PWS - FY25 B1 North Plains TE-7 Maximo Status Codes 2500407.docx

TE-4-1. Corrective Maintenance.

The Contractor shall use the appropriate status code in Maximo as it pertains to the Work Order (WO) or Service Order (SO). The status should be changed/updated as the WO/SO moves through the process. Below is a list of status codes that shall be used as it relates to the status of the WO/SO.

TE-4-1.1. NEW – Repair work requirement is found by the contractor or requested by the government; WO/SO is created as NEW in Maximo by the contractor.

TE-4-1.2. WCOSTEST – For the NEW repair WO/SO, the contractor has requested the repair be looked at and estimated costs associated for the repair have been requested.

TE-4-1.3. WAPPR – Contractor has received estimated costs, entered in the “Estimated Total Cost” field, and uploaded the appropriate documentation to the WO/SO in Maximo. (The 88th checks for this status daily to know which WO/SO’s are awaiting funding approval and determine if the WO/SO will be funded.)

TE-4-1.4. NEEDINFO – Either the 88th RD or HNC KO need additional information from the contractor before making the determination if funding/approval will be given. This status will only be used by the 88th or HNC. Once in this status the contractor shall review and respond accordingly.

TE-4-1.5 FUNDED – 88th RD approves funds for costs entered in the "Estimated Total Cost" box. The 88th will change the status to FUNDED. All CM work must be “funded” by the 88th before requesting NTP/NTE. The CM WO cost shall not exceed this “funded” amount. If additional funds are necessary, the WO/SO must return to WAPPR status to request additional funds

TE-4-1.6. WNTP – (Waiting Notice to Proceed) - Contractor has done a Daily Maximo Search for WO/SO's in the FUNDED Status. Contractor ensures all proper documentation is attached to the WO/SO and changes the Status to WNTP. Documents are submitted to the HNC KO if the estimated amount is above $2500.00. Documents are submitted to the Service Order Administrator (SOA)/Engineer Tech (ET), if the estimated amount is $2500.00 or below. This stage correlates to ‘Submit S.O.’ as shown in Table 4.4.1 in the PWS. The estimated amount shall never exceed the amount “funded”. If estimated cost changes the CM WO must return to WAPPR status to request additional funds. NOTE – If the package is not complete and ready to be submitted for NTP leave it in FUNDED until it is. If HNC finds the package incomplete, they will elect to use NEEDINFO status with comment indicating what documentation is missing or insufficient.

TE-4-1-7. APPROVED – SOA/ET or COR has reviewed or received notification SO and all documents are proper and a Notice to Proceed (NTP) or Not to Exceed (NTE) is issued, the Contractor or SOA/ET changes the status to APPROVED. The CM approved amount will not exceed the current “Funded” cost. Additionally, the field called “Notice to Proceed Date” in the Maximo WO tab shall be entered with applicable date. This date indicates the day the SOF was signed, what period of performance the work is occurring in, and that funds are officially obligated. (NOTE: The NTP Date field is a MANDATORY field.)

TE-4-1.8. WSCH – Once the Contractor has received an approved NTP or NTE, the status should be changed from APPROVED to Waiting to Schedule (WSCH), and the Contractor schedules work to be done or, if necessary, orders materials. Prior to the contractor using this status they shall check to ensure the “Notice to Proceed Date” in Maximo has been entered with the date the SOF was signed and enter the date if it is missing.

TE-4-1.9. WMATL – The Waiting Material (WMATL) status shall be used if materials are needed and have been ordered and not yet received. Once materials are received the CM shall be changed to INPRG or PENDWS if work cannot be scheduled.

TE-4-1.10. PENDWS – This status will be used after WMATL if work cannot yet be scheduled. Once work is scheduled it shall be changed to INPRG.

TE-4-1.11. INPRG – Work has been scheduled and parts received for the CM, Contractor changes status to INPRG. The WO/SO shall stay in this status until all work is complete. The contractor shall enter the planned “scheduled start” and “scheduled finish” dates into Maximo when placing the CM in this status.

TE-4-1.12. WFININV – The Contractor changes to this status once all work is complete and they are waiting on the final invoice and/or other final documents. The contractor shall enter the “actual start” and “actual finish” dates into Maximo. If this status isn’t used these dates shall be entered before contractor changes status to COMP.

TE-4-1.13. COMP – The Contractor changes the status to Completed (COMP) once final documentation for the completed repair work has been received. This stage correlates to ‘Complete’ as shown in Table 4.4.1 in the PWS. The Contractor shall also enter the final cost in Maximo. For all NTE SOs the contractor shall submit to the ET/COR final cost (invoice) and revised SOF with supporting documents (copies of invoices, QC reports, etc.). These documents shall also be attached in Maximo. For any SO that had a scope reduction that affects final cost a revised SOF shall be submitted to the ET/COR with an explanation of scope reduction and attached in Maximo. The USACE ET does a Weekly Maximo search for WO/SO's in the "COMP" Status and reviews to ensure all documents required are attached. Required documentation includes, but is not limited to: Final Invoice and Builder Data Sheets for any repairs that required replacement of existing equipment or a repair the improved the condition index of an asset, inspection reports for items like Backflows, Fire inspection, etc.

TE-4-1.14. APRVCLS – The SOA/ET reviews all WO/SO's in the COMP Status to ensure all required documentation is attached. Once the review is complete and the SOA/ET approves, the SOA/ET will change the status to “Approved for Closure.” NOTE – The SOA/ET is responsible for ensuring SO’s are complete to include documentation and the appropriate detailed notes prior to changing status to APRVCLS.

TE-4-1.15. RETURN – This status is only to be used by the 88th RD and SOA/ET. If the Contractor has a need for a work order to be returned to them, they shall coordinate this with their SOA/ET. This status will be used when it has been determined the CM is lacking in specific documentation or needs rework. This gives the contractor the opportunity for rework and or to add necessary documentation. The contractor attaches missing documentation and or appropriate notes and changes the status of the CM back to COMP and once again flows through the statuses as noted above.

TE-4-1.16. CLOSE – The 88th RD changes status to Closed (CLOSE) when the work and all documentation is accepted; SO is complete.

TE-4-1.16. CAN – 88th RD has cancelled the SO. May require KO approval as specified in Appendix H.

TE-4-2. Preventive Maintenance.

The Contractor shall use the appropriate status code in Maximo as it pertains to the Preventive Maintenance work order. The status should be changed/updated as the WO moves through the process. Below is a list of status codes that shall be used as it relates to the status of the WO.

TE-4-2.1. WASSIGN – The Contractor shall use Waiting Assignment (WASSIGN) to show PM is scheduled, but the technician is not yet assigned.

TE-4-2.2. WORKING – Preventive Maintenance work is underway. PM shall stay in this status until all work is complete.

TE-4-2.3. DEFERRED – 88th RD changes the status to Deferred when there are reasons outside the contract to delay work.

TE-4-2.4. COMP – The Contractor changes the status to Completed (COMP) once the PM is complete and any required documentation is uploaded to Maximo.

TE-4-2.5. PAST DUE – Contractor did not complete PM in prescribed time.

TE-4-2.6. CLOSE – 88th RD changes status to closed (CLOSE) if PM work is complete within the allowable time.

TE-4-2.7. CLOSE-PD – 88th RD changes status to closed-past due (CLOSE-PD) if the PM work is not complete within the allowable time.

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