the art of the possible scheduling options in sap

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)

Maintenance plans

Set of work orders Planning Work requests

(Maintenance Notifications) Periodic (Weekly)

Scheduling

Work execution Confirm actual

Commitment to an agreed set of work activities to be executed within the coming week

Where does Scheduling fit into the process?

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

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

Codes To Support Work Planning

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:

(10 * 1.0) * 2 = 20

(9 * 1.0) * 3 = 27

(9 * 0.9) * 3 = 24.3

(9 * 1.2) * 3 = 32.4

Operating Time = Calculated Work Time * Utilization

10 hrs, No Breaks = 10

10 hrs, 1 hr Breaks = 9

(10 * 1.0) * 2 = 20

(9 * 1.0) * 3 = 27

(9 * 0.9) * 3 = 24.3

(9 * 1.2) * 3 = 32.4

Operating Time = Calculated Work Time * Utilization

10 hrs, No Breaks = 10

10 hrs, 1 hr Breaks = 9

Factory Calendar

Defines working days & Holidays

In this example interval added

Note: Interval operating times also impact Order date scheduling.

Intervals & Shifts

Intervals & Shifts

Can reference and apply shifts defined within HR

Can apply different Versions of available capacity on Work Order Header

Schedule dates reflect defined versions.

Capacity Versions

9 h

8 h

HR assignment

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

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

•Work Center Resource Leveling

•Manual weekly schedule / dispatch

•Material availability

•Schedule compliance KPI

•Employee resource leveling

•Resource constraints / skills

•Tool availability

•Geographical optimization

•Automatic assignment

•Service level KPI

•Relationships & constraints

•Critical path

•Budget, Cost & Schedule

•Earned value

Routine Maintenance

Shutdowns, Turnarounds

Outages

Engineering & Construction

Projects

Maintenance Projects

Field Service

Requirements Environment

Emphasis

Major Processes

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

SAP Leveling

• Capacity Evaluation • Capacity Planning Table


SAP Projects

SAP EPC

PMM

Click Software

PMX

Prometheus

Standard Overview

Work Center Work Center

Change Work Order

Output to Printer Export to Excel

Capacity Evaluation

The Options

SAP Leveling

• Capacity Evaluation



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).

Monday Friday Wednesday

Pooled Capacity

Requirements

Dispatch Strategy

Tuesday Thursday

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

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

Define weekly schedule by assigning (Dispatching) work

Adjust dates within table to balance resources with work requirements

View work requirements by period

Capacity details – available / scheduled

Work List details

Tabular Planning Table

• Resource Section of Planning Table

Initial View Remaining Available Capacity (Hrs)

%’ge Capacity Dispatched

Changed View Periods start at today

Daily Available Capacity of Work Center (Hrs)

Hours Dispatched (Scheduled)

Requirements not yet Dispatched Hrs & %’ge of Capacity Backlog Orders

show today

Click to change view

For weekly schedule recommend daily view

Weekly or Monthly views can be used for longer term planning/scheduling

Month

Week

Tabular Planning Table Views

Graphical Version

The Options



SAP Multi-Resource Scheduling (MRS) SAP Projects

SAP EPC

PMM

Click Software

PMX

Prometheus

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

© SAP

2008

Process Overview Scheduling on work center level with MRS

ERP Plant Maintenance (EAM)

Maintenance plan Notifications Order

ERP Project System (PS) Project Definition Project Structure Network

Identification of demand

Scheduling on work

center level

Scheduling of human resources and tools

Order confirma-tion and

completion

optional

Multi Resource Scheduling (MRS)

Intuitive to use graphical planning board

Capacity overview of work centers

Employee availability

1 2 3 4 5

Create Order / Network

© SAP 2008

MRS Scenario Overview

Planning and Scheduling

Demands

Plant Maintenance/

Service Order Project System

Network

Capacity Management Graphical Planning Board

Resources

People Tools

Qualifications Availability

• Preventative maintenance

scheduled work order

• Online Adobe Form

• Line operator shutdown

• Counter based work order

•…

• Work Order Form

• Online notification

• Pager

•…

© 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

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.)

Low Volume

High Volume

High Volume

Demo: Schedulers Workplace

Order and Operation list


Detailed work list


Messages


Work Space

Work Center View (Demand view)


Alert Monitor

Demand Gantt

Work Center Gantt

Functional Overview


Alert Monitor

Demand Gantt

Work Center Gantt

MRS (Multi-Resource Scheduling) – Resource View

Planning Board

Order & Operation List

Messages / Alerts Detailed Work List

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

The Options




SAP Projects SAP EPC

PMM

Click Software

PMX

Prometheus

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.

The Options




SAP Projects

SAP EPC PMM

Click Software

PMX

Prometheus

Scheduling in an External Scheduling Tool

Utilization of known scheduling tools

Improved communication with contractor/business partners

MS Project

Primavera

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

Plant Maintenance Scenario P

lan

nin

g Ex

ecu

tio

n

Creation of work orders

Work progress is visible on activity level Confirmations are entered on Activity level

Actual Cost calculation performed Actual cost is visible on activity level, and allows

Budget/Plan/Actual comparison and EVA calculation Primavera

Scheduling dates are updated in SAP Dates are determined by scheduling and leveling

Planned cost is calculated Planned cost is visible

work order data is available as activities

Primavera P6/MS Project

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?

The Options




SAP Projects

SAP EPC

PMM Click Software

PMX

Prometheus

• 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

Challenges

PMM Data Flow

Data Flow:

Work order data

Updated Dates, Work Centers, Personnel,

etc.

MS Project filled with Tasks

Work assignment

• 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

Benefits

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

The Options




SAP Projects

SAP EPC

PMM

Click Software PMX

Prometheus

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

Example: Complete Service Optimization from SAP & Click Software

Contractor

Dispatcher

SAP ERP

Field Worker

SAP CRM

Customer Call Centre

ClickSchedule

ClickPlan

ClickForecast

ClickAnalyze

Mobile Apps MAU/MAM

Service Task Scheduled to Start in Appointment Window

Video

SAP workforce scheduling and optimization by Click Software_(480p).mp4

The Options




SAP Projects

SAP EPC

PMM

Click Software

PMX Prometheus

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

MS Excel

Vesta In

tegratio

n A

dd

-on

SAP

BA

PI’s

an

d R

FC’s

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

Toolbar contains four primary buttons: • Load data from SAP

• Save changes made back into SAP

• Open SAP transaction IW32

• Open SAP transaction IW41

The tool is distributed as an Excel Add-In and can be found on the “Data” ribbon

Vesta PMX – Selection Screen

Customizable Selection screen

Press the “Load From SAP” button to produce the 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

Vesta PMX – Date change

Clicking on a date field opens up a calendar selection form.

Vesta PMX – Changes

Make changes to Work Center, Employee and Start Date/Time

Press the “Save To SAP” button to save this data back into SAP

SAP results after changes

Changed Work Center and assigned Employee

Can also update: • Confirmation data • User status data

Changed Start and Finish dates

The Options




SAP Projects

SAP EPC

PMM

Click Software

PMX

Prometheus

GWOS – Key Features

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 – Graphical Work Order Scheduler

Work Order / Operations Details

Work Center Details – Availability / Assigned

Planning Board

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

THANK YOU FOR PARTICIPATING

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SESSION CODE: 2601

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the art of the possible scheduling options in sap

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