LHC intervention scheduling with the Work Acceptance Tool

1. LHC intervention scheduling with the Work Acceptance Tool K. Foraz, CERN April 14, 2011 ARW2011, Cape Town, South Africa One of the first images from CMS, showing the debris of particles picked up in the detector's calorimeters

2. Outline Intervention scheduling • The game field, the rules and the players • First year problematic • Solution implemented • First results • Future ARW2011 - K. Foraz

3. Introduction Nb of days/year Beam ON & set-up Optimize programmed stops in order to ensure long and reliable operation = - Nb of days of Program. Stops - Nb of days for recovery - Nb of days for Beam set-up - Nb of days of Failure 365 days What has been done / not during Stops ARW2011 - K. Foraz

4. The game field • Machine: • 27km circumference • Underground (up to 100m) • 8 sectors and associated service areas 4 5 6 3 7 2 8 1 ARW2011 - K. Foraz

5. The game rules J F M A M J J A S O N D • LHC has a cycle of ~ 4 years • ~ 3 years of operation • ~ 1 year of Long Shut-down to consolidate, upgrade and perform full maintenance of the different systems. • Operation years: • Find the best compromise between maintenance and beam ON time windows • Xmas break of 11 weeks • 6 Technical Stops of 4 days N D J F ARW2011 - K. Foraz

6. The players • LHCMachineCommittee (the referee) • Coordination teams • Program.StopsCoord. • Tech.Infrastr. Operation Com. • Operation • SafetyCoordination • Groups LMC PSC OP TIOC SC Cryo RF EL QPS EL CV Coll. … Mag. BI Conv. ARW2011 - K. Foraz

7. First year problematic 1. Maintenance plan (CMMS, excel..) 2. Request (mail, SharePoint..) 4. Safety procedures 6. Request access Just the beginning of the process Stops Coordination OP TIOC Groups 3. Approval in TIOC meetings 7. Accept & grant access 3. Approval (if needed through LMC) Prepare logistics Schedule 5. Approval (fire permits, DIMR…) Safety Coordination ARW2011 - K. Foraz

8. First year problematic • Information partially shared • The risk that authorizations were not given by the adequate coordination team was high • Cross-check between coordination teams was time consuming • Multiple edition of the same information • The effort of groups to announce & edit information to the different coordination teams and different systems was heavy • Access time • Average of 20 minutes/person (guessing you have only one door to access your worksite !!) • ~ 500 persons wanting to access - 2 operators granting access ARW2011 - K. Foraz

9. Solution implemented: WAT ! Work Acceptance Tool A gentle start • One database grouping all the interventions • Approval process through the existing Electronic Document Handling • linked to the Access control system DB ARW2011 - K. Foraz

10. Workflow • Request • Technical approval For any intervention in the machine • Requests must be • Technically approved • Scheduled • Prepared from a safety point of view • Personnel must be habilitated • Schedule • Safety • Execution • Close ARW2011 - K. Foraz

11. Workflow 1. Groups submit a request • What • Type of intervention • System • Who • Responsible • Participants • Number of teams • Number of participants/area ARW2011 - K. Foraz

12. Workflow • When • Constraints • Duration • Period • Locations • Safety • Risks associated with the activity • Lock-out needed ARW2011 - K. Foraz

13. Workflow 2. Technical approval • If needed through LHC Machine Committee • Infrastructure: discussed in TIOC (Tech. Infrastr. Operation Committee) • Machine: discussed during preparation meetings with operation group • Layout database modified if needed through ECR (configuration management) 3. Schedule • Work Acceptance Tool is providing a Gantt view • List import & export  Schedule ARW2011 - K. Foraz

14. Workflow 4. Safety • Safety forms automatically prepared, send to the Safety database and the link is kept (Fire Permit, DIMR..). Approval status send back to WAT 5. Execution • (RP survey prior to access) • Link with access database: only persons who have an authorized activity in a specific location and at a certain time can access • Form for comments 6. Close List, filters…to retrieve activities, make statistics ARW2011 - K. Foraz

15. WAT: Integrationwithexistingsystems ADAMS Access Control (person/place/time) Safety forms EDH EDH WAT LayoutDatabase LHC Locations Access Points Notifications Signatures Excel Foundation Schedule Export, Bulk Update (Upload) Persons, OrganicUnits ARW2011 - K. Foraz

16. First results WAT in operation since December 2010 • Only fully authorized activities can be performed • Access time: 15minutes gained/access & no operators needed • List of interventions available for operation • Start to build up the history of interventions • Feed-back is very good • Efficient, eases access, gives overview of what’s going on at a location/for a group/ for a system… Better control & Increase productivity ARW2011 - K. Foraz

17. WAT next • Within WAT project • Link activities to equipment rather than locations • Accurate picture of the equipment history • Accurate picture given to Operation after a stop • Link WAT with Computer Maintenance Management System LHC Equipment LHC Locations Access Points WAT LayoutDatabase ARW2011 - K. Foraz

18. WAT next - IMWG Moreover, same equipment groups are also intervening in the LHC experiments, as well as in injectors Intervention Management Working Group set-up • Goal: • One single database of intervention data • Create a unique repository for interventions • One workflow engine • Standardize practices where possible and desirable • A web tool to input work declarations to plan, schedule, prepare and coordinate all activities, anywhere ARW2011 - K. Foraz

19. Thank you Questions, comments, suggestions ? ARW2011 - K. Foraz