Scheduling
How (well) to choose scheduling software?
21/02/2025
In today's industrial landscape, competitiveness largely depends on the efficiency of production processes. A high-performance scheduling software then becomes an indispensable asset for optimizing operations, reducing costs, and improving delivery times. However, faced with the multitude of solutions available on the market, how do you select the one that will best meet the specific needs of your workshop or factory? This article guides you through the essential criteria to consider when making an informed choice.
1. Choice Criteria
1. Response to Functional Needs
Before embarking on the selection of scheduling software, it is crucial to deeply understand the specific needs of your business.
a. Lay out and document the current process
Start by analyzing current planning and scheduling practices. Identify the assumptions that underpin your daily decisions and the features that stem from them. Where are the analyses performed (Excel, whiteboard, PowerBI, ...)? What assumptions do you need to take into account? According to what criteria do you make your decisions (deadlines, costs, available resources)?
b. Identify operational issues
List the challenges encountered in your daily operations. This can include frequent delays, poor resource allocation, bottlenecks, or ineffective communication between departments. This step helps to target the essential features needed to overcome these obstacles.
c. Consolidate and prioritize needs
Based on the information gathered, create a comprehensive list of functional needs. It is essential to rank them in order of priority, distinguishing between must-have features and those that are merely desirable. This prioritization will facilitate the choice of the most suitable software.
2. Expected Features of Scheduling Software
An effective scheduling software must offer a set of key features to optimize production management.
a. Finite capacity scheduling of bottleneck stations
Finite capacity scheduling takes into account the real limitations of critical resources, thus avoiding overloads and delays. This approach ensures optimal use of bottleneck stations, meaning the steps in the process likely to limit the flow of production.
b. Consideration of format change times
Setup times, or format change times, can significantly impact productivity. Good software should integrate these durations to effectively plan transitions between different production runs, thereby minimizing downtime.
c. Management of the availability of tools and operator skills
The availability of specific equipment and qualified operators is crucial. The software must allow for real-time verification of the availability of necessary tools and competent personnel for each task, thereby ensuring realistic and feasible planning.
d. Projection of stock levels of components and raw materials
Anticipating material needs is essential to avoid shortages or overstocking. The software must provide visibility into current and future stock levels, integrating replenishment times and consumption forecasts.
e. Prioritization of queues and manufacturing orders (MO)
In an environment where multiple manufacturing orders are pending, the software must help determine which ones to prioritize based on criteria such as delivery dates, customer importance, or resource availability.
f. Clear communication of scheduling to operators
Once the planning is established, it is crucial that the operators on the shop floor have a clear understanding of it. The software must provide intuitive interfaces displaying assigned tasks, deadlines, and specific instructions, thereby facilitating execution without ambiguity.
g. Real-time tracking of the position of MOs and forecasting end dates
Real-time tracking allows knowing exactly where each manufacturing order stands in the process. This feature offers visibility into progress and helps anticipate delivery deadlines, allowing for proactive adjustments if necessary.
h. Visualization of plan progress at bottleneck stations
Since bottleneck stations are critical for production flow, it is vital to closely monitor their performance. The software must provide visualization tools showing the current status and progress of tasks at these stations, helping to quickly identify delays or inefficiencies.
3. Associated Costs
The choice between a SaaS (Software as a Service) solution and an on-premise installation has distinct financial and operational implications.
a. SaaS Model
SaaS solutions are hosted in the cloud and accessible via the internet. They generally operate on a monthly or annual subscription model.
Advantages:
Reduced initial costs: No need to invest in expensive hardware infrastructure.
Automatic updates: Providers manage updates, ensuring that the software is always up-to-date.
Accessibility: Accessible from anywhere with an internet connection.
Disadvantages:
Vendor dependency: Performance and availability depend on the provider.
Recurring costs: Subscriptions can, over the long term, exceed the cost of an on-premise solution.
b. On-premise Model
Unlike SaaS solutions, on-premise software is installed directly on the company's servers and managed internally.
Advantages:
Total control: All data and operations remain internal, which can be an asset for privacy-conscious companies.
Advanced customization: On-premise software often offers greater flexibility to adapt to the specific needs of the business.
Controlled long-term expenses: After the initial investment, costs are limited to maintenance and internal update fees.
Disadvantages:
Very high initial investment: The purchase of licenses, installation, and setting up infrastructure can represent a significant cost.
Maintenance is the company's responsibility: Unlike SaaS, all updates, patches, and upgrades must be managed internally.
Less flexibility: Remote access and scalability are often more complex to manage.
c. Comparison SaaS vs On-premise
💡 Note: According to a Gartner study, by 2026, at least 80% of manufacturing companies will have adopted business applications via the cloud due to real-time data centralization, an intuitive and customizable interface, and seamless integration with other solutions, allowing for optimized management of operational flows. (source)
2. Methodology and time required for implementation
Once the solution is selected, it is essential to plan its deployment properly in order to maximize its benefits and ensure rapid adoption by the teams.
a. Team involvement
The implementation of a scheduling software varies depending on the complexity of the chosen solution and the organization of the company.
⏳ Average implementation duration:
SaaS: 1 to 3 months (configuration, integration, training)
On-premise: 6 to 12 months (installation, custom development, training, maintenance)
👨💼 Team involvement:
Management: define objectives and track project progress.
Production managers: adapt processes according to new features.
Operators: be trained on the tool and adopt it in their daily work.
b. Interconnection with other software
A scheduling software does not operate in isolation: it must integrate with other management tools in the company to ensure smooth data communication.
🔗 Main software to interface:
ERP (e.g., SAP, Oracle, Microsoft Dynamics): to retrieve production orders and send back progress statuses.
MES (Manufacturing Execution System): for real-time tracking of workshop operations.
WMS (Warehouse Management System): to manage the supply of raw materials and components.
3. The 5 golden rules for a successful implementation
Once the solution is chosen, here are 5 essential rules to ensure its success:
1️⃣ Involve the field from day one: Operators and workshop managers should be consulted from the selection phase to ensure proper alignment with actual needs.
2️⃣ Sponsor engagement: A project without strong support from management is unlikely to succeed. Weekly follow-ups are recommended.
3️⃣ Progress in steps and iterate: A gradual approach allows for software integration without disrupting production. Test, adjust, improve.
4️⃣ Prioritize, prioritize, prioritize: Always focus on the features that will have the most impact on productivity before adding secondary options.
5️⃣ Follow a precise schedule: Set clear milestones and adhere to the implementation timeline to avoid deviations.
Conclusion
The choice of scheduling software is a strategic step for any industrial company looking to optimize its production, reduce costs, and improve its responsiveness to unforeseen events.
📌 Key points to remember :
✅ Analyze your needs and prioritize essential features.
✅ Compare SaaS and On-premise models according to your budgetary and technical constraints.
✅ Anticipate integration with your other management tools (ERP, MES, WMS).
✅ Prepare a rigorous implementation plan with strong involvement from the field teams.
✅ Follow the 5 golden rules for a successful adoption.
