IBM Maximo proves a real asset for HES Gdynia

HES wanted to implement an asset management system (AMS) to manage and maintain cranes, loaders and other equipment. Its primary objective was to significantly improve the efficiency of maintenance work.

HES also wanted to eliminate paper versions of its work and repair reports and to build a central repository of all information about its assets. The goals were defined as follows:

• Building a central database of assets to collect all required information within the electronic repository
• Providing support for processes in the planning and realization of maintenance works following HES internal procedures and external regulations
• Failures registration, along with analysis and handling
• Development of a mobile application to support maintenance works in the field and registration of all undesirable events including failures
• Optimization of human resources management along with the necessary supervision regarding permissions and qualifications to perform tasks

Cohesive was recommended to HES Gdynia by IBM Poland. IBM highlighted our knowledge, business, organisational and technical skills and expressed confidence these would guarantee efficient implementation of the AMS.

Thanks to Cohesive’s close relationship with IBM Polska, they recommended Cohesive to the client as their best business partner with the, business, organizational, and technical skills which would guarantee knowledge efficient implementation of the AMS.

The delivered solution is based on the following products:

• IBM Maximo Asset Management 7.6
• Custom Mobile Application

Modules of IBM Maximo Asset Management implemented:

• Asset Management
• Warranty
• Asset Meters
• Contracts
• Inventory
• Job Plans
• Preventive Maintenance
• Work orders
• Service Request
• Crafts and Competencies

The mobile application supports:

• Failure reporting
• Work Orders

All the data was migrated from Excel files. Data was prepared based on data in legacy systems.

In some cases, data was derived directly from technical documentation. The Cohesive team was further responsible for preparing detailed design and technical documentation of the solution.

The implemented solution covers the following areas:

• Asset repository with classifications, attributes, and relationships, as well as records of asset ownership agreements and guarantees
• Tracking downtime of assets due to maintenance or breakdowns
• Each asset’s meter management
• Inventory management regarding tools and materials necessary to complete work orders
• Planning processes (daily, mid-, and long- term preventive maintenance) with the alignment to internal HES procedures and external regulations
• Job plans and automatic work order scheduling (calendar and meter-based)
• Work orders management (planning, assignments, realization, reporting)
• Staff management required for maintenance tasks including skills, competencies, and shifts
• Alerting via SMS and mobile application – work assignments, failures, escalations
• Handling processes related to failures and breakdowns: the registration, failure analysis, and work orders to compensate for the effects of undesirable situations and repair
• Support for decommissioning processes
• Development of a mobile application for failure reporting and work orders (assignments, reporting)
• Custom reports for assets and work orders analysis

The project was successfully completed in October 2022, HES then sought our help for a maintenance and support project with an additional agreement was signed off for further development work.