The Maintenance Management Project at CERN

1. The Maintenance Management Project at CERN Pierre Bonnal DG-DI Christophe Delamare GS-ASE Marine Gourber-Pace BE-CO Damien Lafarge EN-HE Christophe Mugnier TE-EPC GoranPerinić TE-CRG Regis Pilon TE-EPC Ingo Ruehl EN-HE Eric van Uytvinck EN-EL ZornitsaZaharieva BE-CO Maintenance Management Project ‘Status Report – IEFC’ 30th November 2012 EDMS1171998

2. Topics • Introduction • MFIO progress • Document management • Data collection / Parts registration • Operational issue management • INFOR EAM light • Conclusion

3. Assessment summary • Internal Audit (ref. DG-IA/10-R5, Dec. 2010) • ‘Audit of the operation of LHC and its injectors’ • CMMWG/SB • ‘Need to streamline the support and development activities around INFOR™’ • Consultant • TE assessment • Develop a technical information / Data System shared by the maintenance users and formalize the global approach to manage the maintenance activities : Tools and Methods Groups assessed EN-CV, EN-HE, TE-CRG, GS-ASE

4. The MMP Project Other existing CERN services Steering Board Department Heads BE, EN, TE, GS Task force members I. Rühl, G. Perinic Maintenance Management Project P. Bonnal, Z. Zaharieva C. Delamare • Maintenance ManagementQuality Assurance C. Mugnier D. Lafarge M. Gourber-Pace TE Maintenance Framework Implementation EN Maintenance Framework Implementation BE Maintenance Framework Implementation The analysis of needs and transcription asa specification is performed by 6 working groups: • Asset management • Work management • Planning & scheduling • Documentation management • Spare parts management • Analysis & Reporting

5. HERMES project management method (P. Bonnal) MMP Roadmap MMP Concept Report BPMN business process model and notation “TO-BE”  Corrective Maintenance After Failure

6. The MFIO in the MMP project Other existing CERN services Steering Board Department Heads BE, EN, TE, GS Task force members I. Rühl, G. Perinic Maintenance Management Project • Working groups: • Asset management • Work management • Planning & scheduling • Documentation management • Spare parts management • Analysis & Reporting P. Bonnal, Z. Zaharieva C. Delamare • Maintenance ManagementQuality Assurance C. Mugnier D. Lafarge MFI Office (Maintenance Framework Implementation ) C.Perolini(TE engineer FSU 100%) J.Ruiz Cabezas (TE fellow 100%) R.Pilon(TE staff 60%) J.Sylvestre(EN fellow 50%) A.Metola(GS fellow 50%) B.Vercoutter(GS staff 50%) T.Klabi(GS staff 50%) • Support and monitoring for: • Administrative tasks and Quality Assurance • Specific IT tools development • Deployment and follow up • Communication (between users, MMP team and existing CERN services) M. Gourber-Pace C. Mugnier D. Lafarge BE Maintenance Framework Implementation TE Maintenance Framework Implementation EN Maintenance Framework Implementation

7. Communication – website-hotline MFI office in bldg. 272/S002; phone 75622 or 62185; mfio.info@cern.ch Complete and update MMP web-site/ EDMS document structure CERN Portal Service Now - MFIO Ticketing service – In operation! (seepresentation) MFIO answering/support internalprotocol Management of e-groups, dfsfolders and mmp-mfio email accounts Collaboration in communication strategy (posters, protocols, etc) Creation of FAQ in MMP service portal (Labelling) Weekly CMMS-MFIO exchange meeting Minutes • On behalf Coralie, Régis and Javier

8. MFIO Work progress (C. Mugnier) Business ProcessDiagrams To-Be & Description reports • Asset Management & Coding WG • Creation of Item codes and structures integration (EDMS, CDD, SMART TEAM) https://edms.cern.ch/document/1233516/1 • Equipment labelling https://edms.cern.ch/document/1239800/1 • Creation of functionnalposition’s codes (workin collaboration with EN/EL) https://edms.cern.ch/document/1233516/1 • Information Management WG • Creation of maintenance information (document recording in EDMS) https://edms.cern.ch/document/1232755/0.0 • Spare part Management WG • Part Metadata Collection tool https://edms.cern.ch/document/1235067/1 • On behalf Coralie, Régis and Javier

9. New Groups client approach • The officer's definition roles are created • (general document with mission, activities, responsibilities in the group) • Group Maintenance Information Officerhttps://edms.cern.ch/document/1222082/1 • Group Coding Officer https://edms.cern.ch/document/1241700/1 • Group Spare Parts Officer https://edms.cern.ch/document/1245013/1 • Group Quality & Method Officer • The guideline of officer’s administration are created • (context, conventions, tools, to use in the group) • GMIOhttps://edms.cern.ch/document/1243642/1 • GCOhttps://edms.cern.ch/document/1247882/1 • BPMN sub process of DATA management is created • (To-Be GCO and CMMS support tasks) • MFIOhttps://edms.cern.ch/document/1244460/1 • On behalf Coralie, Régis and Javier

10. Workprogresses in collaboration with MFIO clients • EN/CV : • BPD Resupply & Stock Management created (work on going for adapting the processto TE/CRG group) • EN/HE : • Pilote group for recordingoperationnaldocumentation (about 280 docs alreadyrecorded in EDMS) • EN/EL : • Analysis of the functional position coding problems reflected on the cabling process • Description of a proposed implementation, in addition to BPD (work on going) • TE/VSC : • BPD for work order traceability of leak detectors created • TE/CRG : • Pilote group for recordingoperationnal documentation (item created, first tests utilities done) • BPD for equipmentlendingprocessbased on TE/VSC use case (WO traceabiliy), created • On behalf Coralie, Régis and Javier

11. Work progresses in collaboration with MFIO clients • TE/VSC[teamwork : Sonia M., Tahar K., Eric P., Régis P.] • Instrumentation & Controls : convention codes LHC & MTF classes exist • Leak detectors are created in EAM INFOR • Vacuum chambers : Items structure EDMS, Slots, have to be created • Seals, vacuum pumps : Items, Assets, Slots, have to be created • GCO has no time - GMIO is not appointed yet • TE/ABT[teamwork : Pascal L., Sonia M., Tony F., Remy N., RégisP.] • Kickers : convention codes exist but nothing for Items, MTF, Assets … • Thyratrons : Items exist but nothing for MTF, structure Item, Slots, Assets … documentation • GCO and GMIO are not appointed yet • Recommendation for Labelling • (standard printing and special labels) • Label preconizationhttps://edms.cern.ch/document/1241294/1 • Special labels (polyester, alu, ceramic) INOTEC are known • we search for CEPELEC labels offer • On behalf Coralie, Régis and Javier

12. Project support Labelling project • Labelling complementaryreport (analysis of requirements, current situation, etc) • Labelling user interface specificationdocument – underanalysis by GS/ASE Spare parts Project • Spare Part fieldsdocuments: Study to analyse and harmonize the part fieldsusedat CERN. • Collection Data tooldevelopment: CDT specifications , analysis of needs, supportingdevelopers, monitoring progression. • On behalf Coralie, Régis and Javier

13. Documentation for the maintenance and operational activities Creating a specific documentation for the maintenance and operational activities: • A perimeter well defined: • specific conventions, background, standards, rules … • Protocols for exchanging the documentation with other system, • Making available of documents for users • EDMS as main system for the storage and the management of documents, • A clear life cycle of the documentation, from the design phase of the equipment until the archiving of documents, • Documents must be up to date and perennials Project documentation External doc Transition phase Documentation for the maintenance and operational activities Doc management Distribution of documents External systems users

14. Basic concept Centralized processes at level of the Group: • Workflowsfor producing, updating, management and use of the maintenance documentation definedthrough « Business ProcessModellingDiagrams », People involved: • Project engineer, Teams responsible for the maintenance, Equipment responsible • Group Maintenance Information Officer (GMIO). New role defined in the framework of the MMP for the managing of the documentation at level of the Group • MFIO (Maintenance framework implementation Office) as support to setup the documentation.

15. Registration of the documentation since October 15th Informatictools • PYJAMA • EDMSVIEWER + • PYGMALION • PYRAMIDE AUTOMATIQUE PYRAMIDE SEMI AUTOMATIQUE • 3 web services provided by GS-ASE  • DocumentServiceT (documents creation) • FileService(files uploading) • StructureService(elements linkages)

16. Registration of the documentation since October 15th EN-HE doc. 17 Workbooks 15 Projects 38 Items + 230 Docs EDMS + 200 Fichiers .pdf

17. Registration of the documentation since October 15th • Needs • We are waiting for rules and a standardized codification for equipment and assets, • CDD codification seems to be reviewed, • Group’s transversal functions and roles of external support services must be clearly defined. Conclusion and perspectives, • Tools • Informatics tools are tested: performance and ergonomics are quite good and provide the ability to register 200 documents/days. Many thanks to the developers ! • Minor corrections are pending for the EDMS viewer. • Need to find an efficient process for a massive scan of a lot of documents.

18. Parts registration

19. Parts registration Involved: • TE-EPC, TE-CRG and EN-CV as pilote Groups, • Experts: M. Bomont, N. Bonetti and R. Ecclestone, T. Klabi • Informatics developers: I. Alonso Canella, P. Bailly, S.Mallone • GCO & equip. responsible: TBD Strategy • Data treatment through a local system (Collecting, sorting, cleaning and formatting metadata's…) • Refurbishing the Custom fields by pilot groups experts, • Collecting Process based on the EN-CV experience, • Informatics tools: • A local user interface for collecting data on the site ( Based on the EN-CV tool) • Centralized data management system as temporary interface between Local system and Infor EAM.

20. Révision de l’arborescence TE-EPC avec Custom Fields De 5 niveaux i.e. 249 Items  2 niveaux i.e. 39 Items Exemple: Extrait de l’ancienne l’arborescence partiellement développée des fusibles (53 items) Nouvelle arborescence complète (39 items) Fusible= 1 item

21. Nouvelle arbo TE-EPC Avec Custom Fields

22. Quality Assurance – key objectives (Z.Zaharieva) • Establish easy-to-use and coherent naming coding reference • Formalized the codification process for equipment types using the Naming Service • Specified the role of a Group Coding Officer - applied in practice by different groups such as TE-CRG, TE-VSC, BE-CO, etc. • Started working on refreshing/reorganizing of equipment codes (e.g. TE-CRG, TE-VSC) • Triggered requests for improvements inthe functionalities of the Naming Service Portal: https://cern.ch/service-acc-naming • Common codes search across systems CDD, EDMS, Infor EAM, Layout, etc. • Establish a set of common definitions & vocabulary • A common language is indispensable across the different departments and groups • Provision of dictionary, based on the completedreview of terms used throughout different systems (e.g. EDMS, Infor EAM, Layout, Controls Configuration, etc.) • Initiated implementation of the consistent vocabulary throughout the information systems • System responsibles have signalled readiness to comply • Layout DB interfaces modified to use only the term ‘functional positions’ • Establish easy-to-use and coherent naming coding reference • Working in close collaboration with: • The Naming Service (S. Chemly, P. Le Roux, Z. Zaharieva)Accelerators-Naming.Service@cern.ch • Technical infrastructure representatives (e.g. EN-EL) • Several naming conventions exist – accelerator components (LHC, SPS, PS Complex), technical infrastructure (several flavours) • Solution: ensure awareness and strict application of existing rules and harmonize them where possible • Interfaces with other Information Systems (Integrated data management) • MMP Interfaces with IMPACT • On-going work between GS-AIS and Infor EAM teams • MMP Interfaces with Layout service • The CMMS team and the Layout responsible (Pascal Le Roux) have worked on improving the integration between Infor EAM and Layout DB • Triggered work by equipment experts on cleaning-up layout data • MMP interfaces with the Controls Configuration service • First use cases driven by BE-CO • Investigation into extending the MMP interfaces with the Alarms service (LASER) • Existing functionality for TIM alarms • Analysis of the Logbooks and Issues management

23. Sharing information / data (J. R. Silvestre) • Inspired by MsProject • Tree + Gantt • Generic Model • Dependencies (algorithms for constraints) • Plus: • Connectors to other applications (bi-directional) • Console • “CERN” attributes for tasks: people & e-groups, locations, systems, budget codes …

24. Operational issue management (Logbook) • Kick-off meeting chaired by M. Gourber-Pace / BE-CO yesterday • Presentations by • M. Gourber-Pace • C. Mugnier • L. Ponce • P. Sollander

25. Common processes for first line intervention: CCC side • CCC has an important role along the first line intervention process: Cern Control Center Equipment group or external contractor A collaboration with CCC and equipment groups is important in order to achieve to define the various interactions between the both processes 1254813_V1_KickOff meeting CCC 29 Novembre 2012 ChM

26. Operational issue management -Proposal for next step (M. Gourber-Pace) • Launch a WG to analyse requirements and design a proposal • Draw inventory of current processes for piquet call , failure follow-up, offline analysis • Gather requirements from OP + EQP Intervention teams • Agree on a common TO-BE process MODEL • Agree on the data modeling for new concepts (‘issue’ , ‘downtime’) in the CERN framework • Proposed membership • CCC Accelerator + TI operation representatives • EQP first line Intervention representatives • MMP project representative • Organization • Not yet defined • BE/OP looks as a driving force in thisproject • Best knowledge, focal point of requirements • Key role in the data model design • Open points – input for feedback • Right moment to start this WG? • Appropriate priority to ensure a first version delivered by end LS1 ?

27. EAM Light – Background (D. Widegren) EAM Light: An easy to use web interface for accessing, updating or creating Work Orders. • It can be accessed from all devices with a web browser – including tablets. • The purpose is to provide a simple solution for users that mainly deal with Work Orders and where the full Infor EAM Extended interface with all its powerful functions is not needed. • The first version of the tool was developed based on requirements collected from the main users groups and a prototype was presented to the MMP on 20 July 2012. (EDMS 1232595) • Version 1.0 was released on 14 August and has evolved ever since. The current version is 1.4.

28. EAM Light - Today The current user interface

29. EAM Light – Soon: Mobile version

30. 1. EAM Light – Roadmap 15 NovemberVersion 1.4 (Inspections, IMPACT link, Access Rights correction.) 3 DecemberVersion 1.5 (New main page, Viewing Equip. data, Equip. history, Equip. replacement, Improved error handling & Value deletion.) 21 JanuaryVersion 1.6 (Parts usage in Work Orders, Custom Fields for Work Orders) 15 October Version 1.3 in full production 26 NovemberMobile 1.4 (including functionality corresponding to EAM Light 1.0) Nov Jan Feb March Dec EDMS: 1253468

31. 2. EAM EDMS – Roadmap 16 OctoberWeb Services (Used for MFIO import tools ) 30 OctoberOffline Viewer (Improved and upgraded version) 14 September Item catalogue (EDMS Interface) First proposal of standard context (EDMS Document) 3o NovemberEDMS Doc tab (Parts, Categories & PM Schedules) 15 DecemberEDMS Doc tab (Consolidated view, incl. navigation from Asset to Item documentation.) Oct Dec Jan Feb Nov EDMS: 1253468

32. 3. EAM IMPACT – Roadmap OctoberIMPACT Facility field for Equipment (Assets & Positions) IMPACT Shutdown /Technical stop field for Work Orders Working with equipment groups to associate Equipment with IMPACT Facilities (CV, CRG, ASE, etc) 15 NovemberBulk update tool for WOs based on IMPACT data (EAM Light) DecemberPlanning tool , first prototype(Technology demonstrator) January - FebruaryEAM – IMPACT integration(Linking objects & updating dates) Oct Dec Jan Feb Nov EDMS: 1253468

33. Divers • Equipment criticality / reliability • Meeting with S. Baird / EN-MEF and availability working group (chaired by B. Todd / TE-EPC) • First draft proposal of equipment criticality matrix by end of this year by P. Bonnal / DG-DI • Implementation of equipment criticality matrix and test run with new INFOR EAM RCM tool

34. Conclusion 1/2 Implementing MFIO very successful thanks to a very motivated team General progress satisfactory Specific ‘maintenance’ roles identified according to product life cycle management (documentation, spare parts, etc.) Document and parts registration process well advanced and fully operational by LS1 start up InforEAM develops towards a more user friendly tool

35. Conclusion 2/2 We count on BE – Laurette, Marine, Zornitsa and Peter!!! Coding / Issue / logbook / TREC / IMPACT / planβ / planbookcontext adds a new dimension (and complexity) to the project Resources for support activity (MFIO) now at a sustainable level but some ‘important effort’ is still required for some time by each equipment group

36. MERCI YOUR QUESTIONS AND COMMENTS PLEASE?!