JHHS Maximo Work Orders The Key to Accurate

JHHS Maximo Work Orders The Key to Accurate Work Order Coding

Maximo Work Order Billing Maximo work order billing depends on three (3) specific fields: 1) 2) 3) Customer Account Charge? Work Type

Maximo Work Order

Customer Accounts/Charge Numbers Customer Accounts numbers are also known as cost center numbers. Here are some examples: 4000250302 - 736 Information Services 4800310304 – 634 Clinical Engineering 4803117408 – 973 -Pharmacy Pediatrics 5860020010 – 992 Network Services 80028727 – New Clinic Building 90050128 – Research Fellowship C 480131384 – WE 5 B Renovation 1009043019 – GENERAL ACCOUNT - NO APPL PATIENT FIRST – Patient First Satellite Locations Work Orders without Charge Numbers sit in Limbo!!

Customer Account Breakdown 4000250302 – Bayview Charge Number 4800310304 – JHH Charge Number (Facilities) 4803117408 – JHH Clinical Unit Charge Number 5860020010 – Utilities Charge Number 80028727 & 90050128 –University Charges C 480131384 – JHH Project Number 1009043019 – Corporate/Special Program Charges PATIENTFIRST – Various Satellite Locations/Vendors

Clinical Cost Centers • Maximo will automatically populate the cost center field with the assigned customer account number when the Building and room number are entered into the Location field. • Clinical Cost Centers are coded in Maximo as “DO NOT BILL”, which makes them nonrecoverable. • A Lump Sum work order is required in order to recover monies from any non-recoverable cost centers.

Recoverable/Non-Recoverable Charges A new field has been added into the Maximo work order screen under the Customer Account field: Charge? If a charge is recoverable, then the box will be checked: Charge? √ Those not checked (non-recoverable) can either be coded as EL or set up as Lump Sum.

CM Work Type CM work orders = Corrective Maintenance Charges that fall under CM: • Recoverable charges that begin with 400, 480, 585, 586 • Facilities Cost Centers • Primary Corrective Maintenance • All University Charges (800 & 900)

CP Work Type CP work orders = CAPITAL PROJECTS Charges that fall under CP All Customer charge numbers that begin with a letter: • E = equipment • C = construction • L = landlord • S = safety • I = information systems • M = hazardous removal • J = joint funding • H = in house construction through PM These work orders require the approval of the Project Manager assigned to the designated project. CP is for Project work that does not fall under Commissioning. This is the only circumstance where the CP Work Type is used.

CP – Project Charges When a project number has been provided to you as follows: C. 480. 03. 1008. 07. 02 It must be entered into the Maximo Customer Account Field in this manner: C 480031008

Elective (EL) Work Orders Elective (EL) work orders are those that are coded in Work Type to non-recoverable clinical units that are requesting non-standard services or repairs: • New equipment/furniture/shelving • Relocations, installs, alterations and unscheduled painting of equipment/furniture requested by user • Abuse caused by users/staff/patients or visitors This information is explained in the Centralized Chargeback to Facilities document. ***Facilities does not recover money from these work orders.

Lump Sum Work orders 1. Lump sum work orders are work orders that need to be recovered from nonrecoverable customer accounts. 2. They require notification directly from the Supervisors/Managers/Directors/Techs directly to Debby Weinberg. 3. Lump sum work orders are to be estimated and approved by the customer preferably before costs have been processed.

Other Work Order Types There are several other work order types that are not to be used by anyone other than those noted below: CX – Commissioning work orders – work order creation assigned to Leslie Pennel/Dave Fisher for the Commissioning group. PM – Preventive Maintenance – work order creation assigned to Debbie Avaritt for Preventive Maintenance work order. IHC – Fiscal year in-house construction work orders creation assigned to Debbie Avaritt for Cabling and Debby Weinberg for in-house construction work per Superintendents, Project Manager and Supervisors only. Customer Account will be IHCWORK. CAL/CMCAL/EMCAL/PMCAL are only used by CES Techs.