CMMS in the Cooling and Ventilation Group ESTEC

CMMS in the Cooling and Ventilation Group ESTEC – CERN (Information Exchange on INFOR EAM use at CERN) G. Peon, (EN/CV)

Summary • Introduction to EN/CV • CMMS in EN/CV • Inventory of Installed Components • The P&ID, Positions and Structure • Parts • Input and Output • Preventive and Corrective Maintenance • Workflow • Planning • Procedures • Reporting • Tracing Warehouse Activity and Stock • Installation Contracts • Conclusions 07/06/2018 ESTEC / CERN 2

Introduction to EN/CV: Main Areas The CV group is responsible for the CERN Cooling and Ventilation Installations: ACCELERATORS DETECTORS DESIGN 07/06/2018 WORKS EXPERIMENTAL AREAS COMPUTER CENTER OPERATION MAINTENANCE ESTEC / CERN 3

Introduction to EN/CV: Main Activities Compressed air systems HVAC: Tunnel Experimental caverns Service caverns Pressurized safe areas Surface “machine” buildings Smoke and Gas Extraction Systems Electricity Control and supervision systems Water Systems: Primary water Demineralised water Chilled water Mixed water Reject water Sanitary water Fire fighting water 07/06/2018 A total of 107000 pieces of equipment ESTEC / CERN 4

Introduction to EN/CV: Organigram • 3 staff • 3 PJAS • • • 3 staff CMMS, Documentation, Procedures • 1 staff Warehouse • 2 staff Electrical Activity • 14 staff • 1 PJAS • 13 staff • 2 PJAS 7 staff 1 PJAS 2 fellows 1 trainee 07/06/2018 • 7 staff • 2 trainees ESTEC / CERN 5

Introduction to EN/CV: Cooling and distribution Cooling towers (450 MW) Chilled water production : 6 -12 o. C (73 MW) Cooling plants (raw water, demineralized water, C 3 F 8, C 6 F 14) Distribution Pipework Total water consumption 22 35 150 800 km 5'400 m 3/h Equivalent to 10% consumption Geneva Canton 07/06/2018 ESTEC / CERN 6

Introduction to EN/CV: Ventilation, Fluid Systems HVAC 1, 500 units from 2’ 000 to 120’ 000 m 3/h per unit Fire fighting systems 800 points Compressed air 14 installations distribution network 200 km Demineralised water production 20 m 3/h - 0. 1 μS/cm 07/06/2018 ESTEC / CERN 7

Introduction to EN/CV: Some statistics on Maintenance • About 107, 000 pieces of equipment installed, • About 40 technicians and managers working in two Maintenance Contracts; 63, 000 working hours/year, • Managed in 8, 400 Work Orders/year, • Corrective: 3, 935 • Preventive: 4, 453 • Spare Part References in the Warehouse: 15, 991 07/06/2018 ESTEC / CERN 8

CMMS in EN/CV: Inventory of Installed Components 07/06/2018 ESTEC / CERN 9

CMMS in EN/CV: Definitions • When there are two identical components installed in two different POSITIONS of the installation, then the two POSITIONS have the same so-called PART: Pind 1 PARENT-1 • Families of POSITIONS in the same circuits are grouped in the so-called PARENTS • PARTS or POSITIONS of the same type have the same CLASS (instrumentation, valves, chillers…), there are CATEGORIES within the CLASSES (i. e. for Valves, the Categories are on-off valves, balancing valves, pressure reducers, check valves and so on) 07/06/2018 ESTEC / CERN 10

CMMS in EN/CV: Inventory of Plant Components, the P&ID • The P&ID has been identified as a perfect support for the rest of the documentation • The P&ID has to: • Represent the Process • Represent the Structure of CMMS (Parents, Systems) • Have each Position with basic information plus the associated Parts • The Parts are handled separately for the input of information through a dedicated software. • All the information, once the data is all entered and verified, is exported to the CMMS 07/06/2018 ESTEC / CERN 11

The P&ID: POSITIONS and Equipment Structure 07/06/2018 ESTEC / CERN 12

The P&ID: Engineering Repository – Sharepoint • Drawing database and graphical interface 07/06/2018 ESTEC / CERN 13

CMMS in EN/CV: Inventory of Plant Components, PARTS • Preparation of PARTS and POSITIONS data in a dedicated software and direct transfer to INFOR EAM 07/06/2018 ESTEC / CERN 14

CMMS in EN/CV: Standard Parts and Circuit Categories 07/06/2018 ESTEC / CERN 15

CMMS in EN/CV: GRID and Dependencies INFN / CERN WORKSHOP 07/06/2018 16 ESTEC / CERN

CMMS in EN/CV: Parts and EDMS Documents • EDMS documents linked to PARTS: • • 1140 catalogues or datasheets belonging to 276 Manufacturers, Linked to 2127 PARTS in INFOR. 07/06/2018 ESTEC / CERN 17

CMMS in EN/CV: Input and Output tools for Inventory • Input • CV has developed software to facilitate the gathering of information, • Once the information has been treated and verified, it is entered into the CMMS via the Upload Utility, • Output • INFOR has an “Export to EXCEL” functionality, therefore all the searches in the CMMS can be extracted and treated, • GRID reports are INFOR custom-made reports that can contain combined information, only inconvenient, they have to be made by CMMS support service • Through PENTAHO® 07/06/2018 ESTEC / CERN 18

CMMS in EN/CV: Preventive and Corrective Maintenance 07/06/2018 ESTEC / CERN 19

CMMS in EN/CV: Overview of EN/CV Maintenance • The general activities are covered by two contractors • Other particular activities are assigned to specialised contractors, i. e. water treatment, maintenance of chillers, etc. • Their work is divided in geographical areas • PS complex plus 50% of the LHC installations • Stand by interventions: • PS, SPS: Contractors • LHC, CERN Computing Centre, IT-HUB: CERN • The CMM System is used to trace all these activities 07/06/2018 ESTEC / CERN 20

CV Maintenance: Workflow for Preventive & Corrective Work Order • For corrective Work Orders (WO): • CERN operators or the CCC (in case of an alarm) creates the WO. • The contractor: • Accepts the WO and, depending on the intervention, : • orders Spare Parts, • makes access requests and • then schedules the intervention. • When the work is finished, • the contractor enters his comments, • the number of hours worked • the quantity of spare parts needed. • Finally the CERN operator: • Approves it and the intervention will be paid. • If this is not the case, the contractor has to take into account the remarks from the CERN operator (eg technical problem, problem with the billing code, . . . ) • For preventive Work Orders (PO), • Same workflow except for: • the creation of the WO, the CERN operator generates the Maintenance Plan (PM) Schedule with : • the list of tasks to be performed, • the list of spare parts planned, • the due date of intervention. 07/06/2018 ESTEC / CERN 21

CMMS in EN/CV: Planning Work Order • Planbook is a planning tool developed at CERN • Helps in the planning of work orders to plan for example a technical stop or the YETS (Year End Technical Stop). • From this tool, we extract the data for later use in MS-Project. • In MS-Project, dates can be changed according to the availability of each experiment or facility. • These dates are then imported back into Infor EAM to modify the start and end work orders’ dates. 07/06/2018 ESTEC / CERN 22

CMMS in EN/CV: Preventive Maintenance (PM) Procedures • There is one PM Procedure per CATEGORY, • They treat Safety measures to be taken, • … and Actions to be performed: • Before stopping circuit, • With the circuit stopped, • After restarting the system • A Work Request is created in case of need for corrective maintenance is detected, • They also describe the Checklist that has to be entered in the CMMS 07/06/2018 ESTEC / CERN 23

CMMS in EN/CV: Preventive Maintenance, Routes • “Routes” are a group of Parents for which a common Preventive Maintenance Work Order will be launched, • The list of children and their associated tasks will appear in the WO, • The tasks depend on the classes and categories of the children, • The Route contains the billing code of the intervention 07/06/2018 ESTEC / CERN 24

CMMS in EN/CV: Preventive Maintenance with INFOR-EAM LIGHT Work Order view in a tablet using the INFOR-EAM LIGHT application 07/06/2018 ESTEC / CERN 25

CMMS in EN/CV: Preventive Maintenance WO verification From CMMS, the contractor can enter data and update the WO. From the CMMS reporting tool, the contract manager and CERN operator can consult the data of WO. 07/06/2018 ESTEC / CERN 26

CMMS in EN/CV: Reporting The CV group makes a monthly report for monitoring its maintenance contractors. Here below an exhaustive list of the KPI (key performance indicator) : • Mean Time To Close (MTTC) • Mean Time To Repair (MTTR) • Number of WO in status: • Waiting for access (RADA) • Waiting for spare parts (RADP) • Waiting for agreement between CERN and Contractor (RTI) • The Top 10 list: • The 10 pieces of equipment with the highest number of breakdowns in the last year 07/06/2018 ESTEC / CERN 27

CMMS in EN/CV: Ex. Reporting, No. of WO CERN contests https: //apex-sso. cern. ch/pls/htmldb_edmsdb/f? p=484: 504: 6260145421504: : NO 07/06/2018 ESTEC / CERN 28

CMMS in EN/CV: Software Pentaho for reporting 07/06/2018 ESTEC / CERN 29

CMMS in EN/CV: Tracing the Warehouse Activity and Stock 07/06/2018 ESTEC / CERN 30

CMMS in EN/CV: Responsibilities of the Warehouse Personnel The Warehouse personnel have the following responsibilities: • Define Stock Management policies for different Parts (just-in-time or permanent stock) • Define minimum Stock Levels for Parts on permanent stock • Define preferred Suppliers • Define supply Contract and Blanket Order scope and conditions • Perform regular and systematic calculations on requisition needs and initiates supply processes • Perform ad-hoc material purchases Besides: • Treat Material Requisitions, which needs to be supplied by other CERN stores or by external suppliers, (obtaining offers for such requisition needs), • Treat purchase orders from approved requisitions, in particular creating the corresponding internal purchase orders • Receive material • Plan and review requests for materials pick-up • Issue Spare Parts for maintenance interventions 07/06/2018 ESTEC / CERN 31

CMMS in EN/CV: Spare Part Activity Workflow WO Parts Request no Part Available? Activity executed by Maintenance Personnel Generate Requisitions yes Prepare Pick Ticket Receive Material Allocate Available Parts Activity executed by Warehouse Personnel Finish Pick Tickets Confirm Pick Ticket Deliver Parts 07/06/2018 ESTEC / CERN 32

Purchase Order in the CMMS 07/06/2018 ESTEC / CERN 33

Creation of a Purchase Requisition (DAI) 07/06/2018 ESTEC / CERN 34

CMMS in EN/CV: Tracing the Installation Contracts 07/06/2018 ESTEC / CERN 35

CMMS in EN/CV: Contract Follow up • CMMS is used not only to manage Maintenance activities but also for Installation Contracts • The Contract Manager can monitor the progress of an activity from the job request to the billing phase. • Each stage of the workflow shall therefore be input in the CMMS either by the CERN personnel in charge of the intervention or by the contractor. • KPI can be withdrawn as for the Maintenance Contracts. 07/06/2018 ESTEC / CERN 36

Conclusions • The CV group has a large number of installations and maintenance activity, • A dedicated highly performant CMMS is needed to handle all the maintenance activities, • Tools within CMMS and external to CMMS core are needed to cover all the activities and to simplify the processes, • New features are developed every year, • Nevertheless, the most important is a thorough and complete input of information, both in the inventory and related to the Maintenance and Warehouse activities • The CMMS and its developed features can serve also for activities other than those related to maintenance as for example the Installation Contract follow-up. 07/06/2018 ESTEC / CERN 37

Thank you for your attention!

Connexion EAM Light Création ODM Liste de parts 07/06/2018 ESTEC / CERN 39

CMMS: Software around CMMS • Implement New Electronic Checklists in INFOR EAM • Advantages: • Increase data collection • Reduce treatment ODM time by the contractor GMAO team • Easy data statistics available • Tablet use INFOR EAM light 3. 0 in the future to collect data in real time on the field (site) INFN / CERN WORKSHOP 07/06/2018 40 ESTEC / CERN

PEPS and GMMS https: //indico. cern. ch/event/464041/ 07/06/2018 ESTEC / CERN 41

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