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Key Responsibilities and Required Skills for a Schedule Planning Technician

💰 $ - $

OperationsManufacturingLogisticsSupply ChainProject Management

🎯 Role Definition

The Schedule Planning Technician is the backbone of operational and project execution. This role is not just about creating a calendar; it's about building a dynamic, living plan that optimizes the use of labor, equipment, and materials to meet critical deadlines. You are the central hub of information, translating complex project requirements and production demands into a clear, actionable sequence of tasks. Your work directly impacts on-time delivery, cost control, and overall business performance by proactively identifying potential bottlenecks and ensuring a smooth, efficient workflow from start to finish.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Operations Coordinator
  • Production Assistant
  • Dispatch Clerk

Advancement To:

  • Master Scheduler
  • Senior Project Planner
  • Project Controls Manager
  • Operations Manager

Lateral Moves:

  • Supply Chain Analyst
  • Logistics Planner
  • Project Coordinator

Core Responsibilities

Primary Functions

  • Develop, monitor, and meticulously update integrated master schedules and supporting detailed schedules for production, maintenance, or project-based work, ensuring alignment with strategic objectives.
  • Analyze production specifications, project scope documents, engineering drawings, and resource availability to accurately determine task durations, logical dependencies, and overall timelines.
  • Perform resource loading and leveling to ensure the efficient allocation and optimization of labor, materials, and equipment, proactively identifying and resolving potential resource overloads and conflicts.
  • Collaborate closely with department managers, project managers, and production supervisors to gather real-time status updates and incorporate progress data into the master schedule.
  • Implement and maintain the Critical Path Method (CPM) to identify the longest sequence of dependent tasks and the minimum time required to complete the project or production run.
  • Generate and distribute regular schedule performance reports, including variance analysis (schedule vs. baseline), look-ahead schedules, and milestone tracking charts for key stakeholders.
  • Conduct comprehensive "what-if" scenario analyses to assess the potential schedule and cost impacts of proposed changes, delays, or scope adjustments, providing actionable recommendations to leadership.
  • Identify, analyze, and clearly communicate potential schedule risks, project slippages, and opportunities for acceleration to the project team and management.
  • Facilitate recurring planning and scheduling meetings, ensuring all team members are aligned on upcoming tasks, priorities, and critical deadlines.
  • Maintain the integrity of the scheduling database and enterprise software, ensuring all data inputs, such as work breakdown structures, calendars, resources, and logic, are accurate and up-to-date.
  • Interface directly with supply chain and procurement teams to align material delivery dates and subcontracted services with the production schedule, mitigating potential shortages or workflow interruptions.
  • Prepare and present detailed schedule review packages for management, highlighting key performance indicators (KPIs), schedule performance index (SPI), trends, and areas requiring immediate attention.
  • Assist in the development and implementation of project control procedures and work breakdown structures (WBS) to ensure consistent and standardized planning practices across the organization.
  • Track, document, and manage all approved changes to the baseline schedule, maintaining a clear and auditable record of revisions and their underlying justifications.
  • Analyze labor-hour forecasts and equipment requirements against the planned schedule to support effective resource planning, budgeting, and financial forecasting efforts.
  • Coordinate complex shutdown and turnaround schedules for major maintenance activities, minimizing the impact on ongoing operations by optimizing task sequencing and resource deployment.
  • Review contractor and subcontractor schedules to ensure they are realistic, well-defined, and fully integrated with the overall master project schedule without creating conflicts.
  • Provide ongoing training and technical support to project team members on scheduling software, standard processes, and industry best practices.
  • Develop detailed recovery schedules to mitigate the impact of unforeseen delays and create a clear plan to bring projects back on track with original targets.
  • Perform time impact analysis (TIA) for change orders, claims, and delays to substantiate requests for schedule extensions or financial adjustments in a clear, defensible manner.
  • Continuously evaluate and recommend improvements to existing scheduling processes, tools, and methodologies to enhance organizational efficiency, accuracy, and predictability.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to answer specific business questions related to performance and forecasting.
  • Contribute to the organization's operational data strategy and roadmap by providing insights on planning data requirements.
  • Collaborate with business units to translate operational data needs into clear engineering and system requirements.
  • Participate in sprint planning and agile ceremonies for technology or process improvement projects affecting the planning function.

Required Skills & Competencies

Hard Skills (Technical)

  • Scheduling Software Proficiency: Expert-level, hands-on knowledge of premier scheduling software such as Primavera P6, Microsoft Project, or similar ERP/MRP scheduling modules (e.g., SAP PP, Oracle).
  • Critical Path Method (CPM): Deep understanding and practical application of CPM for developing, analyzing, and managing complex, logic-driven schedules.
  • Resource & Cost Analysis: Proven ability to perform resource and cost-loading, conduct resource leveling, and analyze resource utilization curves to optimize allocation.
  • Data Analysis & Reporting: Strong skill in extracting data from various sources and using tools like Microsoft Excel (Pivot Tables, VLOOKUPs, Advanced Formulas) to create insightful reports and dashboards.
  • Work Breakdown Structure (WBS): Tangible experience in developing and utilizing a WBS to logically organize project work into manageable and reportable sections.
  • Earned Value Management (EVM): Familiarity with EVM principles (SPI, CPI) and practices for measuring project performance and forecasting outcomes is a significant plus.

Soft Skills

  • Meticulous Attention to Detail: An exceptional ability to identify and manage intricate details, dependencies, and data points without losing sight of the big-picture project goals.
  • Proactive Problem-Solving: The foresight to anticipate potential scheduling conflicts and the analytical skills to develop effective, well-reasoned solutions before they become critical issues.
  • Clear & Concise Communication: The ability to communicate complex schedule information, risks, and scenarios clearly and effectively to diverse audiences, from shop-floor supervisors to senior management.
  • Collaboration & Interpersonal Skills: A natural ability to build strong working relationships across various departments to facilitate seamless information flow and collaborative planning efforts.
  • Time Management & Organization: Superior organizational skills to manage multiple priorities, track numerous moving parts, and consistently meet deadlines in a dynamic, fast-paced environment.
  • Analytical Thinking: A strong capability to dissect complex information, analyze performance trends, and make data-driven recommendations for schedule optimization and risk mitigation.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED, ideally coupled with relevant vocational training or professional certifications (e.g., Planning & Scheduling Professional (PSP), Certified Associate in Project Management (CAPM)).

Preferred Education:

  • Associate's or Bachelor's degree.

Relevant Fields of Study:

  • Business Administration
  • Supply Chain Management
  • Construction Management
  • Industrial Engineering

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in a planning, scheduling, or project controls role within a relevant industry.

Preferred:

  • Hands-on experience in a manufacturing, construction, energy, or aerospace environment where complex, multi-faceted scheduling is a critical operational function. Experience with large-scale projects or high-volume production is highly desirable.
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