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Lesson: Layout of the MRS Planning Board
Customizing – MRS Planning Board
Figure 39: Customizing - Planning Board Settings
The following customizing settings are important for setting up the Scheduler Workplace
● Define User Interface Profiles
● Define Planning Board Profile
● Define Planning Board Profile Determination
Define Profiles of User Interface
Figure 40: Define User Interface Profiles
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Unit 3: Resource planning with PM/CS
You can define separate profiles for the user interface in order to control the layout of the
planning board.
You assign a planning board profile to the user interface profile .
When defining a User interface profile , you can assign multiple screen layouts.
The screen layout consists of one or more container items. The screen content and
corresponding item are assigned within a container item.
Define Planning Board Profile
Figure 41: Define Planning Board Profile
In the definition of a planning board profile , you can assign a UI profile and a Web UI profile .
You can also assign information about the optimizer and graphical elements. Both these
topics are covered in more detail later in the course.
Define Planning Board Profile Determination
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Lesson: Layout of the MRS Planning Board
Figure 42: Define Planning Board Profile Determination
This customizing setting enables you to assign the planning board profile to the resource
planning node. If no entry exists for a resource planning node, the system searches for
appropriate entries in the planning structure from bottom to top. You therefore do not need to
make entries for all resource planning nodes, but it is sufficient to perform the assignment by
area.
LESSON SUMMARY
You should now be able to:
● Describe the underlying functions of the MRS planning board
● Explain the relevant customizing settings of the MRS planning board
● Explain the relevant customizing settings of the MRS planning board
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Unit 3
Lesson 2
PM/CS Resource Planning - Basic Functions
LESSON OVERVIEW
This less explains the functional aspects of the integration of MR with service and
maintenance orders.
Business Example
Your company uses shared resources when planning service orders and maintenance orders.
You intend to perform resource assignment to your orders and you want to plan the
appointments using the function Scheduler Workplace.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Perform resource planning from PM/CS orders in the MRS planning board
● Explain the different planning alternatives using the planning board
● Create and schedule demand splits
● Perform resource planning from notifications
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Lesson: PM/CS Resource Planning - Basic Functions
Creating Demands
Figure 43: Process Overview - Resource Planning of PM/CS Orders
The helpdesk employee in the maintenance or customer service department identifies a

demand resulting from the creation of a maintenance or service order.
The resource planners from the plant maintenance and customer service areas create PM
and CS orders. In order planning, the resource planner can assign work centers,
appointments, control keys, workloads, and duration in the order operations in the usual way.
The resource scheduler can display the demands from the orders or order operations in the
planning board. They prioritize the demands, and assign these to persons and, if applicable,
tools.
The technician executes the planned work and records their work progress in the form of time
confirmations.
The execution of the work can be monitored, and planned work can be enhanced to changed.
When the work is finished, the order is technically completed.
Figure 44: PM/CS Order Integration
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Forwards integration (order -> MRS) and backwards integration (MRS -> order) are both
possible.
The order planning data is copied to MRS to enable detailed scheduling and assignment of the
work to persons. This includes data at order header level and operation level, as well as
partner roles.
In backwards integration, any changes to assignments, such as a new deadline or the creation
of demand splits, or changes in user status from the planning board, result in automatic
changes to data in the orders.
Hint:
In the planning board, you can use change documents to make relevant changes
for assignments and tools.
You can use the following extended functions in the planning board either as user parameters,
or you can predefine them as customizing settings.
● Show/hide planning board elements
● Colliding objects
● Automatic saving / timer-based saving
● Further options for resource selection
● Display qualification matching
The planning board functions described above can be used as user parameters or predefined
in the customizing settings.
Assigning Demands to Persons
Figure 45: Changing Demands in the Planning Board
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If an order operation is relevant for resource planning, PM/CS order data is transferred to
MRS when the order is saved. A resource planner can assign demands to other resource
planning nodes in the MRS planning board.
When you save the planning in the MRS planning board, the system writes the data back to
PM/CS. When the data is written back to PM/CS, the appointment and time data changed in
MRS is updated in the order operations. Resource assignments to work centers, employees,
and tools (production resources/tools) are updated. User statuses can also be updated by
MRS.
Only one assignment can be made for each order process. If an assignment is split, MRS
automatically generates a new operation.
Figure 46: Assignment status
In the assignment details, you can display information about the assignment status.
Planning Alternatives
As described in the lesson handling the planning board, the following planning alternatives are
available for planning assignments:
● Concrete assignment
● Capacitive assignment
● Stretched assignment
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Figure 47: Concrete assignment
A concrete assignment refers precisely to the start and end time of an assignment.
Hint:
In the Alert Monitor, all alerts (for example, warnings, information) are displayed
that result from the planning situation. Alerts are generated by the system if the
resource planner violates certain conditions during planning. This is determined
by a check of various data (master data, customizing, order). This is the case, for
example, if a personnel resource is overloaded.
When the resource planner has acknowledged the alerts, they can confirm them,
and the alerts thus disappear from the Alert Monitor.
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Figure 48: Capacitive assignment
By creating capacitive assignments, you can assign a task to an employee that they must
complete within a certain time period, but which will not take up the complete time period. In
contrast, a concrete assignment takes up all the time between the exact start and end of the
assignment.
The start and end times of the capacitive assignment are determined by the system based on
data in the demand.
As soon as you concretize the capacitive assignment, this is displayed as a concrete
assignment at person level.
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Figure 49: Stretched assignment
In stretched assignments, the duration of the assignment is either exactly the same length, or
shorter than the time difference between the start and end of the assignment. Unlike
capacitive assignments, the length of the assignment depends on the availability of the
employee.
If the system creates an assignment in stretched form, it then determines (as for concrete
assignments) the start, end, or duration of the assignment.
To determine the end of the stretched assignment, the system checks when the employee is
available. The assignment therefore stretches over time periods in which the employee is not
present (weekend, public holiday, or other time allocations such as vacation or illness), and
the system does not take these times into account in the duration of the assignment.
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Demand Split
Figure 50: Demand Split
To split a demand and distribute it between different resources or resource planning nodes,
you can use the demand split. This is possible for both demands from order operations and
demands from projects.
For demands from order operations, no assignment must already be created for the demand.
The system creates change documents for demand splits. For the newly occurring demand,
the system saves information regarding the initial demand from which it originated before the
split For each original demand, the system also saves which demands have been created from
the split.
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Concretizing a Capacitive Assignment
Figure 51: Concretization of Capacitive Assignments
An assignment that you previously created as a capacitive assignment can be converted in to

one or more concrete assignments.
Customizing - Order Processing Scenario

The following is a list of the main customizing transactions that are relevant for resource
planning in the area PM/CS.
Figure 52: Resource Planning with PM/CS - Customizing (1)
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Resource Planning for Notifications
Figure 53: Resource Planning - Notification Processing Scenario
You can use SAP Multiresource Scheduling for resource planning based on notifications from
Plant Maintenance (PM) and Customer Service (CS). This can be useful, for example, if you
need to respond quickly to faults of an initially unknown cause, and you need to dispatch
resources for problem analysis without creating a service or maintenance order.
This process might take place as follows:
1. A customer or employee reports a fault.
2. A helpdesk employee from the customer service or plant maintenance department

creates a service or maintenance notification in SAP ERP.
3. After saving the message, the system transfers the relevant data automatically to SAP
MRS and creates a demand for the notification.
The following notification data can be sent to SAP MRS:
● Start of malfunction (date and time)
● End of malfunction (date and time)
● Status (notification header)
● Responsible work center
● Description (notification header)
● Priority (notification header)
● Sold-to party
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Hint:
For integration, only the notification data at header level is taken into
account. The entry of the start of the malfunction is a prerequisite for the
notification to be transferred to SAP Multiresource Scheduling as a demand.
The start (date and time) of the malfunction is transferred to the demand as
the earliest possible start.
4. The responsible resource planner looks for suitable resources and creates an assignment
or multiple assignments for the demand in the planning board.
5. If backwards integration is activated, the system can update data from the assignment in
the notification.
The following data from the MRS demands is taken into account in backwards integration
to the notification.
● Earliest possible start
● Earliest possible end
● Status of the demand
● Organizational unit
● Description
● Priority
● Address
Customizing - Notification Processing Scenario
Figure 54: Notification Processing Scenario - Customizing
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LESSON SUMMARY
You should now be able to:
● Perform resource planning from PM/CS orders in the MRS planning board
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Unit 3
Lesson 3
Resource Planning PM/CS - Additional
Functions
LESSON OVERVIEW
This lesson presents an overview of the additional functions for resource planning in the
PM/CS area.
Business Example
In your company, you want to use additional functions from SAP MRS regarding resource
planning, in particular to check the availability of materials and tools as well as in general for
changes to the existing planning.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Perform the material availability check in the planning board
● Perform the assignment of production tools/resources
● Create time allocations for resources
● Display availability times for team members
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Lesson: Resource Planning PM/CS - Additional Functions
Material Availability Check
Figure 55: Material Planning in PM/CS orders
The check is very similar in PM and CS, spans stock and non-stock materials, and is based on
a predefined check definition that includes check rules.
The check can be carried out at both order header level and operation level. The status of
every material components is displayed in SAP MRS as available or not available on the
demand date.
The material is then first scheduled in the order as usual.
After the check is carried out in MRS, a system status can be set in the order header through
backwards integration. The following statuses are available:
● Material not checked
● Material available
● Material not available
To ensure that the order status is updated, backwards integration must be integrated in SAP
MRS customizing.
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Figure 56: Material Availability Check in MRS
To check the availability of materials, the MRS Planning Board offers a Parts Availability
context menu (e.g. in the order list, in the demands layout in the order or operation overview,
etc.).
The following indicators are used:
● Green symbol: The relevant part is available in sufficient quantity at the earliest possible
start date.
● Red symbol: The part is not available in sufficient quantity at the earliest possible start
date.
● Yellow symbol: Check has not yet been performed or updated.
If the system status (MAT_FULLY, MAT_NCHECK, MATNONE) changes as a result of the part
availability check, the system locks the demand after the part availability check and earmarks
it for a repeat availability check when saving.
Employee search with integrated part availability check

You can also take the material availability into account in resource planning for demands from
the areas of Plant Maintenance (PM) and Customer Service (CS). This function is only
possible if you use SAP Multiresource Scheduling qualifications.
You can use the part availability check when you manually search for suitable resources and
create assignments in the planning board. The system displays the result of the check in the
part availability column:
● Green symbol: All relevant parts with inventory management are available to the employee
in sufficient quantity in the resource-specific storage at the earliest possible start date.
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● Red symbol: Not all relevant parts are available to the employee in sufficient quantity at the
earliest possible start date,
● Gray symbol: The availability of parts relevant to the employee search cannot be checked.
This is the case if the storage location of the employee has already been assigned in the
corresponding PM/CS order component and the order is released. In this case, a repeat
check has no purpose, because the parts are already reserved in relation to the storage
location of the employee. However, you can use the parts availability check function in the
planning board to identify whether the parts are actually available.
Assignment of tools
Tools as materials
You create tools as a material with the material type "production resources/tools". You can
specify whether each tool is relevant for resource planning. To determine whether the tool is
relevant for resource planning, assign a corresponding control key.
Tool as equipment
In resource planning, you can also schedule tools as equipment. The tool demand is defined in
the order via the tool material (see above), which can be assigned to an operation as a
production tool/resource. To determine the tool or equipment in the resource planning board,
the system needs the material of the equipment (the corresponding tool as a material), and
the organizational assignment (responsible work center).
Figure 57: Assign tools to demands
The execution of orders requires tool resources, such as lifting platforms, measuring devices,
etc.. The scheduler uses this function to assign a tool to a production resource/tool from the
order, which is used for the execution of a task. You can use tool resources for Plant
Maintenance (PM) and Customer Service (CS).
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Figure 58: Permanent tool display
The following options are available for loading tools in the planning board:
● By tool demands
● By planning nodes
Time allocations
You can change the availability of a resource manually without reference to the order
operation. To do this, create a time allocation. This may be necessary, for example, if an
employee falls ill or a tool undergoes a short downtime. The basic availability (for example,
working hours, shifts) of a resource remain unchanged.
In the time allocation of a personnel resource, you can choose from the following alternatives:
Vacation, illness, overtime.
In the time allocation of a tool, you can choose from the following alternatives:
Maintenance, repair.
To create time allocations for one or more resources that are repeated at regular intervals,
use the report /MRSS/WFM_MASTERDATA_ADMIN_HR.
For each time allocation, you enter the following:
A time allocation type, a maintenance period with start date, a repetition interval.
You can also define the following:
A description for the time allocation type, an availability type, and a description of the
availability type.
The system proposes the text from the availability type customizing. You can schedule
periodic time allocations daily or weekly. If you choose the weekly option, you can set a
different time interval for each weekday. When you execute the report, the system creates the
time allocations in the specified pattern for all resources.
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Figure 59: Time allocations
You can create time allocation for multiple resources at the same time, and you can copy an
existing time allocation to use for other resources.
Teams
By grouping together personnel resources in the master data, for example, into work centers,
long-term teams are defined. The resource planning can also form short-term teams in the
planning board or using transaction /MRSS/PLBTEAM. These teams can contain personnel
resources from different groups.
The resource planner can use this function in the planning board to create the most suitable
teams for the execution of service tasks.
In addition to the validity period for the team as a whole, you can also define an individual
duration of team membership for each team member.
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Figure 60: Changing Validity for Individual Team Members
You can use the optimization function for teams. To determine travel times, by default the
system uses the address stored for the person responsible for the team. You can also enter a
different address and activate this as required. For more information about optimization, refer
to the lesson Automatic planning and optimization
Assignments at team level
You create assignments for a team at a certain time. You can create the assignment at team
level, or assign tasks directly to an individual personnel resource in the team. On the planning
board, you can use drag & drop to move the assignment on the planning board between the
line at team level and the line for a personnel resource.
At team level, only capacitive planning is possible. In this case, when you create the team, you
must select the indicator for capacitive planning. For these teams, you cannot select the start
and end time of the assignments, but the start and end times for the teams are set instead.
The availability results from the validity of the whole team, and time allocations that indicate
an absence reduce the availability.
Assignments at resource level

When you create an assignment for a team, each team member receives their own
assignment with the same properties. After creation, these assignments are independent of
each other and can be processed separately. The team as such does not have its own
assignment. With this variant, it is therefore also not possible to assign an existing assignment
to a team.
If you create an assignment for a team, the start and end time of the assignment must always
be within the limits of the team. This limit is also relevant for interval planning (demands with
a deadline rule).
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When you create a stretched assignment for a team, the system checks whether each team
member is available. The assignments are created for the available team members only. For
the team members who are not available, the system issues error messages. You can then
make manual corrections (for example, by creating a time allocation that represents an
availability).
When you add members to the team or delete team members, the system does not
automatically generate or delete the corresponding assignments.
For the period during which team membership applies, the objects that are visualized in the
planning line of the resource are displayed in the relevant team member line below the team.
If you want to perform capacitive planning for team members or analyze time data, this must
be performed outside the team. To do this, expand the planning line of the resource.
Hint:
The report Capacity and Demand Overview can be used to optimize resource
planning. For more information, see the lesson MRS Reporting
Geographical Information Systems
Figure 61: GIS Display of MRS Objects
If a geographical information system (GIS) has been integrated in SAP Multiresource

Scheduling, the resource planner can call a map from the planning board that shows the
locations of employees, the service location, and further information. The employee search in
the planning board also displays the distances of the found employees to the required service
location, and the time that they would need to reach the site.
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Hint:
The display of geographical information is only possible when using resource
planning in the SAP GUI.
Prerequisites
You have installed a GIS or set up a connection to an external GIS. You can also combine
functions from different GIS with each other, for example, you can use a different GIS for
route planning and for the map display.
Hint:
The possibility of connecting to GIS Map&Guide via the IGS interface is provided
with SAP Multiresource Scheduling. However, the technical connection of the
Map&Guide GIS to the IGS interface is not included in the delivery.
Before you can connect an external GIS, you must have already performed the activities
under Basic Settings - Connection of External Geographical Information Systems in
Customizing for SAP Multiresource Scheduling.
In SAP MRS, you have activated the display of a map and assigned a map profile.
You have entered addresses for employees in the HR master data or directly for the personnel
resource in the planning board.
You have entered addresses for the relevant demands.
Functions
You can display the map without a specific object reference in the Scheduler Workplace.
You can call the map from the context menu for a demand, a resource, or an assignment.
Depending on the object from which you call the map, the following information is marked in
color on the map:
● Demands: Location of the demand, assignments for the demand, resource for the
assignments
● Resource: Location of the resource on the current date, assignment for the resource, open
demands for the resource
● Assignments: Location of the resource on the current date, assignment for the resource,
open demands for the resource
Mass Changes
Assigning demands to capacity planning nodes
You can use drag & drop to assign demands from the demand view to the assignment view,
and therefore create a capacity planning node. If you selected the checkbox Dispatched in the
user settings, the user has the status Assigned. You can use this status, for example, to
ensure that already assigned demands are now only displayed in the assignment view. To do
this, define a filter for the demands view, which excludes the demands with status Dispatched
from the display.
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You can also assign multiple demands at the same time. To do this, hold down the CTRL key
and select multiple demands at the individual demand level, and choose Set Demand Status
from the context menu. This is only possible if the checkbox Set Status "Dispatched” is set on
the Response tab page in the User Settings. You cannot use drag & drop to assign multiple
demands simultaneously.
Figure 62: Assigning demands to capacity planning nodes
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Lesson: Layout of the MRS Planning Board

Customizing – MRS Planning Board

Figure 39: Customizing - Planning Board Settings

Define Profiles of User Interface

Figure 40: Define User Interface Profiles

© Copyright. All rights reserved. 45

Unit 3: Resource planning with PM/CS

Define Planning Board Profile

Figure 41: Define Planning Board Profile

Define Planning Board Profile Determination

© Copyright. All rights reserved. 46

Lesson: Layout of the MRS Planning Board

Figure 42: Define Planning Board Profile Determination

© Copyright. All rights reserved. 47

© Copyright. All rights reserved. 48

Lesson: PM/CS Resource Planning - Basic Functions

Figure 43: Process Overview - Resource Planning of PM/CS Orders

The helpdesk employee in the maintenance or customer service department identifies a

Figure 44: PM/CS Order Integration

© Copyright. All rights reserved. 49

Unit 3: Resource planning with PM/CS

Assigning Demands to Persons

Figure 45: Changing Demands in the Planning Board

© Copyright. All rights reserved. 50

Lesson: PM/CS Resource Planning - Basic Functions

Figure 46: Assignment status

© Copyright. All rights reserved. 51

Unit 3: Resource planning with PM/CS

Figure 47: Concrete assignment

© Copyright. All rights reserved. 52

Lesson: PM/CS Resource Planning - Basic Functions

Figure 48: Capacitive assignment

© Copyright. All rights reserved. 53

Unit 3: Resource planning with PM/CS

Figure 49: Stretched assignment

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Lesson: PM/CS Resource Planning - Basic Functions

Figure 50: Demand Split

© Copyright. All rights reserved. 55

Unit 3: Resource planning with PM/CS

Concretizing a Capacitive Assignment

Figure 51: Concretization of Capacitive Assignments

An assignment that you previously created as a capacitive assignment can be converted in to

Customizing - Order Processing Scenario

Figure 52: Resource Planning with PM/CS - Customizing (1)

© Copyright. All rights reserved. 56

Lesson: PM/CS Resource Planning - Basic Functions

Resource Planning for Notifications

Figure 53: Resource Planning - Notification Processing Scenario

1. A customer or employee reports a fault.

2. A helpdesk employee from the customer service or plant maintenance department

● Start of malfunction (date and time)

● End of malfunction (date and time)

● Status (notification header)

● Responsible work center

● Description (notification header)

● Priority (notification header)

© Copyright. All rights reserved. 57

Unit 3: Resource planning with PM/CS

● Earliest possible start

● Earliest possible end

● Status of the demand