The FileNet and Maximo solution can automatically provide all of the required documents for each work package saving both time and effort in the process. The same system can then be used to capture all of the changes and markups to reflect what was done in the process.

Expansions and reconfigurationIn order to remain competitive, today’s assets are in a constant state of flux. New and improved products and processes replace outdated ones and require updated documentation to accurately reflect the changes to the physical plant.

The FileNet and Maximo solution provides the dynamic links required to manage the change process and help ensure that the most current documentation is used. All authorized users can view all of the requested, approved, and pending changes along with the supporting documentation. Changes to operating procedures and as-built drawings are all incorporated into the operating documentation before the asset is brought back online.

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Decommissioning and disposalAs an asset reaches the end of its useful life, it requires a conscientious effort to effectively plan and document the decommissioning and disposal process to minimize liability and adhere to health, safety, and environmental requirements.

In this era of environmental awareness, it is necessary to carefully assess what must be done to dispose of and return an asset site into its original condition prior to the asset being there. This process requires careful planning and documentation. These plans typically include all of the documents that have been generated in all of the previous phases of the asset’s life cycle.

Reducing downtime and improving asset efficiencyYou can leverage FileNet and Maximo content and asset management capabilities to support both reactive and proactive maintenance and work activities, establish work management processes, track costs, and set priorities based on KPIs and SLAs. The FileNet and Maximo solution helps reduce downtime and improve asset efficiency by:

• Matching job tasks to available personnel resources and material resource requirements.

• Automatically generating work packets that include instructions, drawings, manuals, permits and required documentation.

• Providing estimates for cost approvals.• Establishing priorities and initiating actions across

the enterprise.• Tracking and analyzing resource usage and costs.• Providing dashboards to optimize schedules and

labor utilization.• Standardizing procedures to streamline known processes and

drive work quality.• Analyzing KPIs to make decisions about resource and skills

investments that support service-level expectations.• Generating operating agreements to improve organizational

communication and help internal and external providers support service-level commitments to vendors.

Providing real-time visibility into asset performance and maintenance The FileNet and Maximo solution provides companies with a flexible platform to monitor KPIs, reduce cycle times, and improve productivity by automating, streamlining, and optimizing complex processes, while managing the flow of work throughout the enterprise. Its standards-based architecture makes it ideal for applications in a wide range of industries.

The FileNet and Maximo solution can be deployed quickly and is scalable to meet the needs of your business, creating a unified infrastructure that connects both users and applications. Its event-driven architecture activates content to efficiently process millions of transactions, while supporting thousands of users in the field and throughout the enterprise. Real-time and historical tracking of both assets and business processes, combined with analysis of key performance indicators allows for maximum utilization of your resources. Its asset management capabilities allow you to effectively manage and maintain your assets through enhanced operational visibility and improved operational agility.

Building a smarter asset infrastructureMany advances in remote data collection are providing the impetus to improve asset efficiency while anticipating potential problems well in advance of breakdowns. The FileNet and Maximo solution integrates these technologies to help reduce downtime and improve asset performance. These Smarter Planet™ technologies include:

• Smart meters to reduce power consumption through demand response.

• Smart bridges built with built-in sensors to monitor stress and indicate potential failure.

• Smart locomotives built with on-board computer systems using telemetrics for real-time diagnostics.

• Smart data centers that reduce energy consumption and optimizes service delivery by collecting power, thermal and temperature inputs from IT equipment, datacenter infrastructure and facilities.

• Smart buildings use building automation systems to optimize comfort, safety and energy consumption.


Records management and regulatory complianceRecords management and regulatory compliance have taken on new meanings in all areas of today’s business. Most businesses function within heavily regulated environments requiring compliance with a plethora of regulations. The Sarbanes–Oxley Act, HIPAA, SEC rules, EPA, FDA, Freedom of Information Act, Government Paper Elimination Act—the number of regulations organizations must comply with is ever expanding and can be staggering when it comes to records management.

Organizations must be able to identify and manage all of their electronic and paper-based communications and business information. Unfortunately, policies and procedures don’t guarantee compliance—business processes must be automated and integrated into the fabric of your organization to help ensure that your compliance policies and retention schedules are enforced.

Today’s compliance standards require formal processes for the retention and disposition of information, including records, drawings, manuals, policies, Web content, and e-mail, many of which have retention policies in excess of 50 years. Each step in any content’s life cycle needs to be recorded along with the content itself. If the business is found to be in breach of government or industry regulations, it could be shut down, be fined or have legal action taken against its corporate officers.

To help ensure compliance, the FileNet and Maximo solution automatically provides the processes required to manage and control all relevant content throughout its life cycle. Audit trails are recorded for all major steps in a document’s life including electronic sign-off, signature, storage, and disposal from all repositories when appropriate.

In short, the FileNet and Maximo solution helps you manage all of the content and business processes that must come together to help ensure compliance.

Capabilities to meet all of your content, business process, service and asset management needsThe IBM FileNet and Maximo solution helps organizations manage the electronic content related to asset management by enabling them to automate the search, collection, and organization of critical information across geographically dispersed locations and content sources. It also provides a link between engineering, maintenance, suppliers, and the field to speed business processes, optimize production and aid in making the decisions that are critical to successful operations.

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Many options are available to extend the asset and service management capabilities of the solution while increasing your ability to reduce costs, enhance your compliance efforts and better achieve operating efficiencies and flexibility.

IBM FileNet P8 Platform—is designed for the most demanding compliance, content, and process management needs; is a unified, enterprise foundation, for integrating IBM Maximo applications; combines an enterprise content management reference architecture with comprehensive business process management and compliance capabilities; provides total integration with IBM Maximo applications via Web services and service-oriented architectures (SOAs) to provide a rich and interactive user experience that can be easily customized

IBM Content Manager—manages all types of digitized content across multiple platforms, databases and applications; provides organizations with imaging, digital asset management, Web content management and content integration; is built on a multitier distributed architecture, it also provides the scalability to manage a company’s geographically dispersed enterprise

IBM FileNet Business Process Manager—provides comprehensive process management including business-oriented process modeling, forms, analytics, simulation and business activity monitoring; helps organizations increase process performance, reduce cycle times, and improve productivity and decision making by automating, streamlining and optimizing processes. It also provides a collaborative and agile development framework

IBM Records Manager—is a records management engine for business applications that enables them for electronic records; helps provide the entire enterprise with consistent and extensive records management capabilities for both electronic and physical information assets while helping to meet regulatory compliance requirements

IBM Maximo Asset Management—consists of six key management systems that enable companies to successfully manage all type of assets, in alignment with their business objectives: Asset Management, Work Management, Materials Management, Procurement Management, Contract Management and Service Management, together providing enterprise asset management software for long and short-term planning, preventive, reactive and condition-based maintenance, schedule management, resource optimization and key performance indicators

IBM Maximo Asset Management Scheduler—enables organizations to view and schedule work orders and tasks in a Gantt chart and enables better prioritization of work, optimal resource usage, decreased asset downtime for maintenance and efficient work planning

IBM Maximo Linear Asset Manager—helps manage all linear asset types (e.g., railways, roads, bridges, pipelines, power lines, water and sewer pipes)

IBM Maximo Spatial Asset Management—allows asset managers to visualize the spatial relationships among managed assets and other mapped features

IBM Maximo Calibration Manager—provides all requirements for traceability and reverse traceability, all calibration history data, calibration data sheets and required reporting

IBM Maximo Mobile Suite—is a family of solutions to provide remote access to the Maximo Asset Management processes for work, asset and inventory management

IBM Maximo SLA Manager—defines service offerings, establishes SLAs, implements escalation procedures to attain service levels and provides metrics to monitor service level delivery


IBM Maximo Change Manager—offers policy administration, process management and planning capabilities to increase the speed, efficiency and consistency of changes; defines tasks, schedules and resources required to release assets into the production environment

IBM Maximo Contract and Procurement Manager—manages leases, warranties, agreements, contracts, requisition-to-payment processes, quotes and inventory to collaborate electronically with suppliers, partners and electronic marketplaces

IBM Maximo Adapter for Microsoft Project—delivers connectivity between Maximo and Microsoft Project, for access to work and resource data for scheduling and planning

IBM Maximo Adapter for Primavera—delivers connectivity between Maximo and Primavera Project Scheduling, for access to work and resource data for scheduling and planning

IBM Maximo Enterprise Adapters—integrates Maximo products with Oracle, SAP and other enterprise systems to speed deployment and support real-time data exchange; provides a library of predefined integrations; supports various scenarios, including Web services and SOAs

IBM Maximo e-Commerce Adapters—allows buyers to browse multiple supplier catalogs, place orders on multiple marketplaces or directly with suppliers, check order status and process supplier invoices electronically

Generating business resultsToday, companies need every advantage to maximize their assets and improve their competitive edge. Competition is intense, and in the race for market share, companies must think and act globally. Astute business people know that a lean and mean workforce is only part of the solution, and that technology alone is not necessarily the answer.

An integrated IBM FileNet P8 and IBM Maximo solution can bridge the gap between disparate operations, maintenance, and engineering processes, to provide accurate content, optimized asset management, and dependable records management to help ensure regulatory compliance. Working in concert, the FileNet and Maximo solution provides:

• Management of the work processes and structured asset data.• Control of the unstructured operations content and corporate

records processes including eDiscovery and legal documents.• Integration of all business processes and data repositories.• Access to up-to-date data and asset configurations.• A link between operations, maintenance, and engineering.• Management of engineering and operations document life

cycles and versions.• Improved work planning and coordination.• Work history for controlled documents.• Support for Sarbanes–Oxley Act compliance.• Improved regulatory and safety compliance.• More-accurate data for improved decision making.• Improved warehouse productivity.• Sales growth through improved service.

“To improve asset performance, look at technology enablers to improve your asset management processes, integrate information management and enhance business intelligence.” —Bob Parker, IDC Manufacturing Insights

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Potential cost savings and ROI benefits

• Labor utilization up by 10–20 percent• Asset utilization up by three to five percent• New equipment purchases down by three to five percent• Lost warranty recoveries up by 10–50 percent• On-hand inventory needs down by 20–30 percent• Inventory carrying costs down by 5–20 percent• Material costs reduced by five to ten percent• Purchasing labor reduced by 10–50 percent

Note. Improve plant availability by linking current content with work processes for operational and maintenance personnel. A one percent improvement in asset availability means more than 3.5 days of operation per year (an oil refinery generates in excess of US$1 million per day).

Helping ensure end-user successNo project is ever complete without getting the end users comfortable with using the system, and the IBM FileNet and Maximo solution is no exception. After completing the implementation of the system, a series of training workshops are held with various user groups to help them understand and feel comfortable with the applications they will be using. Only after they have used the system do they understand the value—to search for content and more importantly, to be able to deliver all of the information they need to manage and maintain their assets. These workshops prove to be essential to the acceptance and successful deployment of any IBM solution.

For more informationTo learn more about how IBM Maximo Asset Management solutions can help your organization manage and optimize your IT assets and services, please contact your IBM representative or IBM Business Partner, or visit: ibm.com/software/tivoli/products/maximo-asset-mgmt

IBM FileNet softwareIBM’s Enterprise Content Management software enables the world’s top companies to make better decisions, faster. As a market leader in content, process and compliance software, IBM ECM delivers a broad set of mission-critical solutions that help solve today’s most difficult business challenges: managing unstructured content, optimizing business processes and helping satisfy complex compliance requirements through an integrated information infrastructure. More than 13,000 global companies, organizations and governments rely on IBM ECM to improve performance and remain competitive through innovation.

IBM Maximo softwareIBM Maximo Asset Management software provides asset life cycle and maintenance management software for all asset types on a single platform. It is used to help maximize the value of critical business and IT assets throughout their life cycles.

It manages business processes with workflows by enforcing best practices that yield benefits for all types of assets, including manufacturing, transportation, infrastructure, production, facilities, communications, and IT. Industry-tailored solutions are available for utilities, nuclear power, transportation, life sciences, and oil and gas.

© Copyright IBM Corporation 2010

IBM Corporation Software Group 3565 Harbor Boulevard Costa Mesa, CA 92626-1420 U.S.A.

Produced in the United States of America February 2010 All Rights Reserved

IBM, the IBM logo, ibm.com, FileNet, Maximo, and Smarter Planet are trademarks or registered trademarks of International Business Machines Corporation in the United States, other countries, or both. If these and other IBM trademarked terms are marked on their first occurrence in this information with a trademark symbol (® or ™), these symbols indicate U.S. registered or common law trademarks owned by IBM at the time this information was published. Such trademarks may also be registered or common law trademarks in other countries. A current list of IBM trademarks is available on the Web at “Copyright and trademark information” at ibm.com/legal/copytrade.shtml

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The information contained in this documentation is provided for informational purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this documentation, it is provided “as is” without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this documentation or any other documentation. Nothing contained in this documentation is intended to, nor shall have the effect of, creating any warranties or representations from IBM (or its suppliers or licensors), or altering the terms and conditions of the applicable license agreement governing the use of IBM software.

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IBM FileNet and IBM Maximo Asset Management Integration