Maximo Scheduler

A Revised Approach to Work Management

Vikul Banta – Product Manager

Brian Downey – Senior Design Architect

1 © 2013 IBM Corporation

Our Work Management Focus Areas

Resource Real-time
Planning Assignment Dispatching
Optimization Communication

Graphical UI Assign
Availability Assign using a Emergency Work
Forecast Work
• Assets Graphical UI Public Map
Control Communication
Identify • Location
Labor and to Field
Resource Gaps • Material
Crews Route Technicians
• Tools Visualization
Create • Labor/Crews Accommodate Update Work
schedules
vacation/break Labor and Status and
Crews Progress

Schedule
ScheduleCompliance
Compliance

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Roles We Accommodate in Managing Work

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Maximo Scheduler Pedigree

Focus Areas:

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Maximo Scheduler Focus

Functionality, Use Cases, and

Value by Role

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 The Planner, Scheduler & Supervisor

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Gantt Chart Visualization
Use Case
– Planners and Schedulers want the ability to view, adjust, and publish work schedules
in a graphical view

– They want to view forecasted Preventive Maintenance (PM) instances along with
planned work

– They also want an illustration of the work order completion window

Solution
– Maximo Scheduler contains a Gantt tool to schedule work orders, tasks, and
forecasted PM work graphically
• View all planned, reactive, and forecasted work in a single, consolidated graphical view
• All work order, task, and forecast information available in a configurable UI
• Drag-and-drop capability allows for easy schedule manipulation based on real time
information
• View completion window for appropriate work orders

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3View Work Orders and PMs

- Intuitive view of forecasted PMs along with planned work orders

- Drag and drop work orders as well as forecasted PMs

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3Precedence Logic and Activity Constraints
• Precedence logic between work orders/tasks that have the same parent
• SNE/FNL date constraints calculated automatically from JP/PM offsets

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Schedule Compliance
Use Case
– Mid-way through a one month project, operations has asked the maintenance manager to assess
performance against plan. Maintenance uses Scheduler to open the monthly schedule and show
actual work dates vs. planned dates for the 2 weeks done, and their impact on the remaining work.

– The maintenance director requires a weekly schedule compliance report from every maintenance
manager in order to measure the effectiveness of the work scheduling process. They recognize
that this metric is an indicator of planning effectiveness, reactive work and craft worker
effectiveness.

Solution
– Maximo Scheduler has the capability to graphically show work orders’ Target Start/End,
Scheduled Start/End and Actual Start/End dates in the Gantt view. By default, Scheduler will show
Scheduled Start/End dates offering the user the option of showing all other dates with a click of a
button.

– Users have the option to calculate and store the Schedule Compliance metric. A configuration
page is available, providing users the ability to set the frequency for this metric (i.e. weekly,
monthly and quarterly)
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3Schedule Progress
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

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Visibility of Other Resources
Use case
– Several major PMs are due at the same time due to a busy production schedule. As such, Assets
are only available for maintenance at very specific dates/times. The maintenance planner needs
to schedule this work during the available time slots

– The floor manager just found out that a turbine will be available for maintenance the next day. He
would like to gather all pending work orders on that turbine and its sub assemblies and schedule
them during that window of opportunity.

– 5 trucks are due for annual maintenance next week. The operations planner would need to know
the availability of the repair bay in various locations so that he can coordinate truck routes such
that they will be in the vicinity of the assigned bay in time for maintenance.

– The maintenance manager needs to review next week’s scheduled work orders to make sure the
parts are in stock. If parts are not available for the work, he will need to reschedule such work
orders and replace them with other pending work orders.

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Visibility of Other Resources

Solution
– Maximo Scheduler provides a graphical view of Craft, Asset, Location, Materials, and Tools that
will allow the planner to schedule work with confidence that other critical considerations can be
met.

– Planners are able to view when equipment will not be running, and when it will be available for
maintenance to be performed.

– Planners can avoid reworking schedules due to schedule dates that can not be met due to Asset
and/or Location utilization.

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3Asset & Location Availability

Maintenance and Operational schedules in Assets and Locations with

visibility in Scheduler
This determines when work can be done on the Asset/Location

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3Material Availability
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

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Schedule Cost Projection & Tracking

Use Case
– A Planner knows that he only has a given budgeted amount to devote to the project which is
currently being scheduled. His management will need to know if the project can be done within
budget.

– A capital project is partially complete, and the project planner has been asked by executive
management for a cost rundown of the scheduled project, progress, etc.
.

Solution
– Maximo Scheduler provides instant means for a Planner to assess how closely they are keeping
to budget with a schedule being defined. For schedules that are underway, it provides a complete
breakdown of proposed, committed, and actual costs. This eliminates the need for custom reports
to be defined and run, and can assist a Planner in keeping within budget long before the start of a
planned project.

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3Schedule Cost Tab
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

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Graphical Employee Assignment

Use Case
– Part of a maintenance supervisors role is to assign work to maintenance technicians or crews based
on their skill and availability. To do this quickly and accurately, they need to view their current
assignments, break time, shift and vacation time.

Solution
– The Graphical Assignment application in Maximo Scheduler provides drag and drop capability, along
with the visibility of all other critical factors (current assignments, vacation and break time) for proper
assignments to be made.

– Illustrates unassigned work and facilitates efficient assignment of appropriate technicians or crews
based on craft or crew type.

– Provides effortless reassignment of work from one technician/crew to another, as well as the ability to
split work among technicians/crews.

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3Graphical Assignment
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 scheduleA eliminates duplicate labor assignments

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3Making an Assignment
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/Delete Assignment

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 The Dispatcher

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Dispatching
Use Case
– The dispatcher is notified at the start of the shift that Crew1 will not be available today, so all of their
priority 1 work needs to be rerouted and reassigned to other crews in order for that work to be
completed today.
– The Dispatcher has received an emergency work order for the northeast part of the city that needs to be
worked on within the next 2 hours.

Problem
– There is no easy way for the Dispatcher to view all of the current routes and where the work or
resources are located throughout the city in an efficient manner .
– The Dispatcher needs to have a single view showing all of the today’s routes on a map along with their
work locations. They also need to have the ability to quickly assign new work to a crew and re-optimize
their work route.

Solution
– The Dispatching application in Maximo Scheduler allows the Dispatcher to:
• Utilize maps to show street-level routes (SLRs) on a map, location of labor or crew resources.
• Quickly drag and drop new work to a crew at the “beginning of the shift scramble” when time is
limited to rearrange schedules for the day.
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3Dispatching
Dispatcher monitors and responds to on-going work out in the field :
– Dispatching View provides clients the ability view Work Order assignments in a calendar and map view
to spatially understand the dynamic work day.
– Dispatcher has the ability to view geo-location data from mobile devices and locate resources on a map
to determine current location.
– Ability to view spatially which resource can be rescheduled based on location and travel time when new
unassigned work orders come in throughout the day.

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3Dispatch – Map View

Shows the sequence of work assigned to each resource based on a route color.

Ability to view nearby Labor and Crews, Unassigned Work, Prioritized work, Work Types and Status.

Map View of Work

Order Priority

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 The Mobile Field Technician

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Field Technician
Use Case
– The field technician is assigned work from the Dispatcher, and needs a way of acknowledging receipt, taking
ownership, and knowing where the work needs to be performed.
– The field technician has finished his assigned work order early and has time available for other work, but does
not know where any nearby work may be.
– An apprentice field technician is working on a job, but encounters a problem that they know can be resolved by
a Journeyman Mechanic. They are fairly certain that a nearby resource exists, but unsure where and how best
to reach them.
– The Foreman is made aware of a new work order assigned to his team, and needs to see where his resources
are located and the work which they are engaged in so that he may appropriately assign the work.

Solution
– The existing Maximo Everyplace mobile offering has 4 new templates provided as part of the Maximo
Scheduler:
• Everyplace Technician (Tablet) Large Screen Heavy Technician Functionality
• Everyplace Technician (Phone) Small Screen Heavy Technician Functionality
• Everyplace Technician (Lite) Small Screen Light Technician Functionality (Inspector, Break/Fix, Rapid
Dispatch)
• Everyplace Supervisor Small Screen Supervisor Functionality

– Enable Field Technicians and Foremen to view maps displaying current and assigned work, location of nearby
resources, unassigned work, turn by turn directions to next assignment, feedback on assigned work

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3Field Technician Application

Field Technician’s
Work Order Route

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3Field Technician Application – My Work

Field Technician’s
Street Level Route

Field Technician’s
Material
Requirements

Field Technician’s
Tool Requirements

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 What’s new in Scheduler 7.5.2?

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New: Graphical Crew Management

New Crew application to help with the Daily Morning shuffle of Crew Assignments
– Drag and drop labor and tools to make up a qualified crew

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New: Adding Optimization to our Focus Areas

Resource Real-time
Planning Assignment Dispatching
Optimization Communication

Graphical UI Assign
Availability Assign using a Emergency Work
Forecast Work
• Assets Graphical UI Public Map
Control Communication
Identify • Location
Labor and to Field
Resource Gaps • Material
Crews Route Technicians
• Tools Visualization
Create • Labor/Crews Accommodate Update Work
schedules
vacation/break Labor and Status and
Crews Progress

Capacity Resource Resource Spatial Dynamic

Planning Leveling Assignment Scheduling Scheduling

Schedule
ScheduleCompliance
Compliance
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Resource Leveling

Problem definition:

Work Orders have to be scheduled based on availability of labor, crew, asset, and location.

Goals:

Schedule work orders based on its priority in such a way that the available labor/crew resources
are optimally used. Additionally work orders will be scheduled with minimal interruption and when
asset/location are available for maintenance.

Work Attributes Considered Resource Availability Variables

Skill level of the Craft Partial availability of labor/crew

Priority Direction Time Interval Precision
Asset’s Operational and Maintenance availability
Location’s Operational and Maintenance availability
External Labor
Schedule Window (Date Constraints)

32 © 2013 IBM Corporation

Capacity Planning

Problem definition:

Work Orders have to be scheduled based on availability of labor, crew, asset, and location and
completed within a defined time period. For e.g. 2 week shutdown, turbine overhaul (4 weeks),
maintenance in remote locations with seasonal restrictions etc..

Goals:

Schedule work orders based on its priority in such a way that the available labor/crew resources
are optimally used within the given time period. If the available resources are insufficient then
identify the required resources to complete the work.

Work Attributes Considered Resource Availability Variables

Skill level of the Craft Partial availability of labor/crew

Priority Direction Time Interval Precision
Asset’s Operational and Maintenance availability
Location’s Operational and Maintenance availability
External Labor
Schedule Window (Date Constraints)
Time period

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Resource Assignment
Problem definition:

Daily work assignments are tedious to create manually when there are numerous work orders and
labor/crews.

Goals:

Automatically assign labor and crews to work orders by matching skill, crew type and availability
between the work order resource requirements and the resources. This allows the manager to
manage exceptions rather than manually build the entire list.

Work Attributes Considered Resource Attributes Considered

Craft and Skill requirement of the jobs Craft and skill of the labor persons
Crew Type requirement of the jobs Crew type of the crews
Operational and Maintenance availability Standard shift availability
Location’s Operational and Maintenance availability Calendar breaks
External Labor Modified person availability
Schedule Window (Date Constraints) (vacation/sick/overtime/personal)

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Spatial Scheduling

Problem definition:

Daily crew assignments need to consider the location of the work as well as distance and travel
time, and be optimized into daily routes for each crew.

Goals:

Automatically create daily street routes for the crews by matching crews to work orders within
geographic work zones, considering the type of work to be performed and the capabilities of the
crew.

Work Attributes Considered Resource Attributes Considered

Service Address of the work, asset or location Crew type of the crews
Work zone of the work Work zone of the crews
Type of crew required for the job Daily composition of the crews
Travel time between locations Start location for a daily route
External Labor Finish location for a daily route
Standard shift availability
Calendar breaks

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Dynamic Scheduling

Problem definition:

A Scheduler user needs to be able to quickly focus on new emergency work that is entering the
schedule.

Goals:

Identify new emergency work that has entered the schedule. Alert the user (supervisor or
dispatcher) that emergency work has been found, and that there are resources identified that are
available to be assigned. Allow the user to choose an appropriate available resource, or optionally
make the assignments automatically on a scheduled or recurring basis.

Work Attributes Considered Resource Attributes Considered

Service Address of the work, asset or location Craft and skill of the labor persons
Work zone of the work Crew type of the crews
Type of craft or crew required for the job Work zone of the crews
Travel time between locations Standard shift availability
External Labor Modified labor availability
Calendar breaks

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 Optimization Value Proposition
Planner manually creates an
optimal schedule
Current Approach
Schedule automatically
created while factoring in
available capacity
“Capacity Planning” and “Resource
Leveling”
Scheduler 7.5.2
• Quicker schedule creation
• Greater schedule
Benefits: accuracy and compliance
• Reduction in Services
required to supplement
resources
Streamlines the entire work management process!
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Foreman manually performs Dispatcher manually adjusts
assignments for all work resource schedules affected
orders and tasks by new assignments
Resources and/or Crews Incoming work automatically
automatically assigned to
assigned to Resources or
schedules Crews
“Resource Assignment” and
“Spatial Scheduling” “Dynamic Scheduling”
• Huge efficiency gains by • Major efficiency gain by
eliminating routine freeing the Dispatcher from
repetitive assignment shuffling resource routes to
action accommodate incoming work
• Allows Foreman to adjust • Optimizes routes to
the assignments rather maximize productivity
than make them
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New: Scenario Management

70% labor availability

Create scenarios to perform
“what if” analysis. Scenario 1

80% labor availability

Scenario 2
Schedule

80% labor availability

Ignore Work Order
priority

Publish the agreed upon Scenario 3

Scenario
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3Compare Optimization Scenarios

Ability to compare different optimization scenarios before publishing the approved set of
scheduled work orders.

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New: Compliance Dashboard

Measure labor, Work Order and schedule compliance for any user defined work period

Compare planned vs unplanned hours

Visibility into completed Work Orders against total Work Orders planned

Calculate break-in and break-out Work Orders

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Scheduler is part of Maximo Asset Management

Scheduler is an
Maximo Asset Mgmt add-on product
7.5.0.5 to Maximo

Is installed when
Maximo 7.5.0.5
Maximo Scheduler is installed

7.5.2
Enabled by the
Scheduler
license key

ODME Ships with Scheduler 7.5.2

but Installed only when
optimization is required
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Why Maximo Scheduler?

Lower maintenance costs by gaining operational

efficiencies
– Optimization models transform laborious, manual and
time consuming work management tasks into faster,
automated processes with meaningful results
– Quick, easy to perform, and reliable labor
assignments
– Send/receive updates and constantly monitor work
progress
– Respond quickly to emergency situations

Improve resource utilization

– Uncover shortfalls in the resource pool prior to
embarking on critical projects
– Access to dynamic routes, directions, as well as view
of nearby work and co-workers, all on a mobile
device
– Track Crew and Labor location, sequenced
dispatched work, and effectively deal with new
incoming work

Embedded in Maximo
– Manage all your asset classes through a single
product
– No third party product integrations required

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 Questions

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