1. Machine All Hands meeting #4 WoW-Ways of Working
Peter Rådahl
Carlo Bocchetta
Henrik Carling

2. Vision and Mission This presentation Introduction to WoW at ESS
ESS Forums for a coordinated and agreed WoW across ESS
Practical examples

3. ESS 12 Way of Working Areas
WoW Area
Owner/Directorate
Managers
Manage Requirements DG
Head of Q Division
Execute, govern & control
Deputy Director of PS&A
Develop Excellence/ESSMS
Manage Safety & Licensing
ESH&Q
Head of ESH Division
Manage Emergency & crisis
Develop & maintain Facility MD
Engineering Manager
Operate Facility
Deputy Director of MD
Enable Science SD
Deputy Science Director
Manage Staffing & competence
PS&A
Head of HR Division
Manage Supply
Head of SPL Division
Manage Documented info.
Manage Configuration
Owners and Managers to coordinate the work are appointed
Three WoW areas are owned by the Technical Director
Develop and Maintain Facility
Operate Facility
Manage configuration
Management
Core
Support

4. Scope -Way of Working
Develop & Maintain Facility, Operate Facility and Manage configuration
Link to ESS Management System page
Develop & Maintain Facility
Way of working when developing (design, installation and test/commissioning) and changing the facility from requirements to acquired verification records of the changed facility.
Assurance of configuration control (applying WoW Area Manage Configuration content), traceability requirements-design- V&V records and adequate requirements compliance.
The analysis to identify and plan needs for maintenance, decision making of maintenance measures and the follow-up on implementation of the maintenance measures.
Operate Facility
Operating procedures for all systems of the neutron source and technical infrastructure
Develop, maintain and implement training for shift leaders and operators.
Verify operations procedures for control room staff together with the system owners
Provide support during maintenance periods to the system groups and gain experience to ensure high availability
Additionally, be involved in installation, testing and commissioning work of all equipment, to gain knowledge on systems
Manage configuration
Configuration control
Identification
Baselining
Change Management

5. Forums for coordinating and agreeing on WoW
Develop & Maintain Facility, Operate Facility and Manage configuration
EEB Members
Engineering Manager (Chair)
Installation Manager
Operations manager
Deputy science director
Engineering representatives
John Weisend (AD)
Rikard Linander (TD)
Hector Novella (ICS)
Lisa Arthursson (CF)
Anton Lundmark (AD Infra)
Ralf Trant (Head of ES&H)
Mattias Skafar (HoD Quality)
Johan Waldeck (SSM Licensing project manager)
ESS Engineering Board (EEB)
Builds a shared ESS way of working on
Develop and maintain facility
Manage configuration
Manages Configuration and Changes to the facility
Link to Engineering Management page
OCT Members
For operation
Operations Manager (Chair)
Operations section leader
Deputy science director
For baseline activities
Installation Manager
Engineering Manager
AD/ICS/TD commissioning managers
For systems and Services
Head of ICS
Associate Director for ESH&Q
A representative for Systems (Target, Radio Frequency Systems, Vacuum, Cryogenic Plants, etc…)
Additional representatives as needed
Operation Coordination Team (OCT)
Builds a shared ESS way of working on operations
Assure operation of the neutron facility and technical infrastructure for science
Link to Operations Management page

6. System Ownership
A “system” can be a single object or a composite set of objects forming a system. Physical objects, software and services are “assets”.
1) The ”Owner" owns the requirements of an asset.
2) The ”Provider" has the responsibility to deliver the asset, meeting the requirements, to the Owner.
3) The ”Operator" has the responsibility to operate the system and to deliver a service to the Client.
4) The ”Client” has needs which are provided by the owner.
The asset may only be owned by one of the four roles above at a specific time. An owner can also be a provider.

7. System Ownership Interactions
Owner requests Provider to fulfil requirements.
Provider supplies system meeting requirements and is defined as baseline Asset.
Handover to Operator.
Operations only controls operation, cannot change system requirements.
On handover to Operations the Configuration &/or Requirements cannot be changed.
Provider requests from Owner the ability to make changes.
Workorders in EAM, changes to assets logged, configuration & maintenance is managed.
Handback to Owner
For fixes, maintenance and improvements/upgrades.
Asset config & history is managed.
Owner
of System Requirements
Operator
Operational Asset/Service
Requirements
Provider(s)
Asset/Service
Maintenance
Client
Needs &
Payment
Service

8. System Ownership for ESS Core WoW Interactions
Global requirements
Owner
of System Requirements
WoW Develop & Maintain
Provider(s)
Operator
WoW Manage Configuration
Client
WoW Operate Facility
WoW Develop & Maintain
WoW Enable Science

9. 16 years ago…

10. Long shutdown - Many installations (new RF cavity, removal and upgrade of SC wiggler, complete ring re-alignment, relocation of disgnostics ...)
6400 Hours of Operation
Unable to store beam - 8 to 12 machine turns
Radiation losses distributed, consistent with mm thick metal obstruction
Many days of trouble-shooting & unable to solve problem
Mobilised entire division, people called back from vacation (one was in USA)
A few hours before decision to cancel run and open machine...
... an operator spotted a light on a power supply controller that was normally a different colour.

11. Lessons Learnt
Many stakeholders involved push needs for a common and proper WoW
People performing the work today might not be here tomorrow
The methods of “Develop and maintain” have a reason, the paper plant must reflect the reality
Hand-over procedures including validation & verification and Ownership for all equipment
Asset management to track installed components
Baselining and Configuration management is key
In this case, luck and dedicated operators saved the situation!
Power supply to a corrector magnet, installed several years before, that was:
Tested with local control
Tested by physicists only
Never used
Forgotten, left ON, set to zero
Not in control system!
Errored, flipped a bit from 0 to –FFFF

12. Ownership and configuration management of the control system for the ion source and LEBT
Background
The delivery, installation and commissioning of the ion source and LEBT control systems is an example from which ICS has learned a lot
It is a four-party project: Accelerator, ICS, CEA and INFN
Situation
Collaboration between in-kind partners was sometimes difficult
Documentation was sometimes not delivered to the expected standards
The testing conducted during the FAT could have been more comprehensive.
The configuration used for testing during the Factory Acceptance Test (FAT) was not fully documented
Verification of control systems before commissioning was cumbersome - too many unexpected problems
Experiences
Establish roles, responsibilities, interfaces and ownership very early
Ensure close interaction with in-kind partner to ensure fully and appropriately documented configuration
Work with in-kind contributors the reinforce verification and documentation of deliverables
Comprehensive well-documented factory acceptance tests are important
Avoid underestimating time and effort required for commissioning
Do verification in controlled environments before commissioning