Introduction to Planning and

Scheduling
Maximo User Group Conference
Wellington, November 2017

John Bauer and Johannes Tjoa

 Agenda
• Discussion on Planning and Scheduling
“Better Practices”
• Maximo Scheduler roles
– Planner
– Scheduler
– Dispatcher

• Summary & Questions

 Planning & Scheduling

• Planning and Scheduling are two separate tasks

– Planning:
“Is the allocation of needed resources for each job, (labour,
tools, materials and plant condition) the sequence in which they
are needed and allows the activity to be performed safely in the
shortest and/or most cost effective/efficient manner”
– Scheduling:
“Is the alignment of many planned jobs into a defined period of
time in order to optimise the resources within their constraints”
 Why Plan Critical Path Tasks?

• An unplanned job can cost from two to eight times that of a

planned job.
Reasons:
Ø Spares / materials not available or incorrect when they are needed
(people, specialists, tools, lifting equipment etc)
Ø More resources available than required on the job
Ø Plant condition incorrect and the job can not be done
Ø Shared resources (cranes, riggers specialists etc) not identified
Ø Work done is not really necessary
Ø Rework resulting from, not enough time allocated, lack of skills
available etc
Ø No clear instructions, or coordination of resources
ü 10 Minutes a Day Wasted Equates to 1 Week/Year Lost Time
 What are Scheduling Critical Path Tasks?

• When more than one job needs to happen in a given period

• Limited resources have to be shared or increased
• Certain jobs have to happen in sequence to other jobs
• Critical work must be completed
• There are time constraints
• Plant availability
• The backlog of work needs to be managed
Ø The easiest or most convenient jobs can be completed at the expense
of the most critical jobs
Ø Priority is determined by seniority or “squeaky wheel” syndrome
Ø Opportunities can be missed (availability of specialist resources, or
outages etc)
Ø Critical and / or Urgent work can be missed
 How does all this get packaged ?

• Needs all information about work to be done

Ø Materials ordered
Ø Labour sourced
Ø Drawings, SOP’s, JSA’s, Inspection Test Plans (ITP’s), Check
Sheets etc in work pack
Ø Accurate estimating of work costs
Ø Variances captured
Ø Emergent work captured
Ø Accruals for unidentified work done
 What Tools are Available to Do this?

• Maximo Scheduler

• Akwire Scheduler

• CiM Visual Planner

• Primavera

• MS Project
 Planning and Scheduling Best Practices
• When PM, PdM and planned work makes up the large majority of
the workday:
Ø The Project Manager’s work is already completed, and they can
concentrate on developing solid work plans for the remaining corrective
type work orders
Ø Breakdowns and unscheduled downtime are dramatically reduced
Ø Stores Inventory can be minimized because supplies and materials
required for PM and planned jobs are defined ahead of time. Much of
the materials required can be purchased just prior to the scheduling of
the work
Ø Work can be completed more efficiently without interruption, which
means the same workforce can complete even more work
Ø The working climate of maintenance is improved and the morale of the
work force is boosted. No one really likes working in a world of constant
breakdowns and emergencies
Ø The budgeting process is streamlined when PM and PdM makes up the
most of the work performed. The Project Manager knows what the
labour requirements are as well as materials and supplies needed
Continuous Improvement Cycle

CONTINUOUS IMPROVEMENT
CYCLE

• BACKLOG MANAGEMENT
• PRIORITIZE

E
N DUL
PL A SC H E

OP NT
VEL EM E
DE IMPL
INFORMATION

EVALUATION ACTION DO

ANALYZE

RECORD

CONTINUOUS IMPROVEMENT
DATABASE
 Planner
I wish I could tie How are the
the operations’ resources
schedule to the impacted by
maintenance merging current and
schedule! How much
forecasted work?
backlog work
should be
rescheduled or
canceled?
What does my PM
load look like for
this location for the
whole year?

How do these
plans roll up to tool
and material
totals?
What are the
schedule
windows around
my target dates?
Create Schedules Based on Use Case
Build Schedule by type, with powerful configuration options
 PM Forecasting

• Visualize future work

• Adjust forecasted dates graphically
• Initiate PM reforecast actions
 PM Forecast Cost

Calculate the planned hours and costs for all the Forecasted PMs in the
Schedule including Routes, Sequences and Nested Job Plans
 Resource Load & Availability
Quickly anticipate any potential
resource issues
• Aggregated workload by day, by
week, or by month with
corresponding availability
View Other Constraining Resources
• Tie to the asset / location
operational and
maintenance schedules to
ensure efficient resource
utilization

• Graphically view
required items and
tools
 Perform Critical Path Method (CPM)

Relationship types: Finish to Finish, Finish to Start, Start to Finish, Start to Start with or
without lead/lag time – can be defined on the Job Plan or Work Orders
 Scheduler
I want to see this
week’s work In
progress and last I would like to be
What does the 6
week’s able to build
week rolling
compliance to multiple
schedule look like
plan scenarios and
now?
compare them

When was this Wouldn’t it be nice if

work targeted, and the tool could
are there date automatically
constraints I need smooth out this plan
to fit it into? by priority and
resource availability?

I want to leverage
my asset and I wish I could tie
location the operations’
hierarchies to schedule to the
create the schedule maintenance
schedule!
 Graphically adjust work to meet
Schedule objectives
• Complete work within Schedule windows
– Drag and drop work to a time within the
schedule window bars

• Adhere to the work dependencies

– Perform Critical Path Method

• Complete High priority work first

– Sort work by priority to move the high priority
work to the beginning of the schedule

• Complete planned work with the

resources available
– Filter work by resource to find work effecting
one craft or crew type
 Show/Hide Actuals

View Target, Scheduled and Actual Dates on the Gantt chart

§ Allows Planners & Schedulers to get a view of how work is progressing, and
the affect of the progress on related work
 Filter resources based on selected
Work Orders
Efficiently navigate
through a large
schedule
• New usability
enhancements
enable users to
easily filter to a
relevant sub-section
 Supervisor / Dispatcher
Are there any
other open work
Who is the best orders I can assign
local resource to to the crew at that
handle this new site? I would like to
emergency? review tomorrow’s
street level routes
on a map

Which people have

the right skills for Which of my crews
this work order? are ready to roll -
fully staffed and
equipped?
 Assignment View

Easily assign work manually or automatically –

• The Assignment View lists all the labor requirements as orange bars beside
the craft/crew type to be assigned to available labor/crew
• Drag and drop to a labor/crew row; assigned is green
• This can be done automatically using optimization
 Include resources with multiple
skills

• Select an assignment bar, and the best matched labor/crew is highlighted in dark
blue. Possible acceptable matches (by skill level ranking) are a lighter shade.
• Resources with secondary craft skill that match work requirements will be brought
into the work list under their default craft/skill even if that default craft skill is not
required by the work
• Note the multi-skilled labor indicator beside the labor description
 Validations

• Double booked assignment for a labor/crew will display the conflict in yellow
• Craft/skill requirement is not met for the work order by the selected labor, the
work bar will appear red
• Schedule Window requirement is not met, the work bar appears red
• Location Assignment window violation – work bar appears red
 Person/Crew – Mass Modify

Modify Person/Crew Availability

• Allows the user to add or remove hours
from a shift for one or more people/crews
for one or more days with only one entry
 Graphical Crew Management
• Build and manage crews graphically – day by day or a weekly look ahead
 Dispatching
Dispatcher monitors and responds to on-going work out in the field:
• View Work Order assignments in a calendar and map view to understand the
dynamic work day
• Ability to match resources with incoming work orders, based on location and travel
time
• Automatically create optimized street routes for the crews
 Map Control Overview
• Map Control
– Configurable
Crew
– Everyplace enabled

• Map Providers Work Order

– Google Maps
– Bing Maps
– ESRI with Maximo Spatial Maptip

• Map Tools
– Unassigned WOs
– Nearby Labors and Crews Actions
– Layer / Symbology selection Route

• Geolocation
– Labor / Crew Tracking
Map provides more useful information

Where are the

field technicians
and Crews

View the
priority of the
work orders

Change the map

marker to indicate
Status, Priority,
Work type or Route

Map
marker
legend
Three Types of People
Those Who See
Those Who See When Shown
Those Who Do Not See

Questions?