Asset and Maintenance Management Workshop AMMW 2015

12 Oct 2015, 09:00 → 14 Oct 2015, 16:30 Europe/Berlin

Seminar Room 4 (DESY Hamburg)

Jens-Peter Jensen (DESY MKK), Lars Hagge (DESY)

Overview
Highly available and reliable equipment is an essential foundation for optimizing accelerator operation and performance. Asset and maintenance management provide methods and tools for managing equipment lifecycles, and for keeping equipment in or restoring it to operational condition.
The Asset and Maintenance Management Workshop, AMMW2015, brings together people from particle accelerator, fusion and large-scale laboratories communities. It provides a forum for sharing ideas and experience and reviewing progress in the broad spectrum of asset, maintenance and quality management at large scientific facilities.
Scientific facilities enjoy long lifespans, often over decades, including upgrade and extension projects to keep up with technological developments and evolving user requirements. While these projects put forward new requirements on accelerator operation, they also offer opportunities to revisit and evolve the established asset and maintenance management procedures. AMMW2015 aims to highlight continuously improving asset and maintenance strategies, methods and tools as a specific challenge for the long-lasting scientific facilities.
DESY has a long history in building and operating particle accelerators. Today, DESY is dominated by three large-scale accelerators: PETRA III and FLASH are in operation and have recently been extended and upgraded, while the European XFEL is still under construction and will start its operation in 2016. With three accelerators being extended and brought into operation, asset and maintenance management is currently an area of particular interest at DESY.

Monday, 12 October

09:00 → 10:00 Registration

10:00 → 11:00 Opening Session

Convener: Jens-Peter Jensen (DESY MKK)

10:00 Opening

Speakers: Jens-Peter Jensen (DESY MKK), Dr Lars Hagge (DESY)

10:05 Welcome

Speaker: Reinhard Brinkmann (DESY)

10:15 Asset and Maintenance Management at DESY

DESY is operating a variety of accelerators for more than 50 years now. Therefore asset and maintenance management at DESY has, among others, to deal with some old, but robust components from the 1960ties. At the same time DESY is building up a brand new accelerator, the European XFEL, in an international collaboration, with brand new components from different vendors from different countries. Obviously the amount and quality of the documentation of these different generations of components differs widely. This talk will give an overview of the accelerators at DESY and describe the way asset and maintenance management is organized at DESY.

Speaker: Michael Bieler (DESY)

Slides AMMW.DESY.M.Bieler.ppt

10:45 Technical Announcements

Speaker: Dr Lars Hagge (DESY)

Slides AMMW2015_Technical_Announcements.pdf

11:00 → 11:30 Coffee Break

11:30 → 12:30 Workshop Presentations

Convener: Dr Lars Hagge (DESY)

11:30 Asset, maintainance and reliabilty management at the Heidelberg Ion Beam Therapy (HIT) medical accelerator

The HIT (Heidelberg Ion Beam Therapy) center is the first dedicated European accelerator facility for cancer therapy using both carbon ions and protons, located at the university hospital in Heidelberg. It provides three fully functional treatment rooms, two with fixed beam exit, operational for therapy since 2009, and a rotatable Gantry, used for therapy since 2012. Using an accelerator facility for medical purposes is a more challenging task than the usual scenario of an accelerator used for research. The regulations for medical therapies on national and European level are very strict and require an in-depth risk analysis, thus reporting and tracking the status of the machine is even a legal issue. The reliability of a medical accelerator is an important fact, both from a medical point of view that the radiation of a patient during the therapy plan must not be interrupted by more than four days, as from a commercial point of view. Thus, the management of facility maintaince and life cycles of accelerator devices, reliability purposes, and tracking of changes to the machine become important from all aspects, e.g. hardware, operation, physical settings. We will present on the current status of the asset and reliability management of the HIT accelerator facility, showing that we live now with a zoo of different tools, both commercially (like Lotus Notes) as self-developed, leading to the question how these tools may be unified to a more homogenous solution.

Speaker: Dr Klaus Hoeppner (HIT Heidelberg Ion Beam Therapy Center)

Slides hoeppner_ammw_talk.pdf

12:00 Risk Assessment Process - CEBAF Accelerator Systems

Risk Assessment Process - CEBAF Accelerator Systems Randy Michaud Accelerator Division, Thomas Jefferson National Accelerator Facility Newport News, Virginia, USA Continuous Electron Beam Accelerator Facility (CEBAF) management is routinely faced with making difficult decisions. Our primary mission is to conduct world class nuclear physics; doing so involves pushing the limits of technology, embracing failure as a form of discovery, and supporting the scientific program by all means possible. Achieving that mission requires minimizing external risk to the scientific program. Challenges and obstacles arise when scientific facilities face decisions related to funding limitations, resource constraints, and management of risk. CEBAF has recently adopted a risk analysis method that helps us evaluate accelerator system risks and mitigations to support the scientific program. The risk assessment method is based on a modified Failure Mode and Effects Analysis (FMEA) technique. The process supports mitigation of risks, assists in development of a spare component list, and reinforces the scientific program. The information from this process serves as guidance in budgeting and decision making for supporting the overall laboratory mission. Notice: Authored by Jefferson Science Associates, LLC under U.S. DOE Contract No. DE-AC05-06OR23177. The U.S. Government retains a non-exclusive, paid-up, irrevocable, world-wide license to publish or reproduce this manuscript for U.S. Government purposes.

Speaker: Randy Michaud (Jefferson Lab)

Slides Risk_Process_Presentation.pptx

12:30 → 14:00 Lunch Break incl. Workshop Photo

14:00 → 14:50 Workshop Presentations

Convener: Michael Bieler (DESY)

14:00 Close out report of CERN's Maintenance Management Project MMP/MFIO

CERN’s Maintenance Management Project has united stakeholders from various departments during three years to work on harmonization of maintenance management methods and to implement maintenance management through a maintenance methods office in a few pilot groups. This presentation will give a brief review of the project and its achievments and present the lessons learned.

Speaker: Goran Perinic (CERN)

Slides AMMW2015_Close_out_report_GP_20151009.pptx

14:30 Introducing GIS (Geographic Information Systems) in asset and maintenance management at CERN

During the past 10 years GIS and Geographic Information has entered our everyday lives and has been made available to the public through the well-known Google Maps. The CERN Geographic Information System has naturally followed this technical evolution and moved from a confidential management of topographic data to a web based display of Infrastructure and assets location, switching from 10 to 1000 users per day. Since the floor plans of the infrastructures have been geolocalised and are available by floor, many assets managers at CERN have found an interest in mapping their equipment in such tool. In a context where contracts and maintenance technician follow a significant turnover, finding the exact location of equipment can be an important loss of time. GIS capabilities not only allow users to find the position of an asset in one click, but also provide a robust environment to share spatial information, establish relationship between assets and help decision making. The intuitive web interface is also becoming naturally a portal to access information scattered in diverse databases and systems. Through practical cases, we have demonstrated that the interfacing of GIS and CMMS can save up to 50% of time in some maintenance operations. In the case of assets critical for the functioning of the accelerator, it can be a significant gain. Now that almost 150 000 assets are georeferenced in the CERN GIS, we are at the beginning of the use of its spatial analysis power to get direct applications like organising work spatially, optimising spatial repartition… Other new challenges are also arising like the establishment of reliable update processes for geolocation, better integration with other maintenance tools and on-field data collection. The fact that the system has established itself as a standard demonstrates its usefulness and we can bet that geolocation systems such GIS are going to play a growing role in the future of asset management and maintenance at CERN.

Speaker: Youri Robert (CERN)

Slides AMMW_2015.ppt

14:50 → 15:00 Short Break

15:00 → 16:00 Keynote

Convener: Jens-Peter Jensen (DESY MKK)

15:00 The Asset Management System of a Distribution System Operator (DSO) - The PAS55-Certification of “Stromnetz Hamburg GmbH”

Stromnetz Hamburg was one of the first – if not the first – DSO to receive a PAS55 certification in Germany. Stromnetz Hamburg operates the power distribution grid in the metropolitan area of Hamburg, Germany. With a total grid length exceeding 27.000 km it supplies power of annually about 12.6 TWh to more than 1.3 million clients. Good life cycle management and maintenance is a merit to operate all the assets of such a power grid safely and reliably. The British PAS55 code released in 2008 in its second edition gives good guidance in establishing an asset management system for such physical assets. Stromnetz Hamburg defined all required documents from asset management policy over strategy and objectives to asset management plans and established the process to manage all its physical assets’ life cycles according to a holistic risk based approach. Within this process the essential line of sight is established by annually updating the bottom-up planning for each of the asset groups feeding in any risks to either the business objectives or any well-defined performance indicator. Thus all efforts Stromnetz Hamburg spends aim towards the accomplishment of the business objectives. The convincing concept Stromnetz Hamburg presented to UMS Group Europe as certifying body end of 2013 led to the receipt of PAS55 certification for three years. With the successor code ISO 55000 being released early 2014 Stromnetz Hamburg now intends to receive the ISO-certification in 2016 when the recertification is due.

Speaker: Florian Günzler (Stromnetz Hamburg GmbH)

Slides DESY-AMMW_2015-F-Guenzler-SNH.pdf

16:00 → 16:30 Coffee Break

16:30 → 18:00 DESY and XFEL Tours

16:30 Tour 1: XFEL Injector Complex (Groups 1 and 2)

A guided tour of the XFEL injector complex, visiting the injector, the linac tunnel and the modulator hall. Note: Due to limited capacities, the tours can only be offered to external visitors.

16:30 Tour 2: DESY AMTF, Cryo plant and PETRA III Experiments Hall (Groups 3 and 4)

A guided tour of the accelerator module test facility, the cryo plant and the PETRA III experiments hall. Note: Due to limited capacities, the tours can only be offered to external visitors.

18:00 → 19:00 Closeout

Tuesday, 13 October

09:00 → 10:30 Special Session on Administrative and Financial Aspects of Asset and Maintenance Management

This session aims to raise the awareness of the need and potential for collaboration of administrative and engineering asset managers. It has two introductory presentations, followed by an open discussion.

09:00 Implementation of a new PPE accounting policy and register at CERN

Topics discussed in this presentation will be the following: PPE (Property Plant and Equipment) project at CERN – pre-project situation + drivers (external audit recommendation); Project main deliverables (accounting policy, inventory and componentization, structure and completion of PPE register, valuation, impact on Financial Statements); Choice of Infor EAM to store PPE register and calculate accounting depreciation; Further expected developments/automations.

Speaker: Julie Falcon (CERN)

Slides AMMW2015_PPE.potx.pptx

09:30 Challenges of Asset and Maintenance Management in the Two-Company-Model: DESY - European XFEL

In the metropolitan area of Hamburg the European XFEL Facility – one of the biggest European research infrastructures – is currently under construction. Starting in 2017, this worldwide unique facility will open up areas of research that were previously inaccessible. The X-ray research laser facility will be operated by two companies. The European XFEL GmbH has not only the final responsibility for the entire project and of executing the associated scientific programme but is also the owner of the facility. DESY takes over the technical operation of the accelerator and is responsible for radiation safety. This Two-Company-Model carries various administrative challenges and specifics that have consequences on the asset management of the facility. Not only business processes for procurement, reimbursement of costs, asset accounting or budget planning have to meet the requirements of both companies and their shareholders but also governance needs to be established to operate and further develop this one-of-a-kind accelerator and to manage its risks on a long term. The presentation will give an administrative perspective on asset management issues concerning the organizational model for operation of the European XFEL facility.

Speaker: Stephan Haid (DESY)

Slides 151013_AMMW2015_2companymodel_SH.pptx

10:00 Open Discussion: Collaboration in Administrative and Technical Asset Management

10:30 → 11:00 Coffee Break

11:00 → 12:30 Workshop Presentations

Convener: Mr Goran Perinic (CERN)

11:00 Maintenance strategy at Synchrotron SOLEIL

SOLEIL is a third generation synchrotron light source located near Paris (France), in operation since 2007. The number of beamlines opened to the users has now reached 25 and the time allocated to the user’s shifts has exceeded 5000 hours these last years. In order to have highest availability of the beam and reliability of the equipement, maintenance activities at different levels are taken very seriously at SOLEIL. The maintenance strategy which takes into account different constraints, is mainly based on a Computerized Maintenance Management System (CMMS), which in particular allows to improve the reliability and availability of equipment, provide greater flexibility, reduce costs, and facilitate reporting. All these parameters contribute to the excellence of the facility reputation. But implementing this methodology is not easy for many reasons, related to culture (change of work habit), to the organization and to manpower. Driving change in this area is complicated and a long lasting process. The presentation will therefore address the following points: - The need for SOLEIL to set up a maintenance strategy that consists on common methods shared by the different groups. - The difficulty for people to accept new work procedures. - It will also be an opportunity to discuss the main developments of the CMMS since the last workshop at CERN in 2013.

Speaker: Ms HELENE ROZELOT (Synchrotron SOLEIL)

Slides Presentation_HR_01revuter_2_Rozelot.pptx

11:30 Accelerator Fault Tracking for CERN's LHC

CERN’s new Accelerator Fault Tracking (AFT) system aims to facilitate answering questions like: “Why are we not doing Physics when we should be?” and “What can we do to increase machine availability?” People have tracked faults for many years, using numerous diverse, distributed and un-related systems. As a result, and despite a lot of effort, it has been difficult to get a clear and consistent overview of what is going on, where the problems are, how long they last for, and what is the impact. This is particularly true for the LHC, where faults may induce long recovery times after being fixed. The AFT project was launched at the end of February 2014, by the Controls group in the Beams department, together with stakeholders from the Operations teams. The project has been divided into 3 phases, with the 1st phase completed on time, ahead of the LHC restart and delivering the means to achieve consistent and coherent data capture for LHC, from an operational perspective. Phase 2 of the project is foreseen to focus on detailed fault capture for equipment groups, and Phase 3 for extended integration with other systems such as asset management intervention tracking to be able to facilitate predictive failure analyses and plan preventive maintenance operations. AFT is already helping various teams from around CERN to analyse faults impacting LHC operations during the beam commissioning and first physics runs. It usually features in the regular coordination and machine status meetings. The AFT system has been designed to be non-LHC specific, and therefore is able to cater for fault tracking for other CERN accelerators and their sub-systems if so desired. The technologies involved are an Oracle database, a Java server with APIs for data exchange with the Operations teams Logbooks, and data extraction and visualization via a Web application. Despite the utility of the current AFT system, we are just seeing the tip of the iceberg in terms of the potential value that the system can bring (e.g. time saving to discover what is going on, and being able to quickly identify problems or patterns within the vast amount of data). By making further investment in the development of the software infrastructure, we will surely unlock the currently hidden potential. This presentation, will introduce the AFT project, the operational experience gained so far after completion of Phase 1, and the plans for the future.

Speaker: Mr Chris Roderick (CERN)

Slides Fault_Tracking_at_the_LHC_AMMW_2015.pdf

11:50 Towards Availability versus Cost Assessment for Accelerator Research Infrastructures

Describing discoveries and rare processes with particle colliders require agreed Quality of Service (QoS) levels at sustainable operation cost over long time periods. It is far from obvious to identify the cost effective levers to achieve this and to push the performance frontiers in a sustainable manner. H. A. Simon and F. Vester coined the term "Sensitivity Analysis" in the late 70ies to foster rational decision taking by increasing confidence in a model by repetitively assessing the impact of a set of input parameters, tested against actual observations. The application to particle accelerators has been verified in concept applied to the LHC run in 2012. Consequently a dedicated activity has been launched in the frame of the Future Circular Collider study to work towards a set of methods to study the optimization of accelerator availability. In this context, the term "availability" means the fraction of time over the operation lifetime at which the infrastructure delivers beam within the QoS boundaries required for physics research. The opportunities and costs associated with availability improvements change over time, as more operation data is made available, data quality of incident reporting is improved, granularity repair and maintenance become finer. An automated approach enables such an adaptive decision aid process, considering altered reliability and maintenance characteristics due to changes at technical, operational and organizational levels. Such continuous observation, prediction and decision aid process is to our best knowledge novel to the large-scale research Infrastructure domain. With a federated data acquisition, high-performance computing and data analytics ecosystem, this activity may approach a TCO model, assisting decision takers in balancing investments and performance. This contribution summarizes the foundation of concepts, showcases the tools and sheds light on modelling activities at CERN of the LHC and its injector complex.

Speaker: Dr Andrea Apollonio (CERN)

Slides 20151013_AMMW_AndreaApollonio.pptx

12:10 PLM-based Configuration Management at the European XFEL

DESY has established a powerful configuration management solution for the construction of the European XFEL. It provides e. g. mechanisms for part identification and location tracking during fabrication and installation; contains procedures for auditing, change control and handling non-conformities; provides extensive reporting; and offers visualization of the entire accelerator complex. The content of the configuration database ranges from work instructions to individual records of all produced parts. The solution was built using DESY’s PLM system (DESY EDMS) as a technology driver for adopting new methods and the corresponding cultural change. Now, the solution has to be transferred to XFEL operation and maintenance. Technically, change management and non-conformity procedures are suitable to help planning and keeping track of maintenance work. The configuration database is ready to e.g. count cool-down cycles and hours of operation, record incidents, and keep track of replaced parts and other repair work, providing a comprehensive basis for analysis, reporting and status monitoring. On the other hand, DESY has long and successful experience in decentralized operation and maintenance. Hence one of the initial tasks will be to find the right amount of and approach for centralized solutions in a successfully operating decentralized environment. The presentation will give an overview of the current configuration management solution, introduce concept and capabilities for evolving towards XFEL operation, and stipulate discussion on how to find the best balance of centralized and de-centralized processes and tools.

Speaker: Benno List (DESY)

Slides ammw2015_List.pptx

12:30 → 14:00 Lunch Break

14:00 → 15:30 Workshop Presentations

Convener: Ingo Rühl (CERN)

14:00 PSI Inventory Database: Workflows & Usages

We will present the different workflows supported by our inventory database and future wishes which needs to be implemented. - New systems build: request a new system, either build it from scratch or as copy of an existing one. All parameters / attributes can be defined on the request as it will be on the final object. - Modify a system by requesting to exchange a part, or add another component. - Group requests and create an order of pieces which are not in stock (with all the paper work involved by this). - Delivery of pieces, with testing, labeling pieces and storing them in stock, for partial and complete order delivery. - Handle open requests by building or modifying the systems. - Accelerator operations: provide documentation and debug tools while the machine is running. - Disturbance entry in case of an hardware failure. - Many different reports for budget information to stock monitoring. For each workflow presented we will show which "actor" is involved and how the inventory helps to implement the workflow.

Speaker: Mr Alain Bertrand (Paul Scherrer Institute)

Slides iv_workflow2.pptx

14:30 Operation of the Magnet Power Supplies at DESY

At DESY a large number of power supplies is in operation. To guarantee a reliable operation, these power supplies have to be permanently under survey. This includes a well-planned maintenance, detailed failure tracking and online survey of available information of the supplies, to predict and prevent future failures. In an ORACLE database, the power supply data is stored as e.g. type of supply, main components, current, voltage values, magnet data etc. A self-developed electronic logbook based on this data bank allows precise failure documentation. Detailed information about the trip, type of failure, repair and actions are introduced. This information is made available for the experts, who have to comment about this failure. With different search parameters, it is possible to sort the data; allowing further investigation whether e.g., a series failure is approaching or dependencies exist. With the self-developed digital regulation electronic, online analysis is available. The few hundred power supplies of the entire PETRA machine can be scanned for a few hundred different signals as e.g. input/output ripple, auxiliary voltages, etc. This allows the detection of possible failure-sources even during machine operation.

Speaker: Hans-Jörg Eckoldt (DESY)

Slides AMMW2015_Eckoldt.pptx

14:50 Asset and Maintenance Management for the Vacuum, Surface and Coatings Group (VSC)

The VSC group at CERN is in charge of the design, construction, operation, maintenance and upgrade of high and ultra-high vacuum systems for Accelerators and Detectors. The VSC components are numerous (tens of thousands) and are spread over different accelerators and locations. For the asset and maintenance management it has been decided to use a CERN supported tool, namely Infor-EAM (Enterprise Asset Management). Since January 2015 interventions for corrective and preventive maintenance of vacuum equipment are scheduled by work orders customized according to the VSC requirements. Analysis of work orders for scheduled and unscheduled interventions will provide valuable data, such as frequency and trends on equipment reliability, giving inputs for VSC spare parts policy and equipment consolidation needs. For accelerator operation, the daily monitoring will be facilitated by a user-friendly checklist to be filled by the VSC standby-service, validated by the VSC expert, and generating the information source for work order creation. The strategy for the logistics and storage is based on a central storage (mainly for operational spares) with a few satellite locations. The assets are currently being registered in Infor-EAM to record and track their technical parameters, quantity and location, and trigger procurement when stocks fall below defined thresholds. For certain assets a link to the maintenance plan is also foreseen. The interface for the maintenance of the helium leak detectors is operational. The next step will be the integration of the assets for the sector valves, as well as primary pumps and turbo-molecular pumps. The presentation will illustrate the work performed by the VSC group during the past two years, and will present the future actions.

Speaker: Germana Riddone (CERN)

Slides AMMW2015_Presentation_V2.pptx

15:10 Asset management tools in the chemistry laboratory at SOLEIL

Since the beginning of user operation at SOLEIL in 2007, the chemistry laboratory, among the other support facilities, proposes an infrastructure to accompany on one hand users’ experiments on beamlines and to develop in-house research of SOLEIL scientists on the other hand. In 2014, more than 380 proposals (approximately 1000 users) requested the chemistry laboratory. The latter is in charge of 170 instruments and laboratory equipment and more than 560 references of chemicals need to be provided, implying timely ordering, beamline supply, accurate storing of product references and turnover, codification and labelling. This type of organisation is indispensable (mandatory) in order to maintain the stock and to guarantee traceability. Professional management tools such as GMAO, ELOG and SUN set, provided by the IT group, are employed to optimise the functioning of the chemistry laboratory. The presentation will sketch the complexity of using these individual tools in order to cover both the management and maintenance aspect of a chemistry laboratory in a large-scale research facility. Examples illustrate the interplay of the tools which results in sustainable monitoring.

Speaker: Dr Stephanie Blanchandin (Synchrotron SOLEIL)

Slides AMMW2015-DESY-BLANCHANDIN.ppt

15:30 → 16:00 Coffee Break

16:00 → 17:00 Workshop Presentations

Convener: Dr Benno List (DESY IPP)

16:00 Coordinating maintenance tasks in a scientific facility as a synchrotron light generator is a basic task to optimize the resources available and meet planning

A question we've probably done all ever is: you can apply the same procedures and standards of maintenance of an industrial facility to a scientific facility such as a synchrotron? One possible response in which many might agree would be basically yes, because the maintenance of each element forming the installation as a whole is very similar to other industrial facilities (air pressure, cooling water, cryogenics, air conditioning, electrical installation , electronics hardware, electronics software, cabling, ...) but as with all sorts of unique installation, should be addressed to specific criteria and, where there is no maintenance section that is responsible for "everything" An example would be the coordination of the activities of Maintenance performed in a synchrotron in two very distinct periods: with beam (Beam ON for Beam Lines) or stop (shut-down) but also might consider a third case without beam subsystems running (warm) Different sections that often have a synchrotron (Accelerators, Building Infrastructures, Communications & Outreach, Controls, Diagnostics, Electronics, Experiments -Beam Lines-, Insertion Devices, Mechanical Engineering, Transport & Logistic, Vacuum ... ) scheduled activities and coordinating these periods is not easy. The questions that arise are: who coordinates all (necessary)? Who prioritizes and on what basis (who decides in cases of conflict)? You need to create different levels of coordination and which ones? Who is responsible and how (distributed responsibility)? Coordination in the management of maintenance is a key to getting a good value for money, quality, cost-effectiveness, reliability, compliance activities on schedule to avoid unnecessary delays, etc. and at the same time, it must have a large dose of flexibility and adaptability to unexpected circumstances. In this presentation we will explain in a practical case what methods and procedures have been established to resolve the Coordination of maintenance activities in the Alba synchrotron and reflect how you improve on a continuous improvement process in which we should all be required to engage in the objective maintenance activities (services) are transparent to the end user (no news good news).

Speaker: Antonio Camps (ALBA Synchrotron)

Slides Maintenance_Workshop_Presentation_at_Desy_2015_venglish_camps.pdf

16:30 Scaling-up the usage of the CMMS at CERN

The overall usage of the Computerized Maintenance Management System (CMMS) at CERN has significantly grown over the last 24 months where the number of equipment groups working, or starting to work, with the system has almost doubled. Infor EAM, which is the Organization’s official and centrally supported CMMS, is currently used in groups and services spanning over all technical departments at CERN but also the Finance department as it has become the Organization’s official tool for financial depreciation of assets. This presentation aims at giving a snapshot of the current status of the project of rolling out a CMMS on an organizational-wide basis as well as presenting our strategy in terms of configuration of the tool, the use of tailored and mobile user interfaces as well as integrations with other applications. Several practical examples of both success stories and failures will be given together with a brief overview of upcoming challenges in the years to come.

Speakers: Mr David Widegren (CERN), Mr Tahar Klabi (CERN)

Slides Scaling-up-InforEAM@CERN.pptx

17:00 → 18:30 DESY and XFEL Tours

17:00 Tour 1: XFEL Injector Complex (Groups 3 and 4)

A guided tour of the XFEL injector complex, visiting the injector, the linac tunnel and the modulator hall. Note: Due to limited capacities, the tours can only be offered to external visitors.

17:00 Tour 2: DESY AMTF, Cryo plant and PETRA III Experiments Hall (Groups 1 and 2)

A guided tour of the accelerator module test facility, the cryo plant and the PETRA III experiments hall. Note: Due to limited capacities, the tours can only be offered to external visitors.

18:30 → 23:00 Workshop Dinner

at Sagebiehls Fährhaus

18:30 Get ready for dinner: Buses leave at 19:00

19:00 Transfer to Sagebiels Fährhaus

19:30 Dinner at Sagebiels Fährhaus

22:30 Transfer to DESY: Buses leave at 22:30

Wednesday, 14 October

09:00 → 10:50 Workshop Presentations

Convener: Antonio Camps (ALBA)

09:00 FLASH- and XFEL Helium Refrigerators at DESY – Overhauling, Maintenance and Repair

Three helium refrigerators, each of about 8 KW 4.5K aequivalent capacity, are in operation at DESY since about 30 years. These plants were in service for the superconducting HERA accelerator until the final shut down of HERA. One refrigerator continued operation to supply the superconducting FLASH linear accelerator, the XFEL accelerator module test facility (AMTF) and some smaller cryogenic test components. The remaining refrigerators were overhauled and modified into the ‘XFEL-refigerator’ to supply the superconducting XFEL linac. Strategies and measures for overhauling, repairs and maintenance of the involved systems are reported.

Speaker: J. Zajac (Linde Kryotechnik AG)

Slides AMMW-FLASH-XFEL-Cryo_2015-final_Zajac.pptx

09:30 A graphical approach to CMMS : Latest developments in the CERN Cooling and Ventilation group

The EN/CV group is responsible for ventilation and cooling water systems for the accelerator and experimental facilities at CERN. EN/CV currently utilizes the INFOR EAM CMMS to track all its maintenance activities. In order to improve interaction with the CMMS, EN/CV has looked for ways to provide a more graphical interface to this data. Typically, within the process industry, Process and Instrumentation Diagrams (P&IDs) aid engineers to visualise the interconnection of equipment and to fully understand the installation process. It was therefore decided that the P&ID would be an ideal basis for delivering maintenance-related additional information. To this end, EN/CV is currently developing a software component that adds maintenance tools to a commercial drawing software application. Any updates and changes to the documentation for an installation can be performed directly within the P&ID document, validated and synchronised with the CMMS. The graphical environment of the P&ID allows the engineer to visualise the system together with its underlying data; this approach provides several benefits such as quick location of equipment, reduction in user input errors and more importantly, it gives easy access to critical management information and aids in decision making processes. The presentation will show the status of the project and discuss about future developments.

Speakers: Guillermo Peon (CERN), Richard Ecclestone (CERN)

Slides ammw2015-cv-cern.pptx

09:50 LLRF device inventory management for the European XFEL

The low level radio frequency system (LLRF) for the European X-ray free electron laser (XFEL) is a complex subsystem essential to the accelerator. It comprises over 2000 electronic boards and modules, all of them undergoing production, testing, installation and maintenance life cycles. For such a large scale accelerator, tracking, labeling and book-keeping of these components is essential during the installation, commissioning and operation phases of the accelerator. While several tools are currently used within the work package to perform these tasks such as DESY's Kabel DokumentationsSystem (KDS) and the Electronic Document Management System (EDMS), all current and future needs are still not covered. This contribution will present the challenges associated with the book keeping of the LLRF system, the current implementation and its open points.

Speaker: Julien Branlard (DESY)

Slides 2015_10_09_-_J.Branlard_-_AMW_-_WP02_QAQC.pptx

10:10 Automatic meter readings transfer between supervision system and CMMS

Lots of assets are operated or at least monitored from an operative point of view through supervisions systems at CERN. In parallel lots of assets are maintained through CMMS which need inputs from the supervision system to be efficient (e.g. number of cycles, of working hours …). This presentation will show how we managed, via a pilot project, to connect both tools and the perspectives for the future.

Speaker: Mr Damien Lafarge (CERN)

Slides SCADA_+_CMMS_bridge_AMMWG_2015.pptx

10:30 Asset Management for the Cryogenic Control Systems on the DESY Site

The group MKS-2 develops, installs, runs and maintains the infrastructure of the cryogenic control systems for the XFEL. Therefore we have to deal with a lot of components of different levels of granularity, from sensors and actors in the field to servers in the backend. We use the so-called IDS (Integrated Documentation System) not only for getting access to the documentation of individual parts and their relationships (is-contained-in relation) but also access to the live data for checking of functionality. We will show how IDS makes use of existing databases and is utilized from CSS (Control System Studio, our main operator frontend) and also from an iPhone-App.

Speaker: Jörg Penning (DESY)

Slides AMMW_2015_DESY_Cryogenic_Controls_Penning.pptx

10:50 → 11:20 Coffee Break

11:20 → 13:10 Workshop Presentations

11:20 The challenges, methods and results for the maintenance of the cryogenic installations during the first Long Shutdown of LHC.

It was the first time at CERN that the 10 large cryogenic installations of the LHC had 4 years of continuous operation followed by 12 months of complete shutdown. This huge task had not been possible if we did not work with a Computer Aided Maintenance Management System (CAMMS). Globally, run 1 and the first long shutdown have given very good results in availability and the organisation of the maintenance. But several improvements have been identified and will be implemented in the CAMMS during run 2.

Speaker: Sigrid Knoops (CERN)

Slides Presentation_AMMW2015_CRYO.pptx

11:50 PSI Inventory Database: Technical implementation, development and time involved

Implementing a web application like the PSI inventory database require time, efforts and the usage of different technologies. We will present here how we implemented the different versions of the inventory from a starting Excel spreadsheet to the latest version which we are working on which is a Single Page Application (SPA) written in Typescript and C#. We will describe our servers setup, to keep the system running while minimizing the down times. Explain the current architecture and explain the PRO and CONS with the previous versions. And finally talk about the costs in terms of human efforts to keep the data up to date as well as the application development time.

Speaker: Mr Daniel Lauk (Paul Scherrer Institute)

Slides psi_inventory_technical.pptx

12:10 Efficient Safety Planning in Accelerator Maintenance Activities

Continuous Electron Beam Accelerator Facility (CEBAF) management routinely balances requirements for both safe maintenance activities and mission accomplishment; planning these activities can involve multiple identification and communication steps to a number of people, sometimes in different places. Retaining high levels of worker and equipment safety while avoiding or mitigating delays is an efficiency rarely explored. CEBAF has streamlined the Safety aspects of multiple maintenance planning tools, resulting in a less prescriptive planning process that ultimately lessens the workload and better communicates personnel or equipment risk. In turn, this provides a safe, stable environment in which to conduct untroubled science.

Speaker: Mr Stephen Smith (Jefferson Lab)

Slides Efficient_Safety_Planning_in_Accelerator_Maintenance_Activities.pdf

12:30 Beam Instruments Maintenance: Status and Strategy

The CERN Beam Instrumentation Group is responsible for the design, manufacture and functioning of all instruments used for operation and diagnostic of accelerator beam performance. Many of the instruments operating today have highly complex mechanic and have been designed and manufactured decades ago, living through technology, supplier, responsibility and organisational changes. The challenges of the comparison of the in-stock objects with the installed instruments will be shown. It will be presented how the strategic spares strategy was established by criticality for machine operation. The objectives for asset identification and future strategy will be shown.

Speaker: Gerhard Schneider (CERN)

Slides AMMW_Workshop_October_2015_Schneider.pptx

12:50 Assets and Maintenance for Control Systems

Today control systems are widely spread and are part of most physical installations. It is natural to organise maintenance for all mechanical parts but it seems to be less evident for computerized equipment. The sectorizing and division of responsibilities for physical installations implies most of the times also a separation of responsibilities for control system installation and maintenance. Up to now specific equipment required often specific and diverse control systems hardware and software development. Documentation of installed equipment is usually done for specific purposes and by different groups. However today standardised off the shelves components may be used for a large quantity of installations. Thus spare parts and maintenance tasks become similar between different equipment groups and could be optimised using advanced centralised tools. Data analysis and case studies can lead to a new view for organising hardware and software maintenance in an integrated way.

Speaker: Mr Uwe Epting (CERN)

Slides AMMW2015_AssetsMaintenanceControlSystems_UE_v1.pptx

13:10 → 13:20 Summary and Farewell

13:10 Summary and Farewell

13:20 → 14:30 Lunch (Food counters open until 14:00)