What has been learnt from LS1 K. Foraz

K. Foraz - LHC Performance Workshop Content Preparation phase Implementation phase Safety Resources Discrepancies between baseline and reality Disclaimer: This is a 1st debriefing – the LS1 post-mortem day will be organized in 2015  Feedback got by Group Leaders (those available) 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Preparation phase "By failing to prepare you are preparing to fail.“ B. Franklin Preparation phase includes What  Goal & Collection and prioritization of activities How  Work Package analysis meetings, procedures When  ….did it start ? For the 1st time in my life I’m feeling I should've done something about my weight 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Preparation phase - Goal Activities to be performed according to the following priorities: P0: Safety P1: Beam to 7TeV, nominal performance P2: Reliable operation improvement P3: CERN approved projects P4: CERN non approved projects Main activities LHC SMACC Repair He leaks (sectors 3-4 and 4-5) R2E (mainly Pt1, Pt5 and Pt 7) Injectors CPS - Installation of the new access systems, Cooling and ventilation maintenance & renovation, Upgrade of the RF systems,.. SPS: Consolidation of 18kV transformers, Replacement of irradiated cables in BA1 and in TCC2, Installing new optical fibbers, New coated magnets in BA5 Maintenance of all the systems after 3 years of operation 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Preparation phase - What Collection and prioritization of activities: Plan.cern.ch Unique repository, useful for communication between groups  Groups had a clearest picture of the support to be given to other groups Attenuate bad surprises Ease the prioritization process for LS1 team, focusing only on discordance points But Should have come earlier Not all activities were announced Resources details redundant with APT ? Are they really needed in plan? In the future ? Use plan.cern.ch for collecting future activities Give enough time to groups to fill data Improve the tool to better fit with needs: redundancy with other tools, granularity between items + + + ~ ~ ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Preparation phase - What Collection and prioritization of activities: LS1 day - Plenary session Very useful to have a better understanding of the requests Gave a good overview on LS1 activities Should have been scheduled earlier “Why not a recurrent annual meeting?” In the future ? Organize LSx day(s) On an regular basis LS1 day Tuesday, 12 June 2012 from 08:00 to 18:00 The aim is to announce the results of the survey and analysis of which activities will be performed during the first long shutdown (LS1), which activities might be performed subject to the availability of resources (call for extra manpower), and which activities will be postponed. The LS1 day will also provide the latest update on LHC & injector planning. The support groups will present their activities and organization during LS1. The aim is to crosscheck the requests from other groups and experiments, to avoid missing something and misunderstandings. A summary of the LS1 day will be presented at the LMC meeting on June, 27th. + + ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Preparation phase - How Items covered: Description Conditions prior to start Schedule Perimeter of worksites Storage areas Logistics Risks and compensatory measures Radiological management Work Package analysis meetings Organized by coordination teams Gathered all stakeholders around the table Gave the opportunity to understand what other groups intend to do and how Lots of points clarified Procedures: Well prepared Review External review fruitful for SMACC In the future ? Work Package analysis & Procedures  Mandatory step External review: identify as soon as possible, which projects are concerned + + + + + 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Preparation phase - When Main projects SMACC project: 4 years of preparation R2E: 3 years of preparation Contracts: Up to 30-40wks to get a contract  technical specification from clients shall be ready in due time Recruitments - Flexibility posts: staff have to be hired 1.5-2.5 years prior to a shutdown In the future ? “The man who is prepared has his battle half fought” Miguel De Cervantes Keep allocating adequate & sufficient resources for preparation, in due time + + 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Implementation phase “Organize, don't agonize.” Nancy Pelosi Coordination Scheduling Documentation Daily management Information exchange 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Implementation phase - Coordination Coordination meetings held on regular basis Good feedback from groups Some concerns reported: North Area coordination: enhance group participation and publicize EATM meetings 7 injectors areas =7 meetings. Some rationalization ? Dedicated project meetings (SMACC, R2E) Solving technical aspects, daily schedule + ~ ~ + Enhance team spirit & ease information flow Very good follow-up on fields + + 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Implementation phase - Scheduling Schedules kept up to date by coordination teams & progress regularly presented: presentations, dashboard Project schedules Coordination scheduler part of the project for LHC Transparency of schedules for surface activities Hard process for some groups, mainly during the phases of production and surface validation ALARA: Activities scheduled as late as possible in certain areas Dose optimization Give few margin, and lead to stress at the end of the activity In the future ? Keep a member of coordination team (scheduler) within projects Improve availability of internal production and tests schedules To see how to optimize the start of an activity w.r.t. cooling period + + ~ + + ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Implementation phase - Documentation Configuration Management Hardware baseline is kept up to date thanks to ES, HWP, Tests procedures, ECRs 104 ECRs treated in LHC, ~60 in injectors 90 ES, Procedures… Layout database update MAD/X file already up to date 2-3 months of update are still needed !! Vacuum, instrumentation (PVSS), electrical circuits, R2E still need to be treated Machine drawings with release notes still to be issued – “automatic machine drawings” In the future ? ECRs presentation in (LSC), LMC, IEFC to be kept on regular basis ECRs to be edited in due time 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Implementation phase – Daily management Stakeholders were the same as during the installation eased the whole process  reactivity Access … sinew of war Lifts breakdown Roadmap for LHC lift exchange in the pipeline Logistics Good management of material logistic TREC is working for underground transport, but shall be improved for surface transport + ~ + + 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Implementation phase – Information exchange Information flow fluid, but we can still improve: the information has sometimes difficulties to go down to worksite!! Information, sometimes hard to find Project: edms, indico, sharepoints… Up-to date version of schedule Understanding of the impact of a service unavailability on other equipments In the future ? How to improve information flow down to the worksites Rationalized project’ information  1web page indicating hyperlink to projects ? A repository of services unavailability and impact ? + ~ ~ ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

K. Foraz - LHC Performance Workshop Safety Good Statistics (until September 2014) approximately 1.5 million hours of LS1 work delivered 22 minor accidents (no absence) 11 accidents with 98 days of absence Frequency rate: 7.3 & Severity rate: 0.07 New work supervisors and organization of safety Consensus: “safety rules and training arrived too late !!” In the future ? Training of work supervisors by safety coordinators ? Establish safety rules prior to the start (6 months at least) + ~ ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

K. Foraz - LHC Performance Workshop Resources Feedback from Group Leaders Recruitment of our staff Need 1.5 – 2.5 years before the start Non LHC facilities suffered from lack of resources, as there were re- oriented to main projects Temporary detachment Very useful To be included before the start of LS Partial detachment – difficult to handle On the contractor’s side Maintenance contract  hard to find adequate personnel Unforeseen/last minutes work  exotic prices ~ + ~ ~ ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

Discrepancies between baseline and reality This part will be detailed during the LS1 post-mortem day. First feedback: All baseline activities were done….and more Additional activities There were those unexpected : LHC QRL leaks, 15%-> 30% of splices… Those were those who «somebody» knew but forgot to inform the community !! Those induced additional workload to the usual support groups In the future ? Review plan list regularly Learn to say NO + ~ 25th Sept. 2014 K. Foraz - LHC Performance Workshop

K. Foraz - LHC Performance Workshop Conclusions Disclaimer: Many other information were provided, but 20’ is too short Despite all the points of improvements underlined, so far the LS1 is a success Thanks to the strong commitments and reactivity of our staff Most of the groups, and all the projects were very well coordinated The priorities defined by LS1 project leader were respected: Safety, Quality, Schedule Thank you ! 25th Sept. 2014 K. Foraz - LHC Performance Workshop