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Optimized Maintenance Planning

Gersis Software LLC

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Maintenance planning in Oil&Gas. Problem statement

Problem scale:• More than 500 000 equipment units• 1 million man-hours for preventive maintenance• 0.5 million man-hours for reactive maintenance• >100 work orders per day• Forecasting for 10-20 years forward

Problems:• Equipment downtime should be as low as possible• Manual planning is difficult and error-prone• Errors cost millions of dollars• There are a lot of factors to consider (season, equipment availability,

relationships, etc.)

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Aveline. Maintenance planning platform

• Software platform for automated planning• Automated planning in two modes:

– Strategic: long term planning (strategic)– Tactical: short term planning (tactical)

• Can be customized for specific needs• Uses data from existing ERP (SAP or other)

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Aveline and SAP

Data Management in SAP – Automatic scheduling in Aveline.

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Strategic Mode. Problem statement

• There are about 50 000 maintenance units

• Optimized resource forecast is to be done for 10-20 years ahead.

• A lot of factors to be considered (labor effectiveness, seasonality, etc.)

• Manual planning leads to forecast with workload peaks and idle times which cost the money

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Strategic Mode. Example of possible losses

• Assume full cost of one man-hour equal 50$• Example existing forecast (based on real data): 10

years, ~350 maintenance units• Forecast has about 73,000 man-hours of overwork

and about 73,000 man-hours of idle time.

• Possible losses are about 7,5 million $.

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Strategic Mode. Automated planning in Aveline

• Aveline automatically generates leveled man-resource forecast

• Aveline takes into account existing business rules (seasonality, monthly labor effectiveness, duty/standby equipment, etc.)

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Tactical Mode. Problem statement

• Amount of work is always more than available resources

• There are hundreds of thousands of equipment and thousands of tasks. It is very difficult and error-prone to schedule them manually

• Aveline optimizes resource utilization and automatically schedules as much work as possible with available resources

• Aveline takes into account existing business constraints (Duty/Standby constraints, relationships between Operations, etc.)

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Summary. Expected benefit

We expect reduction of work backlog by 20% as the result of optimized resource usage and work grouping. This results in: • Estimated decrease of equipment downtime by 5-10%• Increase of man-power utilization.• Reduced probability of equipment failure

Reference information:• Estimated revenue for one line for the gas production is

about 10,000$ per minute (14$ million per day).

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Before we start. Glossary• Work Order – combination of equipments

and operations, which should be done on these equipments.

• Work Center – group of workers with similar skills (mechanics, electricians and etc.).

• Scope – set of Work Orders, which will be scheduled together, and period, for which schedule will be created.

• Planner Group - group of employees responsible for planning and processing maintenance tasks.

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Work Scheduling Workflow

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Import data from SAP

SAP already contains information, which Aveline needs to work with:• Work Orders• Work Centers• Function Location• Production Resources and Tools (PRT)

Aveline automatically imports data from files produced by SAP

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Import data from SAP

Sketches are used as system screens for all examples

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Create Scope. Select Planner Group and Scheduling Period

• One Scope can contain Work Orders only from one Planner Group. Scheduling period should be specified

• Aveline allows to select Planner Group and scheduling period, for which Scope will be created.

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Create Scope. Select Planner Group and Scheduling Period

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Create Scope. Select Work Orders for scheduling

• As the first step User decides which Work Orders from the work backlog are to be included to Scope.

• For this purpose he uses filter• This filter is usually the same.

Aveline allows to define default filter (default inclusion and exclusion criteria for Work

Orders).

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Create Scope. Select Work Orders for scheduling. Configure default criteria

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Create Scope. Select Work Orders for scheduling

Aveline also allows to include or exclude some Work Orders manually

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Create Scope. Types of Resources

Before scheduling starts available resources are to be defined:

1. Planner Group Work Center Resources – workers, which work only with one Planner Group.

2. Shared Work Center Resources – workers, which work with all Planner Groups (shared man-resources).

3. Production Resources and Tools (PRT) – these resources are also shared between all Planner Groups

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Create Scope. Define Man-Resource Availability

Aveline schedules work based on available man-resources as main limitation.

Man-resources are defined for:• Planner Group Work Centers (for combination Planner Group + Work Center + Roster + Date)• Shared Work Centers(for combination Work Center + Roster + Date)

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Create Scope. Define Resource Availability

Aveline uses concept of decentralized planning

Each Planner Group has its own resource pool and creates schedule according to it.For example, Planner Group 1 has 2 analysts (“Analysts” Work Center) and can use them for all Operations, related to given Planner Group.

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Create Scope. Define Resource Availability

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Additional features. Function Location Groups configuration

• It is reasonable to group operations, which should be done on the same equipment

Aveline allows to group Function Locations (equipment) and uses these groups for

Operations packaging

or equipments that have some kind of relationships (for example, they located in the same place).

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Additional features. Functional Location Groups configuration

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Adjust Scope. Fix Work Orders

• Some Work Orders should stay fixed (automatic scheduling should not affect schedule defined by User).For example, partially completed jobs usually should not be rescheduled.

• Aveline allows to fix Work Orders and their Scheduling Start Date and Time will not be changed during automatic scheduling,

• Scheduler still have possibility to change it manually.

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Adjust Scope. Fix Work Orders

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Adjust Scope. Create/Edit Work Order Packages

• Work Orders can be related. Scheduler may want to complete them in predefined order (one by one or in parallel).For example, operations for the same equipment can be grouped in order to shorten maintenance cycle.

• Aveline allows to create Work Order Packages and change relationships between their Work Orders.

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Adjust Scope. Create/Edit Work Order Packages

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Adjust Scope. Create/Change Relationships

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Adjust Scope. Change Roster Assignment

• Roster - working calendar (working days, working hours, breaks and number of shifts). For example, Normal Roster is Monday-Friday, 9.00-18.00, lunch break 12.00-13.00, one shift.

24hrs Roster is Monday-Sunday, 9.00-24.00, two shifts.

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Additional features. Rosters configuration

• Majority of Operations can have breaks and are to be completed during normal working day

• There are Operations which should be done continuously (running in 24h-mode)

• There are Operations, which can be done only at night• Working day duration may vary (because of weather

conditions, holidays, etc.)

Aveline allows to create and configure different Rosters.

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Additional features. Rosters configuration

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Adjust Scope. Change Roster Assignment

• All Operations are assigned to default Roster (normal working day) during import

• Some Operations should be done in 24h-mode or at night.

Aveline allows to change Roster assignment for each Operation.

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Adjust Scope. Change Roster Assignment

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Automatic Scheduling. Selection of Work Orders for scheduling

• Resources are limited• Usually it is not possible to schedule all Work

Orders from Scope

• Aveline automatically excludes the least important ones during scheduling.

• Importance of each Work Order is defined by combination of factors:Equipment criticalityWork Order priorityDeadline

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Automatic Scheduling. Selection of Work Orders for scheduling

Aveline shows list of the most urgent Work Orders

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Automatic Scheduling. Factors

During automatic scheduling Avelinetakes into account number of constraints:• Duty/Standby Constraints (describe when Duty

equipment should be turned off and which Standby equipment will work instead of it)

• Specific Rosters for different works

• Relationships between Work Orders

• Aveline tries to avoid clashes of shared resources.

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Automatic Scheduling

On the average automatic scheduling takes 15 minutes for 1000 Work Orders.

Aveline sends email notification, when Scheduling is over.

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Automatic Scheduling

Before scheduling

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Automatic Scheduling

After scheduling

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Automatic Scheduling. Work Cycle

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Adjust Scope. Configure Scheduling Parameters

• Delay for some Work Orders is more critical than for another ones.

• Overload for different Work Centres and PRT types effects schedule quantity differently.

• Aveline allows to configure the importance of all parameters, which are used during automatic scheduling (including the major of each combination of Equipment criticality, Work Order priority, Deadline,

which are used during selection of Work Orders for exclusion).

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Adjust Scope. Configure Scheduling Parameters

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Final tuning. Check Violations

Aveline informs User about constraint violations (when business rule is not fulfilled): • Completion date violations (Work Orders, for which scheduled completion dates exceed deadline).

• Manpower resource violations (combinations of Work Centers, Rosters and Date, for which required man-hours more than available)

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Final tuning. Check Violations

• Duty/Standby Violations (Operations, which cannot be performed to given date because of equipment state).

• PRT Warnings (combinations of PRT type and Date, for which required PRT number exceeds available).

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Final tuning. Check Violations

Aveline allows User to resolve constraint :• Change Resource Availability• Move Work Order(s) to another

date• Exclude Work Orders from

Scope• Unfix Work Orders and Aveline

will try to resolve violation during automatic scheduling.

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Final tuning. Check Violations

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Final tuning. Review Forecast

Aveline allows to review resource forecast for given schedule

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Final tuning. Review Reports

Aveline allows to create report for given schedule variant.

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Final tuning. Review Reports

Resource Utilization:

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Final tuning. Review Reports

Schedule:

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Final tuning. Manual Scheduling

Aveline allows to use manual scheduling for final tuning

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Consolidation

• Aveline allows to create Scope only for one Planner Group

• It is necessary to review consolidated schedule for all Planner Groups to resolve shared resources clashes.

• Aveline allows to review forecast, reports and violations for Consolidated schedule.

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Consolidation

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Export data to SAP

• Prepared schedule should be exported to SAP

• Aveline allows to prepare files, which contain information about generated schedule and can be exported to SAP

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Export data to SAP

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Evgeny Volkov

Consultant and Sales manager, Gersis Software, LLC. Convenient services to realize your ideas

Odoevskogo str.,131, 220018, Minsk The Republic of Belarus phone: +375 17 259 19 25 fax: +375 17 259 19 01 GSM: +375 44 510 32 67 evgeny.volkov.gs evgeny.volkov@gersis-software.com www.gersis-software.com

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