This description is divided into the following sections:
Planning and Scheduling Optimization (PSO) is a scalable optimization framework which conducts advanced mobile workforce scheduling.
The integration of PSO with IFS Applications provides functionality for scheduling work tasks to person resources in order to:
Resources (employees) and activities (work task - resource demands) are sent from IFS Applications to PSO where they are scheduled. The scheduling is conducted based on the following:
Once scheduled, an allocation plan is returned to IFS Applications and work assignments for the work task can be created through any of the following methods:
Both inbound and outbound integration use XML messages that are sent and received via standard IFS Connect functionality.
Note: In the PSO, permission groups define which users are allowed to view a set of resources and activities. These permission groups are called object groups. In the integration, object groups have the equivalence of sites in IFS Applications. This means that in order for an Scheduling Workbench user to be able to view information like resources and activities belonging to a particular site, the user must be connected to the corresponding object group in the Scheduling Workbench (Workspace - Administration). The object groups for activities and resources are transferred automatically from IFS Applications to PSO, but object groups for the users must be set up and granted to the users manually from the Scheduling Workbench (Workspace - Administration). In order for a user to be able to view a dataset, the user must also be granted to the dataset itself. This also can be done manually in the Scheduling Workbench.
The following IFS Applications components must be installed in order to use the PSO integration:
In order for resources to be available in the PSO, the following data must be defined (Also see Maintenance Resource Setup)
Note that the resource's allocations, such as, absences, training allocations, project allocations, breaks and lunches will be transferred for scheduling to PSO.
The scheduling resource types which are used within a company must be defined and are PSO Scheduling specific data. Each resource type can be set up with information on the start and end locations for a work shift, maximum travel hours and costs such as scheduling cost per hour and scheduling cost per overtime hour.
If a resource is to be scheduled by the Planning and Scheduling Optimization, this resource must be set up as a scheduling resource and valid scheduling data must be entered for this resource. If scheduling data is not defined for a scheduling resource it will inherit the data from the connected scheduling resource type, for example, the start and end locations of a scheduling resource type's work shift and scheduling costs will be assigned to the scheduling resource. For the start and end locations the geo-coordinates of the map positions will also be transferred to PSO. The skills of a resource will also get transferred to PSO. The skills can be any of the following:
The scheduling data for a resource can be changed at any time, but updates will only be transferred to PSO when the next main data load is sent, rather than by incremental updates.
Scheduling activity types should be defined. A scheduling activity type is defined with a connection to work types. The following scheduling information can be defined per activity type:
Weight criteria and weighting values should be defined. Weight criteria can be set up for the priority of the work task and the criticality of the actual equipment object that is connected to the work task. Weight criteria can also be set up for service contract types and will have an effect on the work tasks that are connected to service contracts. For each weight criteria define the weighting values that will be used as an input for activity base value calculations.
Appointment values need to be defined and will be used to calculate the base value for activities that are managed as appointments. The base value for an appointment activity, e.g. a work task, is calculated by multiplying the base value for the appointment by the work task activity duration and weightings.
Scheduling types should be set up with values, such as, the start and end proportions and curve shape, that will be used as an input when calculating scheduling SLAs in the Scheduling Engine. The scheduling SLA is used to calculate the urgency of an activity. Scheduling types are used when scheduling breaks and activities. Scheduling types when combined with the base value is used to determine the scheduling behavior of a break or an activity.
Datasets are used to transfer data to PSO. A dataset contains information on how data should be scheduled and the time horizon for the scheduling as well as in what time zone the data is to be scheduled. There are two types of scheduling that can be carried out, that is, dynamic scheduling or static scheduling. Static scheduling is generally used for long term rough scheduling (e.g., the resource capacity for a year) where data over several weeks can be loaded into PSO and scheduled for analysis. This type of scheduling is beneficial, for instance, when you need to identify resource shortfalls and over capacity. Dynamic scheduling is used for the short term detail scheduling (anything from 2 to 5 days) and focuses on optimizing the utilization of resources. This type of scheduling provides the best schedule at all times and is continuously scheduled by the DSE to incorporate any event changes in the field of operation. The window the DSE operates in is referred to as the Scheduling Work Days, and an additional window referred to as the Appointment Work Days may be defined. The activities in the appointment window will be scheduled using a less accurate algorithm than those in the scheduling window.
The time horizon for which the data should be transferred and scheduled is the number of days specified in Scheduling Work Days and Appointment Work Days according to the connected calendar. For instance, if the number of days is set to 5 in the Scheduling Work Days and 30 in the Appointment Work Days, the data that should be scheduled per company or site for the given time interval (5 days + 30 days) will be transferred and scheduled by the DSE. 5 days will be optimized using the scheduling algorithm and the 30 days will be optimized by using the appointment algorithm. The following is a list of the data transferred in an active dataset:
The time zone for each scheudling dataset can also be defined. The time zone defined on the dataset is the time where the data is to be scheduled in. An example would be the case of having one central installation for IFS Applications but work is carried out by service technichians in different time zone regions. Each time zone region could then have a separate scheduling dataset with its specific time zone.
Default values for a work task can be entered on the dataset. If a work task is missing any of the required data, such as, the primary scheduling type or the activity type, the default values from the dataset will be assigned to the work task. It is possible to set the lowest status from which work tasks in the dataset can be transferred for scheduling. The default values for HR activities should also be entered per dataset and will be used as an input when scheduling the relevant activities in the PSO.
Broadcasts are used to instruct PSO how and when a plan is to be returned to IFS Applications, and to manage the interface between the PSO and IFS Applications. Broadcasts can be set up per allocation type. The allocation type indicates which type of data should be output based on its association with the DSE, SDS or Scheduling Workbench. The connection between the broadcast and allocation type is made on the applicable dataset. The type of output generated based on the selected allocation type is further described in the Schedule Work Tasks with Planning and Scheduling optimization section. The same broadcast can be used for both DSE and SDS broadcasts, whereas separate broadcasts are required for ABE and iSWB broadcasts.
For DSE broadcasts, how the plan is to be returned is determined by the broadcast type that is selected. If the broadcast is set up with the File broadcast type, the plan is returned and stored using FTP (File Transfer Protocol) services. If the Webservice broadcast type is selected, the plans will be returned using HTTP (Hyper Text Transfer Protocol) services. The parameters for each broadcast type must be entered when defining the broadcast.
Scheduled database tasks are used to transfer datasets to PSO. It is recommended to have two scheduled tasks set up per dataset, one to transfer all data and another to transfer changes. For more information on how to set up the scheduled tasks, refer to the activity Set up a Scheduled Task for Transferring Data to Planning and Scheduling Optimization.
For more information on the scheduling parameters related to the PSO Integration please refer to the activity Define Scheduling Configuration
In order to schedule activities for a work task, the work task must be set to the transfer status or a higher status (where the transfer status is set per dataset in Scheduling Dataset/Work Task). Before setting the work task to this status however you need to make sure that all information required by the PSO is present in the work task. This also includes that Resource Demands must be specified for the work task. Each resource demand equates to an activity in PSO.
Note: To view information about scheduling of linked activities see: About Linked Activities in PSO
Once the activity/activities for a work task are transferred to PSO are scheduled, an allocation plan with the current scheduling status, resource assignment and activity start and finish dates is returned to IFS Applications. Depending on the allocation type associated with the dataset, the following will occur:
| Allocation Type | Description |
| DSE | If the work task activity is allocated by the DSE, the DSE will produce a plan. You can choose to assign or unassign directly on the allocation record sent back to IFS Applications. By assigning the suggested allocation this will create a work assignment for the work task in IFS Applications. If the suggested plan does not meet the requirements, you can choose to wait for the next broadcast of the plan or manually schedule the plan in the Scheduling Workbench. It is also possible to manually assign or unassign a work task activity in the Scheduling Workbench. |
| SDS | If the work task activity is processed by the SDS, the SDS will propose to automatically assign (or unassign) work task activities already allocated by the DSE based on the stated rules for the SDS. The allocation suggestions that are returned are automatically creating a work assignment for the task in Assigned status and the Allocated To field on the work assignment is set to the suggested resource ID. If automatically unassigned the work assignment will be removed, or set to cancelled if it's status is higher than Assigned. If there are already transactions reported on the work assignment and it gets unassigned it will be set to Incomplete status The rules for the SDS are set up in an XML file and referenced in broadcast parameters. |
| iSWB | If the work task activity is manually updated in the Scheduling Workbench, IFS Applications will be synchronized with the changes made to the data in the Scheduling Workbench, which is the web based user interface for PSO. In the Scheduling Workbench client, a work task activity can be assign/unassigned, allocated to a resource, fixed to an employee and the start date can be fixed. This is only used to manage exceptions, the DSE and SDS normally deal with allocation and assignments automatically. |
| MANUAL | If work task activitiy is processed by the MANUAL, no automatic scheduling will be performed. The activities and resources will be presented for manual scheduling in the Scheduling Workbench. |
The work task activities will be scheduled based on resource skills, cost of scheduling the resource, the preferred resource for the work, the location of the resource and activity, the importance (value) of the activity and the urgency (scheduling SLA) on the activity.
In order for a work task activity to be allocated to a resource the skills of the resource will have to match the skills required by the activity.
If the suggested plan is suitable, create a work assignment for the suggested resource for the work task by assigning the PSO suggested allocation.
If the suggested plan does not meet the requirements, wait for the next broadcast of the plan or manually change the plan in the Scheduling Workbench.
If the resource/resources that are assigned to the work task by the work assignment cannot carry out the activity, it is possible to unassign the resource from the work task activity - work assignment. When unassigned, the work task activity will be resent to PSO to be rescheduled by the DSE, and a new resource may be suggested in the allocation plan that is returned to IFS Applications. If a resource is unavailable for work, this should be notified via the HR system/Time Management so that PSO will receive the absences and will adjust the schedules accordingly.