The Art of the Possible Scheduling Options in SAP Mark W. Scott Vesta Partners, LLC
The Tool and the Challenge
The Parts The Options The Results
Scheduling in SAP What I ll cover: The Parts The Options The Results
The Parts
Definitions Planning allocation of resources to a work order which could contain, materials, crews, contractors, or tools Scheduling allocating the work order into the desired time frame in which the work should occur Dispatching allocating work orders to specific work crews or individuals (hopefully based on the schedule)
Where does Scheduling fit into the process? Maintenance plans Commitment to an agreed set of work activities to be executed within the coming week Work requests (Maintenance Notifications) Planning Set of work orders Periodic (Weekly) Scheduling Confirm actual Work execution
Maintenance Scheduling Without proper scheduling, all of the benefits of good planning are lost.
Prerequisites to Scheduling in SAP An effective SAP planning process that defines and prioritizes work A maintenance backlog accurately represented in SAP in terms of: Work activity, labor resource estimates (number of people and man hours) and durations Material Requirements Criticality and Priority Work Categorization (e.g. Preventive, Corrective, Project, etc.) Resource group / Work Center capacity information maintained to reflect: Standard Working Times Weekly available capacity
Maintenance Planning Maintenance Planning is a decision making process that focuses on what needs to be completed. All well planned work orders include: Scope List of required materials Work force requirements Required permits and safety procedures Equipment needs and service Other pertinent information as appropriate
Task List Overview Task Lists describe the sequence of individual maintenance activities to be performed, identify the required Resources (Labor, Materials, Services, Special tools) and related procedures. Task Lists are building blocks of Maintenance Plans. Simplifies the Work Order Planning process
Codes To Support Work Planning User Status use to identify where in the process the order is at Maintenance Activity Type use to identify type of work System Condition use to identify operational state for required intervention Revision code options for use Define turnarounds / outages / shutdowns Apply target basic dates Tagging / Grouping Basic Work Order scheduling Priority use to identify work orders to be planned first
Configuration IMG - Scheduling Types Typically there are no reasons to change standard SAP Scheduling Type settings. The with Time indicator allows input of times against basic start and end dates as shown to the right
Scheduling Parameters Defined in configuration Control how dates are calculated Defined by Plant / Order Type
Scheduling Parameters Options for Date Adjustment Do you want to adjust or retain Basic Dates? Are Material Requirement dates to be driven by Order Start or Operation Start? Automatic Scheduling: switch on to ensure dates are always re-calculated when Order processed / saved Scheduling with breaks: Consider excluding breaks from Work Center operating times. This ensures clean start and finish times without SAP calculations in fractions of hours. Shift Order: Switch on to exclude confirmed actual dates and times from re-calculation of schedule e.g. if work was not completed and need to adjust schedule dates to another time in future.
Standard Work Center Capacity For each Work Center you establish a standard available capacity and working times that reference a specific Factory Calendar Factory Calendar defines working days / non working (including holidays) days. Breaks can be defined that are deducted from available operating time For typical routine maintenance scenarios it is recommended to exclude breaks and adjust start and finish dates to reflect normal available work time The standard capacity is applied to all the working days defined within Factory Calendar For non working days the capacity is set to zero. The working times influence how schedule dates are calculated on the Work Order Work Center Capacity = Number of Ind. Capacities * Operating Time (Operating Time is adjusted by Utilization)
Standard Work Center Capacity Calculation examples: Operating Time = Calculated Work Time * Utilization 10 hrs, No Breaks = 10 (10 * 1.0) * 2 = 20 10 hrs, 1 hr Breaks = 9 (9 * 1.0) * 3 = 27 (9 * 0.9) * 3 = 24.3 (9 * 1.2) * 3 = 32.4
Defines working days & Holidays Factory Calendar
Intervals & Shifts In this example interval added Note: Interval operating times also impact Order date scheduling.
Can reference and apply shifts defined within HR Intervals & Shifts
Capacity Versions Can apply different Versions of available capacity on Work Order Header 9 h Schedule dates reflect defined versions. 8 h
Employee Assignment & Capacity Calculation Within Capacity Leveling it is possible to calculate available capacity based on individual work schedules maintained within HR Master Records. Cumulate Capacity based on employees assigned to Work Center Capacity HR assignment
The Options
Business Context Scheduling system requirements and capabilities map to multiple business environments and processes A single scheduling solution does not fit all needs Requirements Work Center Resource Leveling Manual weekly schedule / dispatch Material availability Schedule compliance KPI Relationships & constraints Critical path Budget, Cost & Schedule Earned value Employee resource leveling Resource constraints / skills Tool availability Geographical optimization Automatic assignment Service level KPI Emphasis Environment Routine Maintenance Shutdowns, Turnarounds Outages Engineering & Construction Projects Maintenance Projects Field Service Major Processes
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Capacity Evaluation Work Center Work Center Standard Overview Change Work Order Output to Printer Export to Excel
The Options SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC Click Software PMX Prometheus
Capacity Planning Table Using Planning Table to create the Weekly Schedule Review work requirements against capacity Manipulate capacity & requirements Dispatch operations requirements to specific work days Recommend use of CM25 Variable Capacity Planning Table Dispatching work moves an operation onto a particular day and changes Operation system status (to DSPT). This day may or may not be the same as how it was originally planned / scheduled in the work order. Two dispatching options: Manual Finite (using a dispatch strategy).
Capacity Planning Table With Finite setting the system will look at the work center s remaining available capacity and apply the work based on defined rules. With Manual the Planner/Scheduler controls: The specific date and time an operation is scheduled to a work center Loading of available capacity Pooled Capacity Requirements Dispatch Strategy Dispatch strategy Monday Tuesday Wednesday Thursday Friday
Getting to Planning Table Can navigate between IW37N and Planning Table using selection to determine Orders to be included. Call up Planning Board directly Select by Work Center Can refine selection further e.g. Revision Recommend finalizing schedule using direct access to ensure all requirements accounted for
Tabular Planning Table Overview Capacity details available / scheduled Work List details Define weekly schedule by assigning (Dispatching) work Adjust dates within table to balance resources with work requirements View work requirements by period
Tabular Planning Table Resource Section of Planning Table Initial View Remaining Available Capacity (Hrs) % ge Capacity Dispatched Click to change view Changed View Periods start at today Daily Available Capacity of Work Center (Hrs) Hours Dispatched (Scheduled) Backlog Orders show today Requirements not yet Dispatched Hrs & % ge of Capacity
Tabular Planning Table Views For weekly schedule recommend daily view Weekly or Monthly views can be used for longer term planning/scheduling Week Month
Graphical Version
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Multi Resource Scheduling (MRS) Overview Scenarios Plant Maintenance Field Service Workshop Planning Project Staffing Integration SAP ERP Plant Maintenance / Customer Service (PM/CS) SAP ERP Project System (PS) Collaboration Projects (cprojects) SAP Customer Service Management (CRM) Solution Strengths MRS runs fully integrated as Add-On to the SAP ERP system leveraging the existing infrastructure Strong bi-directional integration with SAP HR Flexible resource planning scenarios from manual planning up to automated and optimized planning High scalability High configurability
Process Overview Scheduling on work center level with MRS 1 2 3 4 5 optional Identification of demand Create Order / Network Scheduling on work center level Scheduling of human resources and tools Order confirmation and completion ERP Plant Maintenance (EAM) Maintenance plan Notifications Order ERP Project System (PS) Project Definition Project Structure Network Multi Resource Scheduling (MRS) Intuitive to use graphical planning board Capacity overview of work centers Employee availability SAP
MRS Scenario Overview Resources Demands Preventative maintenance scheduled work order Online Adobe Form Line operator shutdown People Tools Plant Maintenance/ Service Order Project System Network Counter based work order Qualifications Availability Planning and Scheduling Work Order Form Online notification Pager Capacity Management Graphical Planning Board SAP 2008
Key Functions Skill Management Integration with SAP HR Enhanced MRS qualifications Integration with HR Time Management Bi-directional interface with SAP HR (absences, attendances, substitutions) Capacity Management Scheduling and Dispatching on work center level Work load at group level Planned and unplanned orders Employee availability (Planned working time, absences, attendances) Graphical Planning Board Powerful SAP GUI based Planning Board Lean Web UI based Planning Board Optimizer Optimizer engine creates daily schedule based on cost parameters Integration with Geographical Information System (GIS) Visualization of travel time Display of map Search for nearest technician Integration with mobile devices Information of technicians about assignments Status tracking of assignments SAP 2008
Dispatching Scenarios with MRS Low Volume High Volume SAP 2008 High Volume Manual Planning The resource planner manually creates assignments (e.g. via Drag&Drop) in the MRS Graphical Planning Board Supported by Alert Monitor Selected important features Qualification Matching Simultaneous Planning of tool resources Display of clocking data (actual data) Capacitive Planning Teams Resource Selection Identical to Manual Planning but resource planner can select resources based on different criteria (partner roles, resource planning node, qualification) Automatic Planning Several functions support the resource planner Automatic scheduling based on availability and qualification in addition partner role) Utilization based automatic scheduling Intelligent Shifting Optimization An optimization engine proposes an optimized schedule (travel times, SLA dates etc.)
Order and Operation list Demo: Schedulers Workplace
Detailed work list Demo: Schedulers Workplace
Demo: Schedulers Workplace Messages
Demo: Schedulers Workplace Work Space
Work Center View (Demand view) Demand Gantt Work Center Gantt Work Center Capacity Alert Monitor
Functional Overview Demand Gantt Work Center Gantt Work Center Capacity Alert Monitor
Functional Overview Demand Gantt Work Center Gantt Work Center Capacity Alert Monitor
Functional Overview Demand Gantt Work Center Gantt Work Center Capacity Alert Monitor
MRS (Multi-Resource Scheduling) Resource View Planning Board Order & Operation List Detailed Work List Messages / Alerts
MRS Overview Assign Work Drag & Drop or Manual entry
MRS Overview Time Allocation Insert a Time Allocation
MRS Overview Create Teams Group people into temporary team
MRS Overview - Reports
MRS 900 Additional shutdown functionality Enhanced relationship handling Automatic capacity leveling Integration of production data
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Use of SAP Project Systems Can enhance scheduling capability through use of PS Planning board Project environment - Shutdowns / Turnarounds
Creating a Project and Associating WBS Elements The first step is to create a project and create/assign WBS element values to the project. The Project Builder transaction (CJ20N) is of great use in creating both the Project and the WBS elements.
Creating the Networks Create Networks and assign to WBS Elements.
Networks / Activities The network/activity relationship is remarkably similar to the order/operation relationship.
Network finer points (continued) There are durations, relationships, intervals. If the network is linked to another, then its dates will move when the master network reschedules. Note: each activity within a network can be assigned a different WBS element if different from the parent.
Rescheduling the Project Have the option of rescheduling network only, networks and orders, or just orders. Pulls off the basic start date of the master network and then reassigns basic and scheduled start dates of all orders. Transaction gives warning messages for orders unable to schedule and why.
Linking Maintenance Orders to Networks Once this link is made, the order schedule and basic dates will mirror the networks activity dates. Additionally, the order will begin showing up in PS networks as a network object as well. Note: Network assignment are made at the order level and not the operation level. It is imperative that the planning of the order operations is sound because moving individual operations is not possible.
Overview and reporting in PS Networks (CN41)
More on Project Info Systems (CN41) Graphics Network Diagram These charts show durations, relationships, float and critical path (red) for the networks
More on Project Info Systems (CN41) Graphics This is a Gantt view of the same network diagram.
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Scheduling in an External Scheduling Tool Utilization of known scheduling tools Improved communication with contractor/business partners Primavera MS Project
Interfaces An external scheduling tool always needs an interface to SAP Integration is usually expensive Primavera Interfaces SAP PPM EPC Enterprise Project Connection Oracle Inspire Pipeline Maxavera Microsoft Project Interfaces SAP PPM EPC Enterprise Project Connection Vesta PMM (simple, cost effective)
Enabling Real-Time Master Scheduling
Execution Planning Plant Maintenance Scenario Primavera P6/MS Project Creation of work orders work order data is available as activities Scheduling dates are updated in SAP Dates are determined by scheduling and leveling Planned cost is calculated Planned cost is visible Confirmations are entered on Activity level Work progress is visible on activity level Actual Cost calculation performed Actual cost is visible on activity level, and allows Budget/Plan/Actual comparison and EVA calculation Primavera
Some questions you should answer first Do you understand your requirements? Are you aware of what is available within SAP? What scenario do you want to optimize? Regular maintenance Shutdown/turnaround/outage maintenance What is the number of work orders you schedule? Do you already use project management methodologies and/or systems in your organization?
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Challenges Customers want to use MS Project to re-arrange their SAP work order operations Customers want a nimble and inexpensive way to integrate the two systems Work planning in SAP requires time and effort to track and manage the number of work orders processed
PMM Data Flow Data Flow: Work order data Updated Dates, Work Centers, Personnel, etc. MS Project filled with Tasks Work assignment
Benefits Reduce time to assign and optimize PM Work Leverage MS Project knowledge Display charts of PM work in MS Project Create confirmations from MS Project Easy to configure Download SAP Work Centers and Personnel into MS Project to make assignments
Vesta PMM in MS Project MS Project 2007 MS Project 2010
Specify selection criteria
Progress Bar With Cancel (during load)
Re-align activities in MS Project
Work order data is updated in SAP
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Why SAP partnered with ClickSoftware? SAP customers and prospects are asking specifically for workforce optimization The SAP-ClickSoftware combined offering addresses an acute need for Utility and Telecommunication companies The SAP-ClickSoftware offering provides a best-of-breed solution to the market Proven and Certified integration across more than 20 customers The Return on Investment (ROI) of the combined solution is extremely compelling Recommended Solution if Optimization and Travel Times are required
Customer Call Centre Example: Complete Service Optimization from SAP & Click Software SAP CRM SAP ERP ClickPlan ClickForecast ClickSchedule ClickAnalyze Mobile Apps MAU/MAM Contractor Dispatcher Field Worker
Video Service Task Scheduled to Start in Appointment Window
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
BAPI s and RFC s IT Overview The Vesta Integration is developed as a Microsoft Excel Add-In It uses standard SAP BAPI s to interface with SAP The add-on honors all SAP and Microsoft security mechanisms SAP MS Excel Vesta Integration Add-on
SAP Screens Selected Operation Note the current Work Center and lack of assigned person Note the current Start date
Vesta PMX Excel Add-In Toolbar The tool is distributed as an Excel Add-In and can be found on the Data ribbon Toolbar contains four primary buttons: Load data from SAP Save changes made back into SAP Open SAP transaction IW32 Open SAP transaction IW41
Vesta PMX Selection Screen Press the Load From SAP button to produce the Selection Screen Customizable Selection screen
Vesta PMX Result Screen
Vesta PMX Pre-populated Work Centers All Work Centers used by the Planning Plant are loaded and populated in dropdown box All Employees for each Work Center are also populated in a dropdown box
Clicking on a date field opens up a calendar selection form. Vesta PMX Date change
Make changes to Work Center, Employee and Start Date/Time Vesta PMX Changes Press the Save To SAP button to save this data back into SAP
SAP results after changes Changed Work Center and assigned Employee Changed Start and Finish dates Can also update: Confirmation data User status data
SAP Leveling Capacity Evaluation Capacity Planning Table SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX Prometheus The Options
Enhanced graphical planning board with flexible settings Drag and Drop functionality for operations Collapse/expand work orders Single/mass work order rescheduling Maintain / Create Relationships & Floats Configurable bar color coding Critical path display Calculate / display capacity using HR Master records Full drill down and update: Orders and Operations Work Center Capacity Flexible Order / Operations layouts Link to Materials Availability report Extensive Selection Criteria Scheduling Modes real time / simulation Orders and operations can be dispatched and de-allocated Auto leveling to resource capacity GWOS Key Features
GWOS Graphical Work Order Scheduler Work Order / Operations Details Planning Board Work Center Details Availability / Assigned
GWOS Graphical Work Order Scheduler
GWOS Graphical Work Order Scheduler
GWOS Graphical Work Order Scheduler
GWOS Graphical Work Order Scheduler
GWOS Graphical Work Order Scheduler
GWOS Graphical Work Order Scheduler
GWOS Graphical Work Order Scheduler
The Results
Scheduling Options Options Routine Shutdowns E+C Projects Field Service SAP Leveling SAP MRS $$ SAP Projects SAP EPC with Primavera $$ PMM $ Click Software $$$ PMX $ Prometheus GWOS $$ GPSS
Benefits of Scheduling Good Maintenance is Expensive - Bad Maintenance Costs Even More Production Longer working hours Run harder to make up Sub-contract Carry extra Inventory Redundant Equipment Maintenance Longer working hours Work harder to make up Subcontract Labor allocations Overtime Week-end and Shift work
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