Work Work Planning Planning

and and SchedulingScheduling

Striving for Efficiency and Striving for Efficiency and Cost-Effectiveness Cost-Effectiveness

What is the Importance What is the Importance of Planning and of Planning and

Scheduling?Scheduling?

Establish Roles and Establish Roles and ResponsibilitiesResponsibilities

Minimize CostMinimize Cost Focus on ObjectivesFocus on Objectives Achieve GoalsAchieve Goals

OverviewOverview

Flow ChartFlow Chart ResponsibilitiesResponsibilities Policies and Procedures Policies and Procedures ToolsTools

Maintenance Maintenance Planning and Planning and Scheduling Scheduling FlowchartFlowchart

Long Range PlanningLong Range Planning

Long-Range Revenue Projections

Business Plan

Long-Range Surface Improvement

Program (Optional)

Directed GoalsDirected Goals

Future Surface Improvement ProgramFuture Surface Improvement Program Compiled By District and / or CountyCompiled By District and / or County Provides a Guideline of What Routes Will Need Provides a Guideline of What Routes Will Need

Prep WorkPrep Work Business PlanBusiness Plan

The Districts Goals Need To Be ConsideredThe Districts Goals Need To Be Considered

Management Management ConsiderationsConsiderations

Performance Standards &

Work Schedule Calendar

Total Required Personnel Equipment Material

(Resource Balancing)

Road Information

M-681

(RI Screen)

Fiscal Guidelines/

Budget

Policy

& Procedures

STAMPP/ Video

Logging

Initial Resource Assessment

How Do We How Do We KnowKnow What Needs What Needs to Be Done?to Be Done?

A Combination of the Future Surface Improvement Program, STAMPP/Video Log Data and Physical Observations Should Be Used to Develop the RI Data Base

The RI Screen in MORIS Contains Roadway Conditions Requiring Attention See the MORIS Highway Manual for User

Information (Pub. 230)

What Do We Need to Complete What Do We Need to Complete These These ProjectsProjects??

The Performance Standards Estimate the The Performance Standards Estimate the Manpower, Equipment and Materials Needed to Manpower, Equipment and Materials Needed to Complete Specific Activities Complete Specific Activities They Are Located in the MORIS HIGHWAY They Are Located in the MORIS HIGHWAY

FOREMANS MANUAL (PUB 113)FOREMANS MANUAL (PUB 113) Use Available Productivity Reports (Such as Use Available Productivity Reports (Such as

‘Detailed Performance Report’) as Well as the ‘Detailed Performance Report’) as Well as the Pub 113 Standard to Get a Good Idea of What Pub 113 Standard to Get a Good Idea of What Productivity Measures to Strive forProductivity Measures to Strive for

The Work Schedule Calendar Provides the The Work Schedule Calendar Provides the Months in Which the Specific Activities May Be Months in Which the Specific Activities May Be PerformedPerformed This Calendar Can Be Located in Chapter 3 of the This Calendar Can Be Located in Chapter 3 of the

Maintenance Manual (PUB 23) Maintenance Manual (PUB 23)

Reference Materials That Describe Reference Materials That Describe Policies and ProceduresPolicies and Procedures

Maintenance Manual – PUB 23Maintenance Manual – PUB 23 MORIS Highway Foreman and Payroll Manual – PUB MORIS Highway Foreman and Payroll Manual – PUB

113113 Procurement ManualsProcurement Manuals MORIS ManualsMORIS Manuals

MORIS Highway Users ManualMORIS Highway Users Manual MORIS Materials ManualMORIS Materials Manual MORIS Equipment ManualMORIS Equipment Manual

Equipment Managers Manual (Pub. 177)Equipment Managers Manual (Pub. 177) Construction Specifications – PUB 408Construction Specifications – PUB 408 RC Standards (Pub. 72)RC Standards (Pub. 72) Work Zone Traffic Control – Pub 203Work Zone Traffic Control – Pub 203

Appropriation 187 Appropriation 187 Program EstablishmentProgram Establishment

Initial Resource Assessment/Funding

Maintenance Program including

213 program

Betterment Program

Reimbursable & Non-

Reimbursable Programs

Winter Program

DF MC DF MC

Maintenance ProgramMaintenance Program

711: General Maintenance711: General Maintenance Roadway, Shoulder, Drainage and Bridge Roadway, Shoulder, Drainage and Bridge

ActivitiesActivities

713: Traffic Services713: Traffic Services Signs, Guide Rail, Line Painting, Signs, Guide Rail, Line Painting,

Sweeping, Etc.Sweeping, Etc.

714: Roadside Maintenance714: Roadside Maintenance Mowing, Herbicides, Brushing, Litter, Mowing, Herbicides, Brushing, Litter,

Rest AreaRest Area

Betterment ProgramBetterment Program

Programs 381 and 383Programs 381 and 383 100% State Funds100% State Funds State and Federal FundsState and Federal Funds

Projects Include Significant Feature Projects Include Significant Feature

and Safety Improvements and Safety Improvements

ReimbursableReimbursable and and Non-reimbursable Non-reimbursable

Special Projects That May or May NotSpecial Projects That May or May Not

Be Reimbursed by OthersBe Reimbursed by Others 611: Non-reimbursable, Such as 611: Non-reimbursable, Such as

Maintenance of Historical SignsMaintenance of Historical Signs 612: Reimbursable, Such as Accident 612: Reimbursable, Such as Accident

DamageDamage

Winter Services (712)Winter Services (712)

All Costs Associated with Snow All Costs Associated with Snow

and Ice Removaland Ice Removal Manpower, Equipment and MaterialsManpower, Equipment and Materials Rented EquipmentRented Equipment Municipal AgreementsMunicipal Agreements

Maintenance Program Including

213 program Betterment Program

Reimbursable & Non-

reimbursable Programs

Intermediate PlanningIntermediate Planning

Intermediate Resource Balancing

(Including Monitoring the

Budget)

Winter Program

Resource BalancingResource Balancing

This Step is to Check the Balance This Step is to Check the Balance Between Resources Required and Between Resources Required and Resources Available to Accomplish Resources Available to Accomplish

the Planned Activitiesthe Planned Activities MORIS and/or Substitute Software MORIS and/or Substitute Software

Calculates the ManpowerCalculates the Manpower (RB Screen) (RB Screen) and Major Equipment (EH Screen) and Major Equipment (EH Screen) Required to Complete the Annual Work Required to Complete the Annual Work PlanPlan

??? What do you do if… ?????? What do you do if… ???

Man-Hours Required are Less Than Man-Hours Man-Hours Required are Less Than Man-Hours Available? – Increase Plan of Man-Hour Intensive Available? – Increase Plan of Man-Hour Intensive ActivitiesActivities

Man-Hours Required are Greater Than Man-Hours Man-Hours Required are Greater Than Man-Hours Available? – Reduce Plan of Man-Hour Intensive Available? – Reduce Plan of Man-Hour Intensive Activities and/or Contract WorkActivities and/or Contract Work

Equipment-Hours Required are Less Than Equipment-Hours Required are Less Than Equipment-Hours Available? – Transfer Equipment, Equipment-Hours Available? – Transfer Equipment, Increase PlanIncrease Plan

Equipment-Hours Required are Greater Than Equipment-Hours Required are Greater Than Equipment-Hours Available? – Reduce Plan, Equipment-Hours Available? – Reduce Plan, Transfer Equipment, RentalsTransfer Equipment, Rentals

Resource BalancingResource Balancing

Department Force Work in Allotments 611, 612, 618, Department Force Work in Allotments 611, 612, 618, 711,712,713,714,719,813,822 Etc. (AW screen)711,712,713,714,719,813,822 Etc. (AW screen)

Ensure Standards Are Current in the County Ensure Standards Are Current in the County Standard (CS) ScreenStandard (CS) Screen

Temporary Employees and / or Approved Overtime Temporary Employees and / or Approved Overtime (LF Screen)(LF Screen)

Sick, Annual and Personal Leave Taken Per Month Sick, Annual and Personal Leave Taken Per Month (LF Screen)(LF Screen)

Holidays and Sporting SeasonsHolidays and Sporting Seasons Training ProjectionsTraining Projections Work Scheduling CalendarWork Scheduling Calendar Inclement Weather and Alternate Work ActivitiesInclement Weather and Alternate Work Activities Corrective Work in Response to ComplaintsCorrective Work in Response to Complaints Specialized Equipment NeedsSpecialized Equipment Needs

What to Consider:

Annual PlanAnnual Plan

Intermediate Resource Balancing

(Which Includes Monitoring the

Budget)

Manpower Balancing

(Work Scheduling Calendar, RB and EH

Screens)

Annual Work Plan (AW Screen)

Do We Have Enough Money??Do We Have Enough Money??

The ‘BP’ Budget Preparation Transaction in MORIS The ‘BP’ Budget Preparation Transaction in MORIS and/or Substitute Software Program Develops a and/or Substitute Software Program Develops a Fiscal Plan to Achieve Each Individual County’s Fiscal Plan to Achieve Each Individual County’s Requirements and Goals. The Budget Process is a Requirements and Goals. The Budget Process is a Repetitive Repetitive

One in Which Projected Numbers Are Manipulated One in Which Projected Numbers Are Manipulated Until a Satisfactory Result is Achieved.Until a Satisfactory Result is Achieved. See the MORIS Highway Manual (Pub 230)See the MORIS Highway Manual (Pub 230) for Directionsfor Directions

Essential Elements of a Standard BudgetEssential Elements of a Standard Budget

Will Help Develop BudgetWill Help Develop Budget (Refer to (Refer to Maintenance Manual, Pub 23, Chapter 3)Maintenance Manual, Pub 23, Chapter 3)

The Annual Work PlanThe Annual Work Plan The AWP Presents the County’s Maintenance Plan for The AWP Presents the County’s Maintenance Plan for

the Fiscal Year by Activity and Month Including Both the Fiscal Year by Activity and Month Including Both Department Force and Contract Planned Production Department Force and Contract Planned Production Units for Each ActivityUnits for Each Activity

The AWP Should be Developed Based on Needs The AWP Should be Developed Based on Needs Identified in the RI Screen as well as Other FactorsIdentified in the RI Screen as well as Other Factors

Such as:Such as: Historical FiguresHistorical Figures CyclesCycles Customer ConcernsCustomer Concerns

Annual Work Plan Compliance Shall be Monitored on a Annual Work Plan Compliance Shall be Monitored on a Monthly Basis. The Annual Work Plan Should Only be Monthly Basis. The Annual Work Plan Should Only be Changed When Unforeseen Circumstances Prevent Changed When Unforeseen Circumstances Prevent Completion of the Plan. All Changes to the Annual Work Completion of the Plan. All Changes to the Annual Work Plan Should be Pro-Active or Simultaneous with EventPlan Should be Pro-Active or Simultaneous with Event

Intermediate SchedulingIntermediate Scheduling

Annual Work Plan (AW Screen)

Period Plan (RI & PP Screen)

Intermediate SchedulingIntermediate SchedulingPeriod PlanPeriod Plan

The Purpose of Intermediate Scheduling is to The Purpose of Intermediate Scheduling is to Identify All the Department Force Activities Identify All the Department Force Activities Which will be Performed During the Which will be Performed During the Scheduling Period, Identify the Foremen Who Scheduling Period, Identify the Foremen Who Will be Performing Those Activities.Will be Performing Those Activities.

Completion of the Period Plan Screen is Completion of the Period Plan Screen is RequiredRequired

Intermediate Scheduling Intermediate Scheduling maymay Include Critical Include Critical Path Method or Other Scheduling ToolsPath Method or Other Scheduling Tools

Scheduling PeriodsScheduling Periods

For Planning Purposes the Year is Divided Into For Planning Purposes the Year is Divided Into Three Seasonally Planned Production Periods:Three Seasonally Planned Production Periods: Period 1 – July, August, September, and Period 1 – July, August, September, and

October October Period 2 – November, December, January, Period 2 – November, December, January,

February, and March February, and March Period 3 – April, May, and JunePeriod 3 – April, May, and June

Assigning ForemanAssigning Foreman When Practical, Assign Foremen to Activities When Practical, Assign Foremen to Activities

Applying the Concept of Crew SpecializationApplying the Concept of Crew Specialization Whenever Possible, Crews Should Perform Whenever Possible, Crews Should Perform

Activities Having Similar Skill Requirements. Activities Having Similar Skill Requirements. By Performing Activities Requiring Similar By Performing Activities Requiring Similar Skills, Crews will Become Familiar with the Skills, Crews will Become Familiar with the Tasks. This Familiarity will Lead to More Tasks. This Familiarity will Lead to More Efficient and Effective Operations, Uniform Efficient and Effective Operations, Uniform Results and Encourage Crew Members to Results and Encourage Crew Members to Take Pride in the Quality of Their Work.Take Pride in the Quality of Their Work.

Creating Period 2 PlansCreating Period 2 Plans All Snow and Ice Control will Take All Snow and Ice Control will Take

Precedence of Any Planned ProjectsPrecedence of Any Planned Projects To Optimize Department Force Time During To Optimize Department Force Time During

Period 2, Consider the Needs of the Annual Period 2, Consider the Needs of the Annual Work Plan and Other Requirements Which Work Plan and Other Requirements Which May Include:May Include: Low Cost Safety ProjectsLow Cost Safety Projects RAR’sRAR’s Stockpile MaintenanceStockpile Maintenance Dark Hour TrainingDark Hour Training Customer ConcernsCustomer Concerns

Period 3 PlansPeriod 3 Plans

Analyze Progress of Planned Versus Analyze Progress of Planned Versus Actual Work Completed in Periods 1 Actual Work Completed in Periods 1 and 2and 2

Check the Status of the BudgetCheck the Status of the Budget Review Prep Work for Next Year’s Review Prep Work for Next Year’s

Surface Improvement ProgramSurface Improvement Program

Weekly PlanningWeekly Planning

Weekly Planning Meeting

Customer Concern Forms M-206

Traffic Work Orders and

Bridge Work Orders

Period Plan (RI, PP)

An Effective Planning MeetingAn Effective Planning Meeting

Who: Who: County Management TeamCounty Management Team

County ManagerCounty Manager Assistant County ManagersAssistant County Managers Roadway Programs CoordinatorRoadway Programs Coordinator County Equipment ManagerCounty Equipment Manager

Other Key Players as NeededOther Key Players as Needed ForemenForemen Key OperatorsKey Operators Union OfficialsUnion Officials

See Maintenance Manual, Pub 23, Chapter 3See Maintenance Manual, Pub 23, Chapter 3

WhatWhat::

Develop Weekly PlanDevelop Weekly Plan Monitor Annual Work Plan, Period Plan and BudgetMonitor Annual Work Plan, Period Plan and Budget Review Material, Manpower, and Equipment NeedsReview Material, Manpower, and Equipment Needs Review Crew Size Requirements, Leave Schedules, Review Crew Size Requirements, Leave Schedules,

Outside EventsOutside Events Review Agility WorkReview Agility Work Review Flashing LightsReview Flashing Lights Review RAR’sReview RAR’s Review DetoursReview Detours Review Equipment Utilization GoalsReview Equipment Utilization Goals Address Quality and SafetyAddress Quality and Safety

An Effective Planning MeetingAn Effective Planning Meeting

Where:Where: County OfficeCounty Office

When:When: WeeklyWeekly Before Thursday AfternoonBefore Thursday Afternoon

Why:Why: Ensure Activities are Selected from the Ensure Activities are Selected from the Period Plan or Customer ConcernsPeriod Plan or Customer Concerns Ensure Needed Resources are AvailableEnsure Needed Resources are Available

An Effective Planning MeetingAn Effective Planning Meeting

How:How: AgendaAgenda MinutesMinutes

Weekly SchedulingWeekly Scheduling

Foreman’s Weekly

Schedule (WP Screen)

Weekly Planning Meeting

Weekly PlanWeekly Plan

The Select Weekly Screen Can Be Used to Select The Select Weekly Screen Can Be Used to Select Work Activities From the Period Plan and Assign Work Activities From the Period Plan and Assign Them to the Week (or Weeks) and Days of the Week Them to the Week (or Weeks) and Days of the Week in Which They Will Be Performedin Which They Will Be Performed

During Periods 1 and 3 the Weekly Plan Will Be During Periods 1 and 3 the Weekly Plan Will Be Prepared WeeklyPrepared Weekly

During Period 2, Alternative Work Activities Should During Period 2, Alternative Work Activities Should Be Reviewed Weekly, Refer to the Maintenance Be Reviewed Weekly, Refer to the Maintenance Manual, Pub 23, Chapter 3 for Detailed InstructionsManual, Pub 23, Chapter 3 for Detailed Instructions

A Weekly Plan Will Be Completed Either By The A Weekly Plan Will Be Completed Either By The Assistant or Foreman.Assistant or Foreman.

IMPORTANT!!!IMPORTANT!!!

The Weekly Plan is a The Weekly Plan is a Collaborative Effort Collaborative Effort Between the Foreman and Between the Foreman and the Assistant Managerthe Assistant Manager

ProductionProduction

Actual Production

Foreman’s Weekly

Schedule (WP Screen)

Work ReportingWork Reporting

Work Reporting

(Daily Payrolls)

Actual Production

Roles and ResponsibilitiesRoles and Responsibilities

County Management TeamCounty Management Team County Maintenance ManagerCounty Maintenance Manager Assistant County ManagersAssistant County Managers County Equipment ManagerCounty Equipment Manager Roadway Programs CoordinatorRoadway Programs Coordinator Highway ForemenHighway Foremen Reference Maintenance Manual, Pub 23, Reference Maintenance Manual, Pub 23,

Chapter 3 for More Detail Chapter 3 for More Detail

County Maintenance ManagerCounty Maintenance Manager

Directs/LeadsTeamDirects/LeadsTeam Responsible for Ensuring Budget, Annual Responsible for Ensuring Budget, Annual

Work Plan and Period Plans Are BalancedWork Plan and Period Plans Are Balanced ArbitratorArbitrator Responsible for County Business PlanResponsible for County Business Plan Determines PrioritiesDetermines Priorities

Assistant County ManagersAssistant County Managers

Develop and Monitor Period PlansDevelop and Monitor Period Plans Identify Needs on Every Road in Identify Needs on Every Road in

Geographical Section and Ensure their entry Geographical Section and Ensure their entry Into the RI ScreenInto the RI Screen

Ensure Work Performed By Crews is in Ensure Work Performed By Crews is in Compliance With Department Policies and Compliance With Department Policies and SpecificationsSpecifications

Mentor Foremen and CrewsMentor Foremen and Crews Recommend Specialization of Crews, Recommend Specialization of Crews,

Contracts, Equipment and MaterialContracts, Equipment and Material Review and Sign PayrollsReview and Sign Payrolls Review Plans With ForemenReview Plans With Foremen

County Equipment ManagerCounty Equipment Manager

Maintain FleetMaintain Fleet Schedule PM’s and RepairsSchedule PM’s and Repairs Purchase Equipment Purchase Equipment Coordinate Equipment SharingCoordinate Equipment Sharing Procure Rented EquipmentProcure Rented Equipment

Ensure Safe Operation of Equipment / Ensure Safe Operation of Equipment / Coordinate Training on EquipmentCoordinate Training on Equipment

Manage FacilitiesManage Facilities

RoadwayRoadway Programs Coordinator Programs Coordinator

Monitor Budget, Annual Work Plan and Monitor Budget, Annual Work Plan and Period PlansPeriod Plans

Oversee PurchasingOversee Purchasing Manage Administrative StaffManage Administrative Staff Utilize MORIS and Other SystemsUtilize MORIS and Other Systems Assist With Developing Plans and Assist With Developing Plans and

Balancing ResourcesBalancing Resources Ensure Planning ComplianceEnsure Planning Compliance Ensure Payrolls Are Input TimelyEnsure Payrolls Are Input Timely

ForemenForemen Execute PlansExecute Plans Document Work and Submit Payrolls DailyDocument Work and Submit Payrolls Daily Communicate Progress and Concerns With Communicate Progress and Concerns With

Assistant ManagerAssistant Manager Supervise CrewsSupervise Crews Coordinate Work With Other CrewsCoordinate Work With Other Crews Coordinate Deliveries With VendorsCoordinate Deliveries With Vendors Coordinate Equipment With Garage and Coordinate Equipment With Garage and

Other CrewsOther Crews Follow Standards and Procedures to Ensure Follow Standards and Procedures to Ensure

Quality and SafetyQuality and Safety Communicate With CustomersCommunicate With Customers Mentor and Train Crew MembersMentor and Train Crew Members

FeedbackFeedback

Work Reporting

(Daily Payrolls)

MORIS Flash (Monitor

Budget Status)

REMEMBER!REMEMBER!

Maintenance Efficiency and Operational Maintenance Efficiency and Operational Effectiveness is Not Limited to Preparation Effectiveness is Not Limited to Preparation of a Schedule. The Dynamics of the of a Schedule. The Dynamics of the Maintenance Environment Demands that Maintenance Environment Demands that the Management Team Maintains a the Management Team Maintains a Hands- On Posture to Ensure Adjustments Hands- On Posture to Ensure Adjustments Are Made in a Timely and Effective Are Made in a Timely and Effective Manner.Manner.

QUESTIONS QUESTIONS oror

FEEDBACKFEEDBACK