1. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN 1 LS1 Debriefing day 31 st March, CERN

2. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Safety of LS1 Low Frequency & Severity Rates of accidents: be prepared (mock-ups) Radiation levels kept as low as possible by implementing systematic ALARA approach (preparation & Committees) and guidelines 423 mSv after ALARA instead of 840, in reality around 200 mSv 3 mSv / Person Most accidents suffered at the surface: Better preparation of surface works Safety training optimisation and homogeneity across CERN Complex Flexibility between classroom vs e-learning courses Recommends to have Safety measures established in advance Maintain coupling of individual/total dosimetry vs activities Radioactive transports on open roads (875) need to be reduced Waste management: Better discipline (give feedback on improvements) 2 LS1 Debriefing day 31 st March, CERN

3. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day SMACC Project Sub-Projects needs a special organisation “Special” logistics & Quality shall be done at the Sub-Project level Dashboards are essential, ONLY tool to detect and correct deviations All schemes, full “subcontracting” vs Manpower reinforcement did work efficiently Getting personnel from Collaboration is a long process (>2 years) Training on mock-ups was part of the global success Organisation Charts and Communication are important No single solution for Mobility (car, car-sharing, (Inter-site) Shuttles… Barracks are important local infrastructures Others activities were taking profit of SMACC infrastructures, no longer the case for LS2 Handle surprises and crisis separately: protect main working frame from disruptions Right persons at the right place, since the beginning, shall include personnel reinforcement from Collaborations. 3 LS1 Debriefing day 31 st March, CERN

4. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Electrical (EL-EL) activities Resources 1/3 was for external, 2/3 for internal EN-EL Consolidation Difficulties with some FSU, considering specific LS2 Contracts? Small and Medium Projects forecasts need to be improved Optimisation of Costs and Coordination Work organisation Acknowledge the importance of the Safety Coordinators IMPACT, grouping and fast approval Feedback when access gets blocked Large turn-key contracts: difficult since had to manage non-EN-EL activities Partial vs complete removal Policy need to be established 50% seems the threshold Operation Service also see an increase of their workload… Need more time to test main infrastructures Specific testing slots to test the Safety systems in the undergrounds 4 LS1 Debriefing day 31 st March, CERN

5. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Cooling & Ventilation (EN-CV) activities Schedule for Maintenance was challenging Since HVAC systems could not get stopped for most of LS1 period Needed to install temporary systems Preparation of major works was complex and long Needed special logistic on site Priority making: concentrate on few areas Avoid fragmentation Asbestos management Consider a CERN-wide Contract Contractors prefer working during holidays instead of shifts Lack of personnel Single Contractor for X-Ray tests could be critical 5 LS1 Debriefing day 31 st March, CERN

6. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Survey (EN-MEF-SU) Resources Personnel Availability of Experts from Collaborations is fundamental Huge turn around of CERN personnel and of externals Resources Material More instruments to save time in the Experimental Caverns Access/IMPACT Reduce co-activities in LSS and Arcs during ELQA Working on interfaces Equipment design: optimise Survey tools Equipment ownership: clarify IT responsibilities ECR and Integration issues: ensure Survey reserved space Layout DB: to be watch carefully… Warn teams on fragility of Survey components 6 LS1 Debriefing day 31 st March, CERN

7. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Beam Instrumentation (BE-BI) Safety Would favour reinforcing Bld867 radioactive Workshop Interaction with other groups On-line production tracking for EN-MME and TE-MPE Units More capacity & redundancy for key technologies like EB welding More resources on Metrology and Vacuum acceptance tests Upstream support for Scheduling and prioritisations CERN-wide levelling Optimise the Group workload across Accelerators’ Complex Minimise the “start-up” effect, can not be ready on time… Establish a priority list with Operation Experts 7 LS1 Debriefing day 31 st March, CERN

8. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day LHC Experiments Coordinated work by teams from Collaboration, PH, contractors, FSU and very importantly, the Technical Departments. Heavy reliance on them for maintenance, consolidation & upgrade. Specialist Support: Have pragmatic approaches to technical problems/integration including Safety conformity issues. Concerns about fragmentation/contact person/expertise Early communication on unavailability of critical infrastructures Concerns Project engineering/supervision resources insufficient Shortfall in provision for “host lab” responsibilities “Limits of supply” of Tech Depts to be re-discussed/re-optimised. Cost control scrutiny and oversight could/must be improved Source of friction: machine/tertiary definition/confusion not helpful 8 LS1 Debriefing day 31 st March, CERN

9. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Vacuum, Surfaces & Coatings (TE-VSC) activities Safety & Radiation More attention to interventions in radioactive environment Review guidelines for maximum individual dose Coordination Machine oriented meeting makes difficult avoid resource problems Overall view of resources across accelerators Use similar scheduling tools across accelerators Use PLAN as reference even during LS2 period Expert resources Some works required unexpected development work… Resource contingency is affordable but has a Cost… 9 LS1 Debriefing day 31 st March, CERN

10. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Machine Protection & Electrical Integrity (TE-MPE) activities ELQA Preparation of ELQA activities well ahead was a key to get ready the external teams from collaborating institutes Importance of the intermediate projects and contracts (during the Run-1) in order to maintain the core teams in collaborating institutes Acceptance of foreign safety training documents for electricians helped significantly to smoothly start activities of the newcomers “Yellow Racks” It is important to start procurement of the equipment with sufficient contingency Risks related to the “cheapest bidder” principle and unbalanced country What helped? – Flexibility of Katy !! And transport services What did not work so well? – Storage infrastructures and assembly workshops CSCM TE inter-group project Team spirit was an important ingredient 10 LS1 Debriefing day 31 st March, CERN

11. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Power Converters (TE-EPC) activities LS2 will have more activities and more scattered around the different machines Lessons learned Keep Teams to the points: Anticipation & Preparation Limitation: Manpower during installation/maintenance & tests phases What worked well Preparation: WBS, WP analysis, Workload & Planning Organisation: Staff & FSU reassign to priorities Trust and very good communication with the Coordination Team Electrical Safety: centralisation of demands and Role appointments Test Levelling (machine by machine) and time for tests. What could be improved Report on Access constraints Injector complex: Role appointment for Circuit Consignation not clearly identified Injectors & LHC NC Magnet Circuits: Automatic Test Sequences for QA 11 LS1 Debriefing day 31 st March, CERN

12. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day General Infrastructures (GS) activities Access Systems Very few incidents with the Access Systems Identify and analyze proposed evolutions asap MAD difficulties mitigated by remote operation by CSA Dedicated and trained “ZORA team” Changes shall be announced early (ECR 1y-inadvance) Logistics, Stores and other site services Cleaning methods to be reviewed to avoid dust in the tunnels Search for vacuum cleaners (large models) Several surveys expected: please answer them… Civil Engineering Large works require 2-3 years from the decision to the realization Quick decisions are needed to shift personnel from the standard services (e.g. leaking roof) to tunnel services 12 LS1 Debriefing day 31 st March, CERN

13. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day Warm Magnets (TE-MSC) activities Organization, coordination and planning Prioritization of activities between machines not always obvious Activities impacting access for others to be announced early enough Feedback when working on auxiliaries Safety Requested granularity of some WDP for low dose activities was sometimes too high for the dose benefit Keep flexibility of RP rules to treat non-radioactive material in radioactive workshops Safety rules changing too often in general Infrastructures Lack of radioactive storage place MAD systems sensitivity 13 LS1 Debriefing day 31 st March, CERN

14. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN LS1 Debriefing Day LS1 planning and plan tool (EN-MEF) activities 14 LS1 Debriefing day 31 st March, CERN

16. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN Long Shutdown 2 (LS2) Project Project Scope & Mandate of LS2 coordinator (1/2) The project scope covers all activities carried out and resources needed in the context of Long Shutdown 2 over the whole CERN accelerator facilities. The mandate of the project coordinator includes: Prior to the start of the LS2, the definition of main works to be achieved over the LS2 and of potential options based on priorities given to activities. This study shall highlight in particular LS2 duration and resources needed for each option and be presented to the Directorate by mid-2016 for final decision; The definition of a CERN-wide “resource-loaded planning”, ensuring the compatibility of resources and planning across the LHC Machine and LHC Experiments; 16 LS1 Debriefing day 31 st March, CERN

17. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN Long Shutdown 2 (LS2) Project Project Scope & Mandate of LS2 coordinator (2/2) The mandate of the project coordinator includes: (cont.) The preparation, coordination and follow-up till completion of all LS2 activities in the frame of the LIU, HL-LHC Projects and other CERN approved projects. Work packages will define: The work absolutely essential to achieve the LS2 objectives (activities which will bear a priority 1), which execution will be closely followed up by the LS2 coordinator; The work which can be postponed to the LS3 (activities which will bear a priority 2), which impact on LS3 will be assessed by the LS2 coordinator. The flexibility to use the end-of-year technical stops before and after the LS2 to decrease the load of the LS2 is left at the discretion of the LS2 coordinator and is also part of the scope of the project. 17 LS1 Debriefing day 31 st March, CERN

18. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN Long Shutdown 2 (LS2) Project Project Team & Meetings Team LS2 Coordinator, José Miguel JIMENEZ LS2 Deputy Coordinator, Jean-Philippe TOCK LS2 Master Schedule, Katy FORAZ LS2 PLAN Data Quality Manager, Rachelle DECREUSE-MICHAUD LS2 Safety Coordinator for LHC, Thomas OTTO LS2 Safety Coordinator for Injectors, Ana-Paula BERNARDES LS2 HC of Injectors, TBD (one-for-all, -by-machines, -by Complex, team?) LS2 HC of LHC, TBD Other roles will get defined by LS2 kick-off meeting Meetings Executive LS2 Meeting (with represent. of Projects, Experiments, Departments and HSE) LS2 Committees (LSC) as done for LS1 18 LS1 Debriefing day 31 st March, CERN

19. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN Long Shutdown 2 (LS2) Project Reporting line & Collecting information LS2 Coordinator will report: On a strategic level to the CERN A&T Director On a technical level to the LMC and IEFC if impacting Machines Collecting information Done through bi(multi)lateral meetings with Experiments, Groups, Teams and Projects Using PLAN tool already successfully used for LS1 Learning from LS1 experience… 2 Major meeting planed LS1 Debriefing Day planed on 1 st trimester’15 LS2 Day kick-off planed 29-30 Sept’15 19 LS1 Debriefing day 31 st March, CERN

20. Dr. José Miguel JIMENEZ LS2 Coordinator, CERN Long Shutdown 2 (LS2) Project Main dates and milestones 20 LS1 Debriefing day 31 st March, CERN Main milestones: LS1 Post Mortem: 1 st trimester’15 Start date: 1 st July 2018; Duration: 18 months (end’19) Yearly “LS2 day” as of 2015 Activities declared in Plan by end’15 both for injectors and LHC; Mid’16, definition of activities for EYETS 2016 and for LS2; Preliminary “final” validation: mid 2017. LS1 Post Mortem LS2 Day PLAN is made available Consolidated List of tasks to Director A&T 1 st step final validation Final validation