1. LHC machine Schedule, coordination & WAT K. Foraz March 22 nd, 2011 IMWG - LHC machine1

2. WG IM Initial « constat » Beginning of last year, situation was: On the intervenants side: – Information to the different coordination teams – Edition in the TIOC list – Negotiation to get a date – Safety analysis: VIC, fiche de tache… – Edition of ADI – Edition of AOC, fire permit… – Performance of the task (hopping that nobody is sick..else re-ADI) – Progress report to different coordination teams March 22nd, 2011IMWG - LHC machine2

3. WG IM Initial « constat » On the coordination sides: – Edition of the information in our own system Coming from mails, phone calls, meetings – Check information with the other system i.e. with TIOC – Scheduling – Safety check with safety coordinators – Check in EDH that ADIs were correctly signed by the OP group !!! Vocabulary problems Some work scheduled and approved were rejected Some work not scheduled were rejected – LHC operator granted access thanks to the ADI numbers (awful job) March 22nd, 2011IMWG - LHC machine3

4. WG IM Initial « constat » Discussions were held between OP, EN and GS – We need a tool As time was running towards the end of the year, We took the decision to start simple: create and test a tool, which was respecting a simple workflow, not linked to objects, but to activities (as a first stage), allowing us to : – Avoid multiple edition of the same information – Have an accurate control of activities – Ease the access March 22nd, 2011IMWG - LHC machine4

5. WG IM General Workflow March 22nd, 2011IMWG - LHC machine5 RequestTechnical ApprovalSchedulingSafety preparationFollow-upClosure

6. WG IM 1. Intervenants make a Work Request (1/2) Same type of work covering different areas in the machine What – Title – Type: consolidation, upgrade, inspection, maintenance, repair, test… – System type: based on the LHC naming convention – Long description Technical Approval from LMC needed Who – Work responsible – Max participants per location (needed to estimate the number of keys) – Number of teams (needed for schedule purposes) – Participants names March 22nd, 2011IMWG - LHC machine6

7. WG IM When Date constraints Intervention date Intervention period type Duration per area Comments Locations Safety Activity risks (anoxia, Chemical/industrial hygiene, Compressed air, Cryogenics, Electrical, Fire/Explosion, Gas, Ionizing radiation, Mechanical. Non Ionizing radiation) & compensatories measures Lock-out type: CV, compressed air, cryogenics, DIMR, electrical lock-out level 2, electricily, Fire permir, Gas, IS37, RP 1. Intervenants make a Work Request (2/2) March 22nd, 2011IMWG - LHC machine7 Send

8. WG IM 2. Coordination team analyzes the request Can add activity risks/ Locations / Participants Can specify whether AET is needed or not WAT generates automatically tasks with the same characteristics as its Work Request, but for the spectrum of location defined. March 22nd, 2011IMWG - LHC machine8

9. WG IM 3. Scheduling phase (1/3) From all the requests – 1. Constraints schedule Identification and schedule of the blocking activities March 22nd, 2011IMWG - LHC machine9

10. WG IM 3. Scheduling phase (2/3) – Schedule of the other activities w.r.t. The constrainsts schedule Resources available Minimize co-activities First draft in MsProject….. But not all the participants read it… – Insert correct dates in WAT, thanks to an excel sheet March 22nd, 2011IMWG - LHC machine10

11. WG IM 3. Scheduling phase (3/3) Extraction from WAT in Excel….. Macro… – Schedule under excel readable by all March 22nd, 2011IMWG - LHC machine11

12. WG IM 4. Safety preparation Each Work Request is discussed in preparation meetings with work responsible and safety coordinators If an AET is needed, then – Automatic generation of the AET(one week before the start), thanks to the information already edited in WAT – For the last Xmas break, derogation from HSE to have all the AET send only for approval… – Else it will have followed the AET-EDH workflow (future presentation by Serge ?) – If AET is approved, then the task is approved March 22nd, 2011IMWG - LHC machine12

13. WG IM 5. Access and Progress March 22nd, 2011IMWG - LHC machine13 Providing that today One has the access right to the machine A work for a specific location Declared accepted technicaly Scheduled approved in matter of safety Access will be granted If access is in restricted, this person will be delivered a key Schedule is updated through the Excel schedule RequestTechnical ApprovalSchedulingSafety preparationAccess & Follow-upClosure EDH Access

14. WG IM WAT Inside: Work Request Workflow March 22nd, 2011IMWG - LHC machine14

15. WG IM WAT Inside: Task Workflow March 22nd, 2011IMWG - LHC machine15

16. WG IM WAT Inside: Integration with existing systems March 22nd, 2011IMWG - LHC machine16 WATEDHLayout Database ADAMS Foundation Access Control (person/place/time) LHC Locations Access Points Notifications Signatures Persons, Organic Units Excel Schedule Export, Bulk Update (Upload)

17. WG IM WAT Inside: Integrating the AET (EDH) March 22nd, 2011IMWG - LHC machine17 EDH buttons: authorization without leaving WAT (or still from within EDH) EDH Document status / Info lines Direct URL to access a task Adams access control

18. WG IM WAT debriefing after the break Powerful Tool Very good feed-back form all the actors: users, coordination teams, access control… Strong control of activities with flexibility for users (intersite doors opened, addition of intervenient..) The operator is no longer a bottleneck with multiple access points in simultaneous access request, and more importantly no more waiting times of several minutes for the users to get the operator attention to get by. Very good support form AIS Some improvements already done and other in the queue March 22nd, 2011IMWG - LHC machine18

19. WG IM Conclusion The Work Acceptance tool has demonstrated its usefulness and its performance Before going to far… it would be nice to get your impression, and develop a common tool to fulfill the desire of our hard worker partners. Thank you March 22nd, 2011IMWG - LHC machine19