Small Site Scheduling
Mountain West Maximo User Group
John Reeve
Manager/Practice Leader Maintenance & Reliability Solutions
January 10th, 2013
Outline: Small Site Scheduling
1
Introduction
2
What really is Scheduling?
3
Background / Overview
Dissecting the pieces & explaining the types
Small Site Characteristics
Definition of Small Site & recognition of challenges
4
MAXIMO System Goals – quick review
5
Chart a Course
6
What did we learn?
Increase reliability, productivity. Become less reactive. Optimize cost.
What might be the requirements and prerequisites for a small site?
Design from the ground up.
CMMS Experience
Small
Site
Scheduling
December 2012
Weekly Scheduling
Typical Work Management Process
Reactive Maintenance bypasses a lot of steps
Note: self-inflicted reactive vs normal P/S approach
Review new work from yesterday, and
immediately hand out tickets to workers
Daily
Plan
Work
Identified
Work
Planning
Work
Scheduling
PM, PdM, CBM
auto
generation
Emergency
and Urgent
Close
Work
Status
Change
Work
Execution
Actions
Performed
Actual
Hours
Backlog
Operations
Shift Supv Buyoff
Trades
Feedback
CM feedback
Planning Feedback
Failure Coding
------PM feedback
Asset condition
Planner
Review
Action
Resolution
What really is Scheduling?
Scheduling software has been around for a very long time. Commonly used terms include:
1) Activities (ID and description). An activity could be a work order, task or just an op event.
2) Logic ties (predecessors, successors, and lags)
3) Duration (overall start-to-finish time)
What if:
4) Activity Priority
We only have 2 MECHs?
5) DataDate & Progressing
Something has to move out.
6) Craft/resource code to do the work; WBS code
7) Resource availability (craft calendars). 100% ?
8) Activity Calendar (7DW24hr, 7DW8dayshift, 5DW8dayshift)
0-------8---12---16------24------8---12---16------24------8---12---16------24
There could also
be specific start
dates called
Constraints
101 Pri-3 MECH
202 Pri-3 MECH
303 Pri-3 MECH
DAY 1
DAY 2
DAY 3
If we had several 8-hour jobs, but only 2 MECHs, we could do how many __ jobs in one week?
A. The planner/scheduler determines what records should be considered for analysis, e.g. APPR.
B. The scheduling process first looks at logic ties, durations and activity calendars to
determine critical path and float. Work starts … could “move around” based on logic.
C. If resource leveling is requested, then activities can further move based on resource
availability limitations, priority, float (TF), and report date. This criteria for leveling is setup
inside the scheduling tool and dictated by the scheduler.
Types of Schedules
New Construction
Reactive
Maintenance
S/W Upgrade
Projects
Emergency
Breakdowns
Outage/Turnaround
Maint.
4-week
Lookahead
Resource-Leveled
Weekly Schedule
Daily
Plan
5 – Year Capital Plan
Worker
Assign
ments
Long Term
Horizon
Next
Week
Today
Dispatching
Asset Management
25-year Plan
Advanced Project Management
WBS
This illustration shows how WBS and Scheduling can be combined within CMMS.
Cost
Application
SCHEDULE WORK ORDERS
Budget
ETC
Actual Labor
Costs
Activities
Percent
Complete
provide earned
value
What are “small sites”?
all MAXIMO
installations
Large
organizations
that have
several small
sites
Mid-size,
organizations
Single, small site,
organizations
Note: It’s possible that
30-40% of all sites are struggling with the scheduling process.
Who fits in what category and what size is backlog? (<100, 100-500, 500-1000)
Characteristics of Small Sites
30-40% of all
MAXIMO sites
1. They have a small work force
2. They do not have a large backlog
3. Most work is similar in nature & size. Crews are on rotating schedules
»» Only one Craft code "TECH“
4. There can be different worker skillsets but these would be managed
outside of MAXIMO at morning stand-up
5. O&M Supervisor needs to highlight Operational events as well as
maintenance activities
6. Supervisor may identify a maintenance action but not create a work
order. He will link to WONUM before job start however.
7. Supervisor may link a Crew or Craft to Task
8. Supervisor may link Worker name to Task
9. Supervisor easily relates to a Calendar style format as this hangs on
the wall at home, and, is also standard MS Outlook design.
10.Supervisor does leveling in his head. Does not need to see barchart
or histogram.
MAXIMO User, at a small site: the “Main Guy”
O&M Staff member, possibly a Supervisor or Lead Tech
Could be a O&M Manager
Very busy person. Keyboard savvy.
Comfortable with MAXIMO. Knows how to get around
in the system and search for stuff.
Runs reports. Uses whatever software he knows.
Has privileges to insert Locs, Assets, PMs, & Job Plans.
Knows how to create PR-PO.
He identifies work for planned shutdowns. Coordinates
with contractors as required.
Probably does all staff availability & work scheduling…
but … this is outside of MAXIMO and “in his head”.
Can this be changed?
There is nothing
wrong with
being the
”main guy”, but
… lets review the
pieces of the
puzzle:
Software
Process
Organization
Have we
optimized all
pieces
of the puzzle?
Envision a Solution
** Requirements for Small Site Scheduling **
View
Graphical
Month
Insert
Operational
& Maint.
Tasks
Low ClickCount.
Easy to Use
Email staff
MAXIMO Calendar Application
Work Scheduling
What could be done with this app?
Cool Features might be …
1. Able to see full month via MAXIMO Calendar, and, manage work
from this format.
a) Insert a new work order with SchedStart date; and alter
Crew and Lead
b) Store an operational event, or staff availability,
or just a meeting note
2. Be able to color code (shade) tasks by Crew or Craft.
3. Be able to color code by
a) Maintenance Task
b) Operational Event
c) Staff Availability Note
d) Meetings
4. Able to control whether WONUM or Description shows in date
box.
5. If more Task records linked to Date box then space allows, then
user would click-display to see expanded list of other work
6. Once Task has WONUM on calendar date then populate
Workorder.SchedStart
7. Auto-send email to person (worker) once assigned to task
Managing Resource Availability
Excel
This then
provides
the total
hours in a
given day
or week –
which is
useful for
the
planner/
scheduler
Tracking Planned Absences – by Worker
Select Action
from the
Calendar app
Feeds
ModAvail
Table
Feeds
Assignment
Manager
What did we learn?
The Challenge – and Solution
Clearly identify needs.
Then match solution
to staff capabilities.
Anyone can install software. The magical part is in
the surrounding process/procedure, and design.
The Reward
Work scheduling enables organizations to become
more proactive, get more work done, and reduce backlog quicker.
This would increase productivity, improve department coordination,
and enhance job safety. And, all of this equates to cost optimization.
A go-forward Strategy
1) Define a solution which meets ease-of-use requirements, e.g.
click-count. Calculate level-of-effort to run.
2) Make sure everyone is on board with process and design.
Establish local site, stakeholder and enterprise-wide consensus.
3) See if existing add-ons provide such functionality, otherwise, code
internally, or, investigate service solution tailored to your needs.
Before Purchasing New Software, ask ….
6 suggestions
Advanced processes
seldom “get fixed” by
purchasing new
software.
1) To justify a purchase, you should define the goals first.
What problem are you trying to solve? What TYPE of
schedule are you trying to create?
2) What benefits are you trying to gain?
3) What are others doing with software that you are not
able to do? Have you done any benchmarking?
4) Will this software improve schedule process efficiency?
5) Do all levels of organization agree on the goal?
6) Does “one size fit all”? High click-count? cultural
change or data improvements needed?
The point is this….when considering advanced processes the requirements for success involve much more
than just software. There is process, procedure, roles, responsibility, and cultural buy-in.