1. ELENA Documentation and Data Management Items, Assets, Functional Positions T. Birtwistle EN-ACE-CL With input from T. Krastev EN-ACE-EDM

2. Contents Introduction Functional Positions (slots) Items Assets and Asset Management Document Templates Summary

3. Introduction 3 main aspects to consider when managing machine and facility data and documentation Functional Position (slots) – the location where a piece of equipment can be placed Item – the design of a particular piece of equipment (virtual) Asset – the physical equipment (real) Functional Positions Items Assets ITEMS vs. ASSETS DesignEquipment

4. Functional Positions (slots) The location where equipment is placed in a machine or facility Stores functional information The position on the beam line (‘s’ coordinate) etc. The logical layout of equipment is shown in the Layout Database The item and asset in each functional position (slot) can be displayed

5. Items The design of a particular piece of equipment (equipment type including variants) For example: Bending magnet - PXMBHEKCWP Electrostatic BPM type A – PXBPMEA001 Vacuum chamber – PXVCDCF001 Information related to the design of that specific type of equipment Engineering specifications, design drawings, procurement documentation etc. Test procedures, installation procedures, commissioning procedures etc.

6. Items Items can be created for each equipment type, and linked inside the Hardware Baseline in EDMS Hardware baseline should contain all long-term documentation (handled centrally by EN-ACE-CL) We can create items with input from equipment groups Define the correct access rights Groups can manage certain documentation in the items

7. Assets The physical equipment, handled in MTF/Infor EAM, and visible/editable in all interlinked applications (EAM Light, EDMS, TREC) – CMMS Support Information related to a specific (physical) piece of equipment Test reports, fabrication reports, non-conformity reports etc. Managed by the equipment group For example: Electrostatic deflector PXZDFA_001-CR000001 Bending magnet PXMBHEKCWP-DA000001 Serial number Manufacturer code Item code

8. Assets in EDMS Long term documentation (EN-ACE-CL) Design specific documents (incl. some hardware baseline documents also) Physical asset specific documents

9. Asset Documentation

10. Asset Details The CMMS team can assist with any workflows or asset management specificities

11. Asset Management Overview A CERN internal service with functionality spanning manufacturing, installation and reporting to financial analysis and radioactive measurements/waste

12. Functional Positions, Items and Assets ITEMS vs. ASSETS DesignEquipment Layout Database Link to Item Link to Asset in MTF Link to Layout Database MTF Link to the Asset Information

13. Document Templates Available at: https://quality.web.cern.ch/ https://quality.web.cern.ch/ Otherwise in MS Word – click ‘New’, ‘Shared’, ‘PS-Complex’, select the relevant ELENA template The Engineering Document template can be used for fabrication reports, test reports etc.

14. Summary Functional Positions Items Assets ITEMS vs. ASSETS DesignEquipment Asset Test Report Test Procedure - Engineering Specs - Design Drawings - Test Procedures - Commissioning Procedures - Procurement Documents - Test Reports - Non-conformity Reports - Functional Data - Beam Position

15. Summary EDMS and MTF/Infor EAM are used extensively to manage equipment and its documentation Contact us for help creating items and assets Thomas Birtwistle – items, functional positions, naming Tsvetelin Krastev – assets, MTF/Infor EAM Questions