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 Multi-Resource Scheduling (MRS)
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
• 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).
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 Leveling • Capacity Evaluation
• Capacity Planning Table
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
Demo: Schedulers Workplace
Detailed work list
Demo: Schedulers Workplace
Messages
Demo: Schedulers Workplace
Work Space
Work Center View (Demand view)
Work Center Capacity
Alert Monitor
Demand Gantt
Work Center Gantt
Functional Overview
Work Center Capacity
Alert Monitor
Demand Gantt
Work Center Gantt
Functional Overview
Work Center Capacity
Alert Monitor
Demand Gantt
Work Center Gantt
Functional Overview
Work Center Capacity
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 Leveling • Capacity Evaluation
• Capacity Planning Table
SAP Multi-Resource Scheduling (MRS)
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 Leveling • Capacity Evaluation
• Capacity Planning Table
SAP Multi-Resource Scheduling (MRS)
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 Leveling • Capacity Evaluation
• Capacity Planning Table
SAP Multi-Resource Scheduling (MRS)
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 Leveling • Capacity Evaluation
• Capacity Planning Table
SAP Multi-Resource Scheduling (MRS)
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
The Options
SAP Leveling • Capacity Evaluation
• Capacity Planning Table
SAP Multi-Resource Scheduling (MRS)
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 Leveling • Capacity Evaluation
• Capacity Planning Table
SAP Multi-Resource Scheduling (MRS)
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
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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SESSION CODE: 2601
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