gomaximo the impact of planning scheduling

The Impact of Planning & Scheduling within a Refinery Setting

GOMaximo October 8 – 9, 2015 OMNI Hotel, Houston, TX Prepared by: Kyle Cook

Agenda

• Introduction• BestPractices• SinclairOil’sApproach

• Issues• Solutions• Process• Examples• Benefits

• FutureImprovements• Questions

About Sinclair Oil• Established in 1923

• Currently an 80,000+ BBL/DAY Operation • Sister Refinery Located in Casper, WY

• Diversified Corporation – Explorations/Drilling, Pipeline, Refining, Hotels/Resorts, Cattle Ranches


Effectiveplanning&schedulingbeingakeycomponenttoachievingabest-in-classEnterpriseAssetManagementpracticeistypicallynotdisputedamongstmaintenanceandreliabilityprofessionals.However,ifyouaskyourself:Whatisthetruepurposeofourmaintenancetechnicians,andhowaretheyspendingthemajorityoftheirtime…Youmaybeginquestioningtheexecutionofyourconventionalwisdom.


Thispresentationaimstopromotegroupdiscussionandfeedbackonthefollowing3areas:

1) WhyshouldorganizationsfocustimeandbudgetonanimprovedP&Sfunction?

2) SinclairOil:Whydidwedothis…i.e.whatwereourpainpoints?

3) SinclairOil:ReturnonInvestment–Whatdidweachieve?

Best Practices of Planning and Scheduling

ClearlyDefinedProcessesDefinedRolesandResponsibilitiesAssetandWorkPrioritiesJobPlansUnderstandingofResourceAvailabilityMakeitSimple


PlanningPrinciples1–SeparateDepartment/GroupforPlanners2–FocusonFutureWork3–MaintainComponentLevelFiles4–EstimatesBasedonPlannersExpertise&HistoricalData

5–RecognizetheSkilloftheCrafts6–MeasurePerformancewithWorkSamplings


SchedulingPrinciples1–PlanfortheLowestRequiredSkillLevel2–SchedulesandJobPrioritiesareImportant3–SchedulefromForecastofHighestSkillsAvailable4–ScheduleforEveryWorkHourAvailable5–CrewLeaderHandlesCurrentDay’sWork6–MeasurePerformancewithScheduleCompliance

Sinclair Oil’s Approach

• IncreaseWrenchTime– ConstantlylookingforParts/Tools/Materials.SpentmoretimeMovingthenDoing.

• DecreaseDowntime– Equipmentwasdownlongerduetolackofrepairmaterialsandresources.(APlan)

• ImproveDocumentation– Neededbetterdataforfailureanalysis,regulatoryreporting,andcostcontrol.

• IncreaseEfficiency– Plantisexpandingandlaborpoolisshallow.Getmoredonewithwhatwealreadyhave.

• MovetowardsPreventative/PredictiveMaintenance– Changefromareactiveculturetoonethatpromotesforwardthinking.

• ReduceCosts– IncreasedBottomLineallowsforinvestmentinCapitalProjectsinsteadofReactive

Maintenance.

Whydidweneedit?


Wheredidwestart?• ImplementaformalWorkOrderProcess• HireandTrainPlanners&Schedulers• DefineRoles&Responsibilities• DevelopJobPlansandPM’s• PlanandScheduleallwork• AchieveContinuousImprovement/Sustainability


ProductSolutions• IBMMaximo

– Implementedin1999.Currentlyonversion7.5.0.7HeavilyutilizedmodulesincludeAssets,Inventory,Purchasing,andWorkOrder.Allworkidentification,planning,andfailurereportingisdonewithinMaximo.

• AkwireVisualSuite– vScheduler-Usedtoschedulegeneralmaintenance,projectengineering,andinspectionsworkorders.

ViewedonadailybasisinaOperations/MaintenanceSchedulingmeeting.Schedulechangesaremadeontheflywithallparticipantsinoneroom.

– vCalendar–Usedtomanagemaintenanceemployeeavailability.Weentervacation,floatingholiday,sicktime,andothertimeexceptionstoproduceanaccurateHeatChart.

– vJobPlan–UsedtoanalyzeandadjuststandardJobPlans.– vTimeSheet–IntheprocessofconfiguringtoenteremployeeactualsatourCasperRefinery.

• Datasplice– WarehouseuseshandheldsconfiguredwithDataspliceforourbarcodingsystem.Allpartskittingis

doneusingthissolution.


WorkiscreatedinFourways:1. ServiceRequest–Workisidentifiedinthefieldandenteredinto

MaximoasaServiceRequest.2. PMRecords–PMWorkOrdersaregeneratedonaweeklybasis.

Currentlyat618PMrecords.KPIThis!3. EquipmentDeficiencyReport–AnEDRiscreatedfroman

equipmentinspectionorlossofcontainment.EachEDRisgivenaParentWorkOrderandplannedandscheduledaccordingly.

4. ProjectRequest–Eachprojectrequestisevaluatedandranked.IftheprojectisapprovedaParentWorkOrderiscreatedandassignedaProjectManager.

WorkIdentification

Sinclair Oil’s ApproachServiceRequestskeepthingssimpleandstreamlined.Wefoundoperatorsweremorelikelytoidentifyworkwithasimpleformat.QualityInformation=QualityPlanningHandoff

Sinclair Oil’s ApproachContinualFocusonPMRecordcreation.50Recordscreatedin2014YTD.• HeavyevaluationfromReliabilityonPMGenerationandExecution.• PM’sprovideautomationandallowtherightworktobedoneattherighttime


• PlannersarestaffedwithinmultipleDepartments.– PlannersinMaintenance,Engineering,Inspections.Willyoubeplanningworkforother

departments?Whowillsupervisethem?Whatwillittaketomaintainconsistency?

• 6MaintenancePlannersstaffed.5areAreaBased.1CraftBased.– WillyourplannersbeCraftbased?AreaBased?OrPerhapsBoth?Determinewhatbestfitsyour

organization.

• CurrentPlanner/CraftsmenRatioof1/20– We’vefoundthislevelhasbeenacceptable.Plannershelpoutinotherareaswhenworkloadis

low.

• 2MaintenanceProjectPlanners.– Thisgroupwascreatedtomanageprojectsgenerallylessthan1monthindurationand/or

under$1Millionbudget.Easesthestrainondaytodaymaintenanceplanningforhighercomplexityjobs.

• WorkOrdersaresenttoplanningbywayofInboxAssignments.– CurrentlyworkoffofInboxAssignments.StartCenterQueriesarealsobuiltfortheirareas.

WorkPlanning

Sinclair Oil’s ApproachStartCenterQueriesallowplannerstoviewworkbystatus. -Howwillyoumaintainandupdatethesequeries?UseRole-BasedTemplates.


• DevelopJobTasksandapplythemtotheWorkOrder.– Scopethejobswithawalkdownwhenneeded.Thisallowsforthoroughplansandlessconfusionwhen

thejobpackageisreleased.– Determinelevelofdetailwhentaskingthejobout.Toomuchdetailcanclutterschedule,toolittlecan

inhibitproperschedulingandhandoffs.

• ApplyTimeEstimatesandOrderMaterials.– Timeestimatesareusedtobuildaschedule.Determinetowhatlevelyouwanttoestimateto.Hour,

Half-Hour,15Minutes?Thesmallerthetimeincrements,thegreaterthetimespentadjustingschedules.Whowillbreakthetimeout?ThePlannerorTheScheduler?Pickoneandstayconsistent.

– Spendthetimetobuildanaccurateinventoryandassignspareparts.Thisspeedsupthematerialacquisitiontime,lessenstheloadonpurchasing,andensuresyouhavetherightmaterialsfortherepair.Maximocanautomateworkorderstatusbasedonmaterialsreceived.

• BuildaWorkPackage.– WorkPackagesallowforpropercrafthandoff.Includerelevantdrawings,procedures,QA/QCforms,

andameansforplannerfeedback.Theplannershouldreviewthepackageuponreturnandupdatejobplansasnecessary.

PlannerResponsibilities


• JobTaskscanallowforbetterschedulingandimprovedcosttracking.• Howmanyhourswillmakeupyourworkday?YouwantActuals=Estimates• Willyouassigntimeestimatesatthetasklevelortotheparent?• Willyouscheduleindividualtasks,orjusttheparent?


• Assigning Spare Parts to Assets allows the Planner to quickly pick and choose the repair materials needed for the job. This can eliminate time spent looking through drawings/files and creating purchase requests manually.

Sinclair Oil’s Approach• UtilizeJobPlanstogreatlyimproveplanningefficiency.WeutilizeforJobPlanrevisions.

• Thisgivesushistoryonwhatchangesweremadeandwhy.• JobPlansshouldbereviewedandupdatedonaregularbasis.Aretheseplansaccurateandbeingutilized?

Sinclair Oil’s ApproachCurrentlyUtilizeAkwire’svJobPlanModuletoreviewJobPlans.ThisgivesusaquickandsimplewaytoviewandupdateourJobPlans.Wecancomparethemtoworkorderactuals,usage,etc…

Sinclair Oil’s ApproachExampleWorkOrderDetailReportthatisincludedwiththeJobPackage.ItlistsWorkOrdernumbers,LaborEstimates,andPlannedMaterials.Thisgetspassedontothecraftsmenforreference.


• 1FulltimeMaintenanceSchedulerstaffed.– Willyouneedabackupschedulerwhenthispersonisgone?– Whatisthevolumeofworkneedingscheduled?Willyouneedmorethanoneperson?

• Schedulersarestaffedinotherdepartmentsaswell.– Inspectionsdepartmentstaffs1scheduler,asdoesProjectEngineering.Definewhowillschedulewhat

work,andwhowilloverseethat.

• CraftSupervisorshaveaccesstomanipulatetheirschedule.– Supervisorsupdatetheirjobprogressorreschedulejobsasneeded.Thishaslightenedtheloadonthe

maintenancescheduler,shortenedmeetings,andincreasedaccuracy.– Supervisorsaremostfamiliarwiththework.Empowerthemtomanageit!

• MultipleSchedulesareutilizedandfeedintooneMasterSchedule.– ThisallowsSchedulerstoonlyseeworkrelevanttothem,andrestrictswhattheyareallowedto

reschedule.• AvailabilitymaintainedbyMaintenanceAdministrativeStaff.

– Alltimeexceptionsareapprovedbysupervisionandarehandledbytheadministrativestaff.Uponapproval,theyareenteredinMaximobywayofAkwire’svCalendar.Theseexceptionstheneffecttheschedulingheatchart.

WorkScheduling


• ReceiveJobPackagesandPlaceonWeeklySchedule.– SchedulerreceivesJobPackagesfromPlanners.Theworkordersarescheduledandtimeestimates

brokenoutaccordingtocraftheatchartand/ortimelinesgiven.– JobPackageisstampedasreceived,counted,andpassedontoresponsibleCraftSupervisorfor

execution.

• ScheduleandAdjustjobsasneeded.– Schedulechangesaremadethroughoutthedayandneedtobeupdatedtoreflectworkstatus.

• FacilitateDaily/WeeklySchedulingMeetings– CurrentlyhaveaDaily2pmSchedulingmeeting.Thescheduleispresentedonascreen,andthecurrent

jobsarereviewedandadjustedasneeded.– Operations,Maintenance,Planners,andSchedulerarepresent.Thisallowsforanopenforumto

facilitatediscussionandcommunication.– Whowillneedtobeinyourmeeting?Peoplepushingtheirrequestedwork?Operations-Maintenance

Coordinators?Itisimportantfortherightpeopletobepresent.

• PublishDailySchedule– HowwillyourSchedulebecommunicated?Spreadsheet?Webservice?ViaEmaildistribution?

Whattimewillyourschedulebepublished?

SchedulerResponsibilities

Sinclair Oil’s ApproachExampleofaSchedulinglayoutusedbythescheduler.Akwire’svSchedulerallowsforaCraftHeatChartandVisualGantt.Lookforasolutionthatmeetsyourneeds.ConsiderGISmapping,licensing,etc…

Sinclair Oil’s ApproachDifferentlayoutscanbeusedindifferentsettings.Workcanbegroupedbyareaforeasiermeetingreview.Supervisorscanfiltertotheirworkorders.

Sinclair Oil’s ApproachThislayoutisutilizedtoexporttoanExcelSpreadsheet.ThisSpreadsheetisthendistributedviaEmailtoadistributionlist.

Sinclair Oil’s ApproachThescheduleallowsforfilteringofworkandprintingforreference.Whatworksbestforyourorganization?Doyouneedafeedbackloop?


• Whoisgoingtoenteryourtimeexceptions?– Willyouhaveadministrativesupportforentry?Whatisyourprocessforleavetime?

• Whattimeexceptionsareyougoingtoneed?– Whatdoyouwantaccountfor?Vacations,FloatingHolidays,SickTime,Bereavement,Training,Pre-

ArrangedMedicalvisits,andCraftStep-UptoSupervisionareallexamples.

• Howimportantisaccuracyinyouravailability?– Thefartheroutyoucanpredictyouravailability,thebetteryouwillbeatweeklyscheduling.Howdo

youknowifyoucanmoveajobtoalaterdatewithouthavingaccurateavailability?– Willyoucreateexceptionsbythehour?Thehalf-day?Howmuchdoyouwanttomanage?– Willyouusethisdatatoreportvacationtimeremainingtoemployees?Doyouwantawaytocalculate

hoursagainstanexceptioncodevstimecardorpayrolldata?

• Willthisbeyouronlysystemtomanageleave?– Maximocanbesolelyusedtomanageemployeeleavewiththeproperconfiguration.

ManagingAvailability

Sinclair Oil’s Approach• ThedomainusedwithinMaximotocreateandmanageExceptioncodesiscalledRSNCODE.

• Modifythecodestoalignwithyourorganizationsneeds.


Weknewwewantedtomanageallleaveinonecentralplace,andonlyenteritonce.Howwouldwedothis?Whatdoweneed?• Weaddedtwofieldstothepersonrecordthatwecouldcalculateagainst:

1. YearlyVacationHours2. YearlyFloatingHolidayHours


WealsoassignedaCalendarandaShifttothepersonrecordforeachemployee.

• Maximoallowsyoutocreatemultiplecalendarsformultipleorganizations.

• Multipleshiftscanalsobeappliedpercalendar.Thisshiftdefinestheworkinghoursthatwillbeusedtocalculatethecraftheatchart.

• Whatshiftsareyouremployeesworking?Whowillyoubescheduling?Doemployeeschangeshifts?

• DefinetheHolidaysrecognizedbyyourorganizationandapplythemtoyourcalendaraswell.


• CreatetheCalendarsyouwillneedintheCalendarsmodule.

Sinclair Oil’s Approach• Definethedaysequenceandworkhoursperday.• ApplytheShifttoyourcalendarbyclickingtheboxontheleftandthenclickApplyShift.

Sinclair Oil’s Approach• DefineyourknownNon-WorkingTime(Holidays)andapplyittothecalendar.

Sinclair Oil’s Approach• OnceyourCalendarandShiftsaredefinedandappliedtothePersonRecords,youcanstarttomodifyavailability.YoucandothisbygoingtothePersonrecord,clickingonSelectAction,andthenModifyPersonAvailability.

• YoucanalsolooktoThirdPartySolutionstomanageavailabilitymuchquickerandeasier.ThiscanbeatediousprocessinsideofMaximo.

• TimeexceptionsarestoredinwithinMaximo.Onelineiscreatedperexception.

Sinclair Oil’s ApproachExceptionsarestoredintheMODAVAILtable.ThePersonID,ReasonCode,StartTime,EndTime,WorkDate,andWorkHoursarestoredwitheachline.

Sinclair Oil’s ApproachWeutilizeAkwire’svCalendarModule.Thisallowsforquickandeasyexceptionentry.Administrativetimeisgreatlyreducedwiththissolution.

Sinclair Oil’s ApproachTimeexceptionstranslatetoaccurate,calculatedvaluesusedforeffectivescheduling.

Sinclair Oil’s ApproachNowweknowhowtoidentifywork,achieveplanningsuccess,manageavailability,andexecuteworkeffectively.WhatelsecanbedonetoimprovethePlanningandSchedulingProcess?• FailureReporting–EssentialforeffectiveReliabilityEngineering

– UtilizeFailureReportingtogiveadetailedworkhistoryofwhatwasperformedagainstthatasset.

– Includepertinentdetails(Adjustments,SpecialTools,ChecklistItems,InformationtoaidReliabilityEngineersorPlanners,etc..)

– UseFailureCodes.Thisallowsfordetailedreportingonfailureproblems,causes,andremedies.Costscanbeassociatedtotypesoffailures.WhattypeofrepairsamIspendingmymoneyon?Whyisthishappening?

• KeyPerformanceIndicators–WhatindicatorsdoesmyorganizationwanttoseeforPlanningandScheduling?

– HowdoIgetthisdata?Willitbeautomated?–Whoisgoingtoseethis?Howisitdistributed?Whatwillitlooklike?–Makesurethedataisrelevantandwillbelookedat.Don’tKPIoverloadinthebeginning,keepitsimpleandgrowfromthere.

– Continuallyevaluatewhereyouareat,whatyouareseeing,andwhereyouwanttobe.UnderstandtheData.


Benefits of Planning and Scheduling •  Increasedwrench,me-Averageis25-35%.Leadingprac,ceismorethan60%•  ReducedMaintenanceOver,me–averageistheUSisover14%.Leadingprac,ceis

below4%).•  Reducedoutsidecontractor,me.•  Increasedamountofworkthatisplanned.Unplannedwork5,mesascostlyasplanned

work.Leadingprac,ceis>80%ofallmaintenanceworkisplanned.•  ReducedDown,me–Whatisthecostofdown,me?•  ReducedStoresInventory–about50%oftheaveragemaintenancebudgetisspenton

spareparts.Inreac,veorganiza,onsupto20%ofsparepartsisnotneeded.•  Stockingtoomanyspareparts--“justincase”•  Expedi,ngsparepartsdelivery(unplannedusage)•  Singleitempurchaseorders

•  ImprovedSafety–Plannedworkingeneralismoresafe•  Improvedprocessesandclearlydefinedroles•  ImprovedMetricsandassetandworkforceperformancedataanalysis–youmay

discoversomethingyoudidn’tknow.•  Wastedenergyconsump,on:wellmaintainedequipmentrequires6to11%lessenergy

tooperatethanpoorlymaintainedequipment.

Future Improvements

• LocationHierarchy-Foundation!• CraftBasedPlanning• ComplianceAuditingthroughAkwire• ImprovedWorkOrderReporting/Metrics• ImprovedWorkflow/WorkGroups• ToolsandMaterialsAvailability/Integration• EnhancedTraining• ContinuedPMDevelopment/Criticality

Takeaway’sPlanningandSchedulingisacontinuousloop.KeepitFullCircle!• GatherandanalyzefeedbackfromeveryoneintheOrganization.• Usethattoimproveyourprocesses!• Isthereabetterwaytodothings?Beopentoideas.• Simplefrustrationscanleadtocircumventingthesystemsinplace.Makethingseasy,andtheywillworkforyou.Makethemhard,theywillspiraldownward.

• Yoursystemsshouldbecreatedtoaidyou.Remembertheyareconfigurableandarecapableofprovidingyouwithexcellenttools,data,andinsight.

• Garbagein=Garbageout.Keepitclean.Ifitclutters,isitreallyusefulinformation?

• Maintainyoursystem.Areyoucreatingsomethingthatyouwillnotbeabletoproperlymaintain?Istheinformationgainedworththetimespent?

• Keepcommunicationlinesopen.Themoreinformedeveryoneis,themoretheyfeellikepartoftheteam.

• Cultureisthehardestthingtochange.Formanyorganizations,whenyouchangetheculture,youachievesuccess.

Questions?

Program Highlights

• Attendee Survey – Your feedback on this event is very important to

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specific training sessions •Go to gomaximo.org/conference to let us know your

thoughts on the overall conference. – Everyone who completes a survey will be entered

into a drawing for cash prizes.

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gomaximo the impact of planning scheduling

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