Planning and Scheduling in Maximo: Best Practices and Coming Enhancements

Track: Smarter Physical Infrastructure

1. Planning and Scheduling in Maximo : Best Practices and Coming Enhancements James Cooper, European Technical Leader [ Copenhagen , 28 th May ]

2. 1 Please note IBM ’ s statements regarding its plans, directions, and intent are subject to change or withdrawal without notice at IBM ’ s sole discretion. Information regarding potential future products is intended to outline our general product direction and it should not be relied on in making a purchasing decision. The information mentioned regarding potential future products is not a commitment, promise, or legal obligation to deliver any material, code or functionality. Information about potential future products may not be incorporated into any contract. The development, release, and timing of any future features or functionality described for our products remains at our sole discretion. Performance is based on measurements and projections using standard IBM benchmarks in a controlled environment. The actual throughput or performance that any user will experience will vary depending upon many factors, including considerations such as the amount of multiprogramming in the user’s job stream, the I/O configuration, the storage configuration, and the workload processed. Therefore, no assurance can be given that an individual user will achieve results similar to those stated here.

3. 2 What is Maximo Scheduler? A set of Maximo applications where users can: Schedule work orders, tasks and PM forecasts graphically Assign labor/crew to work orders and tasks Dispatch crew to work locations to perform work

4. 3 What is Maximo Scheduler? Maximo Maximo Scheduler Is installed when Maximo 7.x is installed (richer functions on 7.5.x) Enabled by the Scheduler license key Scheduler is an add-on product to Maximo

5. 4 History - Scheduler 7.1 & 7.1.1 Gantt View to visualize work orders and tasks - Drag & drop work orders & tasks Manage dependencies Perform CPM View resource load and availability Work Orders Date constraints Task dependencies Scheduler 7.1 Gantt View to visualize PM forecasts - View and manage future PMs and Work Orders View resource load and availability for both future PMs and Work Orders Work Orders Bulk Reschedule Assignment Manager tab in Work Order application Scheduler 7.1.1

6. 5 Current Version - What makes up Scheduler 7.5.1 ? Investing in the natural evolution of our current products in a direction desired by our customers Enhancements to Scheduler Graphical Assignment/Dispatching Provision of standard Work Order actions Additional Resources Assets/Locations Labor Tools Materials Schedule Compliance Enhancements to Maximo Service Addresses Public Map UI Control Crews Maximo Everyplace role based templates

7. Scheduler Application Screen Shot

8. 7 It is also a means to view labor availability (vacation, overtime, previous assignments etc..) and make labor assignments It is a Dispatching application where the location of Crews and Labor, and the progress of work can all be monitored It is Maximo Everyplace templates designed to make the job of the field technician all that much easier Scheduler is now not just a planning & scheduling tool ! Scheduler – Revised Approach to Work Mgmt.

9. 8 Target users.. Defines and adjusts labor/crew availability along with resource leveling Capacity Planning Assigns work orders to resources Continuously optimizes the schedule as the operational environment changes Sequence and route work assignments based on geography Scheduler/Planner Monitor field resources and work order progress and status Monitor the location of field resources compared to open orders Enter status and complete work orders on behalf of technicians who don't have mobile devices Sequence and route ongoing work assignments based on geography and optimization Dispatcher Supervisor approves and assigns work on mobile devices Receive work orders in the field and provide real time status updates to dispatch Complete, edit and approve work orders on mobile devices along with viewing work on a map with optimal driving directions Notify dispatch of potentially dangerous situations, incomplete work Field Technician

10. 9 Work Management hand off

11. 10 Functionality & Use Cases by Role

12. 11 Planners & Schedulers

13. 12 The ability to show 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 Scheduler Compliance

14. 13 Asset & Location Availability

15. 14 Other Resource Availability tab shows: Maintenance/Operational/Calendar availability of Asset and Location Material Availability for planned materials Shows required quantity vs available quantity Green bar shows materials are available, red bar shows materials are unavailable Planners & Schedulers know when not to schedule work based on material availability Material Availability

16. 15 Work Order Actions Allow status changes on multiple work orders/tasks Additional Toolbar Buttons Zoom to Week Go To Day Constrain horizontal scrolling to the date range containing work Filter resources based on selected work orders Show/Hide Compliance Full Screen Additional Actions

17. 16 Calculate costs within schedule by week, month and year Illustrate Committed and Saved Estimated Labor, Materials, Services and Tools, as well as Actual Labor, Materials, Service and Tools Allows budget adherence Schedule Cost

18. 17 Shop Floor Resource Planners

19. 18 New application aimed at the process of assigning work to people Similar UI to Scheduler Gantt view for consistency Helps the Planner & Scheduler see non work time for a resource, as well as assignments made by other Foremen beyond the bounds of their schedule… eliminates duplicate labor assignments Graphical Assignment

20. 19 Graphical Assignment

21. 20 Allows the Foreman to: Split Work According to Shifts, might be used if extending duration of the assignment across an end of shift Split Work, once split can drag second assignment to add a time gap Split Work into Three Records, creates two additional assignments Create Assignment Delete Assignment Making an Assignment

22. 21 Dispatchers

23. 22 Graphical Assignment – Dispatch View Create Street-Level Routes for your mobile field workforce to view work on the Dispatch View tab in Graphical Assignment. Calendar View Map View

24. 23 Graphical Assignment – Dispatch Calendar View Grey Line - Calendar Breaks – set up in Calendar Application Light Grey Area – labor/crew Availability – set up in Gantt View – Modify Person/Crew availability Assignments with Travel Time Filter Button – Highlight the Resources you want to focus on and click Filter button – only those resource will show in the list.

25. 24 Graphical Assignment – Dispatch Map View Work Symbology – show markers based on Route, Status, Priority and Work Type. Unassigned WOs – show Unassigned WOs on the map based on Work List Query. Nearby Labor and Crews– show resources geo-location on the map.

26. 25 Field Technicians

27. 26 Maximo Everyplace Work List

28. 27 Everyplace Map View Section – Street Level Route Street-level Route with assigned Work Orders for the Labor or Crew.

29. 28 Everyplace Work Order Labor Bookings Start and Stop Timers Start Timer allows you to automatically set work order to INPRG. If a member of a Crew is logged in will create a labor transaction for each member of the crew. Each transaction is still editable after the fact until WO is set to Complete. Stop Timer allows you to set WO Status to Complete.

30. 29 Next Release - Optimization

31. 30 Why Scheduler Optimization? Planner / Scheduler manually creates an optimal schedule Manually leverage the benefits of Scheduler 7.5.1 Supervisor manually performs assignments for all work orders and tasks within the schedule Manually leverages the benefits of Graphical Assignments appl. in Scheduler 7.5.1 Dispatcher monitors current and incoming work & assigns based on many org specific criteria. Manually adjusts resource schedules affected by new assignments Manually manages a dynamic Resource and Crew schedule in the Dispatching appl. in Scheduler 7.5.1 Quicker schedule creation Greater schedule accuracy and compliance. Reduction in Services required to supplement resources. Benefits Schedule automatically created Capacity planning and resource leveling models based on asset/location availability, resource constraints Labor and/or Crews automatically assigned to schedules Assignment optimization model uses Craft, Skill and Crew Type and vacation data to optimally assign Resources or Crews Incoming work automatically assigned to Labor or Crews based on organizational priorities Uses Dynamic Scheduling optimization model to accommodate incoming work respecting organizational priorities to optimize routes, assignments, and productivity Major efficiency gain by freeing the Dispatcher from having to shuffle resource routes to accommodate incoming work. Optimizes work and travel time to maximize productivity. Current Approach Scheduler 7.5.1 Streamlines the entire work management process! Huge efficiency gains by eliminating routine repetitive assignment action. Allows Supervisor to adjust the assignments rather than make them. Our intent with a new approach Scheduler V.x

32. 31 Our Intent with Scheduler Optimization Models… Capacity Planning Adjusts craft, skill and crew type availability to execute as best as possible the work as required (overutilization and underutilization periods are possible). Gaps are identified. Resource Levelling Work orders are scheduled within their allowed time window to minimize overutilization and underutilization. Craft, skill and crew type availability Craft, skill and crew type availability (1) Long/Medium Term Planning (2) Medium/Short Term Planning Resource Assignment Scheduled work orders Specific workers are assigned to the activities to fulfil the craft or crew type requirement. Dynamic Work Scheduling Dynamically assign emergency work orders to labor/crews and reassign/reschedule affected work orders. Named resources availability with specific craft, skill set, crew type and location. Specific resources with required craft, skill set, crew type for a given geographic location. (3) Short Term Planning (4) Short Term Planning Emergent work orders

33. 32 Base enhancement - Highlighted Edited Records Work rows will be highlighted when the work order has been edited Right-click action available to commit only selected rows that have been edited.

34. 33 Optimization Processing Options A resource leveling scenario allows foreground or background processing a cron for timing the run on a recurring basis various user inputs based on the type of criteria for the problem being resolved

35. 34 Compare Schedules The new Compare View lets the planner see the differences between any 2 scenarios including the current schedule Red indicates a difference in a work order's schedule dates A previous/next button scrolls through the differences. A filter button filters the view to just the differences

36. 35

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