What has been learnt from LS1

1. What has been learnt from LS1 K. Foraz

2. Content • Preparation phase • Implementation phase • Safety • Resources • Discrepancies between baseline and reality Disclaimer: This is a 1st debriefing – the LS1 post-mortem day will be organized in 2015  Feedback got by Group Leaders (those available) K. Foraz - LHC Performance Workshop

3. Preparation phase "By failing to prepare you are preparing to fail.“ B. Franklin Preparation phase includes • What  Goal & Collection and prioritization of activities • How  Work Package analysis meetings, procedures • When ….diditstart ? For the 1st time in my life I’m feeling I should've done something about my weight K. Foraz - LHC Performance Workshop

4. Preparation phase - Goal • Activities to be performed according to the following priorities: • P0: Safety • P1: Beam to 7TeV, nominal performance • P2: Reliable operation improvement • P3: CERN approved projects • P4: CERN non approved projects • Main activities • LHC • SMACC • Repair He leaks (sectors 3-4 and 4-5) • R2E (mainly Pt1, Pt5 and Pt 7) • Injectors • CPS - Installation of the new access systems, Cooling and ventilation maintenance & renovation, Upgrade of the RF systems,.. • SPS: Consolidation of 18kV transformers, Replacement of irradiated cables in BA1 and in TCC2, Installing new optical fibbers, New coated magnets in BA5 • Maintenance of all the systems after 3 years of operation K. Foraz - LHC Performance Workshop

5. Preparation phase - What • Collection and prioritization of activities: • Plan.cern.ch • Unique repository, useful for communication between groups  Groups had a clearest picture of the support to be given to other groups • Attenuate bad surprises • Ease the prioritization process for LS1 team, focusing only on discordance points But • Should have come earlier • Not all activities were announced • Resources details redundant with APT ? Are they really needed in plan? In the future ? • Use plan.cern.ch for collecting future activities • Give enough time to groups to fill data • Improve the tool to better fit with needs: redundancy with other tools, granularity between items + + + ~ ~ ~ K. Foraz - LHC Performance Workshop

6. Preparation phase - What • Collection and prioritization of activities: • LS1 day - Plenary session • Very useful to have a better understanding of the requests • Gave a good overview on LS1 activities • Should have been scheduled earlier • “Why not a recurrent annual meeting?” In the future ? • Organize LSx day(s) • On an regular basis + + ~ K. Foraz - LHC Performance Workshop

7. Preparation phase - How • Items covered: • Description • Conditions prior to start • Schedule • Perimeter of worksites • Storage areas • Logistics • Risks and compensatory measures • Radiological management • Work Package analysis meetings • Organized by coordination teams • Gathered all stakeholders around the table • Gave the opportunity to understand what other groups intend to do and how • Lots of points clarified • Procedures: Well prepared • Review • External review fruitful for SMACC In the future ? • Work Package analysis & Procedures Mandatory step • External review: identify as soon as possible, which projects are concerned + + + + + K. Foraz - LHC Performance Workshop

8. Preparation phase - When • Main projects • SMACC project: 4 years of preparation • R2E: 3 years of preparation • Contracts: Up to 30-40wks to get a contract  technical specification from clients shall be ready in due time • Recruitments - Flexibility posts: staff have to be hired 1.5-2.5 years prior to a shutdown In the future ? • “The man who is prepared has his battle half fought” Miguel De Cervantes • Keep allocating adequate & sufficient resources for preparation, in due time + + K. Foraz - LHC Performance Workshop

9. Implementation phase “Organize, don't agonize.” Nancy Pelosi Coordination Scheduling Documentation Daily management Information exchange K. Foraz - LHC Performance Workshop

10. Implementation phase - Coordination • Coordination meetings held on regular basis • Good feedback from groups • Some concerns reported: • North Area coordination: enhance group participation and publicize EATM meetings • 7 injectors areas =7 meetings. Some rationalization ? • Dedicated project meetings (SMACC, R2E) • Solving technical aspects, daily schedule + ~ ~ + • Enhance team spirit & ease information flow • Very good follow-up on fields + + K. Foraz - LHC Performance Workshop

11. Implementation phase - Scheduling • Schedules kept up to date by coordination teams & progress regularly presented: presentations, dashboard • Project schedules • Coordination scheduler part of the project for LHC • Transparency of schedules for surface activities • Hard process for some groups, mainly during the phases of production and surface validation • ALARA: Activities scheduled as late as possible in certain areas • Dose optimization • Give few margin, and lead to stress at the end of the activity In the future ? • Keep a member of coordination team (scheduler) within projects • Improve availability of internal production and tests schedules • To see how to optimize the start of an activity w.r.t. cooling period + + ~ + + ~ K. Foraz - LHC Performance Workshop

12. Implementation phase - Documentation • Configuration Management • Hardware baseline is kept up to date thanks to ES, HWP, Tests procedures, ECRs • 104 ECRs treated in LHC, ~60 in injectors • 90 ES, Procedures… • Layout database update • MAD/X file already up to date • 2-3 months of update are still needed !! • Vacuum, instrumentation (PVSS), electrical circuits, R2E still need to be treated • Machine drawings with release notes still to be issued – “automatic machine drawings” In the future ? • ECRs presentation in (LSC), LMC, IEFC to be kept on regular basis • ECRs to be edited in due time K. Foraz - LHC Performance Workshop

13. Implementation phase – Daily management • Stakeholders were the same as during the installation eased the whole process  reactivity • Access … sinew of war • Lifts breakdown • Roadmap for LHC lift exchange in the pipeline • Logistics • Good management of material logistic • TREC is working for underground transport, but shall be improved for surface transport + + ~ + + K. Foraz - LHC Performance Workshop

14. Implementation phase – Information exchange • Information flow fluid, but we can still improve: • the information has sometimes difficulties to go down to worksite!! • Information, sometimes hard to find • Project: edms, indico, sharepoints… • Up-to date version of schedule • Understanding of the impact of a service unavailability on other equipments In the future ? • How to improve information flow down to the worksites • Rationalized project’ information 1web page indicating hyperlink to projects ? • A repository of services unavailability and impact ? + + ~ ~ ~ K. Foraz - LHC Performance Workshop

15. Safety • Good Statistics (until September 2014) • approximately 1.5 million hours of LS1 work delivered • 22 minor accidents (no absence) • 11 accidents with 98 days of absence • Frequency rate: 7.3 & Severity rate: 0.07 • New work supervisors and organization of safety • Consensus: “safety rules and training arrived too late !!” In the future ? • Training of work supervisors by safety coordinators ? • Establish safety rules prior to the start (6 months at least) + + ~ ~ K. Foraz - LHC Performance Workshop

16. Resources Feedback from Group Leaders • Recruitment of our staff • Need 1.5 – 2.5 years before the start • Non LHC facilities suffered from lack of resources, as there were re-oriented to main projects • Temporary detachment • Very useful • To be included before the start of LS • Partial detachment – difficult to handle • On the contractor’s side • Maintenance contract  hard to find adequate personnel • Unforeseen/last minutes work  exotic prices ~ + ~ ~ ~ K. Foraz - LHC Performance Workshop

17. Discrepancies between baseline and reality • This part will be detailed during the LS1 post-mortem day. First feedback: • All baseline activities were done….and more • Additional activities • There were those unexpected : LHC QRL leaks, 15%-> 30% of splices… • Those were those who «somebody» knew but forgot to inform the community !! Those induced additional workload to the usual support groups In the future ? • Review plan list regularly • Learn to say NO + + ~ K. Foraz - LHC Performance Workshop

18. Conclusions Disclaimer: Many other information were provided, but 20’ is too short Despite all the points of improvements underlined, so far the LS1 is a success • Thanks to the strong commitments and reactivity of our staff • Most of the groups, and all the projects were very well coordinated • The priorities defined by LS1 project leader were respected: • Safety, • Quality, • Schedule Thank you ! K. Foraz - LHC Performance Workshop