Skill-based Planning

Introduction

Skill-based Planning allows you to work systematically with skills needed for maintenance work. Optimize the planning of maintenance work by assigning the required Maintenance Skills to Resources and Work Orders, and be notified whenever a resource doesn't have the required skills for an operation.

Prerequisites

Skill-based Planning is part of the paid plan Enterprise.

Audience
Maintenance Manager, Maintenance Planner

Overview

This article covers the possibilities of working with Skill-based Planning. The functionality can be used to define the Maintenance Skills of a resource and easily plan maintenance work using the qualified skills from resources. You can assign skills to resources to make sure that any maintenance work, which require specific skills, are carried out by qualified resources. When planning Work Order Plans, you can get an overview of all skills required to execute the work, and you can be notified whenever a resource is missing a skill to perfom a Work Order that you're planning.

If you are working with Scheduling Board, you can use Skill-based Planning when planning work orders using your resources' Maintenance Skills.

Setup

When working with Skills on Resources, you can specify if you want to be alerted when you are planning maintenance work if a resource is missing the required skills to carry out a job. This is specified in Asset Management Setup in the Resources tab.

On the Resource tab, from the drop down Skill Based Planning Compliance Level, you can choose between three options:

  1. None - Resources' Maintenance Skills are not taken into consideration when planning and scheduling work orders.
  2. Warning - A warning appears if you assign a Resource to a Work Order who doesn't have the required Maintenance Skills to carry out a job, but you are still able to assign the resource to the Work Order.
  3. Error - You will be blocked from assigning a Resource to a Work Order who doesn't have the required Maintenance Skills to carry out a job. However, you are able to assign certain skills to resources who should always carry out a specific type of work.

Maintenance Skills

On the Maintenance Skill Card, you can start to create skills. Skills can also be created from the Resource Card. Two levels of skills are available, Sub-skills and Parent Skills. Example: a Parent Skill can be Electric and a Sub-skill can be Light Bulbs. See the screenshot below.

  1. Go to the search button and type in Maintenance Skill.
  2. Click on Maintenance Skill and select New to open the Maintenance Skill Card.
  3. You can specify a Skill Code, Description, and assign the skill to a Parent Skill.
  4. If you need to create a Parent Skill, choose the drop-down and select New.

Example of Skill codes showing Electric as Parent Skill and Light Bulbs as sub-skill.
Example of Skill codes showing Electric as Parent Skill and Light Bulbs as sub-skill.

Resources

When working with Resources, you can assign Maintenance Skills to resources and assign resources, with specific Maintenance Skills, to Work Order Plans.

Assign Maintenance Skills to a Resource

  1. Go to the search button and type in Resources then select a Resource from the list to open the Resource Card.
  2. Go to the search button, search for Maintenance Skills to open the Resource Skills card.
  3. From there, you can assign Maintenance Skills to the resource where you can choose both Parent and Sub-skills.

An example of a resource's Maintenance Skills.
An example of a resource's Maintenance Skills.

Maintenance Skills on Work Orders

Maintenance Skills is used to define any skills that are required when executing the work on a Work Order or Work Order Plan.

On the Work Order and Work Order Plan, you can assign skills from the Resource tab by specifying them in the lines on the Skills table.

  1. On the Resource tab, click on Skills to open the drill-down where you can specify the Skill Code.
  2. Add a Resource No. to define who will be executing the work, or add Resource Allocations by using the search button (steps explained in the section below).

Note: If you have set up resources to get a warning, you will be alerted if you add a resource who does not have the required skill that you have specified under Skills on the Resource tab. If you have set up resources to get an error, you will be blocked from adding such resource.

Example: notification shown at the top when a resource is missing a skill.
Example: notification shown at the top when a resource is missing a skill.

Assign Resources to Work Orders

You can assign specific resources with the proper skills to operate on Work Orders if you have certain types of work that require to be operated only by resources with certain skills.

  1. Go to Work Order Plans and select one which you want to add a resource to.
  2. On the Work Order Plan, go to the search button and type Resource Allocations. From there you can specify the following:
    • Asset Location - Choosing a parent location means that the resource can work on the parent location and any child locations.
    • Asset Category
    • Asset No.
    • Work Type
    • Plan No.
    • Start and End Date - Specify a time period for when the resource is able to carry out tasks for a work order. This is useful when e.g. resources need certificates to be able to carry out certain jobs and you want to specify an end-date for when a certificate expires.
    • Resource No.

If you don't specify a resource, the system will check for possible allocation and search for the most relevant Resource Allocation based on the setup.

On Resource Allocations, you can easily add multiple lines if you want to assign different resources to different Work Order Plans and assets, both parent and child assets. Thereby, you don't need to open each Work Order Plan that you want to assign a resource to.

Note: If you are using the setup Warning and you have set up multiple Resource Allocations and you calculate a Work Order Plan, the first resource from the top is chosen for the Work Order Plan. If you are using the setup Error and you have set up multiple Resource Allocations and you calculate a Work Order Plan, the resource with the qualified skills will be chosen for the Work Order Plan.

Example of Resource Allocation
Example of Resource Allocation

Maintenance Missing Skill

Use Maintenance Missing Skill to get an overview of any Work Order Plan and Work Order where the required skills do not match the assigned resources.

Go to the search button and type in Maintenance Missing Skills to create and view a list of all missing maintenance skills. Resource and Resource Skills can be opened from the list as well and you can add the required skills to a resource from there.

Example of list of missing maintenance skills.
Example of list of missing maintenance skills.

View Skills on Posted Work Orders

After posting a Work Order, all data about skills are added to the relevant Work Order Ledger Entry. View data such as the number and type of skills used, and any skills that were missing on a Work Order.

You can access the data in Work Order Ledger Entries, or on a specific Posted Work Order > History > Ledger Entries.

Example of data in Work Order Ledger Entries showing number of skills and number of skills missing.
Example of data in Work Order Ledger Entries showing number of skills and number of skills missing.

Scheduling Board

The Scheduling board supports planning and resource allocation based on maintenance skill sets. Based on the setup you have done in 'asset management setup', you can be alerted if the chosen resource doesn't have the required skills to carry out the task, or be blocked from planning that resource.

When you are scheduling a work order, the proper resource will be shown as highlighted and any resource lacking skills will be greyed out. If you use the setup Warning, you will still be able to schedule a Work Order to a grey resource. However, if you use the setup Error, you will be blocked from scheduling the Work Order to a grey resource. See the screenshot below.

See Your Resources' Skills

Get an overview of your resources' skills in the left column to make planning with the right resources easier.

  1. Go to the search button and type in Scheduling Board Setup.
  2. On Resource Information, type in the text for 'Maintenance Skills' in the Label for Resource field. See the screenshot below.
  3. Go to the Scheduling Board to view the skills for each resource on the left. See the screenshot below.

Example: Resources with required skills for a Work Order are shown as highlighted. Other resources are greyed out.
Example: Resources with required skills for a Work Order are shown as highlighted. Other resources are greyed out.
In the Label for Resource field, you can specify the data you want to be visible in the left column on the Scheduling Board.
In the Label for Resource field, you can specify the data you want to be visible in the left column on the Scheduling Board.
On the Scheduling Board, you are able to view the skills of resource next to their name on the left.
On the Scheduling Board, you are able to view the skills of resource next to their name on the left.
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