Small Site Scheduling

1. Small Site Scheduling Mountain West Maximo User Group John Reeve Manager/Practice Leader Maintenance & Reliability Solutions January 10th, 2013

2. Outline: Small Site Scheduling Introduction What did we learn? Chart a Course MAXIMO System Goals – quick review Small Site Characteristics What really is Scheduling? 1 1 What might be the requirements and prerequisites for a small site? Definition of Small Site & recognition of challenges Dissecting the pieces & explaining the types Design from the ground up. Background / Overview 2 2 3 3 4 4 Increase reliability, productivity. Become less reactive. Optimize cost. 5 5 6 6

3. CMMS Experience Small Site Scheduling Weekly Scheduling December 2012

4. Typical Work Management Process Reactive Maintenance bypasses a lot of steps Note: self-inflicted reactive vs normal P/S approach Operations Shift Supv Buy-off Review new work from yesterday, and immediately hand out tickets to workers Daily Plan Close Work Status Change Work Identified Work Planning Work Scheduling Work Execution Actions Performed Trades Feedback Planner Review Actual Hours Action Resolution CM feedback Planning Feedback Failure Coding - - - - - - - PM feedback Asset condition PM, PdM, CBM auto generation Backlog Emergency and Urgent

5. What really is Scheduling? Scheduling software has been around for a very long time. Commonly used terms include: Activities (ID and description). An activity could be a work order, task or just an op event. Logic ties (predecessors, successors, and lags) Duration (overall start-to-finish time) Activity Priority DataDate & Progressing Craft/resource code to do the work; WBS code Resource availability (craft calendars). 100% ? Activity Calendar (7DW24hr, 7DW8dayshift, 5DW8dayshift) What if: We only have 2 MECHs? Something has to move out. 0-------8---12---16------24------8---12---16------24------8---12---16------24 101 Pri-3 MECH 202 Pri-3 MECH 303 Pri-3 MECH There could also be specific start dates called Constraints DAY 1 DAY 2 DAY 3 If we had several 8-hour jobs, but only 2 MECHs, we could do how many __ jobs in one week? The planner/scheduler determines what records should be considered for analysis, e.g. APPR. The scheduling process first looks at logic ties, durations and activity calendars to determine critical path and float. Work starts … could “move around” based on logic. If resource leveling is requested, then activities can further move based on resource availability limitations, priority, float (TF), and report date. This criteria for leveling is setup inside the scheduling tool and dictated by the scheduler.

6. Types of Schedules New Construction Reactive Maintenance S/W Upgrade Projects Emergency Breakdowns Outage/Turnaround Resource-Leveled Weekly Schedule Asset Management 25-year Plan Maint. 4-week Lookahead 5 – Year Capital Plan Daily Plan Worker Assignments Industry Best Practice Dispatching Next Week Today Long Term Horizon

7. Advanced Project Management This illustration shows how WBS and Scheduling can be combined within CMMS. Cost Application Budget SCHEDULE WORK ORDERS WBS Actual Labor Costs Activities Percent Complete provide earned value ETC

8. What are “small sites”? all MAXIMO installations Large organizations that have several small sites Mid-size, organizations Note: It’s possible that 30-40% of all sites are struggling with the scheduling process. Single, small site, organizations Who fits in what category and what size is backlog? (<100, 100-500, 500-1000)

9. Characteristics of SmallSites They have a small work force They do not have a large backlog Most work is similar in nature & size. Crews are on rotating schedules »» Only one Craft code "TECH“ There can be different worker skillsets but these would be managed outside of MAXIMO at morning stand-up O&M Supervisor needs to highlight Operational events as well as maintenance activities Supervisor may identify a maintenance action but not create a work order. He will link to WONUM before job start however. Supervisor may link a Crew or Craft to Task Supervisor may link Worker name to Task Supervisor easily relates to a Calendar style format as this hangs on the wall at home, and, is also standard MS Outlook design. Supervisor does leveling in his head. Does not need to see barchart or histogram. 30-40% of all MAXIMO sites

10. MAXIMO User, at a small site: the “Main Guy” O&M Staff member, possibly a Supervisor or Lead Tech Could be a O&M Manager Very busy person. Keyboard savvy. Comfortable with MAXIMO. Knows how to get around in the system and search for stuff. Runs reports.Uses whatever software he knows. Has privileges to insert Locs, Assets, PMs, & Job Plans. Knows how to create PR-PO. He identifies work for planned shutdowns. Coordinates with contractors as required. Probably does all staff availability & work scheduling… but … this is outside of MAXIMO and “in his head”. Can this be changed?

11. There is nothing wrong with being the ”main guy”, but … lets review the pieces of the puzzle: Software Process Organization Have we optimized all pieces of the puzzle?

12. The World’s Most Powerful Maintenance Management System Envision a Solution ** Requirements for Small Site Scheduling ** View Graphical Month Low Click-Count. Easy to Use Insert Operational & Maint. Tasks Email staff

14. MAXIMO Calendar Application Work Scheduling What could be done with this app?

15. Cool Features might be … • Able to see full month via MAXIMO Calendar, and, manage work from this format. • Insert a new work order with SchedStart date; and alter Crew and Lead • Store an operational event, or staff availability, • or just a meeting note • Be able to color code (shade) tasks by Crew or Craft. • Be able to color code by • Maintenance Task • Operational Event • Staff Availability Note • Meetings • Able to control whether WONUM or Description shows in date box. • If more Task records linked to Date box then space allows, then user would click-display to see expanded list of other work • Once Task has WONUM on calendar date then populate Workorder.SchedStart • Auto-send email to person (worker) once assigned to task

16. Managing Resource Availability Excel This then provides the total hours in a given day or week – which is useful for the planner/ scheduler

17. Tracking Planned Absences – by Worker from the Calendar app Select Action Feeds ModAvail Table Feeds Assignment Manager

18. What did we learn? Clearly identify needs. Then match solution to staff capabilities. The Challenge – and Solution Anyone can install software. The magical part is in the surrounding process/procedure, and design. The Reward Work scheduling enables organizations to become more proactive, get more work done, and reduce backlog quicker. This wouldincrease productivity, improve department coordination, and enhance job safety. And, all of this equates to cost optimization. A go-forward Strategy Define a solution which meets ease-of-use requirements, e.g. click-count. Calculate level-of-effort to run. Make sure everyone is on boardwith process and design. Establish local site, stakeholder and enterprise-wide consensus. See if existing add-ons provide such functionality, otherwise, code internally, or, investigate service solution tailored to your needs.

19. Before Purchasing New Software, ask …. Advanced processes seldom “get fixed” by purchasing new software. 6 suggestions To justify a purchase, you should define the goals first. What problem are you trying to solve? What TYPE of schedule are you trying to create? What benefits are you trying to gain? What are others doing with software that you are not able to do? Have you done any benchmarking? Will this software improve schedule process efficiency? Do all levels of organization agree on the goal? Does “one size fit all”? High click-count? cultural change or data improvements needed? The point is this….when considering advanced processes the requirements for success involve much more than just software. There is process, procedure, roles, responsibility, and cultural buy-in.