How to use the Maintenance Work Scheduler

The maintenance scheduler is designed to give your company some easy to use tools for basic
capacity scheduling of your maintenance workforce. It does this through allowing your company
to calculate the availability of your workforce by discipline, and by person, and then create the
maintenance schedule to fully utilise their available time!

It is not designed to be the full answer to your maintenance scheduling requirements but it will
provide maintenance schedulers with an easy to use tool for getting greater efficiencies from the
workforce.

Steps for use

* All bold red text represent calculated fields and cannot be written on
* All bold blue text represents values that can be edited
All normal black text represents configurable fields, either through direct entry or through
* drop down lists

During the initial stages, until you figure out what does what with the sheet, try to use it
following the sequence laid out below.

1. Enter the base schedule data

In the table called base data, on the sheet "Base Schedule Data", enter the hours per day,
the percentage of time per period that each worker will need to spend on breakdowns and
the amount of time he may need to dedicate to other teams (if applicable).

Be realistic! If you produce unrealistic schedules they will receive the respect the deserve.
Not much! So in the beginning enter the level of breakdown work that reflects reality. You
can set improvement targets once things are under control.

Then enter the data required to determine the total time available per worker without any
scheduled events in place. First the time for the lunch break, then the realistic time that is
spent each day on work breaks, then the number of days per period and the date that the
period starts on.

2. Enter the discipline information

In the table titled Base Data under "Number of team members", enter the names of each
employee discipline within the team to be scheduled. Some examples could include
Mechanic, Electrician, Instrumentation Technician, Boilermaker, etc

In the table titled Maintenance Type, enter the types of maintenance and the codes that
you would like to use to represent these. There are already some examples that use an
RCM type of logic in creating the codes.

The enter the priority codes that you would like to use in the table marked Priority. Again,
sample data on a one to five scale has been entered into this table to give the user an
idea of what the function of this table is.

In the table marked Employee Base Data enter the names of each employee and their
discipline. The drop down list in the "discipline" column is built from the entries listed under
"Number of team members".
3. Enter the employee uptime demand data
On the sheet "Resource Demands", in the main table, use the drop down list to enter the
employee name. This list is built from the information you have already entered in.

Enter the date of each demand on the employees time. You cannot enter dates outside of
the schedule period. If you try the worksheet will tell you it is not correct and you will have
to change it.

Enter the hours that are going to be used on that day for other reasons than work. E.g.
training, safety meetings etcetera. There are two columns titled "User defined" that exist
for you to put in employee demands specific to your company.

4. Review the employee availability data

The sheet titled Workforce Availability provides a stark view of the effective working time
of each employee.
5. Create the capacity schedule
The sheet titled Capacity Schedule (Period view) allows you to build the capacity schedule
in a graphic format. Using the available workforce time that has been accurately
calculated to fill the chart

In the main table you can enter the work order information one work order at a time. The
fields Priority and Maint Type are built from the data you have already entered. Enter the
equipment number, work order number, description and labor hours as required.

Follow good practice. Routine work orders are entered first, regardless of anything else,
then enter corrective works by priority until the capacity schedule has reached capacity

The graphic gives a representation of the available versus required work hours of each
employee per period.

Feel free to send me an email if there are any problems with this sheet or for additional
information. darylm@strategic-advantages.com
 Base data Base Employee Data

Employee Name
Team Name A Shift

Hours per Day 8 Team Member 1

% of time required for
breakdowns 5% Team Member 2

% of time required for other teams 5% Team Member 3

Lunch break (In hours) 0.5 Team Member 4

Other breaks (In hours) 0.5 Team Member 5

Schedule period (In days) 5 Team Member 6

Period Start date 29-May Team Member 7

Period End date 3-Jun Team Member 8

Productive time per day (In hours) 6.2 Team Member 9

Total productive hours per period 403 Team Member 10

Total unproductive hours per
period 117 Team Member 11

Team Member 12

Number of team members 13 Team Member 13

Boilermaker 2

Mechanical Fitter 4

Inst tech 1

Electrical Fitter 2

Assistant 2

Operational Scientist 1

Motor rewinder 2
 Maintenance Type Code

Predictive Maintenance PTIVE

Predicted Task PTED

Preventive Restoration PRES

Preventive Replacement PREP

Detective DTIVE

Detected DTED

Run-to-Failure RTF

Reactive RTV

Priority Code

Within 24 hours 1

Within 48 hours 2

Within 7 days 3

Within 14 days 4

Greater than 14 days 5

Base Employee Data

Discipline

Contact Author
Boilermaker

Mechanical Fitter

Blog site
Inst tech

Mechanical Fitter

Plant Maintenance
Boilermaker

Mechanical Fitter

Electrical Fitter

Electrical Fitter

Assistant

Mechanical Fitter

Operational Scientist

Assistant

Motor rewinder
 Contact Author Blog site

Schedule dates 29-May-06 --- 3-Jun-06

Entry Safety Union Toolbox

Employee Name Date Training
Number Meeting Meeting meeting
 Plant Maintenance

Rostered Public User User

Weekend Totals
day off holidays defined… defined…
 Contact Author Blog site

Total Available
Team Member Discipline Total
time

Team Member 1 Boilermaker 0 31

Team Member 2 Mechanical Fitter 0 31

Team Member 3 Inst tech 0 31

Team Member 4 Mechanical Fitter 0 31

Team Member 5 Boilermaker 0 31

Team Member 6 Mechanical Fitter 0 31

Team Member 7 Electrical Fitter 0 31

Team Member 8 Electrical Fitter 0 31

Team Member 9 Assistant 0 31

Team Member 10 Mechanical Fitter 0 31

Team Member 11 Operational Scientist 0 31

Team Member 12 Assistant 0 31

Team Member 13 Motor rewinder 0 31

 Plant Maintenance

Total
Total Available
Discipline Required
time
time

Boilermaker 62 0

Mechanical Fitter 124 0

Inst tech 31 0

Electrical Fitter 62 0

Assistant 62 0

Operational Scientist 31 0

Motor rewinder 31 0
 124

62 62 62

31 31 31

0 0 0 0 0 0 0

Boilermaker Mechanical Inst tech Electrical Fitter Assistant Operational Motor

Fitter Scientist rewinder
Total Available time Total Required time

Boilermaker

Mechanical
Maint Type
Equipment

Priority
WO #

Fitter
Work Description
 Inst tech

Electrical
Fitter

Assistant

Operational
Scientist

Motor
rewinder

0
Blog site

0
Contact Author

Plant Maintenance