The primary role of the Maintenance Planner/Scheduler is to improve work force productivity and work quality by anticipating and eliminating potential delays through planning and coordination of labor, parts and material, tools and equipment, permissions, specialized documentation and equipment access.
The Maintenance Planner/Scheduler is responsible for the planning and scheduling of all maintenance work performed. He/she maintains liaison and coordination between the production and maintenance organizations, maintains appropriate records and files to permit meaningful analysis, and reporting of results of work done.
Function Specific Activities:
Responsibilities and Duties:
- Responsible for long-range as well as short-range maintenance work order planning. Long range planning involves the regular analysis of backlog work relative to available resources. These two basic variables must be kept in balance if a proactive maintenance environment is to be established and sustained.
- Assures that work requested is needed. If need is questioned and not readily resolved with production or requesting personnel, refers the work order to their production team lead.
- Thoroughly understands how to fully utilize the computerized maintenance management system (CMMS).
- Reviews with engineering those work orders requiring engineering design.
- Maintenance work orders which can be planned out but require participation by shop or other crews are copied (cross-order) and provided to the appropriate planner for planning of the supplemental work.
- Examines jobs to be done and determines scope and best way to accomplish the work. Consults with requester or maintenance team lead when necessary.
- Provide blueprints, drawings, instructional manuals and special procedures, as needed, from files or other sources. Makes any additional sketches, diagrams, etc., necessary to clarify the intent of the work order.
- Identifies and obtains (requisitions, orders, kits as appropriate and in keeping with procedures) determinable materials, entering material needs on the work order. Determines if critical items are in stock by verifying availability with stores and reserving same.
- Ensures the safety needs are given a top priority in work planning and scheduling.
- Maintains backlog files of work orders awaiting scheduling in accordance with their priority and requested completion date. Those jobs unplanned, requiring engineering, waiting for materials, waiting for down-time, etc., are filed accordingly. When ready for scheduling, work orders are filed by team lead by required completion day. The Maintenance Weekly Work Schedule shall be used for filing all work.
- Once a job is planned and estimated, prior to scheduling, verifies the availability of parts, materials and special tools required for its execution.
- Should have complete knowledge department's PM workload in order to better schedule work orders in that area.
- Reviews schedule status and forecast of manpower availability on a regular basis.
- Develops a maintenance work schedule for the Do-It-Now and PM Crews. From the backlog files for each crew, selects a group of work orders with manpower requirements matching the capability of the identified work forces, taking into account any work carry over from jobs previously scheduled. Identifies any special skill requirements and makes such arrangements with the responsible planners.
- In the selection of jobs for scheduling, meeting the deadlines established by the requesting department and maintaining preventive maintenance schedules is essential. If any work orders cannot be scheduled within the time expectation, the requesting department manager and requester are promptly notified so that appropriate action can be taken to get the work done in a satisfactory and timely manner.
- Develops the weekend overtime work schedule.
- Attends meetings with the production planning department and participates in the overall plant scheduling of the following week's work, and negotiates for downtime "windows" during which preventive and corrective maintenance requiring downtime can be performed. Finalizes own schedules for which he/she is responsible, ensuring that the work scheduled balances with the man-hours available so that a full day's work is provided each person.
- Recommends equipment to be included in preventive maintenance programs.
- Schedules preventive maintenance and other planned work in coordination with production and maintenance supervisors.
- Issues approved schedules together with relevant work orders and other planning documents to appropriate production and maintenance team leads. Discusses "planning packages" as necessary with special instructions or considerations to be observed in the execution of the jobs and reviews new jobs coming up in the future. (All work orders except emergencies come through the planner.)
- Promotes the conservation of energy.
- Maintains close contact with other planners to ensure coordination of complex multi-skill field and shop jobs.
- Maintains a list of planned work orders requiring equipment to be down, so that some or all can be performed in the event of an unscheduled downtime. These lists, by machine ID, are reviewed and updated weekly.
- Develops a file of standard work orders (plans) for regularly recurring repair jobs, based on historical experience, to simplify the planning process.
- Reviews with the maintenance team leads the actual labor expended versus estimated labor and material used for completed jobs, in order to determine corrective measures needed to improve the accuracy of estimating and improving methods of doing work.
- Job estimates are continually refined and thereby reflect improving accuracy and consistency; representing fair as well as challenging expectancies.
- Assists maintenance and production management in periodically analyzing costs and, where necessary, recommends corrective action needed to reduce maintenance costs.
- Keeps the maintenance manager properly informed on all abnormal or critical situations and seeks advice on matters outside of the planner's knowledge or authority.
- Make recommendations for system improvement.
- Maintains necessary records and files and prepares and distributes meaningful and accurate control reports.
- Performs other tasks and special assignments as requested by the maintenance supervisor.
- Develops and maintains planner reference systems (library) including a file of Planned Job Packages for recurring jobs, plus labor and material libraries for each equipment center.
- Recommends additions to storeroom stock.
- Other duties as assigned.
Measurement of Position Performance
The planner/scheduler is measured in the performance of his/her duties and execution of assigned responsibilities by:
- Orderly placement of work orders on the schedule(s) and their completion within the specified time frame.
- Jobs worked and completed per schedule.
- Improvement in mean time between equipment failures.
- The accuracy of estimates of labor and material.
- The improved use of labor and improved plant condition as expressed by a reduction in emergencies, overtime hours worked and in unscheduled labor worked, and reduction of contractor support.
- The timely and accurate preparation and distribution of meaningful control reports.
- To ensure that production areas receive prompt, efficient and quality service from the maintenance function enabling them to operate at a high level of efficiency.
- To ensure the maintenance function is given the opportunity to provide production with the service it requires.
- Accurately define and estimate work requests.
- Properly prepare and distribute meaningful control reports.
- To meet the needs of customers, both internally and externally. Our future is in the hands of our customers. We will be courteous, helpful, and responsive to them always. We want our people to be focused on our/their customers (internal and external).
- Reports to the maintenance team leads.
- Works closely with production team leads.
- Works closely with maintenance associates.
- Works closely with stores and purchasing personnel.
- Maintains good working relationships with other organizational units in the plant.
Requirements, Qualifications and Selection Criteria
- 5-years maintenance experience as a qualified craftsperson on production lines.
- Mechanical/electrical background necessary and tech school background desired.
- Adequate craft knowledge to estimate labor hours and materials and to visualize the job to be performed.
- Meet all basic plant employment criteria, to include a good attendance record
- Achieve a passing score on the Maintenance Technician test.
- Must supply own tools per the Maintenance required tool list.
- Able to read required drawings and publications.
- Must be certified on the training plan for this position within 180 working days of start date.
- Able to lift up to 50 pounds
- Ability to work on multiple levels, such as catwalks, ladders, etc. and ability to work in extreme temperatures
- Manual and finger dexterity
- Good color vision.
- Ability to visually identify defective parts.
- Must have strong problem solving skills and the ability to work efficiently under stressful situations.
- Must be able to work flexible shift schedules up to 12-hour shifts as determined by business need.
- Perform all tasks in a safe manner to ensure achievement of Quality, Service and Cost objectives.
- Good oral/written communication skills and possession of tact.
- Good administrative and mathematical skills with willingness to handle paperwork.
- Have or able to acquire a working knowledge of personal computers in a reasonable training period (typing skills helpful).
- Good planning and organizational skills.
- Ability to understand what constitutes good instructions.
- Able to read blueprints and shop drawings.
- Sketching ability.
- Understanding of the proper use of work orders, priorities; scheduling, etc.
- Ability to keep multiple jobs in control simultaneously.
- Ability to bring about order from chaos.
- Orientation and commitment to customer service.
- Style and capability commanding respect within both maintenance and operating organizations.