Track: Smarter Physical Infrastructure

1. © 2013 IBM Corporation
Planning and
Scheduling in Maximo:
Best Practices and
Coming Enhancements
James Cooper, European Technical Leader
[ Copenhagen, 28th May ]

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Please note
IBM’s statements regarding its plans, directions, and intent are subject to change or
withdrawal without notice at IBM’s sole discretion.
Information regarding potential future products is intended to outline our general product
direction and it should not be relied on in making a purchasing decision.
The information mentioned regarding potential future products is not a commitment, promise,
or legal obligation to deliver any material, code or functionality. Information about potential
future products may not be incorporated into any contract. The development, release, and
timing of any future features or functionality described for our products remains at our sole
discretion.
Performance is based on measurements and projections using standard IBM benchmarks in
a controlled environment. The actual throughput or performance that any user will experience
will vary depending upon many factors, including considerations such as the amount of
multiprogramming in the user’s job stream, the I/O configuration, the storage configuration,
and the workload processed. Therefore, no assurance can be given that an individual user
will achieve results similar to those stated here.

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What is Maximo Scheduler?
A set of Maximo applications where users can:
 Schedule work orders, tasks and PM forecasts graphically
 Assign labor/crew to work orders and tasks
 Dispatch crew to work locations to perform work

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What is Maximo Scheduler?
Maximo
Maximo Scheduler
Is installed when
Maximo 7.x is
installed (richer
functions on
7.5.x)
Enabled by the
Scheduler license key
Scheduler is an
add-on product
to Maximo

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History - Scheduler 7.1 & 7.1.1
Gantt View to visualize work orders and tasks
- Drag & drop work orders & tasks
- Manage dependencies
- Perform CPM
- View resource load and availability
Work Orders
- Date constraints
- Task dependencies
Scheduler 7.1
Gantt View to visualize PM forecasts
- View and manage future PMs and Work Orders
- View resource load and availability for both future PMs
and Work Orders
Work Orders
- Bulk Reschedule
- Assignment Manager tab in Work Order application
Scheduler 7.1.1

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Current Version - What makes up Scheduler 7.5.1 ?
Investing in the natural evolution of our current products in a direction desired by
our customers
Enhancements to Scheduler
•Graphical Assignment/Dispatching
•Provision of standard Work Order actions
•Additional Resources
•Assets/Locations
•Labor
•Tools
•Materials
•Schedule Compliance
Enhancements to Maximo
•Service Addresses
•Public Map UI Control
•Crews
Maximo Everyplace role based templates

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Scheduler Application Screen Shot

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 It is also a means to view labor availability (vacation, overtime, previous
assignments etc..) and make labor assignments
 It is a Dispatching application where the location of Crews and Labor,
and the progress of work can all be monitored
 It is Maximo Everyplace templates
designed to make the job of the field
technician all that much easier
Scheduler is now not just a planning & scheduling
tool !
Scheduler – Revised Approach to Work Mgmt.

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Target users..
• Defines and adjusts labor/crew availability along with resource leveling
• Capacity Planning
• Assigns work orders to resources
• Continuously optimizes the schedule as the operational environment changes
• Sequence and route work assignments based on geography
Scheduler/Planner
• Monitor field resources and work order progress and status
• Monitor the location of field resources compared to open orders
• Enter status and complete work orders on behalf of technicians who
don't have mobile devices
• Sequence and route ongoing work assignments based on geography and
optimization
Dispatcher
• Supervisor approves and assigns work on mobile devices
• Receive work orders in the field and provide real time status updates to
dispatch
• Complete, edit and approve work orders on mobile devices along with
viewing work on a map with optimal driving directions
• Notify dispatch of potentially dangerous situations, incomplete work
Field Technician

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Scheduler
• Create Schedule
• Forecast Work, Resource Demand / Availability
Graphical
Assignment
• Make Assignments
• View availability (incl. breaks, vacation), Validate Craft/Skill,
Dispatching
• Assigned Routes visible &editable in a map
• Assign new work based on crew proximity
Communication
• Field tech can view assigned route & work
• Update work status & progress
Work Management hand off

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Functionality & Use Cases by Role

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Planners & Schedulers

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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
Scheduler Compliance

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Asset & Location Availability

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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
Material Availability

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Work Order Actions
• Allow status changes on
multiple work orders/tasks
Additional Toolbar Buttons
• Zoom to Week
• Go To Day
• Constrain horizontal scrolling to
the date range containing work
• Filter resources based on
selected work orders
• Show/Hide Compliance
• Full Screen
Additional Actions

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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
Schedule Cost

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Shop Floor Resource Planners

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New application 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 schedule… eliminates duplicate labor assignments
Graphical Assignment

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Graphical Assignment

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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 Assignment
 Delete Assignment
Making an Assignment

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Dispatchers

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Graphical Assignment – Dispatch View
 Create Street-Level Routes for your mobile field workforce to view work on the Dispatch View tab in Graphical
Assignment.
Calendar View Map View

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Graphical Assignment – Dispatch Calendar View
Grey Line - Calendar Breaks – set
up in Calendar Application
Light Grey Area – labor/crew
Availability – set up in Gantt View –
Modify Person/Crew availability
Assignments with Travel
Time
Filter Button – Highlight the Resources you
want to focus on and click Filter button – only
those resource will show in the list.

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Graphical Assignment – Dispatch Map View
Work Symbology –
show markers based
on Route, Status,
Priority and Work
Type.
Unassigned WOs – show
Unassigned WOs on the map
based on Work List Query.
Nearby Labor and Crews–
show resources geo-location
on the map.

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Field Technicians

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Maximo Everyplace Work List

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Everyplace Map View Section – Street Level Route
Street-level Route with
assigned Work Orders
for the Labor or Crew.

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Everyplace Work Order Labor Bookings
 Start and Stop Timers
– Start Timer allows you to automatically
set work order to INPRG.
– If a member of a Crew is logged in will
create a labor transaction for each
member of the crew.
– Each transaction is still editable after
the fact until WO is set to Complete.
– Stop Timer allows you to set WO
Status to Complete.

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Next Release - Optimization

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Why Scheduler Optimization?
Planner / Scheduler
manually creates an
optimal schedule
Manually leverage the
benefits of Scheduler 7.5.1
Supervisor manually performs
assignments for all work orders
and tasks within the schedule
Manually leverages the benefits of
Graphical Assignments appl. in
Scheduler 7.5.1
Dispatcher monitors current and
incoming work & assigns based on
many org specific criteria. Manually
adjusts resource schedules
affected by new assignments
Manually manages a dynamic
Resource and Crew schedule in the
Dispatching appl. in Scheduler 7.5.1
• Quicker schedule creation
• Greater schedule accuracy
and compliance.
• Reduction in Services
required to supplement
resources.
Benefits
Schedule automatically created
Capacity planning and resource
leveling models based on
asset/location availability, resource
constraints
Labor and/or Crews
automatically assigned to
schedules
Assignment optimization model
uses Craft, Skill and Crew Type
and vacation data to optimally
assign Resources or Crews
Incoming work automatically assigned
to Labor or Crews based on
organizational priorities
Uses Dynamic Scheduling optimization
model to accommodate incoming work
respecting organizational priorities to
optimize routes, assignments, and
productivity
• Major efficiency gain by freeing
the Dispatcher from having to
shuffle resource routes to
accommodate incoming work.
• Optimizes work and travel time
to maximize productivity.
Current Approach
Scheduler 7.5.1
Streamlines the entire work management process!
• Huge efficiency gains by
eliminating routine repetitive
assignment action.
• Allows Supervisor to adjust
the assignments rather than
make them.
Our intent
with a new approach
Scheduler V.x

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Our Intent with Scheduler Optimization Models…
Capacity Planning
Adjusts craft, skill and crew type availability to
execute as best as possible the work as required
(overutilization and underutilization periods are
possible). Gaps are identified.
Resource Levelling
Work orders are scheduled within their allowed time
window to minimize overutilization and
underutilization.
Craft, skill and crew type availability
Craft, skill and crew type availability
(1) Long/Medium Term Planning
(2) Medium/Short Term Planning
Resource
Assignment
Scheduled work orders
Specific workers are assigned to the activities to fulfil
the craft or crew type requirement.
Dynamic Work
Scheduling
Dynamically assign emergency work orders to
labor/crews and reassign/reschedule affected work
orders.
Named resources availability with
specific craft, skill set, crew type and
location.
Specific resources with required craft,
skill set, crew type for a given geographic
location.
(3) Short Term Planning
(4) Short Term Planning
Emergent work orders

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Base enhancement - Highlighted Edited Records
Work rows will be highlighted when the work order has been edited
Right-click action available to commit only selected rows that have been
edited.

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Optimization Processing Options
A resource leveling scenario allows foreground or background processing
a cron for timing the run on a recurring basis
various user inputs based on the type of criteria for the problem being resolved

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Compare Schedules
The new Compare View lets the planner see the differences between any 2 scenarios
including the current schedule
Red indicates a difference in a work order's schedule dates
A previous/next button scrolls through the differences. A filter button filters the view to just
the differences

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