Introduction: coordinating day-to-day production
In industry, meeting production deadlines involves coordinating a number of factors: machine availability, raw materials, staff capacity, customer priorities and unforeseen issues on the shop floor.
It is in this context that the’production scheduler. Their role involves organising and adjusting the short-term production schedule in order to translate production targets into operations that can be carried out on the shop floor.
In this way, it bridges the gap between what has been planned and what can actually be produced, taking into account the available resources and any unforeseen circumstances encountered.
What is a production scheduler?
The scheduler, sometimes referred to as a scheduling technician or workshop manager depending on the company, holds a cross-functional role.
He works with, amongst others:
- production; ;
- purchasing and procurement; ;
- logistics; ;
- stock management; ;
- the sales teams; ;
- workshop managers.
Based on the orders and objectives defined at an earlier stage, he checks the available capacity and determines the order in which the operations are to be carried out.
His job therefore involves striking a balance between customer demands and the workshop’s practical constraints: machine availability, operator availability, stock levels, lead times and the time required for each operation.
What are the responsibilities of the production scheduler?
The tasks may vary depending on the size of the company and how it is organised, but several activities recur regularly.
Organising the production workload
The scheduler analyses the capacity of machines and teams in order to allocate the workload appropriately.
One of the main aims is to ensure that one post is not overloaded whilst another still has spare capacity.
Drawing up the short-term schedule
It sets out the sequence of operations to be carried out in the workshop and their order of priority.
It can operate on a daily or weekly basis, or over a longer period, depending on how the business operates.
Initiate and monitor production orders
The scheduler helps to initiate production orders and monitors their progress.
He checks that operations are proceeding according to schedule and quickly identifies any delays.
Dealing with the unexpected
A production schedule is constantly changing.
A breakdown, a shortage of raw materials, an urgent order or the absence of a member of staff can throw the planned arrangements into disarray.
The scheduler must then review the priorities and devise a new plan that minimises the impact on production as a whole.
Analysing discrepancies
Comparing the schedule with actual production output also makes it possible to identify discrepancies and gradually improve the organisation.
This information may help to adjust estimated times, capacity or certain priority rules.
Would you like to develop your scheduling skills and gain a better understanding of how to manage a workshop? Discover the Production Scheduler training course offered by NCAcademy.
Scheduler and Production Planner: what’s the difference?
Planning and scheduling functions are closely linked, but they do not generally take place at the same level.
The production planner works further upstream. It seeks to anticipate future needs by taking into account orders, forecasts, resources and available capacity.
The’scheduler takes place closer to the execution stage. It transforms the objectives defined during the planning stage into a concrete sequence of operations to be carried out on the shop floor.
To put it simply:
- the planner determines what to produce and over what timeframe ;
- the scheduler organises in what order and using what resources the operations will be carried out.
However, this distinction is not the same in all organisations. In some SMEs, a single person may fulfil both roles. In larger organisations, these roles are often divided amongst several staff members who work closely together.
To explore this further, we set out the details of this the complementarity and differences between planning and scheduling in our dedicated article.
What skills do you need to work in scheduling?
Scheduling requires both a good understanding of production and strong organisational skills.
Understanding production flows
The scheduler must understand how a workshop operates, the various stages of production and the constraints relating to machinery, materials and human resources.
Knowledge of production management, Lean Management, just-in-time or capacity management, amongst other things, may be useful.
Analyse and prioritise
It is not always possible to process all orders at the same time.
The scheduler must therefore be able to analyse a situation, assess the consequences of a decision and set priorities.
Plan ahead
Good organisation also involves identifying problems before they disrupt production.
A risk of material shortages or a machine reaching full capacity may require the schedule to be adjusted in advance.
Communicate
The scheduler liaises with a wide range of people: operators, workshop managers, production managers, procurement officers, logistics staff and sales teams.
Communication therefore plays an important role in the flow of information and the search for solutions.
Adapting to the unexpected
The schedule planned for the morning may change as the day goes on.
Responsiveness and the ability to adapt are therefore particularly important in this role.
What tools does a production scheduler use?
Scheduling work now relies on a number of digital tools.
ERP
The ERP system centralises much of the data required for production management: orders, stock levels, items, bills of materials, procurement and production orders.
MRP and requirements planning
MRP methods are used, in particular, to calculate component and material requirements based on production requirements.
They help to ensure consistency between what needs to be produced and the resources required.
MES
MES software enables more accurate monitoring of workshop activity and production progress.
They can provide information on current orders, machines, actual times or certain performance indicators.
APS and scheduling software
APS solutions and specialised software enable the creation and adjustment of schedules by taking into account various capacity and availability constraints.
Gantt charts and dashboards
Visual representations of the schedule make it possible to track the sequence of operations and to identify delays or resource conflicts more easily.
Artificial intelligence and digital twins are also beginning to complement some of these tools in the most digitally advanced industrial environments. In particular, they enable different scenarios to be tested, but their use depends heavily on the sector and the company’s level of technological maturity.
Would you like to gain a better understanding of the methods and tools used in scheduling?
View the syllabus for the NCAcademy Production Workshop Manager (Scheduler) Certificate.
In which sectors does a Scheduler work?
Scheduling is relevant to many businesses in which several operations need to be co-ordinated in order to manufacture a product or carry out a production activity.
This function can be found, for example, in:
- the engineering industry; ;
- metallurgy; ;
- watchmaking and microtechnology; ;
- the agri-food industry; ;
- the pharmaceutical industry; ;
- electronics; ;
- the construction industry and certain maintenance environments; ;
- other industrial activities that operate on the basis of production orders and capacity constraints.
The issues are not exactly the same from one sector to another.
In the watchmaking industry, for example, scheduling may need to coordinate numerous precision operations. In the food and drink sector, constraints relating to perishable goods, hygiene and traceability take on greater importance.
What career opportunities are there after gaining experience in scheduling?
Career progression depends on one’s initial background, the sector, the experience gained and the company’s structure.
A scheduling professional can gradually progress to roles such as:
- Scheduling Manager; ;
- Production planner; ;
- Planning Manager; ;
- Production Manager; ;
- Production Manager; ;
- Supply Chain Coordinator; ;
- broader functions relating to workflow management or production.
These career developments do not happen automatically. They depend, in particular, on the skills acquired, the level of responsibility already held and any further training undertaken.
It is also best not to apply salary figures published for France directly to the Swiss market. Salaries vary according to country, sector, region, experience and level of responsibility.
How do you become a production scheduler?
There is no single path to a career in scheduling.
Candidates may come from the fields of production, logistics, industrial engineering, mechanical engineering or other technical disciplines. Practical experience of an industrial environment is often an asset when it comes to understanding the real-world constraints of the workshop.
Continuing professional development then enables you to develop more specialised knowledge in:
- planning and scheduling; ;
- calculation of loads and capacities; ;
- MRP and requirements planning; ;
- deadline management; ;
- rules of right of way; ;
- co-ordinating the workshops; ;
- Lean Management; ;
- production indicators.
NCAcademy offers a Certificate in Production Workshop Management (Scheduler) intended for those with a basic understanding of production management.
The programme covers, amongst other things, MRP/CBN, PIC, PDP, capacity and workload calculations, scheduling methods, Lean Management and dashboards.
This is a certificate issued by NCAcademy. Its content partly reflects the learning outcomes of the «Planning and Scheduling» module included in the course leading to the Higher National Diploma (ES) in Process Technology.
The course combines short video clips, learning materials, virtual classes and a number of face-to-face training or examination sessions.
Conclusion: a function at the heart of production organisation
The Production Scheduler bridges the gap between planning and execution on the shop floor.
His role is not simply to draw up a schedule. He must constantly check it against reality: available capacity, priorities, supplies, deadlines and unforeseen circumstances.
Organisation, analytical skills, an understanding of workflows and communication are therefore central to the role.
As production tools become increasingly connected, the scheduler also has access to more data on which to base their decisions. Digital tools make calculations and simulations easier, but the ability to weigh up options and understand on-the-ground constraints remains essential.
Would you like to develop your skills in production scheduling?
Find out more about NCAcademy’s Production Workshop Manager (Scheduler) Certificate.
Would you like to know whether this course is suitable for your background?
Discuss your training project with NCAcademy.
Frequently Asked Questions
What is the difference between a scheduler and a planner?
The procurement officer focuses primarily on ensuring the availability of the materials, components and products required for the business.
The scheduler then uses these resources, together with the workshop’s available capacity, to determine the order in which the manufacturing operations are to be carried out.
The two departments therefore work together on a regular basis.
What is the difference between a scheduler and a planner?
The planner generally focuses more on forecasting requirements and capacity, whilst the scheduler is involved at a stage closer to execution, organising operations in detail.
However, the exact division of responsibilities depends on each individual company.
Will artificial intelligence replace the Scheduler?
Digital tools can automate certain calculations, suggest scenarios or help to optimise schedules.
However, they do not eliminate the need to balance sometimes conflicting constraints, to incorporate information from the field and to communicate with teams. The profession is therefore likely to evolve alongside these technologies rather than disappear.
Is remote working possible in scheduling?
Certain planning and analysis tasks can be carried out remotely provided the company has the necessary tools.
The role remains, however, closely linked to the reality of the workshop. A regular presence on site facilitates communication with the teams and a better understanding of operational issues.
What training do you need to work in scheduling?
There are several technical or industrial career paths that can lead to this role. Specialised training in scheduling can then help develop the specific knowledge required for planning, capacity calculation, material flow and production management.
NCAcademy offers, amongst other things, a Certificate in Production Workshop Management (Scheduler).
Sources
- JITbase : 15 Production Planning Software Packages: A Comparison of Industrial Planning Tools
- The manufacturing sector is recruiting : Job Description: Scheduling Manager
- Amalo Recruitment : Scheduler: role, responsibilities and working environment
- Astrée Software : The difference between scheduling and production planning
- Aviation Careers : Scheduling Technician
- University of Orléans : resources relating to industrial management and production organisation
- CY Cergy Paris University : research into dynamic scheduling and digital twins