Attachment A RTLS Maximo User Guide.pdf

Real Time Location System (RTLS) and Maximo

Interface User Guide

October 2021

Version 1.07

Department of Veterans Affairs (VA)

RTLS Maximo Interface User Guide 1 October 2021

Revision History Date Revision Description Author October 2021 1.07 No Changes Team Liberty

April 2021 1.06 Version Update Team Liberty

October 2019 1.05 Monthly Update Team Liberty

August 2019 1.04 Updated Maximo support team name from SOARD to EAWM; changed body text font to Arial 12.

Team Liberty

February 2016 1.03 Updated Section 2.1 based on changes to the RTLS Name field and the RTLS Notes area labels.

HPES

September 2015 1.02 Accepted VA edits and addressed comments

HPES

August 2015 1.01 Subsequent Submission HPES

June 2015 1.0 Initial Submission HPES

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Table of Contents

1. Introduction

1.1. Purpose

1.2. Project References

1.3. Acronyms and Definitions

1.4. User Access Levels

2. Interface Overview

2.1. Understanding Equipment Details

2.1.1. Commissioning and Decommissioning Assets

2.2. Understanding Inventory Updates

2.3. Understanding Space (Location) Management

2.3.1. Creating a New Location

2.3.2. Decommissioning an Existing Location

3. Troubleshooting

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1. Introduction The Department of Veterans Affairs (VA) is in the process of deploying a Real Time Location System (RTLS) solution nationally to VA Medical Centers (VAMC) and other VA facilities. The VA National RTLS solution is a system of systems employing multiple Commercial Off-The- Shelf (COTS) RTLS systems. All of the RTLS solution will track all equipment for purposes of conducting inventory, alert of theft, and finding the assets when needed.

One of the primary applications for RTLS is Asset Tracking. The Intelligent InSites RTLS solution provides the ability to track assets that have been tagged as they move throughout a facility and to provide valuable insights into workflow, performance, and other metrics associated with asset tracking.

The Health Care Efficiency (HCE) Major Transformation Initiative is one of the VA Secretary’s key initiatives. Under the HCE initiative, areas were identified where VA currently uses manual processes (or lacks processes) for tracking and monitoring; this Initiative established the requirement to automate those areas, using RTLS.

Accurate asset management data is necessary in VA facilities to reduce operation costs, create a more streamlined operation, enhance efficiency, and increase patient safety. Workflow capabilities include but are not limited to activity and tag monitoring, reporting, analysis, and tracking. The interface will improve workflow through the analysis of data provided by RTLS.

The Enterprise Asset and Work Management (EAWM) project is a multi-year effort to replace VA’s existing asset and service management systems with a single web-based, integrated, enterprise-level system. It leverages a federated, partnership-based enterprise management model to help ensure the needs of Veterans are met. EAWM addresses VA’s critical need for a modernized and integrated asset and service management capability. EAWM will deploy the International Business Machine (IBM) Maximo Enterprise Asset Management COTS solution.

The EAWM Project and the RTLS Program have several intersection points. EAWM will eventually become the official system of record for assets. RTLS will become the official system of record for the location of assets. The two systems must communicate and be integrated at specific points via an interface in order for both systems to have current and accurate information. This integration must also appear seamless to VA end users.

Note: EAWM was formerly known as Service Oriented Architecture Research and Development

(SOARD).

1.1. Purpose

The purpose of this guide is to familiarize VA with the RTLS and Maximo Interface and provide references to where more information can be found. The RTLS and Maximo Interface has no end user interaction. The guide introduces the interface at a high level and provides references to other related documentation.

1.2. Project References

The following table provides references to other resources to complement this guide.

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Table 1: Additional Resources and Descriptions

Additional Resources Description EAWM Working with Assets User Guide

Product documentation from the EAWM team provides information on working with assets. The Assets Application is used to track physical assets (equipment) and manage the assets throughout their lifecycle from acquisition to disposition.

EAWM Working with Locations and Service Requests User Guide

Product documentation from the EAWM team provides information on working with locations and service requests. The locations application is used to specify the organization’s locations within Maximo. An EAWM help desk service request is used to load new locations into Maximo.

Intelligent InSites Online Help Product documentation from the RTLS vendor Intelligent InSites provides information on how to use the features of the system. The Intelligent InSites Online Help is a general resource for Intelligent InSites “How To” content.

RTLS and Maximo Interface Control Document (ICD)

The Interface Control Document (ICD) describes the software interaction including all system and software components, protocols, and data elements employed for the purpose of interfacing the two systems.

Maximo Online Help EAWM “how to” video links are available.

RTLS and Maximo Production Operations Manual (POM)

Technical information about the interface to aid technical support staff with the configuration, maintenance, and troubleshooting of the individual interface components that comprise the software solution.

1.3. Acronyms and Definitions

The following table contains a list of acronyms used in this document.

Table 2: Acronyms and Definitions

Acronym Definition COTS Commercial Off the Shelf

EAWM Enterprise Asset and Work Management

ESE Enterprise Systems Engineering

GUI Graphical User Interface

HCE Health Care Efficiency

HPES Hewlett-Packard Enterprise Services

IBM International Business Machines

ICD Interface Control Document

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Acronym Definition RFID Radio Frequency Identification

RTLS Real Time Location System

SOAP Simple Object Access Protocol

UI User Interface

VA Department of Veterans Affairs

VAMC Veterans Affairs Medical Center

1.4. User Access Levels

RTLS user roles are based on the “least privilege” principle. Each user is granted only those privileges needed to perform authorized tasks supporting separation of duties. Some examples of user groups are: Clinical, Administrative, Support Staff, Managers, and Leadership.

The RTLS System Administrator (determined by VA) assigns preconfigured user roles within RTLS. The preconfigured user roles are defined in the RTLS National Data Standard DS039 and should not be changed by the RTLS System Administrator following implementation.

The table below lists the permissions granted to each user group.

Table 3: User Groups and Permissions

User Permissions/User Rights (Access) RTLS System Administrators • Force shutdown from a remote system

• Manage auditor roles

• Manage user accounts (create and delete)

• Modify application roles

• Shut down and restart the server(s)

RTLS Logistics Service staff member • Commissions assets

• View access

Maximo System Administrators • Force shutdown from a remote system

• Manage auditor roles

• Manage user accounts (create and delete)

• Modify application roles

• Shut down and restart the server(s)

2. Interface Overview The RTLS and Maximo interface suite is comprised of several interface processes for synchronizing the equipment tracking data and location updates between Maximo and RTLS.

The high level interface processes include:

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• Equipment Details Synchronization

• Inventory Updates

• Space (Location) Management

• See the Maximo RTLS Interface Control Document (ICD) for more information and reference the following diagram.

Figure 1: The RTLS and Maximo interface Suite

2.1. Understanding Equipment Details

Maximo is the system of record for equipment details such as the unique equipment identifier, model number, and serial number. Changes detected to equipment details in either RTLS or Maximo initiate an update from Maximo to RTLS in near real time to keep the two systems synchronized. Having accurate equipment information in RTLS helps users to identify, sort, and search for Maximo equipment items within RTLS. For example, when you need to find equipment for clinical use, you can search by EE# or equipment type.

The following table provides a mapping of fields from Maximo that appear in the RTLS user interface (UI). Fields that are not applicable (N/A) in the Maximo UI Field Name column do not appear in the Maximo UI. These fields are stored in the Maximo database but are not displayed through the Maximo UI.

Table 4: Maximo fields appearing in the RTLS UI

Maximo UI Field Name RTLS UI Field Name

Notes n/a Assigned Location n/a

Category Stock Number

Note: This is not a direct mapping.

See Notes column.

Equipment Type

The equipment type is determined by complex business logic and involves more than one Maximo field. See the RTLS and Maximo ICD for more information.

AEMS_MERS Ref ID (EE Number) Fixed Asset Number n/a

Manufacturer Description Manufacturer n/a

Model Model n/a

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Maximo UI Field Name RTLS UI Field Name

Notes

Description (i.e., VA-MDNS Code description) or FM Equipment Category

Name The RTLS Name field is a combination of multiple fields:

<description> | AEMS_MERS Ref ID

Where:

The <description> represents the VA MDNS description or the FM Equipment Category. The VA-MDNS Description takes precedence. If both fields are blank, the Name field is set to only the AEMS_MERS Ref ID.

Station Number: N/A Asset Description: Asset Description VA-MDNS Code: VA-MDNS Code Service: Service Responsible Dept: N/A Type of Entry: Type of Entry

PO: IFCAP PO

Parent: Parent Asset Number Maximo Status: Status Disposition Date: N/A CSN: Category Stock Number

Notes The Notes field in RTLS contains multiple Maximo data fields to enhance the ability to search. The string will display in the UI as label-value pairs.

Service and EIL Owner n/a

Installation Date Placed In Service n/a

Serial # Serial Number n/a

Status Service Status n/a

Purchase Price Value n/a

2.1.1. Commissioning and Decommissioning Assets

Commissioning is the process used to associate an asset with a unique Radio Frequency Identification (RFID) tag. This process occurs within RTLS. The RTLS and Maximo interface updates newly commissioned assets by sending the asset’s location to Maximo and retrieving the asset’s details from Maximo, so the most current asset location and details are available for use in both systems.

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The decommissioning of an asset begins in Maximo. When the RTLS and Maximo interface detects a disposition date and a change in status from Operating to any other status within Maximo, the interface changes the status of the asset in RTLS to Not in Service. RTLS stops providing updated asset inventory information to Maximo for assets with a status of Not in Service.

2.2. Understanding Inventory Updates

RTLS is the system of record for equipment location (i.e., Where is a piece of equipment located?). RTLS uses both passive and active tags to provide inventory updates to Maximo. The solution is comprised of business logic to provide inventory updates not only for assets that change physical locations, but also for assets that do not move, but are “sensed” using the RTLS technology. For more information about the underlying business logic for assets that do not change locations, see the RTLS and Maximo ICD. The RTLS and Maximo interface updates Maximo with new locations and a timestamp for location changes, and a timestamp only for static assets that are “sensed” by the RTLS system. These updates are performed on a scheduled basis, the frequency of which is determined by VA EAWM/ MAXIMO leadership in and VA RTLS Program Management Office.

2.3. Understanding Space (Location) Management

Maximo is the system of record for location information (i.e., How are VA physical spaces defined?). When location information changes in Maximo, the RTLS and Maximo interface sends updates to RTLS to keep the systems synchronized.

2.3.1. Creating a New Location

When new locations are created in Maximo, a corresponding new location is created in RTLS and placed in a designated area within the RTLS location hierarchy (i.e., “bucket”) for manual remediation. For example:

VISN 23 > 636A8:Iowa City (Campus) > 636A8-NewLocationParent (Facility) The above represents the new location area for the Iowa City facility. Other facilities will have corresponding areas based on VISN/ facility.

The service status of the location within RTLS is set to In Service. Authorized Users in RTLS receive an Intelligent InSites message on a configurable time frequency when a new location exists in the site’s new location area. The Intelligent InSites message states, “There are x New Locations in RTLS that require attention.”

2.3.2. Decommissioning an Existing Location

When a location is decommissioned in Maximo, the interface sends a message to RTLS. This message automatically inactivates the location in RTLS. Assets in an inactive location do not send inventory updates to Maximo, but once the asset moves to a valid location the updates resume.

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3. Troubleshooting There is no end user interaction with the interface to troubleshoot; therefore, there are no troubleshooting instructions. For interface operational issues see the Maximo Production Operations Manual (POM).

3. Troubleshooting