While the Process Review focuses on how workflows through the business, the Functional Review focuses on how effectively Maximo or MAS is configured and used to support that work.
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It answers a critical question:

Is the system being used to its full potential — or is value being left on the table?
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A Functional Review assesses whether the current Maximo or MAS implementation is not only fit for today but also capable of supporting future business needs and broader MAS adoption.  

Why Functional Reviews Matter

In many organisations, Maximo/MAS implementations evolve organically:

• Features are enabled but not consistently used

• Customisations are introduced where standard functionality exists

• Security models become overly complex or misaligned

• New capabilities within MAS remain underutilised
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Over time, this leads to a system that is:

• More complex than necessary

• Harder to upgrade and maintain

• Unable to fully support evolving business requirements
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A Functional Review provides a structured, evidence-based way to rationalise the system, simplify configuration, and unlock existing value.

What a Functional Review Assesses

A Functional Review evaluates the functional design and configuration of a Maximo or MAS solution to confirm it supports both current operations and future capability adoption.
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This typically focuses on four core areas:

Security Model and Governance

• Review of roles, permissions, and segregation of duties

• Assessment of whether access controls align with business responsibilities

• Identification of unnecessary complexity or risk
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A poorly designed security model can create both operational friction and compliance risk, making this a critical evaluation area.

Applications and Functional Usage

• Review of modules and features currently in use

• Assessment of capabilities such as:
  
  • Preventative Maintenance (PM)
  • Meters and condition monitoring
  • Asset specifications
  • Mobility and field solutions
    
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The review identifies where organizations are:

• Not using available functionality

• Using features inconsistently across teams

• Missing opportunities to improve operational performance

Configuration vs. Customisation

• Identification of where custom developments exist

• Assessment of whether out-of-the-box functionality could replace them

• Evaluation of the impact on upgrading and supportability
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Excessive customisation is one of the most common barriers to efficient upgrades and MAS adoption, and this area often highlights significant opportunities for simplification.

MAS Readiness and Future Capability

• Assessment of whether the current setup supports wider MAS capabilities beyond Manage

• Identification of gaps that could limit adoption of tools such as:
  
  • Monitor
  • Predict
  • Health
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This ensures the organisation is not just optimising the present but positioning itself for future innovation.

How the Review is Delivered

The Functional Review is typically carried out by a Maximo Solution Architect or Functional Consultant, combining system knowledge with practical delivery experience.  
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The approach includes:

• System walkthroughs and configuration analysis

• Targeted discussions with business users and administrators

• Assessment against Maximo/MAS best practices
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In some cases, additional supporting analysis may be used (e.g. reviewing how features are used across the system), but the core focus remains on practical, functional effectiveness.

What the Review Reveals

A well-executed Functional Review often uncovers issues that are not immediately visible, such as:

• Features that have been implemented but not adopted

• Processes that rely on manual work despite available automation

• Over-engineered configurations that add complexity without value

• Missed opportunities to improve reporting, user experience, or mobility
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It also frequently highlights a key theme: Organisations often already own the capability they need — they just aren’t fully using it.

Typical Outputs and Deliverables

Like all elements of a System Assurance Review, the Functional Review is designed to produce clear, actionable outputs.
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Key deliverables include:

• Documented findings and observations of the current configuration

• A prioritised list of functional improvement opportunities

• Recommendations for better use of existing Maximo/MAS features  
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From the supporting materials, this also includes:

• Identification of areas where business improvement can be achieved through existing functionality

• Recommendations to reduce unnecessary customisation and improve maintainability

• Guidance on enabling future MAS capabilities
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The focus is always on enabling organisations to realise value quickly, often without the need for large-scale transformation.

Connecting a Functional Review to Business Outcomes

The Functional Review directly contributes to the overarching SAR objectives:

• Optimised – better use of existing features reduces manual effort

• Stable – simplified configuration improves supportability

• Scalable – reduced customisation enables easier upgrades and expansion

• Trusted – consistent and well-designed functionality improves user confidence  
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It ensures that the system is not just technically sound but also functionally effective and aligned to business goals.

The Role of Functional Review in the SAR Lifecycle

Within the SAR lifecycle — Discover → Assess → Gaps & Risks → Recommend → Roadmap — the Functional Review plays a critical role in bridging process and technology.  
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It provides:

• Insight into how effectively the system supports defined processes

• Evidence of where configuration is enabling or limiting performance

• A foundation for defining both quick wins and longer-term improvements

If the Process Review tells you what the business is doing, the Functional Review tells you how well your system is supporting it.
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By assessing configuration, functionality, and capability usage, the Functional Review enables organisations to:

• Simplify their Maximo/MAS environment

• Unlock underutilised features

• Improve user experience and operational efficiency

• Prepare for future MAS capability adoption
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In many cases, it reveals that the fastest path to value is not through new investment but through making better use of what is already there.