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1© Life Cycle Engineering 2011© Life Cycle Engineering 2011
The Misguided Application of the Planner/Scheduler
Tim KisterSenior Planner/Scheduler Life Cycle Engineering
Carolinas ChapterAnnual Meeting
August 25th – 26th, 2011CU ICAR
4 Research DriveGreenville, SC 29607
BMW Zentrum1400 Highway 101 S.
Greer, SC 296519:00 am- 4:00 pm EST
2© Life Cycle Engineering 2011
Background
• Senior Planning/Scheduling SME with Life Cycle Engineering (LCE)– Co-Authored “Maintenance Planning and
Scheduling Handbook” with Bruce Hawkins• LCE – 12 years• Alcoa, Mt Holly, formally Alumax of SC – 20
years• E.I. DuPont, Cooper River – 3 years• U.S. Navy – 6 years, Nuclear Submarines
3© Life Cycle Engineering 2011
Today’s Objectives
• Establish the primary goal of the planner/scheduler
• Identify the factors that prevent the planner/scheduler from attaining their goal.
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Goal of Planning
Avoidance of delays during work execution is the primary goal of planning and scheduling
Advanced planning has the most profound effect on timely and effective accomplishment of maintenance work
For every hour of effective planning, the typical return is three hours in maintenance labor time saved or an equivalent savings in materials and production downtime
5© Life Cycle Engineering 2011
The Planner’s Role
RightPeople
RightPlace
RightTime Information
Spec’sSafety
Permits
Maintenance
Work
Follow up
Analysis
Improvement
RightTools
EquipmentMaterials
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Scheduler’s Role
Scheduling is “When to do the Job”
The purpose of scheduling is to ensure that resources are available at a specific time when the equipment is available
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Four Week Forecasting
50% Loaded100% Loaded(100% Loaded)
In Progress Next Week
75% Loaded
Second Week Third Week
30% Loaded, All
PM/PdM
Fourth Week
8© Life Cycle Engineering 2011
Planner Utilization
• 1/3 of all companies have a Maintenance Planner position
• Of that 1/3, less than 10% are used efficiently• Why is there such a gap???
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Contributing Factors
• Gofers• Clerks• Parts Chasers• Parts Expeditors
Planner/Schedulers are Not!!
• Purchasing Agents/Buyers• Relief Supervisors• Fall back maintenance labor
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Common Causes of Planning Group Failures
• Over worked planners• Unqualified planners• Overlapping job responsibilities• Careless planners• Lack of communication
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Over Worked Planners
• The most common reason for failure is simply too few planners on staff
– It is impossible for a planner to effectively support too many tradespersons
– Details are missed that affect efficiency of execution
– Plans are incomplete, productivity and planning integrity suffer
• Proper planner to tradespersons ratio addresses this problem
12© Life Cycle Engineering 2011
Span of Control
• Planner/Schedulers 1:20– Many factor influence this ratio
• Defined roles & responsibilities• Maturity of processes• Area/assets assigned
• Supervisors 1:10 (8 to 15)
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Unqualified Planners
• Careful planner qualification, selection and training are essential
• Planners without the proper training hinder planning effectiveness
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Planner Attributes
• Experienced tradesperson, well respected
• Understands the “P/S Process”
• Comfortable with engineering drawings
• Self motivated, a visionary type person
• Communicates well at all levels of the organization
• Good administrative and computer skills
• A leader
15© Life Cycle Engineering 2011
Overlapping Job Responsibilities
• Lines of responsibility are not clearly defined
– Addressing Breakdown/Emergency Issues
– Procurement & Part Expediting
– Daily Schedule Adjustments
– Filling in for Supervisors
– Committees, Safety, Quality
16© Life Cycle Engineering 2011
Lines of Responsibility
• The planning function should report at least one level above the first line maintenance supervisor
• If to low, the position will not receive proper management support
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Lines of Responsibilities
Maintenance Manager
Maintenance Superintendent
P/S Area A
Maintenance Crew
Maintenance Supervision
This is not the proper chain of
reporting
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Lines of Responsibilities
Maintenance Manager
Maintenance Control Mgr.
Maintenance Superintendent
P/S Area A
P/S Area B
P/S Area C
P/S Central Shops
Clerical Support
Maintenance Organization
Clerical Support
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Roles & Responsibilities
• Clear description of responsibilities documented
– be assigned 100% of the function– not fill in for a crew supervisor that is out or on
vacation– not be required to return to their tools during
breakdowns or major outages
• The planner/scheduler should:
20© Life Cycle Engineering 2011
Careless Planner/Schedulers
• Incomplete work packages
• Not managing the backlog
• Parts lists lacking or incomplete parts lists on “planned” work orders
• Little or no coordination of scheduled work
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Lack of Communication
• Team/partnership between the planner and supervisor/s has not been developed
• Miscommunication or no communications are taking place
• Operations and Maintenance scheduling is not coordinated
• Feedback from the floor non-existent
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Planner Relationships
General Management
Operations MaintenanceSafety, etc.
Operations Manager
Maintenance Manager
Supervisor Maintenance Planner/Scheduler
Maintenance Supervisor
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Transitioning to an Effective Planner/Scheduler
• Defined roles & responsibilities• Defined planner qualifications, selection and
training processes in place
• Proper planner to tradesperson ratios
• Attention to work order details and completeness
• Teamwork and communication
24© Life Cycle Engineering 2011
Dedicated & Focused Planner/Schedulers
• A dedicated planner will allow the supervisor to spend more time directing their team
• Several jobs can be planned more efficiently by a focused planner rather than one at a time as a supervisor or tradesperson would do
• The aim of effective planning and scheduling is to optimize the utilization of maintenance resources by reducing delays
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Distribution of a Planner’s Day
• Job Screening ___%• Job Requirements/Analysis ___%• Job Research ___%• Detailed Job Planning ___%• Job Package Preparation ___%• Procurement ___%
5%
10%
5%
20%
5%
20%
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Distribution of a Planner’s Day
• Scheduling ___%• Daily Schedule Adjustments ___%• Job Close Out ___%• Personal/Miscellaneous ___%
15%
5%
5%
10%
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Planner/Scheduler Focus
• Remember:– The primary goal of planning and
scheduling is the reduction of delays, waits and interruptions
Next Week
and– The first day of a successful
planner/scheduler’s focus is ……
28© Life Cycle Engineering 2011
Questions???
29© Life Cycle Engineering 2011
The principles and concepts in this presentation can be found in our
book.