powerfully simple work management software for an organized, engaged and productive workforce
TRANSCRIPT
powerfully simple work management
www.fewzion.com
Software for an organized, engaged and productive workforce.
powerfully simple work management
FEWZION FOR PROCESS PLANNING
Topic Timing
1 Getting around Fewzion 5 minutes
2 Creating a process plan 20 minutes
3 Creating and managing tasks 20 minutes
Weekly Plan
Reporting / Crew Dashboard
Schedules, shiftly, 24/48hr and weekly
Equipment Schedule
Roster
User, KPI & Process Admin
Navigation Bar The Fewzion system is designed to be easy to use and navigate. The following slides are designed to help you understand how it works and where to find the things you need to create, adapt and review a plan.
Weekly Process PlanFewzion connects the work you want to get done and the targets you want to meet with the resources and equipment you need to get the plan done.
Weekly Process Plan
The people available to do the work come from the roster
The equipment available to do the work with comes from the equipment plan
KPIs come in automatically from the process configuration and can be edited by clicking on the cell.
Shift resources and equipment area
Shift tasks, listed in priority order 1P – 3C
List of standard tasks
Choose which process to look at
Overall KPI targets for the week are added up at the bottom.
Add or edit tasks
Create a process task with required resources, duration, equipment, targets and notes.
Work orders and attachments can be included in tasks if required
Add a task by either double clicking in a shift area to go through to the shift plan then click the <+> button on the bottom right of the shift plan.You can duplicate a task by right clicking on a task in the task list and choosing duplicate.You can then edit the task details in the form below and add the duration, required resources, equipment, targets and notes to the task.Add a task to the standard task list by dragging and dropping it into the standard task list.
It is a good idea to set a target for the crew to meet within a shift.
Weekly Process Plan
Fully resourced process plan
Drag and drop tasks from the standard task list into each shift
Cells go red when there is too much work for the available people or equipment
Double click on a shift to see the plan for that shift / process
A weekly plan is created by dragging and dropping standard tasks from the task list on the left into the shifts of the weekly plan. In this way it is possible to see when there is too much work for the people and equipment rostered on for the shift. Tasks to be done in your area can be added by other process owners but need to be approved or declined before the weekly planning meeting.
Shadow tasks are gray and come from a different process, they must be approved or declined by the process owner
As work is completed throughout the week it changes colour or is rescheduled
Process shift planThe shift plan shows the deputy their targets, tasks, people and equipment for the shift and allows them to adapt the plan to cope with change.
Attachments can be added to the shift and print automatically with the shift plan.
Available people come from the roster. Equipment comes from the equipment plan Both can be moved around and made unavailable if something happens before the shift.
Planned tasks are visible with their resource needs.
Shift lengths are configurable in the admin area
KPIs are shown and People/ Equipment needs are compared with those available.
Choose which process to look at
Tasks can be edited by double clicking
Add a new task by clicking on the + symbol
Print a process shift planThe shift plan shows the deputy their targets, tasks, people and equipment for the shift and allows them to adapt the plan to cope with change.
Attachments that are added to the shift plan will print automatically with the shift plan.
Make a task into a standard taskIf you’ve created a task that you think you will use again then it is smart to add it to the standard task list by dragging it from the shift into the standard task list.
Manage tasksTasks can be deleted, copied to another production process, duplicated, assigned to a new group or made to recur.
Tasks can then be dragged and dropped into a group
The task list can be sorted
New task groups can be added by choosing “Assign to a new group” from the right click options
Right click a task to show task options
Make a task recur (by day, week, month)Tasks can be made to recur on a regular timeframe to reduce the need to add tasks to the plan that you know should occur each day, week or month.Simply right click on a task, choose <Recurrence>, <Add>, then complete the form.
Add a new task to a shift in Fewzion
1. Give this task a description, resources, equipment, a target and some notes.
2. Add this task to the standard task list
3. Add this task to a “group”
4. Make this task recurring (weekly on Tuesday, day shift)
5. Plan this task into another shift
Exercise
13
Develop a plan for each shift that is realistic and meets our weekly production targets.
The Weekly Production Plan is the collation of process shiftly plans for a week. The weekly production plan is created by each of the production areas individually based on
1. Planned maintenance shifts and pit priorities. (set and communicated in advance by the operations manager)
2. Production targets (set for the conditions / current TARP)3. Tasks that need to be done (based to a large extent on a sequence plan).4. The people expected to be there (within tag board constraints)5. Equipment that is available (within tag board constraints)6. Supplies that are required to complete work.7. Tasks required by other departments.
Used properly, Fewzion enables planners and coordinators to see when they have planned too much or too little work for the people or equipment available. It therefore enables planners to adjust their plan to meet their constraints.
Fewzion will warn users when critical elements of the plan are incomplete or in error. Users must ensure all warnings and resource constraints are resolved before completing their weekly plan.
The weekly plan must be completed the day before the weekly planning meeting and reviewed by process superintendents for quality.
Leader BehaviourSetting Clear Direction
What does an effective weekly plan look like?
Sets pit priorities, maintenance shifts and communicates them a week in advance.
By shift, accounts for realities such as roof support TARP, sequence tasks, belt moves, maintenance, known issues, machine availability, planned work etc.
Updates the roster, leave and equipment plans before everyone begins planning.
Accepts, declines or replans all shadow tasks.
Addresses all warnings and resource constraints.
Attaches work orders and work instructions to tasks and shifts, where appropriate.
Users: Production Manager, Superintendents, MSOs, Coordinators & Deputies
Timing: Weekly by CoB Wednesday
WEEKLY PROCESS PLAN
Develop a weekly plan for your process using Fewzion. Ensure that it satisfies each of the “what good looks like” criteria on the previous page.
Please have this ready for our one on one training session
Exercise
powerfully simple work management
RESOURCING YOUR PLAN WITH PEOPLE AND EQUIPMENT
Topic Timing
1 The Equipment Schedule 10 minutes
2 People, rosters, leave 30 minutes
1. PLAN - EQUIPMENT
Equipment Schedule (what tools should they use, are they available?)
Our equipment schedule enables you to see what equipment is available, which process it is assigned to and when it is due for it’s next service.If necessary, equipment can be lent to another process for a shift or longer.
Manage EquipmentThe equipment list is uploaded during system set up and can be edited by schedulers with the relevant permissions.Each piece of machinery is allocated to a default process and can be given a status, location, service day. On any particular shift the piece of equipment can be allocated to another process by selecting the other process in the relevant colored cells.
Equipment is allocated to a default process If the equipment is to
be used by another process then it can be changed in these cells (for the specific shift/s)
These diesels have been allocated to the DIESEL maintenance crew for a service. This will make them unavailable in the plan on that shift
PLAN - PEOPLE
Our roster tells you who is planned to be working, which process they work for, what their role is and if they are planning to be on leave.The Leave Kiosk enables the crew to request leave (for approval by a manager). Once approved the person will be planned to be unavailable in the shift plan.
Roster (who’s going to do the work and will they be here?)
Manage Roster Use the roster to manage resourcing levels on each shift (currently supported through a simple roster spreadsheet upload).Leave console and integrated rostering tool will be included in version 2.1
Roster is by crew and by individual so that people can move crew if required.
Leave can be entered through the leave console and will make a person unavailable once approved by their leader.
Paul Moynagh | 0431 74 84 94 | www.fewzion.com
1. Swipe card
or enter ID to
login
2. Manage all your leave requests (past
and present) in one place.
3. Request leave within set constraints
(e.g. available leave and hours)
4. Discuss or dispute
decisions, with a manager
Manage Roster Crew should use the leave kiosk to request and manage leave their leave requests either on site or if appropriate from home.
A URL / Link
to new leave
requests and
any
messages are
sent to the
relevant
approver for
each request
3. Add Leave in the RosterYou can add leave to the roster by dragging and dropping a bar for the period leave is required against the relevant user.
Choose the type of leave
Shows how many people and leave slots are available and the number of people already approved for leave for this person’s role, process & crew.
Approve leaveLeave approvers can find leave for their crew at the bottom of the roster and approve or decline it.
Review comments added by the requester
Only managers who are leave approvers for the relevant person can approve their leave.
Only approve leave where there are available slots for each day requested.
Manage equipment and people plans
Diesels
1. Add a new piece of equipment, assign it to a process area and plan its service schedule.
2. Assign this piece of equipment to a different process for two shifts
3. Check the process to ensure it has been assigned correctly.
Rostering
1. Update your roster in the roster spreadsheet
2. Move a person to unavailable in a shift plan
3. Move a person to another process during the weekly planning process
Exercise
Good Habits Critical Moments Strategy to sustain it
Add work to next week’s plan as you think of it during the week. You can always reschedule.
Get your weekly plan done early on Wednesday, run it past everyone in your process area and ensure it is on target for the week.
Resolve all warnings each morning or as they arise to keep a tidy house.
Review progress against the plan every morning and after each shift and find out why.
Talk to the crew underground before the new crew goes to work to ensure you have understood where you are up to, immediately adapt the shift schedule if it needs it and print a new shift plan for the crew.
PROCESS PLANNING HABITS
24
For:______________________
powerfully simple work management
Commit and Adapt with Whole Mine Schedules (Weekly, Daily, Shiftly)
Topic Timing
1 The weekly & 24/48 hour schedules 20 minutes
2 Shift Schedule 10 minutes
Weekly Planning / Review SystemFewzion enables effective planning behaviours so that work is ready to be executed on each shift
Day / Shift
16 Week / Monthly Plan
Long Term Plan (Theory)
1. Consider monthly targets and budget
2. Update weekly maintenance
schedule
11. Weekly review
meetings
10. Improvement actions captured
then planned
3. Update Roster and Leave
spreadsheets
4. Update equipment plan
in Fewzion
5. Create weekly process plan,
resource balance and approve / decline
cross function tasks
Weekly Planning
Add tasks and targets
Weekly Process Plan
9. Daily process review meetings
using reports
9. Shift is run and closed out
24/48 hour scheduleWeekly Whole of Mine
Plan
6. Weekly planning commitment
meeting
7. 24/48 hour schedule meeting, commit to next 24
hr
8. WoM Shift Schedule / Handover
Plan
Do
communicate
adapt / commit
Check
27
Review and commit to the weekly plan
The weekly planning meeting is a critical moment when all process owners (superintendents, coordinators, planners) agree on their plan for the following week.
The meeting should be chaired by the operations manager and probing questions should be asked to ensure everyone is clear about priorities, maintenance shifts, production targets and critical tasks.
Leader BehaviourSetting Clear Direction
What does an effective weekly planning meeting look like?
Starts meeting on time with chair and ensures that all process and planning roles are represented.
Confirms pit priorities and maintenance shifts and confirms all plans have been built on these terms.
Confirms all warnings and resource constraints have been addressed before the meeting.
Reviews critical tasks for the pit.
Reviews weekly plan for each process in order of priority and ensures any unforseen issues are identified and addressed.
Makes simple changes to the Fewzion plan on the screen to ensure new plan is possible.
Develops and assigns to a person and plan actions to mitigate potential problems.
Everyone agrees that the plan is possible as documented and commits to achieving it.
Users: Operations Manager, Superintendents, available MSO, Coordinators, Planners.
Where: Planning room
Timing: Weekly the day before the start of the plan.
WEEKLY PLANNING MEETING
Weekly mine scheduleThe weekly mine schedule gives the operational management team a tool to use during the weekly planning meeting to review the plan for each shift and each process.This page works like the weekly plan but displays each process down the page and each shift for the next week across. Tasks can be dragged and dropped between shifts and processes and KPIS adjusted to meet constraints that have become apparent since the plan was committed to.All except the most important tasks can be hidden by the “summary view” to simplify the meeting.
Shift KPI area
Shift resources and equipment area
Overall resource balance for the mine for each shift
KPIs for the week Shift
tasks
All the shifts for the week across the pageProcesses down the page
29
24/48 HOUR PLANNING MEETINGReview, adapt and commit to the plan in time to solve problems before they occur.
As each day goes by the weekly plan becomes more inaccurate. It is therefore important to review the plan daily 24 – 48 hours before it is expected to happen to ensure we have the best chance of finding and resolving issues. To be successful we must ensure
1. Production targets are set for the conditions2. Tasks are based on the current chainage on the
sequence plan3. That the people expected to be there will be there (i.e.
all leave is accounted for)4. Equipment is available (i.e. any breakdowns have been
allowed for)5. Supplies that are required are available.6. Tasks planned by other departments are known and
possible.
The Fewzion 24 – 48 hour schedule screens should be used to review the plan in detail ensuring that all issues are resolved and actions to mitigate potential problems are developed and assigned to a person and plan.
Leader BehaviourSetting Clear Direction
Adapting to change
What does an effective 24/48 hour schedule look like?
Considers in detail regarding the next 24 and 48 hours all realities such as roof support TARP, sequence tasks, belt moves, maintenance, known issues, supplies, machine availability, planned work etc.
Ensures roster, leave and equipment plans are up to date.
Accepts, declines or replans all shadow tasks.
Addresses all warnings and resource constraints.
Attaches to tasks and shifts, where appropriate, all work orders and work instructions.
All attendees agree that the plan, as it stands, is possible based on all known information.
Users: Production Manager, Superintendents, MSOs, Coordinators
Where: Planning room
Timing: Daily at 2.30 pm
24/48 hour mine scheduleThe 24/48 hour mine schedule gives the operational management team a tool to adapt the plan 24 hours before it is due to happen. This page works very similarly to the weekly plan shows only the next 48 hours across (72 hours on a Friday). Tasks can be dragged and dropped between shifts and processes and KPIS adjusted to meet constraints that have become apparent closer to the point of doing the work.All except the most important tasks can be hidden by the “summary view” to simplify the meeting.
Shift KPI area
Shift resources and equipment area
Overall resource balance for the shift
Choose which process to look at`
Shift tasks
Accountability and leadership drive performance
Setting clear expectations for the team of deputies and ensuring that they and the Undermanager know that what each other are doing is critical to a successful shift.
The Undermanager must run a short focussed meeting to align the team to the critical objectives of the shift. The Undermanager should use the Whole of Mine Shift Schedule and make the necessary trade offs where resource or equipment constraints exist.
Undermanagers should ask questions that get their deputies thinking about their plans for the shift and ways that they can ensure they meet targets and complete all the work assigned.
Leader BehaviourSetting Clear Direction
What does a good Undermanager Briefing look like?
Deputies and MSO’s come prepared with edited shift plans after a handover with their off-going shift.
Follow MSO Brief agenda.
Use Fewzion whole of mine shift schedule
Make trade offs to balance resources and equipment against production priorities. Ensure there is no Red on the plan
Identify and capture in Fewzion any new actions / jobs for ERZ Controllers and production areas.
UNDERMANAGER BRIEFING
Users: MSOs and ERZ Controller's
Location: Planning room
Timing: 30 min before start of shift 31
Shiftly mine scheduleThe Shiftly Schedule enables planners, undermanagers or deputies to see where work is up to and adapt their plan at the beginning of their shift for the reality of the conditions they expect to experience. This feature means it is always possible to have a shift plan that is able to be completed.This may be done during a handover, an undermanager briefing session or by the shift coordinator before the shift starts.
Shift KPIs can be changed at the last minute
Shift resources and equipment can be dragged from one process to another or made unavailable
Overall resource balance for the shift
Shift tasks can be dragged and dropped into the next shift Tasks the user thinks won’t be able to be
completed can be dragged into the undermanager’s area for rescheduling
Dragging a person into unavailable brings up a box to enter the reason they are unavailable
Scroll through upcoming and past shifts
Incomplete Task NotesThe undermanager should record notes about why tasks wer left incomplete at the end of shift.
The incomplete task note area displays after the shift is finished.Double click the incomplete task note box to bring up a dialogue box to write a note.
Notes are printed in the undermanagers report.
Print the shift planDeputies and the undermanager should print the shift plan before the muster and use this plan and any attachments to guide their work throughout the shift.
Contribute to planning meetings
1. Review the weekly schedule and adapt the plan to ensure all shifts are able to be completed with the available people and equipment.
2. Role play the 24/48 hour planning meeting and adapt your plan for a shift where the two previous shifts did not produce.
3. Adapt the shift schedule for a broken down loader in development and the need for an extra fitter in the longwall. Role play the Undermanager briefing session before a shift begins.
Exercise
Good Habits Critical Moments Strategy to sustain it
Add work to next week’s plan as you think of it during the week. You can always reschedule.
Get your weekly plan done early on Wednesday, run it past everyone in your process area and ensure it is on target for the week.
Resolve all warnings each morning or as they arise to keep a tidy house.
Review progress against the plan every morning and after each shift and find out why.
Talk to the crew underground before the new crew goes to work to ensure you have understood where you are up to, immediately adapt the shift schedule if it needs it and print a new shift plan for the crew.
PROCESS PLANNING HABITS
36
For:______________________
powerfully simple work management
www.fewzion.com
Software for an organized, engaged and productive workforce.