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

2. 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.

3. 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

4. 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

5. 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)
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 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

6. 2018 SUMMER MAINTENANCE SWITCH ON SUB-SYSTEMS INTERNAL ORGANIZATION
(Coordination Meetings _ Turn ON procedure)
2018 SUMMER MAINTENANCE
SWITCH ON SUB-SYSTEMS
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

7. INTERNAL ORGANIZATION (New software tools implemented)
Alba has not Maintenance Division
Every Section (in total 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)

8. 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-purchasing app

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(The RT application is obsolete and our intention is to migrate to JIRA)

10. INTERNAL ORGANIZATION (ALBA Service Desk for Issue creation)

11. INTERNAL ORGANIZATION
(Electronics ALBA Service Desk for Issue creation)

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

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

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

15. INTERNAL ORGANIZATION
(Alba’s Calendar 2018)

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

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

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

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

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

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

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

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

24. 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?)

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

26. 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

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

28. Knowledge tree procedures & troubleshooting articles
New software tools

29. Knowledge tree procedures & troubleshooting articles
New software tools

30. 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

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

32. New Software tools

33. 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

34. 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)

35. 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.

36. for your attention ...