Ellipse Maintenance Scheduling Reference Manual

Training Reference Manual – Ellipse Maintenance Scheduling & Job Dispatch

Training Manual

Ellipse

Maintenance Scheduling

ARTC – Version 2.0

15-08-2006

COPYRIGHT

Copyright ã 2002 Mincom Limited

All Rights Reserved

Confidentiality and disclosure of information

ARTC retains ownership of this document. However, the methodology or format used to derive this document is confidential to Mincom Limited. This document must be treated as confidential, as disclosure of the document will disclose the methodology.

This document can be used and copied within ARTC for use in relation to this project. However, this document, including copies of it, must not be disclosed to any person who is not a director, officer, employee, consultant or agent of ARTC without the prior written approval of Mincom Limited and such person or agent has signed a non-disclosure agreement satisfactory to Mincom Limited.

Table of contents

Introduction to this manual 5

Audience 5

Purpose 5

Acronyms and terminology 5

Introduction 6

Scheduling Concepts 6

Scheduling Unit 6

Scheduling Frequency 6

Scheduling Indicator 7

Operative Fields 7

Scheduling Process Flow 8

Process Summary 8

Process Flow Chart 9

Definitions 10

Summary Setup Requirements for Maintenance Schedules 12

Maintain and review Work Groups 13

Introduction 13

Maintain Work Groups (MSO720) 14

To create a new Work Group 14

Maintain Work Group Schedule Dates 16

Review Work Group Information (MSQ720) 19

Work Group detail window 20

Maintain Operating Statistics 23

Introduction 23

Entering Operating Statistics 24

Single Item Statistics Entry 24

Multi Item Statistics Entry 26

Maintain Maintenance Schedule Task 27

Introduction 27

Search 27

Search for an MST: 28

Detail Review: 29

General Information Tab: 29

Scheduling Information Tab: 30

Shutdown Information Tab: 31

Create a New MST: 32

From a Blank Screen: 33

Copy an Existing MST: 36

Work Management 37

Introduction 37

Search 37

Schedule Period Detail View 39

Reports 43

Introduction 43

Process Summary 43

Learning Objectives 43

Accessing the Reports 44

Method 1 – Reports Index 44

Method 2 – Report Number Entered Direct 47

Maintain a Report Request 48

Report Parameters: 49

Submit the Report: 50

Monitor the Report Progress 51

Common Maintenance Reports 52

MSB700 – Create Maintenance Schedules 52

MSB740 – Commit Maintenance Schedules 53

MSB740A – Commit Maintenance Schedule Update Report 54

MSB740B – Tasks Dropped Due to Opened W/O Report 55

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Training Reference Manual – Ellipse Maintenance Scheduling & Job Dispatch

Introduction to this manual

Audience

Key maintenance users within ARTC sites.

Purpose

The key purpose of this document is to provide a reference for ARTC Ellipse Users in the use of the Ellipse Maintenance Schedule Module

Learning Objectives

At the end of this learning chapter, the participant should be able to:

·  Search for and find Maintenance Schedule Task records and review all information associated to that item.

·  Search for and find Maintenance Schedule Task records and modify information held against it

·  Create new Maintenance Schedule Task.

Acronyms and terminology

The following acronyms and terms are relevant for this document.

Term / Description /
Ellipse / Ellipse 5.2.3 is the version of Ellipse implemented by ARTC.
MIMS or Ellipse / Mincom Information Management System
SPN / Structured Plant Number
MST / Maintenance Schedule Task
WMS / Work Management System
EGI / Equipment Group Identifier

Introduction

Scheduling Concepts

Scheduling refers to the process of preparing a forecast of Preventative Maintenance tasks that are falling due for a predetermined work period for a Work Group.

The main purpose of scheduling is to produce a list of recurrent maintenance tasks that are due for completion by a Work Group during a specified time period. To achieve this outcome, certain procedures need to be followed and regularly monitored. The task of creating the schedule and completing maintenance tasks is a fundamental element of effective work management. Creation and management of the maintenance schedule are the responsibility of the ADA (Asset Data Administrators).

For a recurrent maintenance task to be included in the Maintenance Schedule for a Work Group, the task must be recorded in Ellipse as a Maintenance Scheduling Task (MST). A range of data may be stored against each MST; however, there are four items of information that determine how Ellipse will calculate when a recurrent maintenance task is next due to be performed. They are:

§  Scheduling Unit

§  Scheduling Frequency

§  Scheduling Indicator

§  Operative Field

Scheduling Unit

The ‘scheduling unit’ is the unit of measurement used to calculate when a particular maintenance task needs to be performed. The unit is either calendar days or a user-defined operating statistic like Operating Hours or Kilometres travelled. If an operating statistic is used, the statistic type must be recorded in Ellipse as a ‘statistics code’ in the SS Table File. If no statistics code is entered for a MST, Ellipse assumes that the MST is to be scheduled in (calendar) days.

Scheduling Frequency

The scheduling frequency is the number of scheduling units that must elapse between occurrences of a recurrent task; e.g. the scheduling frequency of a task that is performed every 2 weeks is 14 (days).

Scheduling Indicator

The Scheduling Indicator is a single digit numeric code that controls how the next due date for a recurrent task is calculated The Scheduling Indicators are as follows:

1. Last Scheduled Date

2. Last Scheduled Statistic

3. Last Performed Date

4. Last Performed Statistic

5. Dual Last Scheduled

6. Dual Last Performed

9. Inactive

Example: Scheduling Indicator 3 (Last Performed Date) uses the date when a task was last performed (date entered on the work order as the closing date) as the baseline for calculating the date when the task is next due.

Operative Fields

Depending on the Scheduling Indicator selected for a MST, one or more operative fields serve to record when a task was last performed or last scheduled to be performed. The information in the Operative Field(s) determines when a task is next due to be performed. The Operative Fields include:

Last Scheduled Date

The date a task was last scheduled by Ellipse.

Last Scheduled Statistic and Statistic Code

The cumulative statistic when a task was last scheduled by Ellipse.

Last Performed Date

The date a task was last performed.

Last Performed Statistic and Statistic Code

The cumulative statistic when a task was last performed.

During the scheduling process, Ellipse adds the scheduling frequency to the particular operative field designated by the scheduling indicator to determine when the task should next be scheduled. Ellipse populates the Next Scheduled Date and Next Scheduled Statistics fields.

Statistic based scheduling can only be used if equipment based operating statistics are maintained. Ellipse uses the operating statistics records to calculate an average daily statistic to determine the date when a recurrent maintenance task will next fall due.

Scheduling Indicators 5 and 6 allow recurrent tasks to be triggered by alternative parameters. For example, a servicing for a motor vehicle can be set up to occur every 10000 kms or every 180 days, whichever comes first.

Scheduling Process Flow

Process Summary

The principal steps involved in the ARTC scheduling process: (see flow chart following)

1.  Run & review the “Attention before Commit” BO Report to identify any outstanding work or completed work with open work orders.

2.  (WMS) close any W/O’s identified by the report, if the work is completed. (NOTE! ARTC currently us the WMS (Work Management System) to close W/O’s).
NOTE!! Any W/O that is not closed that has its MST recurring in the next commit will block the generation of the next work order for the MST.

3.  (Ellipse) Run a forecast MSB700 and review the reports to audit the expected workload.

4.  (Ellipse) Make any adjustments to the expected workload and rerun the forecast if any changes were made, repeat this step until the forecast defines the required work list.

5.  (Ellipse) When the forecast is as required, run the commit program for each work group in turn.
NOTE!! The commit process can only be run once for each work group period. Any problems identified can only be managed by manual processes.

6.  Run the BO Report to generate a list of the scheduled work orders and current defects.

7.  (Ellipse) Once the work is completed, collect the signed off work orders and enter the closing details to close the work orders MSQ620.

NOTE!! ARTC currently use the WMS (Work Management System) to Edit/Modify/RPPD/Close Defects instead of MSQ541. Work Orders are also managed in the WMS instead of MSQ620. Procedures for the WMS are covered in a separate manual.

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Training Reference Manual – Ellipse Maintenance Scheduling & Job Dispatch

Process Flow Chart

Scheduling and Closing Routine Maintenance Work orders

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Training Reference Manual – Ellipse Maintenance Scheduling & Job Dispatch

Definitions

There are a number of processes and supporting programs required by the scheduling process. The following section will explain each supporting process and its relationship with the Scheduling Process.

MSQ600 – Equipment Register: The Equipment Register is central and essential to all other aspects of Ellipse Maintenance functionality. For scheduling purposes, the equipment register is one of the two major entities that control the schedule task.

MSQ720 – Work Groups: The Work Group is the other major entity for the control of the scheduling process and in fact, the work group is the entity that is actually scheduled, each Work Group is defined in Ellipse with a unique number. For scheduling purposes, each work group have individual user-defined periods that define how many days of work will be scheduled for each period.

MSQ700 – Maintenance Scheduling Tasks (MST’s): Identify recurrent tasks that need to be performed on items of equipment by a specific Work Group. Each MST record includes:

·  The equipment number/reference upon which the task is to be performed.

·  A short description of the task. There are two lines of 45 characters each

·  The workgroup responsible for performing the task.

·  The Standard Job that will be used to create the work order.

·  The four scheduling parameters; scheduling unit, frequency, indicator, last date/statistic; the combination of which define when the task will be next scheduled.

MSQ690 – Standard Job: For a work order to be generated by the MST at commit, a standard job must be linked to the MST. The Standard Job will be used as a template during the automatic creation of the Work Order during the commit process.

MSQ740 – Works manager: The Works Manager module in Ellipse provides a facility to review the allocated work by scheduling period for a work group. Depending on the number of periods that have been forecast, MSQ740 can be opened to any forecast period and the predicted work (MST’s) will be displayed. If the current committed period is opened, the records displayed will be Work Orders.

MSB700 – Schedule Forecast Batch Update Report: The Schedule forecast Report creates a forecast of the work for each specific work group by deducing the next schedule date from the four scheduling parameters recorded against each MST.
The report may be run for up to 10 Work Groups at a time.

MSB740 – Commit Maintenance Schedule Batch Update Report: Commits tasks for a Work Group for a specified period and submits requests for the required job cards to print. It also requests the planned maintenance control report MSB740A. Output from this run indicates the number of records processed and will indicate if there were any tasks skipped due to open work orders. If there are any tasks skipped due to open W/O’s, a second report MSB740B will be generated and the offending work orders will be detailed.

NOTE!! The Maintenance Schedule period for each work group can only be committed once; any errors that occur during the process must be managed using manual processes.

MSQ620 – Work Orders: For each work group, MSB740 creates a work order for each of the MST’s that are in the schedule to be done in the defined work group period.

MSO400 – Operating Statistics: For tasks that have their next required date determined by an operating statistic, such as engine hours, kilometres travelled etc, the Operating Statistics module and the Equipment Operating Statistics Profile for the equipment must be set up and maintained up to date. The Operating Statistics Profile is accessed via MSO615.

Summary Setup Requirements for Maintenance Schedules

Before MST’s can be created, several areas of Ellipse need to be set up. The key elements are as follows:

Equipment Creation

MST’s must be created against items of equipment. Accordingly, a pre-condition to creating a MST is the creation of items of equipment. MST’s may be created against an equipment number alone or a combination of equipment number, component code and modifier.

Work Group

All MST’s must be linked to a Work Group therefore Work Groups that will have responsibility for MST’s must be created using MSO720 before the MST’s are created. During the setup, the duration of and starting dates of the scheduling periods are defined for each Work Group individually. Dates can be entered either by entering the scheduled start date and the number of days in a schedule period, or by manually entering each of the dates.

Standard Jobs

All MST’s that are required to generate a Work Order need to be linked to a specific Standard Job. The Standard Job using MSQ690 needs to be created before the MST is created.

Operating Statistics Profiles and Records

If a MST is to be scheduled using an operating statistic (e.g. Hr), an operating statistics profile needs to be created for the equipment and operating statistic records need to be maintained for the equipment. Operating statistic profiles may be created against Individual items of equipment or against EGI’s using MSO615. Operating statistic records may be directly recorded against an item of equipment using MSO400.

Maintain and review Work Groups

Introduction

A Work Group is a defined body of resources, usually work force related, to which jobs are assigned to be performed. The constituents of a Work Group are user-defined but can typically be: