1. What has been learnt from LS1
K. Foraz

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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 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

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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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