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
Maintenance plans
within the coming week

Work requests
(Maintenance Notifications) Planning Set of work orders Periodic Confirm
actual Work execution
(Weekly)
Scheduling
 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 Environment

•Work Center Resource Leveling

•Manual weekly schedule / dispatch Routine Maintenance
•Material availability
•Schedule compliance KPI
Shutdowns, Turnarounds
Outages
•Relationships & constraints
•Critical path Engineering & Construction
•Budget, Cost & Schedule Projects
•Earned value
Maintenance Projects
•Employee resource leveling
•Resource constraints / skills
•Tool availability Field Service
•Geographical optimization
•Automatic assignment
•Service level KPI Major Processes
Emphasis
 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
Dispatch
Pooled Strategy
Capacity Dispatch
Requirements 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 to change view

Periods start at today
Changed View

Daily Available Capacity

of Work Center (Hrs)

Hours Dispatched
(Scheduled)

Requirements not yet

Dispatched
Backlog Orders Hrs & %’ge of Capacity

show today
 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 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 Solution Strengths

 MRS runs fully integrated as “Add-On” to the SAP
 SAP ERP Plant Maintenance / Customer ERP system leveraging the existing infrastructure
Service (PM/CS)
 Strong bi-directional integration with SAP HR
 SAP ERP Project System (PS)
 Flexible resource planning scenarios from manual
 Collaboration Projects (cProjects) planning up to automated and optimized planning
 High scalability
 SAP Customer Service Management (CRM)
 High configurability
 Process Overview
Scheduling on work center level with MRS
1 2 3 4 5
optional
Scheduling Order
Scheduling
Identification of Create Order of human confirma-
on work
demand / Network resources tion and
center level
and tools completion

ERP Plant Maintenance Multi Resource Scheduling (MRS)

(EAM)
 Maintenance plan  Intuitive to use graphical
 Notifications planning board
 Order
 Capacity overview of work
ERP Project System (PS) centers
 Project Definition
 Employee availability
 Project Structure
 Network

© SAP
 MRS Scenario Overview

Resources Demands
• Preventative maintenance
scheduled work order

• Online Adobe Form

• Line operator shutdown

People Tools
Plant Maintenance/ • Counter based work order
Project System
Service Order Network
•…

Qualifications Availability

Planning and Scheduling

• Work Order Form

• Online notification

• Pager

•…

Capacity Management Graphical Planning Board

© 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

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

 Demo: Schedulers Workplace

Detailed work list

Demo: Schedulers Workplace

Messages
 Demo: Schedulers Workplace

Work Space
Work Center View (Demand view)

Demand Gantt

Work Center
Gantt
Work Center
Capacity

Alert Monitor
Functional Overview

Demand Gantt

Work Center
Gantt
Work Center
Capacity

Alert Monitor
Functional Overview

Demand Gantt

Work Center
Gantt
Work Center
Capacity

Alert Monitor
Functional Overview

Demand Gantt

Work Center
Gantt
Work Center
Capacity

Alert Monitor
 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 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
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

Primavera P6/MS Project

Creation of work orders work order data is available as activities

Planning

Scheduling dates are updated in SAP Dates are determined by scheduling and leveling

Planned cost is calculated Planned cost is visible

Confirmations are entered on Activity level Work progress is visible on activity level
Execution

Actual cost is visible on activity level, and allows

Actual Cost calculation performed 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 Leveling
• Capacity Evaluation
• Capacity Planning Table
 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:

MS Project filled
Work order data
with Tasks

Updated Dates, Work

Centers, Personnel,
etc. 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 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
Customer
Call Centre

SAP SAP ERP

CRM

ClickSchedule Mobile Apps

MAU/MAM
ClickPlan ClickAnalyze
Contractor
ClickForecast

Dispatcher Field Worker

 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 BAPI’s to interface with SAP
 The add-on honors all SAP and Microsoft security
mechanisms
SAP MS Excel

Vesta Integration Add-on

BAPI’s and RFC’s
 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 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 Planning Board

Work Center Details – Availability / Assigned

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
GPSS
GWOS $$
 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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SESSION CODE: 2601

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