CBC-PROC-30x Version 1 last review date: 15th May, 2025

MEX-CMMS Integration - User Guide

The MEX-CMMS Integration provides an automated data link between Endeavour's MEX platform and CBC's CMMS platform, utilising an integration middleware solution called Boomi to handle integration logic. Data transfered via the integration is predominately Work Order data, with updates to Work Requests and Quotes.

1. Flow

The below flow descriptions indicate the high-level data flow processes covered by the integration between CMMS and MEX, for the Endeavour client.

Conditions:

• For changes originating in MEX the following conditions must be met:
  • MEX WO must be modified since the last run of the integration (it runs each 5 minutes).
  • MEX WO must be assigned to CBC.
  • MEX WO must NOT be in the 'created' or 'pending' status.
  • MEX WO was not most recently edited by the integration (to avoid circular updates).
  • MEX WO does not have the standard P&E description.
• For changes originating in CMMS, the folowing conditions must be met:
  • CMMS WO is not in the 'Created' status.
  • CMMS WO does not have 'Claim' in the Customer Reference Number field.
  • CMMS WO is not a Child WO, except for Documents, which will still transfer.
  • MEX WO is in a status that allows updates (not 'Entered', 'Planning' or 'Work Order Closed').
  • MEX WO is assigned to CBC.

1.1. Path A - Reactive Works (Origin: MEX)

1.2. Path B - Reactive Works via CMMS Work Request

1.3. Path C - Reactive Works via CMMS Quote request

1.4. Path D - Scheduled Works via MEX

This process remains largely unchanged.

1.5. Path E - Work Order Updates via CMMS

Once a MEX Work Order and CMMS Work Order are linked, the type of Work Order is irrelevant. Updates to the CMMS Work Order will trigger updates of the MEX Work Order as per the below.

Work Orders

Document added to CMMS Work Order

When a document is added to a CMMS Work Order, it automatically triggers an integration event. The document details are reviewed, and if the document is client-visible, it is copied to MEX.

CMMS Work Order changed

When a CMMS Work Order is modified, the following fields are updated.

• CMMS to MEX:
  • Commencement and Completion dates
  • Completion Notes to History Description
  • 'Completed' checkbox
  • Some Status changes
    • In Progress > Started
    • Works Complete > Task Complete

2. Procedures

2.1. Handling Work Requests

As per the flow, CMMS Work Requests will be created by the integration when a MEX WO is created that is not already linked to a CMMS Work Order. This gives CBC the opportunity to review the MEX Work Order, as well as add necessary job information, select a Provider, etc.

2.1.1. Accept a MEX Work Order

To accept a MEX Work Order, simply convert the CMMS Work Request into a CMMS Work Order. The integration will detect this new Work Order and update the MEX Work Order with the CMMS Work Order number. Once linked, updates on the CMMS Work Order will propagate to the MEX Work Order.

2.2. Handling Work Orders

Once a Work Order is created and is linked successfully to a MEX Work Order, there are no further pre-work steps to take. Completing the Work Order in the usual fashion will update the MEX Work Order as needed, i.e., technician Log On’s will trigger status changes, documents attached will propagate automatically, and a Log Off with ‘Works Complete’ will change MEX Work Order to ‘Complete’.

2.2.1. Manual WO Creation

Where necessary, such as when urgent works occur, a CMMS Work Order can be created first. In this case, follow these general steps:

• Create the CMMS Work Order. Leave Customer Work Order Number blank.
• Manually create a MEX Work Order. Be sure to populate the 'Ext WO No.' field with the CMMS WO Number.
• Manually populate the new MEX WO Number into the CMMS WO Customer Work Order Number field. Updates to the CMMS Work Order will now propagate to MEX.

Note: No data transfer will occur until the CMMS WO Customer Work Order Number is populated.

2.2.2. Child Work Orders

Changes to CMMS Child Work Orders do not propagate to a MEX Work Order, even if the Customer Work Order Number is populated. The exception to this is documents. Documents added to a CMMS Chile Work Order DO get copied to the linked MEX Work Order.

2.2.3. Automated Elements

The following elements of the Work Order process are automated:

• CMMS to MEX:
  • Documents that are Client visible
  • Commencement and Completion dates
  • Completion Notes
  • 'Completed' checkbox
  • Some Status changes
    • In Progress > Started
    • Works Complete > Task Complete
• MEX to CMMS WR (on creation):
  • DAX DIM > Customer Reference Number
  • Attachments present at tie of CMMS WR/Quote creation
  • 'Other Ex. GST' > 'NTE value'
  • Priority > Priority
  • Job Type > Work Order Type
  • Attendance dates
  • Requestor

2.4. Invoicing

• The CMMS WO Customer Reference Number field is used for the MEX DAX code and is populated automatically. If a MEX Work Order also requires a PO number, this PO can be added to the CMMS Customer Reference Number field manually, in this format: '(PO Number) / (DAX)'.
• Currently, the MEX-CMMS Integration does not handle updating the financials on the MEX Work Order. This process will continue to be performed manually by running scripts.

2.4.1 Types of claims

There are 3 types of claims.

1. Claim Main Costs
2. Fire Claim
3. Management Claim

There are 3 seperate processes based on the type of claim.

CBC will get the data from CMMS and enhance the content ready for IT to process the data into MEX. Once the data has been processed, the results will be sent to CBC.

2.4.1.1 Getting the Data

1. Final date of invoicing before claim

2. Date of claim (any debtor invoices raised cannot be backdated now) (Dates are pre-scheduled in Debtor claim summary – this doc will be used throughout the claim process)

3. Refresh the live spreadsheets for both 564 and 587 found here: Filter according to invoice date (using claim dates) and Raised status. Note copies of spreadsheets at each stage of the claim are found in the 2025 claims folder according to month.

4. Copy and paste into blank spreadsheets

5. Filter the data as per the set columns (recorded in the Debtor claim summary spreadsheet)

6. 1 Tab is all data, 3x tabs for copy of PM, P&E, LCR – paperwork check sent to Endeavour Admin

7. Remove any rejected by EF Admin (save a blank spreadsheet with copies) and ensure you go into CMMS for each one, and change the paperwork status to Partially, also change the Debtor invoice date to the new claim period.

8. Save a copy of all the data in blank spreadsheet

9. Check – MEX number, GL codes, Completion notes (no blanks or typos)

10. Add in the RAM regions to all the data

11. Save a copy of Claim data and send to Peter newhouse/ Shane Rose for MEX upload (Excluding management fee)

12. After sending to Pete, Apply the Management fee to all Corrective/maintenance follow ups

13. While tghe uploads are being done. We are going to filter the Claims as per EF’s instructions, per GL (in Debtor claim Summary tabs)

14. Add in you calculations for totals and GST,

15. Check for MEX numbers which are on 2 or more different WO’s (this is usually a child Wo billed on the master but the line item linked to the child by accident). Correct these lines and ensure there is only 1 Subtotal, GST line per MEX number

16. Submit each claim to Pete for Mex upload (do not yet apply management fee to CM)

17. In your Management fee (only CM), Subtotal, Gst and Total GST columns apply algorithms.

18. Double check all Completion notes (nothing empty) if you apply the filter button you can click on it to view blanks.

19. On the P&E claim, and landscaping claim, add a new tab and highlight it, labeled “P&E all claim data” or “Landscaping all claim data” and copy and paste each individual tab into 1 combined tab for the RAM’s to review. (They requested this)

20. There should be emailed back by now to confirm the MEX upload, check any error messages as they need to be manually input into MEX and double checked.

21. On all claims, add a separate tab and move any CSG sites to this new tab.

22. Submit copies of all claims to EF for review (1 spreadsheet per claim time and EF and CSG)

23. After Claim approval from EF, Submit the Corrective Maintenance Management fee to Pete for MEX upload (Combine CM claim, P&E CM, Landscaping CM)

2.4.1.1.1 Billing Endevour

1. Create your debtors for each claim in their raised Wo (Debtor claim spreadsheet)

2. Source lines – add invoices – select all invoices for each claim (I find it easier to start with the CSG claims get them out of the way, the any claim with CM added in, Do the main CM claim last)

3. Save debtor invoice as raised

4. Refresh WO

5. Add document Purple + - copy of the claim doc

6. Save WO

7. Open debtor

8. Approve Debtor invoice

9. Done

2.4.1.2 Claim Main Costs

1. The Data is processed and uploaded into MEX
2. The Error and Process logs will be emailed to CBC for further action.

2.4.1.3 Fire Claim

1. The Data is processed and uploaded into MEX
2. The Error and Process logs will be emailed to CBC for further action.

2.4.1.4 Management Claims

1. The Data is processed and uploaded into MEX
2. The Error and Process logs will be emailed to CBC for further action.

3. Updating Integration Mapping

3.1. Adding New Sites

For a new Site to work correctly with the integration, the new Site needs to exist in both platforms, and the integration Asset and Site mapping needs to be updated. Once Sites are created, send an email to the CMMS Support team (cmmssupport@cbcgroup.com.au) with the following details:

• CMMS Site Name
• MEX Site name Work Orders should not be raised in either platform until CMMS Support advises that the integration mapping has been updated, otherwise the transfer will fail.

3.2. Adding new Assets in MEX

Currently, the integration relies on the MEX Asset being mapped to a CMMS Site. If additional assets are added to MEX, the mapping will need to be updated. Please advise CMMS Support when this occurs, and include the MEX Assets added and the CMMS Site they should be mapped to.

4. Troubleshooting

5. Support

• Please email through issues to CMMS Support (cmmssupport@cbcgroup.com.au), preferably with screenshots, WO numbers, when WO raised etc. The more details the better.
• The support team receives emails when failures occur, but as this is a new process, not every failure may generate an email. As such, please raise all issues you see.