Audit Tracking
in Maximo/TSRM
1.1
What is audit
tracking?
An audit trail (also called
audit log) is a security-relevant chronological record, set of records, and/or
destination and source of records that provide documentary evidence of the
sequence of activities that have affected at any time a specific operation,
procedure, or event.
1.2
By default do
we have any way to tack changes in Maximo/TSRM?
Yes, by default there are
many type of changes which are already tracked historically, like the history
of an Asset moving from one location to another or the status changes of a Work
Order.
1.3
What iF
customer adds new attribute or wants to track the history of an existing
attribute not enabled by default, how would they do so?
Using the enabled E-audit we can track changes of any Maximo object for any number of attributes. Once
enabled and audit record is created in a
corresponding audit table at the time the user saves the record to the database.
This way each time a user adds, deletes, or modifies the value of an
attribute using a Maximo application the change is saved. The audit
record will include a copy of the
changed data, the user-name of the person making the change, an identifier
indicating the type of change
(insert, update, delete) and unique transaction id for the change.
1.4
How to enable
audit tracking?
Here's
a real example to help reinforce your understanding. Let's say an asset
manager wants to know each person that's been assigned
as the primary user of an asset. This information is critical to move management
process so an audit trail needs to be
enabled.
Maximo system administrator can follow these
steps to enable audit tracking.
The following steps will enable audit tracking of the
person assignment.
- Open Database
Configuration application and enable e-audit on the ASSETLOCUSERCUST
object.
- On the attributes tab
enable audit on the ISPRIMARY and PERSONID attributes.
The next steps will make the audit changes
visible on the Asset record.
- Open Database
Configuration application for the Asset object.
- Add a new relationship
that references the A_ASSETLOCUSERCUST child object use where clause
'assetnum = :assetnum and siteid = :siteid".
- Save and apply the
configuration changes.
- Open application designer
for the Asset application and add a new table section which references the
relationship created in the previous steps.
- Add the PERSONID and
other columns you want to be displayed in the table and save the record.
Go to the asset application and change the user
assignment, the previous user assignment should now be displayed in your new
table. As additional changes are made a history of user assignments will
be displayed in the new table.
This is just one example of how to use the
E-audit capability in Maximo but the same configuration can be used or applied
to many different use cases.
1.5
Can
we track configuration changes in done in database?
Yes we can, if you're looking
for auditing changes made to the database in the database configuration
application you would require to turn on E-Audit on the MAXATTRIBUTECFG object
and enable it on the fields you care about (typically, domain, length, scale,
maxtype, etc.). MAXATTRIBUTECFG is an "internal" definition. Set Internal=Y in your Advanced Search window
on Database Configuration and execute the search.
1.6
Is there any
way to track changes done in application designer?
Yes we can. Many times we use external
system to maintain versions of XMLs and all, but apart for this we can also
tack changes by “Enabling auditing for Application Designer”.
Maximo system administrator can follow these steps to
enable audit tracking for application designer.
The following steps will enable audit tracking
of the MAXPRESENTATION object.
1. Go
to Database Configuration app and bring up the MAXPRESENTATION object.
2. Mark
the 'Audit Enabled' field to true.
3. In the Attributes tab, mark the checkbox
'Audit Enabled' for and attributes in the list which you want to audit.
4. Save
it and apply the configuration changes.
5. Do
some tests in the Application Designer, import some XML files and query the
A_MAXPRESENTATION in the database.
1.7
Can
be track or monitor when people are logging into the system and from what IP?
Yes we can track using
logging tracking feature for Maximo.
When you enable login tracking, the asset management system logs all
sign in attempts, successful and unsuccessful. You can specify the maximum
number of unsuccessful sign in attempts. If a user exceeds the maximum number
of unsuccessful attempts, the status of the user record is changed to BLOCKED.
The user is prevented from logging in until an administrator uses the Change
Status action to set the status back to ACTIVE.
Maximo system administrator can follow these steps to
enable login tracking,
- From the Select Action menu in the
Security Groups or Users application, select Security
Controls.
- In the Security
Controls window, specify whether you want to enable the login tracking:
Option
|
Enable Login Tracking
|
Enabled login tracking
|
Selected
|
Disabled login tracking
|
Cleared
|
- Enter values in the following fields:
Option
|
Description
|
Login Attempts Allowed
|
The number of times a user can incorrectly enter their user name
or password before being blocked from the asset management system.
|
Password lasts this Number of Days
|
The number of
days a user password is valid. If you do not want the password to expire,
leave this field empty.
|
Days Before Password Expires to Warn User
|
The number of days before the user receives an expiration
warning message.
|
Days Before Previously Used Password can be
Reused
|
The number of
days before a user can use a previously used password. If this value is 0, the asset management system
does not check for password reuse.
|
- Click OK.
1.8
What
is an e-Signature in Maximo?
It is an electronic signature that 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.
1.9
What
are the benefit of using the E-Signature feature?
The Maximo
E-Signature feature provides these benefits:
Allows Maximo
administrators to request user password entry authentication prior to allowing
and saving configuration changes on specific individual attributes.
Provides search filtering that can
greatly assist in auditing the present e-signature enablement setting of
applications and attributes
Protects the approved configuration of
specific applications and actions.
How to enable
E-signature?
Maximo system administrator can follow these steps to
enable E-signature.
1.
Navigate to Database configuration application
2. In
Database Configuration, select the appropriate object. For example enabled such
as ASSET and attribute PRIORITY.
3.
On the
Object tab, go to the Audit section.
4.
To activate electronic audit records, check the
Audit Enabled box.
5.
The Audit Table field defaults to A_ and the
name of the selected database object (example: A_Asset). You can specify a
different name.
6.
On the Attributes tab, select the appropriate
attribute. Such as PRIORITY
7.
In the Advanced table window, check the
E-signature Enabled? box.
8.
For each appropriate attribute, check the Audit
Enabled? box.
9.
Any transaction that involves this database
attribute is recorded in the electronic audit object.
10. Choose
Select Actions > Manage eSig Actions. Select the application and options for
actions, then click OK.
11. Save
the record.
12. Configure
the database.
