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. Intervention scheduling
Outline
Intervention scheduling
The game field, the rules and the players
First year problematic
Solution implemented
First results
Future
4/14/2011
ARW K. Foraz

3. Nb of days of Program. Stops
Introduction
Nb of days/year
Beam ON & set-up = -
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
Optimize programmed stops in order to ensure long and reliable operation
4/14/2011
ARW K. Foraz

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

5. The game rules LHC has a cycle of ~ 4 years Operation 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 J M F A S O N D
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ARW K. Foraz

6. The players LHC Machine Committee (the referee) Coordination teams
Program. Stops Coord.
Tech. Infrastr. Operation Com.
Operation
Safety Coordination
Groups
LMC
Cryo EL … CV BI RF
Mag.
Conv.
Coll.
QPS
PSC OP SC
TIOC
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ARW K. Foraz

7. First year problematic
1. Maintenance plan (CMMS, excel..)
2. Request (mail, SharePoint..)
4. Safety procedures
6. Request access
Groups
Just the beginning of the process
3. Approval in
TIOC meetings
TIOC OP
7. Accept &
grant access
Stops
Coordination
Safety
Coordination
3. Approval (if needed through LMC)
Prepare logistics
Schedule
5. Approval
(fire permits, DIMR…)
4/14/2011
ARW 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
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ARW 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
4/14/2011
ARW K. Foraz

10. Workflow For any intervention in the machine Requests must be
Technically approved
Scheduled
Prepared from a safety point of view
Personnel must be habilitated
Technical approval
Schedule
Safety
Execution
Close
4/14/2011
ARW K. Foraz

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

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

13. Workflow 2. Technical approval 3. Schedule
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
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ARW K. Foraz

14. Workflow 4. Safety 5. Execution 6. Close
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
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ARW K. Foraz

15. WAT: Integration with existing systems
ADAMS
Access Control
(person/place/time)
Safety forms
EDH
EDH
WAT
Layout Database
Notifications
Signatures
LHC Locations
Access Points
Excel
Foundation
Schedule Export,
Bulk Update (Upload)
Persons, Organic Units
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ARW K. Foraz

16. Increase productivity
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
4/14/2011
ARW 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
Layout Database
4/14/2011
ARW K. Foraz

18. Intervention Management Working Group set-up
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
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ARW K. Foraz

19. Thank you Questions, comments, suggestions ?
4/14/2011
ARW K. Foraz