1. Communication and Documentation Needs exemplified on WP 71
J. Pflüger, XFEL / DESY

2. Alternative Formulation:
From a Workpackage Leader’s Point of view
Definition of WHAT Communication and Documentation is needed for the Project
NOT HOW it is achieved.

3. In Kind Contributions to WP71 (Undulator Systems)
CIEMAT Madrid: Intersection Components (Quadrupole Movers, Phase Shifters, Support Base)
CELLS Barcelona Production Management of the SASE3 Undulator Segments
MSL Stockholm Fiducialization of the Quadrupoles for the XFEL Undulator Sections
And…
All contributions approved by Cost Book
All underwent the In-Kind Review Committee

4. Effect of In Kind Contributions
These IK Contributions…
Provide special knowledge not available at XFEL
Release work load by…..
Design of Hardware
Production of Hardware
Difference to some other IK Contributions: High Repetition Factor
92 Intersections (CIEMAT)
Requiring 92 fiducialized Quadrupoles (MSL)
SASE3 requires 21 Undulator Segments (CELLS)

5. And in addition there are many ..…..
Communication Needs
These IK contributions need
Coordination
Design, Planning
Time Schedules
And in addition there are many ..…..

6. …….Interlinked Activities with WP71 Undulator Systems
Examples for Information Exchange in WP71: Undulator Installation in the Tunnel
…….Interlinked Activities with WP71 Undulator Systems
XFEL WP71
XFEL, CELLS, CIEMAT, MSL
Accelerator
WP12 Warm Magnets, Quadrupoles
WP17 BPMs
WP19 Vacuum Chambers
DESY Infrastructure
WP31 Civil Construction
WP33 Tunnel Installation: Transport Vehicle
WP34 Utilities, Cables, Power, Light, Cooling
XFEL
WP 72 FEL Concepts
WP73 X-ray Optics
WP74 Photon Diagnostic
..which create all kind of boundary conditions to be taken care of.

7. Documentation Needs I
Documents arising from IK Contributions:
Conceptual Phase  Creation of Knowledge such as Papers, Reports, Studies, Designs, Software, Methods, Feasibility Tests…
Design Phase of Components  Drawings, FEM calculations, Specifications….
Production Phase of Hardware  Tender documents, Production Documents, Minutes, QA/QC Documents, Acceptance Tests, Measurements and Alignment data
Installation Phase Installation Plans, Floor Plans, Logistics, Transport

8. Examples of Documentation
LCLS
Undulator Fiducialization Plan (Definitions, Requierements)
Undulator Test Plan (Definitions, Requierements)
Travellers for
Assembly (Facts, Results)
Undulator in Magnetic Measurement Facility defining and documenting Measurements
XFEL 5m Pre-Series Prototypes
Description of critical assembly procedures
Definition and requirements of mechanical acceptance measurements

9. Documentation Needs II
Project Meetings, Reviews
Conceptual Phase XFEL Reports, Papers, Design Studies, Conceptual Studies, Software
Design Phase Mechanical Design Drawings, Production Drawings,Electric Design, Wiring Diagrams, Cable Plans, Specifications, QA/QC plans
Production Phase Tendering Documentation, Specifications, QA/QC Documents, Change and Updating Management, Acceptance Tests
Magnetic measurements Definitions, Results
Installation Phase Tunnel Installation Plans, Installation Data Base (Where is what?)
Operation Phase Maintenance Data Base

10. EDMS=Electronic Data Management System
Does nothing more than you would (try to) do by paper in a project of this size. It helps to organize:
Collect papers, Reports, Studies etc.
Make a design Archive with all drawings in
Document the production (Specifications, Tendering, project meetings QA/QC …….
Document Magnetic Measurements: Requirements, Specifications, Results
Organize an Installation Data Base(Plans, Data Base)
Organize an Operation Data Base
Regulated authorized access
Authorizes and releases Information

11. MS4XFEL
It is the official XFEL planning tool
Time Schedule Planning
Budget Planning
Resource Planning
Link Activities with other WPs: Vacuum, Buildings, Diagnostics, DESY Infrastructure…..
The whole WP71 is already outlined in MP4XFEL !
All IK Contributions will have to be included into
Is considered as a part of binding communication: What is required When and Where?

12. Example Time Schedule
Planar Prototypes
Intersections Proto
Production

13. This is a true common effort!
General
EDMS and MS4XFEL are documentation and planning tools. They do not make the plans!
Solutions have to be found by you and me. Clear understanding of problems, interrelations, interfaces etc. is needed.
Bad input results in bad plans
The basis is good reliable binding/obligatory communication. See introduction
This is a true common effort!

14. The End