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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 Ill 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
centers 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
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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 BAPIs to interface with SAP
The add-on honors all SAP and Microsoft security
mechanisms
MS Excel
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SAP
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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
THANK YOU FOR PARTICIPATING

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