AMMS-WG BE-BI and PPE 9/12/2018

BI in Numbers BI has today 410 different equip codes in LDBs 135 on PX QAP 66 on SP QAP 209 on HC QAP These EC are linked to ~15000 TA slots (~30000 in total) in LDBs For an estimated total price of ~110 MCHF (with respect to the several billions of CERN assets in this context) And no historical culture of centralised and controlled asset management 9/12/2018

Agreed Accounting Policy In these conditions and acknowledging our current absence of common strategy for asset management, we agreed to the following short cuts in order to give numbers we can trust and justify with the dedicated resources for the job (i.e. me). 9/12/2018

Agreed Accounting Policy Details available in EDMS 1519136 9/12/2018

Agreed Shortcuts ½: Base Inventory on LDB “In order to elaborate CERN’s PPE register, BE-BI has made an inventory of the assets in use relying on the official layout databases.” Known and Accepted Issues - Strategy about them: Missing Slots: All machines are not covered with the same attention – Strategy = Upgrade all LDBs to LHC quality level Spare parts do not appear in LDB – Strategy = When we compute the average price of an item, also count there the spare we produced in addition to the installed items 9/12/2018

Agreed Shortcuts 1/3: Accounting Types “BI gathers the different items into group of devices of a same kind and thus roughly of the same value.” We created an accounting type per beam observable (position, intensity, losses and profiles) where we could group our related devices with a decent average accounting value. We also realised that the installation dates, item design and prices depend significantly on the machine where the device has been installed. So, to have decent estimations, we created accounts per machine complex. 9/12/2018

Agreed Shortcuts 2/3: Accounting Types So, instead of the 410 EC to evaluate and maintain we end up with: LHC.BI.INTENSITY LHC.BI.LOSS LHC.BI.POSITION LHC.BI.PROFILE … LN4.BI.INTENSITY LN4.BI.POSITION 16 codes for Top Assemblies to evaluate and maintain L4 Summary (BC 64730): For 60 BPMs manufactured (12 spares included, many different diameters) and including 48 *4 cables we have spent: 1.336MCHF For 48+12 spare acquisition channels we have so far spent 275kCHF to which we should probably add another 50kCHF for the new acquisition boards developed by Michele. Meaning we get (1.336MCHF + 325kCHF )/60 = ~28kCHF per BPM. The costs also includes removal of cables in L2. 9/12/2018

Agreed Shortcuts 3/3: Accounting Types 4 codes ‘Already Counted’ for non Top Assemblies equipment codes evaluated at 0 chf since their cost is already counted in the corresponding TA estimation. and: CRN.BI.INTENSITY_A_C CRN.BI.LOSS_A_C CRN.BI.POSITION_A_C CRN.BI.PROFILE_A_C For LHC position monitors for instance, all monitors EC (BPM, BPMSW…) are regrouped under LHC.BI.POSITION (25 chf, all included) and all the other BPM related codes (mini crates, racks, feets…) are regrouped under CRN.BI.POSITION_A_C (estimated to 0 CHF to avoid double accounting) 9/12/2018

Are there some things that could be improved in order to be easier to provide the data? We use LDB to extract the number of items installed of a given type (https://layout.web.cern.ch/slots.aspx?SLOTTYPEID=6753877& VERSION=STUDY ) It is then easy to get the delta with last year using the counter but if we want to get the details (ie what disappeared and/or appeared in the meantime), I don’t know how to get the slot list of one year ago, or even better, the changes in between to dates. 9/12/2018

What would be the ideal situation for you in order to be able to provide the PPE assets data? I would say to LDB: “ I’m interested in what has changed between dd/mm/yyyy and d1/m2/yyy2 in all BI equipment codes that were used during this period of time for a functional slot“. I would get in return a list of all the equipment coded belonging to BI that were used in a functional position in the period and for each EC: the list of slots added if any the list of slots deleted if any The delta in number And hopefully the delta in cost, if our concept of shared accounts can be implemented somehow 9/12/2018

A Word on INFOR EAM BI is currently investigating a way to introduce some assess management culture in the Group INFOR seems to be the way supported by CERN We will discuss soon with the cmms-support team on the more efficient way to embark BI into the game This may have an impact on the way we handle PPE request next year… 9/12/2018