Small Site Scheduling

John ReeveManager/Practice Leader Maintenance & Reliability Solutions

January 10th, 2013

Mountain West Maximo User Group

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IntroductionBackground / Overview

What really is Scheduling?Dissecting the pieces & explaining the types

Small Site CharacteristicsDefinition of Small Site & recognition of challenges

MAXIMO System Goals – quick review

Chart a CourseWhat might be the requirements and prerequisites for a small site?

What did we learn?Design from the ground up.

Outline: Small Site Scheduling

Increase reliability, productivity. Become less reactive. Optimize cost.

CMMS Experience

SmallSite SchedulingDecember 2012

Weekly Scheduling

Work Execution

Actions Performed

Actual Hours

Status Change

Trades Feedback

Planner Review

Action Resolution

Close Work

Work Scheduling

Work Planning

Backlog

WorkIdentified

DailyPlan

Emergency and Urgent

CM feedbackPlanning Feedback

Failure Coding- - - - - - -

PM feedbackAsset condition

PM, PdM, CBMauto

generation

Review new work from yesterday, and immediately hand out tickets to workers

Typical Work Management ProcessOperations

Shift Supv Buy-off

Reactive Maintenance bypasses a lot of stepsNote: self-inflicted reactive vs normal P/S approach

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)4) Activity Priority5) DataDate & Progressing6) Craft/resource code to do the work; WBS code7) Resource availability (craft calendars). 100% ?8) Activity Calendar (7DW24hr, 7DW8dayshift, 5DW8dayshift)

0-------8---12---16------24------8---12---16------24------8---12---16------24

101 Pri-3 MECH202 Pri-3 MECH303 Pri-3 MECH

What if:We only have 2 MECHs?Something has to move out.

DAY 1 DAY 2 DAY 3

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.

If we had several 8-hour jobs, but only 2 MECHs, we could do how many __ jobs in one week?

There could also be specific start

dates called Constraints

5 – Year Capital Plan

Maint. 4-week

Lookahead

Outage/Turnaround

S/W Upgrade Projects

New Construction

Types of Schedules

Next WeekLong Term Horizon Today

Resource-Leveled Weekly Schedule

Daily Plan

Emergency Breakdowns

Disp

atch

ingWorker

Assignments

Reactive Maintenance

Asset Management 25-year Plan

Industry Best P

ractice

SCHE

DULE

W

ORK

ORD

ERS

W

BS

Activities Percent Complete provide earned value

Actual Labor Costs

CostApplication

ETC

Advanced Project ManagementThis illustration shows how WBS and Scheduling can be combined within CMMS.

Budget

What are “small sites”?

Note: It’s possible that 30-40% of all sites are struggling with the scheduling process.

Single, small site, organizations

Large organizations that have several small sites

all MAXIMO installations

Mid-size, organizations

Who fits in what category and what size is backlog? (<100, 100-500, 500-1000)

Characteristics of Small Sites 1. They have a small work force2. They do not have a large backlog3. 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-up5. O&M Supervisor needs to highlight Operational events as well as

maintenance activities6. 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 Task8. 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.

30-40% of all MAXIMO sites

O&M Staff member, possibly a Supervisor or Lead TechCould be a O&M ManagerVery 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”.

MAXIMO User, at a small site: the “Main Guy”

Can this be changed?

There is nothing wrong with being the ”main guy”, but … lets review the pieces of the puzzle:

SoftwareProcessOrganization

Have we optimized all pieces of the puzzle?

Insert Operational

& Maint. Tasks

Low Click-Count.

Easy to Use

View Graphical

Month

Envision a Solution** Requirements for Small Site Scheduling **

Email staff

What could be done with this app?

MAXIMO Calendar Application

Work Scheduling

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 Taskb) Operational Eventc) Staff Availability Noted) 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

This then provides the total hours in a given day or week – which is useful for the planner/scheduler

Excel

Tracking Planned Absences – by Worker from the Calendar app

Feeds Assignment

Manager

Select Action

Feeds ModAvail Table

What did we learn?The Challenge – and SolutionAnyone can install software. The magical part is in the surrounding process/procedure, and design.

A go-forward Strategy1) 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.

Clearly identify needs. Then match solutionto staff capabilities.

The RewardWork 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.

Before Purchasing New Software, ask ….

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?

6 suggestions

Advanced processes seldom “get fixed” by purchasing new software.

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.