1. MMT Retreat Technical Services across ESS Peter Rådahl 2016-06-21

2. Summary ESRF benchmarking – Information about ESRF organization. – My first reflections on ESRF benchmarking towards ESS are included in the end. ESS Technical Services-top down – Present status – Some areas are unclear Proposal for how to find synergies and establish a technical support across ESS.

3. Findings during ESRF benchmarking Peter Rådahl visited ESRF in June 16-17 and was given a lot of support and inputs. Following slides gives an overview of the ESRF organization – 5 divisions with approximately 470 permanent staff (600 in total) Adminstration (do not carry capital cost) Accelerator and Source division Experiments division 2 central technical divsions – Technical infrastructure division » 5 Groups » 30 engineers » 50.5 technicians – Instrumentation Services and Development division » About 200 people » Mixt of engineers and technicians

4. ESRF

5. ESRF-Technical Infrastructure division MIS= Management Information System

6. ISDD-Instrument Services and Development division

7. Reflections on ESRF compared to ESS ESRF have centralized all engineering and technical services to give support to the complete facility (occured in 2010) with one ”exception” – The software group under ISDD is under ”one hat” but still organized according to the ”old” machine functions Its clear that a central division can be assembled in various way and we need to find what is best for ESS Central workshops: 6 FTE’s (minimum according to M. Krisch) – Assembly, maintenance and self-service workshop (2) – Machining workshop (4) – They outsource a large portion of the work. Recommendation: Key function in mechanical engineering unit (statement by M.Krisch) – Procurement (1 person that soon will be extended to 3) ESRF do not have PLM (due to the long legacy) why they have spread our ”PIM” across the organization – Cad support in mechanical engineering section – Document management and other databased managed by MIS group (Management Information system) in Technical Infrastructure Division Systems and communication group in Technical Infrastructure Division – My plan is to Benchmark with XFEL (Lars Hagge) who chaired the Engineering tools review who has the extensive expertiese and experince.

8. Introduction ESS Technical Services Design and engineering Comprises the central core team of personnel of designers and engineers with needed competences and resources within the technical areas of Mechanical-, Plant/Process-, Electrical and I&C-design, Analysis (Structural and CFD) and Technical project-leaders.. The group support projects and maintenance in the wide organization performing design, analyses and other engineering activities.The group takes responsibility for establishing and administrating governing and guiding procedures and guidelines, as well as methods and templates to assure the output of design and engineering is uniform and with the correct quality level. Perform design-upgrades, review design and give advice on design, manufacturing, welding, standards etc. Integration group Leads and coordinate the activities to ensure an effective and correct integration with baseline/configuration control. Owns ESS coordinate-systems, ESS master 3D model (EPL) with its related data and as-built models. Coordinate and conduct integration-reviews. Provide services in 3D-printing, 3D-simulation and operates the Central Mechanical Workshop. Survey, Alignment and Metrology SAM Group owns, coordinates and supports all aspects of Survey, Alignment and Metrology activities: geodetic network (installation, measurement and maintenance), accurate positioning of beam line components, Geometrical control and as built measurements (fiducialization, laser scanning). In addition to this, SAM Group provides expertise and guidance on SAM strategy, advices and implements requirements on design, fabrication, assembly, installation and commissioning of equipment support and adjustment systems. Finally, SAM Group has to operate and maintain the ESS Metrology LAB Project information management Responsible for all aspects of Project Information management and its development and maintenance, aimed at providing and up keeping the ESS PLM, MRO its associated tools and all related processes and the ESS technical project information needed design, install, commissioning, operating and decommissioning over ESS life time. Technology group Give services related to technology industrialization, specialized handling & transport, machine maintenance, repair and intervention, machine installation and mechanical measurements & testing. Provides installation support for accelerator, target and instrument to ensure a well balanced organization with correct competence.

9. Operations planning- ESS Technical Services

10. Proposal for how to find synergies and establish technical support across ESS

11. Prerequisites The discussions require an open mind and what is best for ESS. – ESS has limited number of staff and we need to optimize resource allocation Common areas and interests can be coordinated from either a central- or from a decentralized organization – Who should take care of it is a later question

12. Proposal-Time schedule – June 22-23 (MMT): Identify and propose areas for coordination/support across ESS (also outside of machine) – End June-Mid August: Roland to discuss at EMT and agree with Admin, Science and CF – Mid august -7th September: Perform budget estimate based on EMT guidelines – September: Adjustment after internal operations budget review. – October: Operations budget review

13. Proposed process Identify where synergies of technical aspects are beneficial if coordinated/supported across ESS during operation. ESS will have restricted number of staff, identify – What is our core businesses – What can be outsources to use our FTE’s in the core businesses Proposal is to first focus on functions and then allocate resources/budget and finally where it should be organized.

14. Areas Synergies across ESS can be found within – Functions – Disciplines – People – Equipments – Workshops and labs

15. Some ideas Remote handling Vacuum Cryogenics Electronics Detectors Choppers Magnets Software group Analysis group Engineering group Design/Drafting group Project management including planning Project Information management Information System management Quality assurance Specialízed handling and transports Logistics Construction Buildings and infrastructures (Cooling, Power supply, Ventilation.....) Control system and operation MPS and PPS Assembly/Installation technicians/workers Maintenance, repair and overhaul Survey, Alignment and Metrology Integration and as-built Technology industrialization Machine maintenance, repair and intervention Machine installation Mechanical measurements & testing Labs/workshops Safety (Rad, conventional) Waste management