Electronics support group leader CELLS – Computing Division Antoni Camps Evolution of the Maintenance Coordination System at the Alba Synchrotron (2015-2018) September 27, 2018

INTERNAL ORGANIZATION (Coordination) In Maintenance as in others activities of a scientific installation, there are several elements in action: assets, management (organization & coordination) procedures, technical acknowledge, hardware tools, software tools and people (technician, engineers, scientists, managers) and probably others. The function that permits that all these elements work as synchronized whole is the COORDINATION, therefore it is logical to think that the COORDINATION is key point to be developed and implemented in a scientific installation, and this is what we try to do. If we perform a good COORDINATION the optimization and reliability of the tasks is improved dramatically as long as a good organization has been implemented in each single issue. A simple example, to show that the organization without COORDINATION is a mess, would be 3 different groups of workers (mechanical, electronics and control) trying to do their maintenance tasks at the same time in the same machine, it would be very probably a waste of time and a lose of money. We can’t forget that many very well organized tasks have been seriously affected in a bad sense due to a lack of COORDINATION. In my presentation, basically, I will talk about Maintenance Organization and Coordination using the elements highlighted in bold above.

INTERNAL ORGANIZATION (Coordination Meetings _ Planning phase) Operation Meeting Some members of Management & Safety are present in the meeting Coordinator Coordinator Coordinator Coordinator Accelerator Section Meetings Computing Section Meeting Engineering Section Meeting Experiment Section Meeting There is not a Maintenance Division. Every section perform its own Maintenance Organization with several common software available done by MIS section, with one exception Section Technical Meetings Section Technical Meetings Section Technical Meetings Section Technical Meetings RF Magnet Diagnostic Insertion Devices Control Electronics & Power Supplies MIS System Infrastructures Mechanical Vacuum Beam Lines

INTERNAL ORGANIZATION (Coordination Meetings _ Planning phase outputs) (Operation Meeting) the output is a Planning with all the most important tasks to be performed from all the Sections in order to keep the COORDINATION among all the sections   Section 1 Section 2 Section 3 … Section N Day 1 RT 1 Day 2 RT 2 RT4 Day 3 Day N RT3 New Turn OFF/ON equipment procedure in big shutdowns applied at SA & it is planned in the next future to use Gantt diagrams with Jira

SWITCH OFF SUB-SYSTEMS INTERNAL ORGANIZATION (Coordination Meetings _ Turn OFF procedure) Summer shutdown Service Area Racks turn OFF procedure ACC CT version 0.2 VC EL Diagnostics (1/2) Diagnostics (2/2) SuperConducting Wigler Oscilloscopes, CCDs patch pannels, icepaps, amplifiers, INTBO, BLMs,… BPMs SCW: PS, junction box and VC pump Responsible: U.Iriso Responsible: A.Olmos Responsible: J.Campmany Done ¨ Date Comments Pulsed Linac Front Ends BO and SR Septums and Kickers Pulsed scopes Linac Racks (next to klystrons) except vacuum, bunker equipment, scope rka04A08 XBPMs, LOCUMs and FCS controllers Responsible: N.Ayala Responsible: R.Muñoz Responsible: J.Marcos Power Supplies Radiofrequency LT,BO, BT, SR bend, quads, sext. and corr. // ID Corr. Coils and Ring Compensation PS cpci, icepaps, master oscillator, FIM, LLRF, Windows PCs, arc detector,… Responsible: R.Petrocelli Responsible A.Salom Just before general electric maintenance power cut SCW cryo-compressors 1 Responsible: T.Camps 3 2 4 Turn OFF Device Servers: all except vacuum, EPS and archiving of VC and EPS Responsible: S.Rubio Date Comments Controls software turn OFF (2/2) Turn OFF device servers of archiving, vacuum and EPS 5 Electronics turn OFF CPCIs (all except RF) // Industrial PCs (all except RF) // icepaps (all except RF and DI) // patch pannels (all except RF and DI) Operator @Control Room (last shift) OpWiki Contron Room Shutdown procedure (includes magnets OFF, Close vacuum valves,…) Responsible: F.Fernandez Controls software turn OFF (1/2) 6 Network turn OFF Network Switches Dual controllers and MKS of LI, LT, BO, BT, SR, FE, RF and Ids; including circuit breakers Vacuum Responsible: R.Monge 7 2018 SUMMER MAINTENANCE SWITCH OFF SUB-SYSTEMS 23 July @ 06:30 25 July 26 July 27 July 27-28 July 8 9 READY FOR MAINTENANCE This sheet is printed & placed in the Control Room to be filled out by the Responsible of each subsystem

2018 SUMMER MAINTENANCE SWITCH ON SUB-SYSTEMS INTERNAL ORGANIZATION (Coordination Meetings _ Turn ON procedure) 2018 SUMMER MAINTENANCE SWITCH ON SUB-SYSTEMS 28-29-30 July 6 August 7-20 August Notify controls when done so that the DS can be started 29 August This sheet is printed & placed in the Control Room to be filled out by the Responsible of each subsystem

INTERNAL ORGANIZATION (New software tools implemented) Alba has not Maintenance Division Every Section (in total 11 + 8 beam lines) has its own maintenance organization but there are certain sections like those included in Engineering and Computing (in total 7) that give support to the others (included in certain kind of Maintenance) The idea is to have a set of tools to be adapted and used for all the sections and services in order to eliminate all the local “excel” or “words” or “access” documents These tools are not specific for maintenance organization. We use standard tools or custom tools covering all the services where the maintenance is one of them but not the only one. Infrastructures has its own Maintenance Task Control System (Prisma)

INTERNAL ORGANIZATION (New software tools implemented) Set of tools currently available for manage Maintenance but others services too (installations, purchasing, designs & assembly, instrumentation,…) This set of tools are: a new service desk, new issues (tasks) management software (Jira), a new collaborative software (Confluence), CCDB (cabling&equipment) updated with a new application form to update cabling, a new pool for instrumentation &Critical stock (the same app but configurable), new technical procedures + troubleshooting in knowledge tree. together with our logbook (incidents), CTAR for request of interventions at SA and Tunnel, CTIME new version to control time spent by staff (already linked with Jira), Room Booking (new version with new face an automatic booking e-mail) e-purchasing app

(RT System _ task organization) SOFTWARE TOOLS (RT System _ task organization) OBSOLETE (The RT application is obsolete and our intention is to migrate to JIRA)

INTERNAL ORGANIZATION (ALBA Service Desk for Issue creation)

INTERNAL ORGANIZATION (Electronics ALBA Service Desk for Issue creation)

INTERNAL ORGANIZATION (Application form – Creation of an Issue) An issue in jira can be created using the service desk or sending an e-mail to the corresponding queue (each queue of jira has an e-mail address associated), it is the fastest way to create it, but less quantity of fields filled out.

(Jira’s Issues_ task organization) SOFTWARE TOOLS (Jira’s Issues_ task organization)

(Jira’s Issues_ task organization) SOFTWARE TOOLS (Jira’s Issues_ task organization)

INTERNAL ORGANIZATION (Alba’s Calendar 2018)

(Jira’s Issues_ task organization) SOFTWARE TOOLS (Jira’s Issues_ task organization)

(Jira’s Issues_ task organization) SOFTWARE TOOLS (Jira’s Issues_ task organization)

(Statistics with Jira) SOFTWARE TOOLS (Statistics with Jira) Improved statistics with new tool

(confluence collaborative software _ week planning task organization) SOFTWARE TOOLS (confluence collaborative software _ week planning task organization)

(Alba CCDB Mis App _ Equipment & cabling organization) SOFTWARE TOOLS (Alba CCDB Mis App _ Equipment & cabling organization) A new frontend for the CableDB application

(Alba CCDB Mis new App _ Equipment & cabling organization) SOFTWARE TOOLS (Alba CCDB Mis new App _ Equipment & cabling organization)

Basically equal not big changes performed CCDB for Cabling & Equipments: Equipment Template SOFTWARE TOOLS Basically equal not big changes performed

Basically equal not big changes performed CCDB for Cabling & Equipments: Cabling Template SOFTWARE TOOLS Basically equal not big changes performed

Pool for instruments App (Touch screen & PC version) CONTROL OF ASSETS New Cells Inventory Pools App for instruments based on barcode labels, barcode reader, personal identification card, touch Screen App and PC desktop App for the rest of functions) in order to book instruments (remove-who-where it goes) from the Elabpool and a PC App for the rest of functions. The goal is do not waste time looking for instruments required for Maintenance tasks (where is it?)

Pool for instruments App (Touch screen & PC version) CONTROL OF ASSETS We know who has the instrument and where it is An automatic e-mail is sent to the user when max booking data is exceed The instrument can be booked again since the last date booked

Pool for ITEMS App (Touch screen & PC version) CONTROL OF ASSETS New Critical Stock Organization, based on plastic box with spacers, barcode labels, barcode reader, keyboard, Touch Screen App in order to remove (qtty-who-where it goes) the items from the stock (in the near future with a Kanban card with minimum stock & qtty to purchase numbers and manufacturer reference of the item) and PC App with the rest of functions. Basically two types of equipment with S/N or without

Pool for ITEMS App (Touch screen & PC version) CONTROL OF ASSETS Data to be introduced for each item:

Knowledge tree procedures & troubleshooting articles New software tools

Knowledge tree procedures & troubleshooting articles New software tools

ACCESSORY SOFTWARE TOOLS Tunnel & SA Access Request MAC October 2005 (Management, Coordination, Organization & Control ) Other MIS App Safety Tickets Internal Order Over Time & Absences Old version No changes No changes Tunnel & SA Access Request Meeting Room Booking E-purchasing No changes Old version No changes MAC: ALBA GUIDELINES FOR SAFETY 30

ACCESSORY SOFTWARE TOOLS (Management, Coordination, Organization & Control ) Other MIS App improvements

New Software tools

Storage Areas CONTROL OF ASSETS New Storage Areas for connectors, cables, fibers, equipment, racks, infrastructures and accessories in different sections have been created (Electronics, Vacuum, Engineering, beam Lines,…) In Electronics the first floor shelves already installed. Second floor planned for next year. Only 4 sizes of plastic boxes + spacers chosen to introduce all the items smaller than aprox. 150x235x600 (avoid cardboard boxes as much as possible except complex electronic equipment) 35% of the items already introduced into the Critical Stock Pool

NEW MAINTENANCE CONTRACT FOR ELECTRONICS INFRASTRUCTURES PENDING FROM THE CALL FOR TENDER BASED ON: INTRODUCTION GOAL & SCOPE OF THE CONTRACT CONTRACT MANAGEMENT MATERIAL SUPPLY EXECUTION OF THE SERVICES ADDITIONAL INFORMATION (OFFERS EVAUATION & DOCUMENTATION) TECHNICAL SPECIFICATION DETAILED LIST OF ITEMS/SERVICES TO BE DELIVERED (KEY POINT)

In summary for the next future Use Gantt diagrams with Jira in order to coordinate the tasks of different sections during long shutdwons Launch & award the MAINTENANCE CONTRACT FOR ELECTRONICS INFRASTRUCTURES Improve our CCDB App connecting CCDB for equipment and cabling with the Critical Stock Pool App, Jira & Service desk and acknowledge data base. Finishing the introduction of all the assets into the Critical Stock App and launch a new version of the App.

for your attention ...