Electronic signatures and electronic audit records provide an additional level of security control and auditing capability within MAXIMO.
The person(s) responsible for the content of the electronic records can control system access in several ways:
- Using the Login Tracking feature in the Signature Security application, you can control the number of allowed login attempts and view the current login status of users.
- Using Signature Security, you can control which applications and menus a user can access.
- Using electronic signatures, you can require that the person saving a record, changing a record, or accessing a specific menu item is the person who logged in.
- Using electronic audit records, you can record and audit changes to records and keep copies of the changes, thus producing an audit trail.
An electronic signature consists of a user ID and a password known only to the user. It confirms that the person changing a record is the person who logged in to the system.
Electronic Audit Record
An electronic audit record is a copy of a change to a regular database record, made at the time the user saves the record to the database. If someone subsequently deletes the regular record, you still have a copy of the change in the electronic audit record.
To enable audit trails in Maximo for work order, go to Database Configuration and open the WORKORDER object. Now check the box labeled “Audit Enabled?”. This will then create a new audit tabled called “A_WORKORDER”. Now if you want to enable auditing on specific fields, such as the GL Account or Supervisor field, you have to enable it. So click on the “Attributes” tab and search for the GLAccount attribute. On the far right side, click the box labeled “Audit Enabled?”. This will enable auditing on this field. So when any user changes this value on a workorder, that transaction will then be recorded in the audit table. You can see who changed the workorder and what value they changed it to.
Now the final step is to save and apply the configuration changes to the database.