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FAQ

Session 001 June 20, 2007

Questions and Answers

1Q:  Can we add or delete people from the list of requestors/approvers prior to going live?
1A:  We have asked that if you have any critical changes that you email them to our maximoampfeedback@sao.ga.gov email address. We have until July 20th to get those changes made.

2Q:  Can I print the vehicle request screen once it is fill out? 
2A:  Yes, but it needs to be printed as a report. There will be some reports available at go     live and some that will still need to be developed.
 
3Q:  When the reports are working will you get back with us and train us on how to use them? 
3A:  Once we get several of the agency related reports developed and tested and ready for production, we will work with the Office of Fleet Management and the Training organization to develop a reporting module for our online training tool.

4Q:  Will we have an opportunity to review the set-up of requestors/approvers prior to going live.  We don’t remember who all we set up and many of the ones we did set up are no longer with us? 
4A:  We are going through an internal validation process and will review the users based on spreadsheets that were sent in by the agencies.

5Q:  How do I set a user default that shows 2 or more sub agencies at one time? 
5A:  There are a number of ways to view multiple locations using the Advance Search application and the Location or Location description field.

Two common ways are example below:

1. If you know the multiple locations numbers, place them in the Locations field separating each by a comma.
2. If you have uniform naming within your Location description, you can use wildcard searching.  For example, you have several Locations descriptions beginning with PRHS…, you would put PRHS%.  This will bring back all Locations with descriptions beginning with that string within the site(s) you have been assign via your security profile.

6Q:  When Maximo goes live, are you sure that only a Fleet Coordinator can transfer a vehicle? 
6A:  Currently everyone has the ability to transfer a vehicle. 

7Q:  Is any of the history record going forward to Surplus? 
7A:  In sixty days you will get an email saying your work never cleared Surplus.

8Q:  When the record goes to Surplus, will it cancel your Wright Express Card?
8A:  No it won’t automatically cancel the card.  The agency is still responsible for canceling the Wright Express card.

9Q:  When you transfer a vehicle to Surplus, does your state ID show on the vehicle? 
9A:  No. It must be erased by Surplus when it comes in as there can on be one ID on a vehicle.

10Q:  Will using a Wright Express Card for something other than gas place an alert on  your card? 
10A:  No only fuel comes over on the card in the interface. Other purchases will  need to be entered manually.

11Q:  Can you enter services to the system prior to the WEX interface hits?
11A:  You can, but it may give you an error message.

12Q:  I saw the category “accident” on the system list; will this be tracked with the  total cost of ownership for the vehicle? 
12A:  No this is typically tracked as vehicle maintenance.

13Q:  Why didn’t you include “Update a Vehicle Request” in the training class? 
13A:  Topics were selected based on providing as much exposure to the system characteristics as possible during the time available.  "Updating a Vehicle Request" involved only changing an item contained in the vehicle request, saving the work, and placing the vehicle request in workflow.  It was felt the explanations were clear enough for this to not be covered during instructor-led training.  The same was true for the topics under "Document Operating Costs" and other areas, only a portion of the lessons were covered in the class with the remainder left for users to complete on their own.

14Q:  Does the system flag you if the recommended vehicle maintenance is not done? 
14A:  No

15Q:  I noticed that the Receiver Role is on the Security form for Maximo.  Is this  still a valid option? 
15A:  This is a PeopleSoft role not a Maximo user role. The Maximo security form may need to be adjusted. This will be reviewed and adjusted as changes are recommended. After the form is updated, it will be posted on the SAO Website.

16Q:  Will we get an email soon telling us what our user ID and password are?
16A:  Yes they will be sent out shortly before “go live”.

17Q:  Are there definitions written for various roles on Maximo?
17A:  Yes they are on the security form.