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)

Where does Scheduling fit into the process?

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

Maintenance plans

Work requests (Maintenance Notifications)

Planning

Set of work orders

Periodic (Weekly) Scheduling

Confirm actual

Work execution

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

Codes To Support Work Planning 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

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: Operating Time = Calculated Work Time * Utilization

10 hrs, No Breaks = 10 (10 * 1.0) * 2 = 20

10 hrs, 1 hr Breaks = 9 (9 * 1.0) * 3 = 27

(9 * 0.9) * 3 = 24.3

(9 * 1.2) * 3 = 32.4

Factory Calendar  Defines working days & Holidays

Intervals & Shifts In this example interval added

Note: Interval operating times also impact Order date scheduling.

Intervals & Shifts  Can reference and apply shifts defined within HR

Capacity Versions Can apply different Versions of available capacity on Work Order Header

9h

Schedule dates reflect defined versions.

8h

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



HR assignment

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 Requirements •Work Center Resource Leveling •Manual weekly schedule / dispatch •Material availability •Schedule compliance KPI

•Relationships & constraints •Critical path •Budget, Cost & Schedule •Earned value

Environment Routine Maintenance Shutdowns, Turnarounds Outages Engineering & Construction Projects Maintenance Projects

•Employee resource leveling •Resource constraints / skills •Tool availability •Geographical optimization •Automatic assignment •Service level KPI

Emphasis

Field Service

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

Capacity Evaluation Work Center Work Center Standard Overview

Change Work Order

Output to Printer

Export to Excel

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).

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 Pooled Capacity Requirements

Dispatch Strategy Dispatch strategy

Monday

Tuesday

Wednesday

Thursday

Friday

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

Capacity details – available / scheduled

Work List details

Define weekly schedule by assigning (Dispatching) work Adjust dates within table to balance resources with work requirements View work requirements by period

Tabular Planning Table • Resource Section of Planning Table Initial View

Remaining Available Capacity (Hrs) %’ge Capacity Dispatched

Click Changed View

to change view Periods start at today

Daily Available Capacity of Work Center (Hrs) Hours Dispatched (Scheduled)

Backlog Orders show today

Requirements not yet Dispatched Hrs & %’ge of Capacity

Tabular Planning Table Views For weekly schedule recommend daily view Weekly or Monthly views can be used for longer term planning/scheduling Week

Month

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)

Solution Strengths 

 

SAP ERP Project System (PS)



Collaboration Projects (cProjects)



SAP Customer Service Management (CRM)







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

Process Overview Scheduling on work center level with MRS 1

2

3

4

5

optional Identification of demand

Create Order / Network

ERP Plant Maintenance (EAM)  Maintenance plan  Notifications  Order ERP Project System (PS)  Project Definition  Project Structure  Network

© SAP

Scheduling on work center level

Scheduling of human resources and tools

Order confirmation and completion

Multi Resource Scheduling (MRS)  Intuitive to use graphical

planning board  Capacity overview of work centers  Employee availability

MRS Scenario Overview Resources

Demands

•

Preventative maintenance scheduled work order • •

People

Tools

Qualifications

Plant Maintenance/ Service Order

Project System Network

•

Online Adobe Form

Line operator shutdown

Counter based work order •…

Availability

Planning and Scheduling •

Work Order Form

•

Online notification •

Pager •…

Capacity Management © SAP 2008

Graphical Planning Board

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 Low Volume

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.)

High Volume © SAP 2008

High Volume

Demo: Schedulers Workplace

Order and Operation list


Detailed work list


Messages


Work Space

Work Center View (Demand view)

Demand Gantt

Work Center Gantt Work Center Capacity Alert Monitor

Functional Overview

Demand Gantt


Functional Overview

Demand Gantt


Functional Overview

Demand Gantt


MRS (Multi-Resource Scheduling) – Resource View

Planning Board Order & Operation List

Detailed Work List

Messages / Alerts

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 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 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 Primavera MS Project

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

Planning

Primavera P6/MS Project Creation of work orders

Scheduling dates are updated in SAP

Planned cost is calculated

Execution

Confirmations are entered on Activity level

Actual Cost calculation performed

work order data is available as activities

Dates are determined by scheduling and leveling

Planned cost is visible

Work progress is visible on activity level

Actual cost is visible on activity level, and allows Budget/Plan/Actual comparison and EVA calculation Primavera

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 Multi-Resource Scheduling (MRS)  SAP Projects  SAP EPC

 PMM  Click Software  PMX  Prometheus

Challenges

• 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

PMM Data Flow

Data Flow: Work order data Updated Dates, Work Centers, Personnel, etc.

MS Project filled with Tasks

Work assignment

Benefits

• • • • • •

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

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 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 Customer Call Centre

SAP CRM

SAP ERP

ClickSchedule ClickPlan

ClickAnalyze

Mobile Apps MAU/MAM Contractor

ClickForecast

Dispatcher

Field Worker

Service Task Scheduled to Start in Appointment Window

Video

The Options


    


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 Integration Add-on

BAPI’s and RFC’s

SAP

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

 Toolbar contains four primary buttons: • • • •

Load data from SAP Save changes made back into SAP Open SAP transaction IW32 Open SAP transaction IW41

Vesta PMX – Selection Screen  Press the “Load From SAP” button to produce the Selection Screen

 Customizable 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

 Changed Start and Finish dates Can also update: • Confirmation data • User status data

The Options


     


SAP Multi-Resource Scheduling (MRS) SAP Projects SAP EPC PMM Click Software PMX

 Prometheus

GWOS – Key Features 

Enhanced graphical planning board with flexible settings • • • • • •

 

Calculate / display capacity using HR Master records Full drill down and update: • •

   

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

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

Planning Board

Work Center Details – Availability / Assigned








The Results

Scheduling Options Options

Routine

Shutdowns

E+C Projects

SAP Leveling SAP MRS $$ SAP Projects SAP EPC with Primavera $$ PMM $ Click Software $$$ PMX $ Prometheus GWOS $$

GPSS

Field Service

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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The Art of the Possible Scheduling Options in SAP

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