P. Faugeras 13 January 2000 updated 4 May 2000P. Faugeras 4 May 2000 Management Tools for the LHC Project Computer Tools Architecture EDMS common layer Design Documents CADIM (& CDD)

P. Faugeras 13 January 2000 updated 4 May 2000

P. Faugeras 4 May 2000

Management Tools for the LHC Project

• Why do we need Management Tools?– Overview of LHC Project– Management Problems related to LHC

• The LHC Hardware Baseline– Motivation, the project life cycle.– The different project management structures :

(P&Layouts, PBS, CFU, ABS, MTF, 3D models,…)– Computer tools

• Configuration Management– Quality Assurance– Procedures for system definition and change control– Planning and Scheduling

• Experience & Conclusion

ContentsManagement Tools for the LHC Project


Management Tools for the LHC ProjectWhy Management Tools for LHC?

•• CERN strategic planCERN strategic plan– What is the best machine to build for which Physics

•• Preparatory PhasePreparatory Phase– Small Design Study Team– R&D Work only in specific fields– End Product: Design Report

•• Approval PhaseApproval Phase– Budget estimate and Planning for decision

•• Execution PhaseExecution Phase– Project duration < 5-7 years– Systems were separated (“Orthogonal”)– Resources adequate to fulfil planning,– Money was not a big problem

Phases in former CERN ProjectsPhases in former CERN Projects



Why Management Tools for LHC?

•• Project Project evolutionsevolutions and and resourcesresources�� conceptual design stage extended over many yearsconceptual design stage extended over many years�� construction over 10 years, exploitation > 20 years construction over 10 years, exploitation > 20 years�� declining human resources, retirementdeclining human resources, retirement�� limited budget, external contributions limited budget, external contributions

•• Project Project organizationorganization�� Work distributed through various existing DivisionsWork distributed through various existing Divisions�� specialized Committees and Working Groups specialized Committees and Working Groups

•• ExternalExternal Institutes & FirmsInstitutes & Firms�� in charge of design and supply of complete sub-systems in charge of design and supply of complete sub-systems�� request for correct and accurate definition of interfaces request for correct and accurate definition of interfaces

LHC differencesLHC differences from former CERN Projects from former CERN Projects


Management Tools for the LHC ProjectManagement Structure

Project

Management

DivisionsAC Accelerators Directorate Unit

DSU Directorate Services Unit

FI Finance

SPL Supplies, Procurement & Logistics

TIS Technical Inspection and Safety Com.

Informatics Support - Exp. AreasEngineering Support and TechnologyEST

• ST Technical Support

PS Proton Synchrotron

SL SPS + LEP

LHC Large Hadron Collider

Committees

SC TCC PLC LEMIC MARIC

SC : Specification CommitteeTCC: Technical Coordination CommitteePLC : Parameters & Layout CommitteeLEMIC: LHC Experiment Machine Interface Cttee

SL-TC : SPS + LHC matters in SL CommitteeMARIC : Main Ring Committee

LHC Management Board

Technical Committee

MB

TC

Working Groups

External Collaborations

USA Russia Japan India Canada

Host States

LHC Experiments

ALICE ATLAS CMS LHC-B TOTEM

L. Evans • Project Leader• Chairman of the LHC Management Board

Project Leader's Office:

P. Bryant • Non-Member State Collaborations• Chairman of the LHC Specification Cttee

M. Buhler-Broglin

• Budget and Human Resources• Local Affairs and Environment

P. Faugeras • Technical Coordination and Planning• DQA, Chairman of the TCC

A Faugier • Project Safety Coordinator• INB

J. KarlsonForestier

• Project Leader's Secretary

Ph. Lebrun • LHC Division Leader• Collaboration with France

P. Lefèvre • Parameters and Layouts• Chairman of the PLC

S. Myers • SL Division Leader• Chairman of SL-Tech Cttee

T. Taylor • Collaboration with Japan and US• Chairman of the MARIC

SL-TC



LHC W

ork

ing G

roups


Management Tools for the LHC ProjectWhy Management Tools for LHC?

•• ExternalExternal Constraints Constraints•• Installation in the existing LEP tunnelInstallation in the existing LEP tunnel•• Need for minimizing physics interruptionNeed for minimizing physics interruption•• Interference with other CERN projects (NGS)Interference with other CERN projects (NGS)

•• Obligation to comply withObligation to comply with INB regulationsINB regulations•• SizeSize andand complexitycomplexity of the projectof the project

•• CERN must cover design, purchasing, fabrication, test, CERN must cover design, purchasing, fabrication, test,installation, commissioning, running and dismantling.installation, commissioning, running and dismantling.

•• New technologies: Superconductivity, Cryogenics, UHV, ... New technologies: Superconductivity, Cryogenics, UHV, ...•• Interaction in between different systems (e.g. SSS) Interaction in between different systems (e.g. SSS)•• Technical difficulties for maintenance and improvement. Technical difficulties for maintenance and improvement.

LHC differencesLHC differences from former CERN Projects from former CERN Projects

SL/BI

EST/ESM

CNRS

CNRS

CNRS

CNRSCEA

CEA

LHC/CRI

LHC/CRI

LHC/ACR

LHC/ACR

LHC/VAC

LHC/VACLHC/ICP

LHC/ICP

LHC/ICPEEWG: PoweringLHC/MTA: measurementsEST/ESI, EST/ESM, EST/SU

LHC/MMS

SL/AP: Optics

P. Faugeras 13 January 2000


Management Tools for the LHC ProjectInstallation & Maintenance Problems


Management Tools for the LHC ProjectThe LHC project phases

HardwareBaseline

ConstructionPhase

MachineInstallation

Layouts

INB Safety Report

OperationMaintenance

DismantlingProposal

DesignReport

DetailedDesign


Management Tools for the LHC ProjectThe Hardware Baseline

•• The Hardware The Hardware BaselineBaseline– Collection of valid documents filed according to the

PBS (Project Breakdown Structure) and maintainedwith EDMS (Engineering Data Management System)

– Project evolution implies Configuration Management– Accessibility world wide

•• Quality Assurance PlanQuality Assurance Plan– Defines the rules of the game, but kept to a minimum– aims at the best machine for the lowest cost and built

in the prescribed time span.

The basic ingredients in the design phaseThe basic ingredients in the design phase


Management Tools for the LHC ProjectThe Hardware Baseline: Layouts & Parameters

Dipole of Type Ato go into positionA of half-cell 32R2

...121110 9 8 7 A B CA BA B12Ri11Ri10Ri9Ri8Ri

6 5 47Ri .. 4Ri

DS RiMS Ri

D2D1 3 2 1

IT Ri

x

IP i

A B A B 32A B C32Ri

33A B C33Ri

34A B C34Ri

equip

ment location

PhysicalLayoutData

Physical Layout of the Collider

The Layout is a descriptionof where to put which

collider components

Parameters:What it means to be a

Dipole of type A:Optics, Engineering

parameters

equ ipm

ent code

ParameterData


Management Tools for the LHC ProjectLHC Hardware Baseline: PBS (2)

It subdivides the projectin sub-projects and clearlyidentifies the person in charge of each sub-project:the Project Engineer

It gives a list of theingredients that will be necessary to constructthe different componentsof the collider

It also contains the seed for the complete inventoryof the purchased collidercomponents: link to CFU

LBADipole MagnetProject


Management Tools for the LHC ProjectLHC Hardware Baseline: PBS (3)

• Parameters Tables (link with LHC P & L)• Engineering Specifications ES (FS, DF, IS, …)• Drawings and Drawing Folders (CDD, HPGL files)• Technical Specifications and Descriptions (IT & MS)• Technical Illustrations EI• Engineering Changes Requests ECR• Management Reports and Recommendations MR• Link with other PBS, Data Bases (Test Results,…)• Planning and Schedules• …

Documents Types in the BaselineDocuments Types in the Baseline


Management Tools for the LHC ProjectLHC Hardware Baseline

• Project Engineer PE– person responsible for the system/equipment/item

attached to a particular node of the PBS– has also control on lower level nodes– must report to his parent in PBS– gives release authorization for documents– allows drawings to be visible on the Web

• Designers, Technicians, Secretaries, …• Suppliers (firms, other groups/institutes)• Project Management

– Defines the rules and checks validity of information

Who does what?Who does what?


Management Tools for the LHC ProjectLHC Hardware Baseline: ABS (1)

The ABS is the catalogue of the collidercomponents and is derived from thePBS.It corresponds to the part list of anassembly drawing but also incorporatesthe tooling and the manufacturing andtest procedures necessary to obtain acollider component ready for use.

Assembly Breakdown StructureAssembly Breakdown Structure

Manufacturing Process Descriptions,Measurement, Test or Calibration Reports

Item, collider componentor sub-component

Project or sub-project leading to the production of a collider

component


Management Tools for the LHC ProjectLHC Hardware Baseline: ABS (2)

mount upper half-yoke

on collared coil andlower half-yoke

cm·15

install dipole and F quadrupole

bus bar assemblies

cm·16 check straightnessand perform

corrections if required

cm·17

installupper half-cylinder

on yoke

cm·18

collared coil inlower half-yoke

upper half-yoke

machinedupper

half-cylinder

Q quad.bus bar

assembly

collared coilin yoke

(half-)yokelifting jig

cranewelding pressintermediate

beam

active partassembly

dipole.bus bar

assembly

checkedactive partassembly

half-cylinderlifting jig

cranebus barlifting jig

crane

welding pressintermediate

beam

bus barlifting jig

crane


beam


beam

output for cm·15 and input for cm·16beginning and ending steps process

the resourcesThe Workflow diagram

Describes•each process in terms of the transformation it operates on the raw material(input) and what it produces (output)•all the resources (materials and human) required for each process•the sequencing of the processes


Management Tools for the LHC ProjectLHC Hardware Baseline: MTF (1)

Manufacturing & Test FolderManufacturing & Test Folder• The MTF, (also known as Traveller) shall be used to trace all

events concerning an equipment during its entire life-cycle.• It provides a detailed trace of the fabrication process and the

test and measurement results of each step and permits theproject engineer to inspect the status of the equipment as itis being built from “any” place in the world.

• It permits a maintenance follow-up of the equipment once ithas been installed, commissioned and is in operation and atracking of the equipment after its decommissioning…(INBINB)

• It requires:– a workflow diagram for manufacturing and testing,– an identification of the elementary procedures– a definition of the test record sheets


Management Tools for the LHC ProjectLHC Hardware Baseline: MTF (2)

MTF Automatic Recording:• with computerised record sheets (Excel)• archiving on line possible• availability for future reference



LHC Hardware Baseline: Instantiation

Physical Layoutof the Collider

Physical Element 1

Physical Element 2

Data describing the manufacture and test of a particular componentmanufactured, being manufactured,being tested or already installedin the collider

Inventory of thedifferent collider

components

Parameter Database

EDMSPBS

MTF

MTF

ABSPart List of eachtype of collidercomponents


Management Tools for the LHC ProjectComputer Tools

• Standard Tools– End user tools for preparing documents– EDMS tools: integration, evolution

• User aspects– World-wide access, hence Web interface– Free access within the project for reading– Unique password for writing (CDD, EDMS)– Universal approval procedure– Intuitive usage, minimum learning

Computer tools must be adapted to userrequirements and not the reverse


Management Tools for the LHC ProjectComputer Tools Architecture

EDMS common layer

Design Documents

CADIM (& CDD)

Asset tracking Job management

MP5

EDMS common layer

CEDAR Web Equipment id generator Traveller

Other databases

LHC Parameters Etc.

CEDAR Web: Web interface to access data in any of the EDMS modulesEquipment id generator: Web application to generate unique id’s for equipment.MTF or Traveller: ‘Log book’ primarily developed for the LHC magnets. Eachtraveller contains a set of documents and tasks needed to be performed for theequipment.


Management Tools for the LHC ProjectLHC Baseline on the WEB (1)

From CERNFrom CERNHome Page:Home Page:www.www.cerncern..chch








Management Tools for the LHC ProjectConfiguration Management: QAP (1)

•• QualityQuality : a definitionSet of characteristics of a product or a service that bear

on its ability to satisfy stated and implicit needs“I know what I have to do”

“I say how I will do it”“I do what I said and I record it”

• Quality Assurance OrganizationOrganization– Overall Responsibility: LHC Project Leader– Deputy to the Project Leader for Quality Assurance– QA Working Group

• Members representing different groups and technologies• Chairman appointed ad personam

Quality AssuranceQuality Assurance



• What is Quality AssuranceQuality Assurance?– All the planned and systematic activities needed to

provide confidence to CERN Council, Project Management,Staff, Institutes, Contractors, Physics Users that a product or anactivity will fulfil its requirements.

Quality is everyone’s concern

•• How How Quality Assurance is achieved?–A common working method that provides traceability

�the origin of materials and parts�the processing (manufacturing) history�the operating location of the product

–Define and Document:�what, who, how, when things have to be done�who has to check that things have been done.



• Goals:– Coherent image– Guidelines for Content– Check List of actions

• Documents– Word (PC and Mac)– compiled in PDF (PS)

• Drawings– CAD packages in use– archived in CDD (HPGL)

• Illustrations– compiled in PDF

• Data Bases

Use of standard Tools and TemplatesUse of standard Tools and Templates



Naming and Numbering SystemsNaming and Numbering Systems

• Naming Conventions– Equipment codes: Drawings, Layouts, PBS– Building and CE works numbering

• EDMS Numbering System– Identification of project documents

Example: LHC-DCC-ES-0003– Internal EDMS number

• Part Identifier– Each item that is aimed to be tracked gets a Part

Identifier (bar code) assigned to enable uniqueidentification of each physical component.

– Valid also for LHC Experiments



Part Identifier for manufactured ItemsPart Identifier for manufactured Items1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19

MACHINECODE

EQUIPMENT CODE SEQ. NUMBER SEPARATOR

PRODUCTION SITE

SEQUENTIAL NUMBER

PREFIX CONTROLLED BY CERN CONTROLLEDBY SUPPLIER

OR CERN

- CONTROLLED BYCERN

CONTROLLED BY SUPPLIER

PART NUMBER - SERIAL NUMBER

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

MACHINECODE

SCEM

Part Identifier for CERN stores ItemsPart Identifier for CERN stores Items

Part Identifier for COTSPart Identifier for COTS1 2 3 4 5 6 7 8 9 10

MACHINECODE

CCS CODE SEQUENTIAL NUMBER


Management Tools for the LHC ProjectConfiguration Management: Release Process

Document Controller

ControlControl AuthorizationAuthorizationRequiredRequired

??

DOCUMENT RELEASEDDOCUMENT RELEASED

NONO

- DRAWINGS- ILLUSTRATIONS- TECHNICAL NOTES- GROUP PARAMETERS (in tables)

AuthorizationAuthorization

YESYES

Project Committee orApproval Group

DOCUMENT RELEASEDDOCUMENT RELEASED

- DRAWINGS (QAC A and general interest)- TECHNICAL SPECS- ENGINEERING SPECS- PROJECT PARAMETERS (in tables)

DocumentDocumentpreparationpreparation

IN WORKIN WORK UNDER APPROVALUNDER APPROVAL RELEASEDRELEASED OBSOLETEOBSOLETE


Management Tools for the LHC ProjectConfiguration Management: Drawings

� Drawing practices andstandards (ISO & CERN)are respected

� No obvious mistakes oromissions

Design represents whatis required Design fits in with the overall

project requirements

Drawing life-cycle stamp

Quality Assurance Category


Management Tools for the LHC ProjectConfiguration Management: ECR 1

No Class No ClassChange ofChange ofdocument onlydocument only

Project EngineerProject Engineer

Class IIClass IINo impact on cost -No impact on cost -schedule - interfacesschedule - interfacesComponent is differentComponent is differentbut interchangeablebut interchangeable

Parent ProjectParent ProjectEngineer in PBSEngineer in PBS

Class IClass IImpact on cost -Impact on cost -

schedule - interfacesschedule - interfacesComponent is notComponent is notinterchangeableinterchangeable

Project ManagementProject Management


Management Tools for the LHC ProjectConfiguration Management: ECR 2

Notification ofrejection

Notification ofNotification ofrejectionrejection

NO

ECRECRpreparationpreparation

Anyone involvedin the Project- CERN- institute- company

Notification tooriginator

Notification toNotification tooriginatororiginator

NO

ValidValidRequestRequest

??ProjectEngineer

Notificationof change

NotificationNotificationof changeof change

YES

Project CommitteeProject Committeeor Approval Group or Approval Group and Parent & Childrenand Parent & Childrenin PBSin PBS

ECRECRacceptedaccepted

??

Committee ChairmanCommittee Chairmanor Approval Leaderor Approval Leader

Submit ECRSubmit ECRfor Commentsfor Comments

YES

Project Committee or Approval Group

NotificationNotificationof changeof change

NO

Parent & ChildrenParent & Childrenin PBSin PBS

YES ImplicationsImplicationsat Project Levelat Project Level

??

CARRY OUTCARRY OUTMODIFICATIONSMODIFICATIONS

OwnersOwnersof Documentsof Documentsor Dataor Data

ECOECO


Management Tools for the LHC ProjectConfiguration Management: Approval Form


Management Tools for the LHC ProjectConfiguration Management: Scheduling (1)

•• StrategyStrategy : the Master Schedule : the Master Schedule– defines a general frame for the project– identifies critical paths and milestones– is based on known ratios & oriented towards

outside communication– is revised once a year

•• TacticsTactics : Co-ordination Schedule : Co-ordination Schedule– scheduling of all work packages– feasibility of logistics– used for internal communication

•• Operational Operational : Detailed Schedules: Detailed Schedules– made by PE for his work packages– consolidated by planning section


Management Tools for the LHC ProjectConfiguration Management: Master Schedule


Management Tools for the LHC ProjectConfiguration Mngmt: Coordination Schedule

All work packages are shown with the machine expanded horizontally,and with time on vertical axis (Railways-like). LEP dismantling included.


Management Tools for the LHC ProjectConfiguration Management: Scheduling (3)

Project Tracking

• Define work package and work flow– Use template for consolidation

• Work schedule– Split project into sub-projects (number of tasks< 25)– Do not underestimate task duration

• Follow up– Needs be done periodically but consistently– Do not hidden your delay behind expected delays

from other projects, contracts, …– Report drifts and try to define corrective actions

• An example: MTC– Milestone Trend Chart (“Diagramme date-date”)


Management Tools for the LHC ProjectProject Tracking: Installation Preparation

• Definition of Work Packages– Person in charge, Resources, Time duration– Boundary conditions (auxiliary services and facilities)

• Integration in Co-ordination Schedule– Sequencing, interference with other systems– Compatibility with general strategy

• Schedule per work site– Detailed co-ordination schedule– Surface occupancy for each period– Temporary facilities: barracks, handling, …

• Réunions de chantier (after LEP stop)

Warning: INB requires radiation control


Management Tools for the LHC ProjectExperience and Conclusion

• Status in March 2000– Started in 1998 (CDD in 1996)– About 600 documents attached to SW Baseline, with

50% with drawing folders (17 000 drawings total)– 3000 accesses/month, of which 600 outside CERN

• Problems encountered– Logics in breakdown decomposition– Reluctance for releasing information– Keeping the baseline up-to-date– Learning how to use new tools

Convincing rather than imposing


Management Tools for the LHC ProjectConclusion (1)

• EDMS:– is not “Electronic Decision Making System”– cannot solve management and communication

problems– its usefulness is given by the reliability of the data it

contains

• Remember:– of potential consequences if the PE’s are not using

the same information everywhere at the same time– of detrimental effects of delayed/unknown decisions– design is not frozen forever when document versions

are controlled and archived.


Management Tools for the LHC ProjectConclusion (2)

A small investment is required:A small investment is required:– Everybody must follow a set of common rules

kept to a minimum– Each user must have a decent computer and

learn how to use the system

A large return can be expected:A large return can be expected:– Full project baseline available, world wide

and at finger tip– Hectic/dramatic changes can be avoided– Easier and faster progress with money saving– Later reference always possible (operation)