Set Up Maintenance

Define Master Data

After you enable the Maintenance Management functional area, follow these steps to set up and define master data for maintenance:

Set up one or more maintenance-enabled inventory organizations. Complete these setup tasks for each organization:
- Set up plant parameters
- Set up work areas
- Set up work centers
- Set up resources
- Define resource instances (optional)
Define a validation organization for customer assets in the Asset Maintenance Parameters of Functional Setup Manager. The validation organization you define:
- Is used when you create customer assets. If you don't define a validation organization, you get an error when you create assets.
- Can be an item or an inventory organization. An item organization is used to validate the properties of the item for which you're creating a customer asset. However, you can't create serial or lot controlled assets using an item organization.
Review these optional areas to determine if additional setup is required:
- Define maintenance lookups
- Define maintenance descriptive flexfields (DFFs)
- Define common descriptive flexfields (DFFs)
- Define and configure the asset object using application composer
- Define custom work orders statuses
- Define custom work orders subtypes
- Define Suppliers to allow the purchasing of Items (Assets)
- Define Suppliers for reference as a Warranty Provider in Supplier Warranty (optional)
- Define Manufacturers for reference in Supplier Warranty (optional)
- Define Costing for Items, Resources and Equipment for Maintenance Work Orders
- Set up maintenance organization relationships
- Set up electronic signatures
- Set the profile for the Manage Maintenance Work Orders page search criteria
- Define Quality Inspection plans
- Enable Smart Search for Assets
- Enable Smart Search for Maintenance Work Orders
- Enable AI Assist for work orders in the My Maintenance Work pages
- Enable Guided Journeys for pages or regions
- Set up work requests using the Help Desk offering

You may want to consider licensing these additional offerings that complement Maintenance:

License, enable, and setup the Help Desk offering to manage work requests
- Define custom internal work order statuses (optional)
- Review the Maintenance user guide for additional details
License, enable, and setup the integration for IoT Asset Monitoring offering
- Set up IOT integration for asset monitoring in FSM

Redwood Pages

Redwood is Oracle’s next-generation user experience. Redwood brings state-of-the-art, consumer-grade user experiences to the sophisticated enterprise scenarios that Oracle enables. Many of the maintenance application pages and task flows have been re-created in Redwood to improve the user experience and, in some cases, to introduce enhanced capabilities, such as improved search. Additional details are covered in the Enable and Setup Redwood Pages section.

Additional Setup

After you complete the setup and define the master data, complete these additional steps to begin using the application. These steps are further covered in the Using Maintenance guide:

Define inventory items in the Product Information Management work area for each of your inventory organizations:
- Assets that are maintained require an inventory item that's asset-tracked and serial controlled.
- Assets that are stocked in inventory require an inventory item that may be serial or lot controlled.
- Assets that aren't maintained or stocked in inventory can be optionally based on an inventory item. These are considered descriptive assets.
- Items and Assets may move between or be maintained across organizations over time. Therefore, it is recommended to have a consistent serial control policy across organizations to ensure a uniform and consistent tracking experience.
- Inventory Items that are defined as parts list items in an asset should also be defined. These items are used during the repair of an asset and can be purchased, received, stocked, issued, and returned from a maintenance work order.
- Enable each item for your inventory stock, manufacturing, and maintenance-enabled organizations. Items must be enabled for all maintenance locations in which you could create and execute work orders for a repair of an asset.
- Define a default repair transaction code for each item, using a condition event code, that describes the item’s reference by system, assembly, and component (optional).
- Assign Item Class access to users for each organization where they manage or use items. For example, users need it for managing supplier warranty coverages and execution of work orders that include issue or return of items during the reporting of work accomplishment.

Define condition event codes for use in IOT asset monitoring, maintenance programs, standard operations, supplier warranty, quality inspection, and failure capture (optional).
Define standard operations (optional but recommended):
- Within a standard operation, define condition event codes for use in supplier warranty (optional).
Define maintenance work definitions (with and without standard operation references).
- If you enable maintenance programs for assets across organizations, then you must have work definitions with the same code value in each organization where the work requirement may be used to create work orders.
Set up one or more utilization meter template definitions:
- Define item applicability in the meter templates definitions (optional). This must be defined prior to asset creation if you expect asset meters to be automatically created (recommended).
Define supplier warranty coverage template definitions.
- Reference covered items, meters, and repair transactions codes (optional).
Create asset group rules, asset groups, and associate assets to groups (optional).
Create customers with location details such as site, site use, and address
Create trading community locations, which can be used as an external location address for an asset
Create internal addresses in HCM, which can be used as an internal location address for an asset
Create new enterprise assets and, if needed, customer assets.
Create historical or initial meter readings for each asset (optional).
Create preventative maintenance programs for assets (optional).
- Define the historical last accomplished date and interval prior to cutover (optional).
Define material availability rules (optional).
Define asset and maintenance work order attachment categories (optional).
Define work order custom work order subtypes (optional). Additional details are covered in the How You Manage Lookups for Maintenance section.
Define supplier warranty provider labor rates using REST API or manage page (optional).
Define supplier warranty standard repairs using REST API or manage page (optional).
Define work order supplier warranty repair defaulting options by work order type and subtype (optional).
Define asset maintenance parameters (covered in the section below).
Enable the Oracle Search for the Assigned To field in a warranty claim (covered in the section below).
Enable AI Assist for maintenance pages.
Configure settings using the Asset Maintenance Parameters page in the Functional Setup Manager.

Here's a comparison of the available methods for creating the master data, definition, and execution objects required to use Maintenance:

Object	Manual Setup	REST API	File-Based Data Import Upload
Work area	Yes	Yes, using the Manufacturing Work Area REST API.	Not available
Work center	Yes	Yes, using the Manufacturing Work Area REST API.	Not available
Resources	Yes	Yes, using the Production Resources REST API.	Not available
Resource Instances	Yes	Yes, using the Production Resources REST API.	Not available
Standard Operations	Yes	Yes, using the Manufacturing Standard Operations REST API.	Not available. Note: You can mass create and update the standard operations and resources by using the Oracle Application Development Framework Desktop Integration (ADFdi). Find additional details in the Using Maintenance guide
Work Definitions	Yes	Yes, using the Manufacturing Work Definitions REST APIs: Create, update, and delete using the Work Definition Requests REST API. View using the Work Definitions REST API.	Yes, using the Maintenance Work Definition Import.
Item	Yes	Yes, using the Items REST API in Product Lifecycle Management	Yes, using the Item Import in Product Master Data Management
Meter Template	Yes, in the context of an asset or the Meter Template task flow	Yes, using the Meter Templates REST API	Not available
Meter Template: item applicability	Yes, but only in the Meter Template task flow	Yes, using the Meter Templates REST API	Not available
Asset Meter Association	Yes, you can manually associate a meter in the context of an asset	Not directly available through REST API; however, if item applicability is defined for a meter template by an item, asset meters can be automatically created during asset creation through the Installed Base Asset REST API	Not directly available through REST API; however, if item applicability is defined for a meter template by an item, asset meters can be automatically created during asset creation through the Installed Base Asset import process
Meter Readings	Yes, in the context of an asset or using the Complete with Details option in the Dispatch List for an operation	Yes, using the Meter Readings REST API	Yes, using the Meter Readings Import
Assets	Yes	Yes, using the Asset REST API	Yes, using the Asset Import
Condition Event Codes	Yes	Not available	Not available
Warranty Repair Codes	Yes	Yes, using the Condition Event Codes REST API	Not available
Failure Codes	Yes	Yes, using the Condition Event Codes REST API	Not available
Failure Sets	Yes	Yes, using the Failure Sets REST APIs	Not available
Supplier Warranty Coverages	Yes	Yes	Yes, using the Warranty Coverages Import
Supplier Warranty Contracts	Yes	Yes	Not available
Supplier Warranty Entitlements	Yes, using the Manage Claims task flow	Yes	Not available
Supplier Warranty Claims	Yes	Yes	Not available
Supplier Warranty Provider Labor Rates	Yes	Yes	Not available
Supplier Warranty Provider Standard Repair Times	Yes	Yes	Not available
Work order warranty repair defaulting options by work order type and subtype	Yes, in the Manage Asset Parameters page in FSM	Not available	Not available
Work Requests (Internal Service Requests)	Yes	Yes	Not available
Preventative Maintenance Programs	Yes	Yes, using the Maintenance Programs REST API	Yes
Preventative Maintenance Programs History	Yes	Yes, using the Maintenance Programs REST API. You can define the historical last completed date and interval to initialize the forecast for an asset.	Not available
Asset Rules and Group Definitions	Yes	Yes, using the Asset Group Rules and Asset Groups REST APIs	Not available
Asset Assignments to Groups	Yes, in the context of an asset or group	Yes, using the Asset Groups REST API	Yes, using the Asset Import for active groups
Customer	Yes, customer, account, and site details	See Oracle Customer Data Management and Purchasing documentation	See Oracle Customer Data Management and Purchasing documentation
External Address	Not available	External addresses are setup using a SOAP service. For more details about setting up a trading community location, refer to the Business Object Services chapter of the SOAP Web Services for CX Sales and B2B Service guide.	Not available
Internal Address	Yes, locations are defined in HCM	See HCM documentation	See HCM documentation
Attachment Categories	Yes, using the setup task Manage Attachment Categories for an Asset or Work Order object	Not applicable	Not applicable

Common Tasks That You Perform for Maintenance Management

Some tasks that are included in the Maintenance Management functional area also apply to Manufacturing, as both offerings share many objects in the work setup and execution. For details about how to perform them, see the Oracle Applications Cloud: Using Functional Setup Manager guide.

Task	Required or Optional	Description
Manage Maintenance Value Sets	Optional	Create and maintain maintenance value sets
Manage Maintenance Descriptive Flexfields	Optional	Create attributes for the maintenance entities, define related validation, and display properties of descriptive flexfields maintenance work orders.
Manage work order subtypes	Optional	Create and maintain custom work order subtypes
Manage Search Indexes	Optional	Maintain attributes for entities that are searchable using the Oracle Search Extension Framework.

Site Profile for The Manage Maintenance Work Orders Search Page

The keyword search looks across work order records using a contains search criteria. For example, if you were searching for all work orders for assets that would be included an asset number range of Truck_ModelB_Version1 to Truck_ModelB_Version10, you can search by ModelB, Version, or Truck. However, if you have an extremely large volume of work orders, then you may find the time required to search to be inefficient and perhaps even timeout in the page. Therefore, you can optionally change the search to use a starts with method to improve performance. If set, the same search would require you to search by Truck or Truck_ModelB. The search method is set by a system administrator by changing the profile option ORA_MNT_ALLOW_CONTAINS_OP_IN_KEYWORD_SEARCH from Yes to No.

Define Asset Maintenance Parameters

Set up the Asset Maintenance parameters available on the Manage Asset Maintenance Parameters page of the Setup and Maintenance work area. The parameters you need to set up are under the following tabs: IoT Asset Monitoring Credentials, Work Order Defaults, and Additional Parameters.

IoT Asset Monitoring Credentials

If you have licensed IoT for Asset Monitoring, you will need to configure the credentials. See the Integrate Oracle Maintenance with Oracle Asset Monitoring, part of the Oracle Fusion Cloud IoT Intelligent Applications section to learn more.

Work Order Defaults

This page is used to control the defaulting of work order header attributes if the work order asset has supplier warranty defined or not. Warranty Claims can be automatically created only for work orders that are identified as a warranty repair. During work order creation, the Warranty Repair checkbox is set to Yes on a work order header if one or more active contracts are found.

However, for work orders created from the preventative maintenance forecast, you may wish to turn off the automatic setting of the Warranty Repair checkbox for a work order asset, as this type of repair or service isn't eligible for warranty reimbursement. To define an override by work order type:

Select Preventive for work order type and Planned for subtype.
Set the Repair checkbox value to No.

If no overrides are required, do not define any rows in the table. Additionally, it is not recommended to define any rows with a Repair checkbox value of Yes. This is not required or supported.

Additional Parameters

On the Additional Parameters page, define parameters that control different functions, validations, rules, and page defaulting options. Here are the parameters you can define:

Parameter	Default Value	Overview
Default Master Organization for Maintenance Management	Null	The Default Master Organization for Maintenance Management parameter should be defined using your main master organization. The value can then be used for defaulting in the Manage Meter Templates and Fault Analysis Setup task flows. If not defined, then in these flows the user must manually enter the Master Organization Code value. The organization must be enabled for inventory.
Validation Organization for Customer Assets	Null	The Validation Organization for Customer Assets must be defined to create customer assets. The value is used as the Item Validation Organization to validate the properties of the item for which the customer asset is being created or updated. If the value isn't defined, you will be presented an error during asset creation. The organization can be an item or inventory organization. However, if you define it as an item organization, you can't create serial or lot-controlled assets.
Allow Suppress and Merge across Work Requirements in a Maintenance Program	Yes	This option is used when generating the forecast for a maintenance program. When set to Yes, then forecasts may merge or suppress across work requirements for matching assets and due dates in some scenarios, making it hard to understand the forecast output. Therefore, it is recommended to set this parameter to a value of No if you don’t wish for merge and suppress to be considered across work requirements. Generally, merge and suppress should only be modeled within a work requirement and not across work requirements. Additionally, setting this parameter to value of No provides these benefits: You will see improved performance of the Generate Maintenance Forecast process, as it will not need to consider merge and suppress across work requirements. You will be able to generate forecasts at the work requirement or asset levels, in addition to the default method of generating for an entire program
Consider Organization Relationships When Creating Maintenance Work Orders Program	Yes	This option is used when manually creating maintenance work orders. When set to Yes, you must define organization relationships to create work orders across organizations. When set to No, you will only need to define organization relationships to support assets that operate in a non-maintenance organization by a maintenance program. Additional details are in the section below entitled Set Up Maintenance Organization Relationships. Note: If you intend for assets to routinely require maintenance across organizations, it is recommended to set the parameter Consider Organization Relationships When Creating Maintenance Work Orders Program to a value of No. Only if you wish to control which organizations can support each other should relationships be defined, and the value of the parameter be set to Yes.
Enforce User Resource Assignments During Work Order Operation Completions	No	This option is used in the My Maintenance Work page. When set to No, the application won't enforce the completion of work orders for assigned resources. When set to Yes, the system requires assignments to work order operation resources to complete work orders. Each assigned user must complete their assigned operations to complete the work order. Important: Before you set this to Yes, ensure that each operation in a work order has a resource defined. Operations can have different resources defined and more than one resource can be assigned to an operation. If operations don't have resource assignments, then they won't be available for completion. A user must either be pre-assigned or can self assign to each operation before they can complete a work order. Each assigned user must complete the operation before they complete the next operation or a work order.
Enforce User Resource Qualifications During Work Order Operation Completions	No	This option is used in the My Maintenance Work page. It is defaulted to No and can’t be updated. The application won't require user qualifications in work order operation resources to complete work orders.
Generate Maintenance Forecasts from a Maintenance Program	Yes	This option is used by the Manage Maintenance Programs pages. When set to Yes, the action to generate the forecast for a program is enabled in the pages. However, for performance and business best practice reasons, you may wish to disable this option and set to No. When set to No, you can only perform the full refresh of the forecast for a program based on the submittal of the scheduled process. It is recommended to set this up to run periodically, such as once a day during a low period of activity. Additionally, when set to No, you can generate forecasts at the work requirement or asset levels, if the profile option Allow Suppress and Merge across Work Requirements in a Maintenance Program is set to No. Therefore, you will still be able to incrementally update the forecast after creating or editing work requirements, without the unnecessary refresh of the entire forecast for the program.
Generate Work Orders from a Maintenance Program	Yes	This option is used by the Manage Maintenance Programs pages. When set to Yes, the action to create work orders for due dates in a program is enabled in the pages. When set to No, you can only perform the creation of work orders for a program based on the submittal of the scheduled process. It is recommended to set this up to run periodically, such as once a day during a low period of activity. Additionally, when set to No, you can still manually create work orders for individual due dates using the Maintenance Forecasts page.
Allow Maintenance Forecast to Adjust Future Due Dates When Using the Last Completion Option	No	This option is used when generating the forecast for a maintenance program. This option is only considered when you model a work requirement using a day and/or meter forecast method and select the Last Completion option. When set to No, the system will not adjust the next due dates based on the last work order in history. When set to Yes, the system will adjust the next due dates based on the last active work order in the forecast sequence. For this option to work, you should either use the next work order option as Yes or have a forecast window that will allow only one active work order at the time. Additionally: Prior to work order completion, if the work order date is update, then the next refresh of the forecast will push or pull the next due dates. After work order completion, the system will adjust the future forecast based on the actual completion date.
Use Production Scheduler to Schedule and Assign Work Orders	No	This option is used by the schedule process entitled Schedule and Assign to Maintenance Work Orders. When set to No, the scheduled process will not expose options to create or update a Production Schedule. When set to Yes, you scheduled process will expose options to create or update a Production Schedule. You must license and setup the Production Scheduling application.
Default Work Order Items Catalog Category to Schedule and Assign Work Orders	Null	This option is used by the schedule process entitled Schedule and Assign to Maintenance Work Orders. If you are using Production scheduler, then you must define this value with the item catalog.
Default Work Order Components Catalog Category to Schedule and Assign Work Orders	Null	This option is used by the schedule process entitled Schedule and Assign to Maintenance Work Orders. If you are using Production scheduler, then you must define this value with the components catalog.
Default Horizon Number of Days to Schedule and Assign Work Orders	10	This option is used by the schedule process entitled Schedule and Assign to Maintenance Work Orders. The value will be used to forward schedule the work orders using Production Scheduling.
Maximum Percentage for Resource Assignment to Schedule and Assign Work Orders	80%	This option is used by the schedule process entitled Schedule and Assign to Maintenance Work Orders. The value will be used to control the maximum percent of a resource instance’s time that can assigned to work order resources using this program.
Automatically Submit the Bulk Ingest Job After Batch Processing	No	This option is used to control if smart search indexes are updated after the processing of data using other scheduled processes. These include: Creation or update of work orders using File-based import or via asynchronous update. Creation or update of maintenance forecast due dates. When set to No, you must manually schedule the reingest of these indexes in regular intervals. When set to Yes, the reingest of data will be automatically submitted after the creation or update of data. Examples are the creation or update of work orders using File-based import and the refresh of a maintenance forecast. Once a forecast has been generated, setting this option to Yes will reingest the data and it will be available in the Maintenance Forecast page. Care should be taken when setting this option to Yes. If you are running the base processes to create and update maintenance data on a routine basis during the day, then you may wish to only reingest the data on a scheduled basis, perhaps hourly or daily, as determined by your business processes

Enable the Oracle Search for the Assigned To field in a Warranty Claim

The warranty claim has an optional field for assigning a primary contact for a claim. The Assigned To field allows you to search and select a worker’s name from the HCM workers list of values. Be default, the Assigned To list of values will not use Oracle Search. If you wish to enable it, then you can follow the guidance in the Using Common Features for HCM guide.

Additionally, ensure your users have this privilege to search and select values in the Assigned To field:

Use REST Service - Workers List of Values(PER_REST_SERVICE_ACCESS_WORKERS_LOV_PRIV)

Enable Guided Journeys on Pages and Regions

A journey is a collection of tasks to facilitate a business process. Its supports users by providing guidance, such as tutorials, company policies, and best practices in the context of a setup or execution flow. You can create a journey by building on an existing template or create a brand-new template. A journey can be assigned manually or automatically. Addition details are found in the guide, Implementing and Using Journeys in the Human Resources offering.

Guide Journeys can be optionally enabled for these maintenance pages and regions:

Maintenance Forecasts page
My Maintenance Work page
Preview Work page
Report Work page
Complete Work page
Failure capture region on the Report Work page