Supporting Planning and Engineering Processes at XFEL · Lars Hagge, Benno List | Engineering Collaboration at European XFEL and ILC GDE | 08.10.2013 | Page 31 The Role of Civil Construction

Supporting Planning and Engineering Processes at XFEL

Examples, Benefits and Experience

Lars Hagge, Benno List

SLAC, 31.03.2014

Lars Hagge, Benno List | Engineering Collaboration at European XFEL and ILC GDE | 08.10.2013 | Page 2

Agenda

> Introduction: Collaborative Engineering

> Collaborative Design & Design Integration: A 3D Model of the XFEL

> Civil construction (CFS): Collaborating with Construction Companies

> Project management: Collaborative Planning of > 50 Work Packages

> Cryomodules: Quality Management in Series Production

> Summary & Conclusions


COLLABORATIVE

ENGINEERING

Introduction


* Work Packages, which are covered by the Accelerator Construction Consortium

WP-31

Site & Civil Constr.

WP-44

Site Engineering

WP-41/42/43

Site Lot 1-3

WP-45

AMTF Hall

WP-03*

Acc. Modules

WP-04*

S.C. Cavities

WP-05*

Power Couplers

WP-06*

HOM Couplers

WP-07*

Frequency Tuners

WP-08*

Cold Vacuum

WP-09*

Cavity String Assem.

WP-11*

Cold Magnets

WP-46*

3.9 GHz System

WP-01*

RF System

WP-02*

Low Level RF

WP-21*

FEL Concepts

WP-14*

Injector

WP-20*

Beam Dumps

WP-12*

Warm Magnets

WP-16*

Lattice

WP-18*

Special Diagnostics

WP-15*

Bunch Compression

WP-17*

Stand. Diagnostics

WP-12*

Warm Magnets

Project Board (PB)

WP-Group 1 WP-Group 2 WP-Group 6

WP-19*

Warm Vacuum

WP-10*

AMTF

WP-13*

Cryogenics

WP-32*

Survey & Alignment

WP-34*

Utilities

WP-33*

Tunnel Installation

WP-40*

IPS

WP-36

General Safety

WP-35

Radiation Safety

WP-38

Personnel Interlock

WP-39*

EMC

WP-Group 4 WP-Group 5

WP-28*

Acc. Controls

Technical

Coordination

Project

Office

Safety & Health

Coordination

Accelerator Consortium Coordinator – ACC Photon Systems Coordinator – PSC

Administrative Director of the XFEL GmbH – ADG Project Office Leader – POL

Civil Construction Coordinator – CCC Technical Coordinator – TC

Cold Linac Coordinator – CLC WP Representatives – WPRs

Machine Layout Coordinators – MLC XFEL Project Leader – XPL

Staff Functions Change

Management

CLC

MLC

TC

WP-monitoring by PB-member:

CCC

PSC

WP-81

Scient.Instr. FXE

WP-82

Scient.Instr. HED

WP-84

Scient.Instr. SPB

WP-83

Scient Instr. MID

WP-71

Undulators

WP-75

Detector Development

WP-76

DAQ & Control

WP-74

X-Ray Diagnostics

WP-85

Scient.Instr. SQS

WP-86

Scient.Instr. SCS

WP-Group 3 WP-Group 3

WP-72

Sim. of Photon Fields

WP-73

X-Ray Opt.& Beam Tr..

WP-78

Optical Lasers

WP-79

Sample Environment

WP-47

Lots 4-7, 9

WP-48

Lot 8

Org Chart “European XFEL Construction Project”


In-Kind Contributions

> To a great extent, the

European XFEL

facility will be realized

by means of in-kind

contributions by

shareholders and

partners

> Work Packages may

receive contributions

from more than one

institute

> Institutes may

contribute to more

than on Work

Package


Collaborative Engineering Systematics

>Complex facilities are developed via the interaction

of many, sometimes thousands of participants,

who are working concurrently on different

engineering aspects

>Collaborative engineering aims to provide a

systematic approach for integrating engineering

contributions

aiming to converge on a single solution that is acceptable to all participants

>XFEL is a large and complex facility with a long-

lasting lifecycle which is built by an international

distributed collaboration


Distributed collaboration

Collaborative Engineering Systematics

Facility

Lab B Lab N Lab A

* by information management

Supplier

I

Supplier

II

Supplier

X

specs, designs, parts, procedures, services, …

specs, designs, parts, procedures, services, …

Translate languages,

data formats, …,

respect cultures

Establish agreement,

synchronize activities

Facilitate* communi-

cation, collaboration,

coordination, …


A 3D MODEL

OF THE ENTIRE XFEL

Collaborative Design & Design Integration


Design Integration at European XFEL

Civil Construction (WP31)

Civil construction

starts 3 years ahead

of all other trades







Lattice (BLC)

Geometry generated

from lattice

simulation files




Dump (WP20)

Lattice (BLC)

3D models already

from four (!) different

(CAD) sources




Dump (WP20)

RF (WP01)

Lattice (BLC)



LLRF (WP02)


Dump (WP20)

RF (WP01)

Lattice (BLC)



LLRF (WP02)


Dump (WP20)

RF (WP01)

Lattice (BLC)

Electrical (WP34)



LLRF (WP02)


Dump (WP20)

RF (WP01)

Lattice (BLC)

Electrical (WP34)

Water (WP34)



LLRF (WP02)


Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Water (WP34)



LLRF (WP02)


Cryogenics (WP13)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Water (WP34)



LLRF (WP02)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Water (WP34)



LLRF (WP02)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)



Transportation (WP33)

LLRF (WP02)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)

Transportation needs

to block space for

handling components




LLRF (WP02)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)




LLRF (WP02)

Safety (WP35)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)

Safety needs to block

space for escape

routes




LLRF (WP02)

Safety (WP35)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)




LLRF (WP02)

Safety (WP35)

Survey (WP36)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)

Survey needs to block

space for laser beams

of alignment system




LLRF (WP02)

Safety (WP35)

Survey (WP36)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)




LLRF (WP02)

Safety (WP35)

Survey (WP36)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)




LLRF (WP02)

Safety (WP35)

Survey (WP36)


Cryogenics (WP13)

Interlock (WP38)

Dump (WP20)

RF (WP01)

Cryomodules

(WP03)

Lattice (BLC)

Electrical (WP34)

Racks (TC)

Water (WP34)

Accept contributions

from anyone, at any

time, by any system

Share visions,

communicate better,

develop faster

Save costs – detect

and remove collisions

before fabrication




COLLABORATING WITH

CONSTRUCTION COMPANIES

Civil Construction (CFS)


The Role of Civil Construction Drawings

- Drawings used with construction companies & on construction sites

- Drawings must be in German language, legally and practically

- Collaborators sometimes need drawings, but mostly use 3D models

Room book: Required

infrastructure per room Drawings are prepared

by DESY for tendering,

after that detailed by

construction company


Workflow for Civil Construction Drawings

Include constructor in

workflow & track full

data exchange history

Manage revisions and

handle changes with

a controlled process

Process 10,000++

drawings per year in

time

Working

Reviewing

Civil engineer from

construction company

uploads drawing and

starts workflow

Several engineers from

XFEL work packages

review and comment

drawing

WP leader reads all

comments and takes

decision on approval

All project members

can access the drawing

through EDMS

Approved


COLLABORATIVE PLANNING

OF >50 WORK PACKAGES

Project Management


Project Planning

> Need separate plans for each WP and central plan for entire project

> Need different kinds of plans for different kinds of users

> Need to allow users to work with their well-known tools (spreadsheets …)

WP Leaders

manage

detailed plans

of their WPs

(schedule/cost)

Project

Office synchro-

nizes WPs

(milestones,

dependencies)

Project

Managers

compare plans

and progress

In-Kind

Contributors

schedule their

involvement in

entire project

XFEL Project

Planning Database


Distributed Project Planning

WP01

XFEL master plan

WP02

Maintain project plans

within WPs & global

plan in Project Office

Follow well-defined

PM process, obtain

automated reports

Coordinate and

consolidate project

planning in > 50 WPs

Implement dependencies by

propagating milestones


QUALITY MANAGEMENT IN

SERIES PRODUCTION

Cryomodules


Quality Management in Cryomodule Production

> Objective: Provide procedures for reliably gathering, recording,

processing and archiving the complete fabrication information.

> Approach: Use EDMS as central platform for collaboration and

documentation

“Tuner piezo system #10137509” on “Cold

Mass with String” (left) and in EDMS (right)


How to Build a Cryomodule

> Store complete fabrication instructions in EDMS in a structured way

> Include assembly procedures, test instructions and templates, design

drawings, specs, …


What’s in a Module: Parts Tracking

> Store complete module configuration in EDMS in a structured way


Keep the Process Under Control

Be compliant with

legal documentation

requirements

Ensure quality, handle

non-conformities fast

and reliable

Keep the series

production under

control


SUMMARY & CONCLUSIONS


>Design collaboration started

already during TESLA planning

Note: CFS works in host lab’s language

>Well-designed tools and

processes scale as project

grows and evolves

EDMS is a mighty tool which can support

the entire project lifecycle

EDMS reaches full power when offered

with central collaboration services

> Tools and processes may help

to organize collaboration

but collaboration is best when everybody

“has the same picture in mind”

Collaboration needs

to be organized –

by information mgt.

Tools and procedures

should be in place

already very early

Vision sharing is the

best foundation for

collaboration

Documents

Supporting Planning and Engineering Processes at XFEL · Lars Hagge, Benno List | Engineering Collaboration at European XFEL and ILC GDE | 08.10.2013 | Page 31 The Role of Civil Construction