ICS organization update Integrated Control Systems Henrik Carling

ICS organization update Integrated Control Systems Henrik Carling ESS/ICS Date: 2018 -04 -02

Background Integrated Control Systems • The charge for this session is – Is the competence mix appropriate for the coming project phases? – Is the employee/consultant balance appropriate? – Is the organization properly adapted for a transition to Initial Operations? 2

ICS Organization 2018 -04 Henrik Carling Division head Remy Mudingay Controls infrastructure Alessio Curri System administrator Benjamin Bertrand Anna Gillberg Team assistant Alberto Toral Technician Denis Paulic Software engineer DGL, PLC engineer Johan Christensson Fernando Carrasco Infrastructure technology engineer Annika Nordt Safety and protection David Sanchez Karl Vestin Hardware and integraion Angel Monera Manuel Zaera-Sanz Javier Cerejo Ph. D Student John Sparger Technician Integrator Anders Harrisson Stephane Gabourin Riccard Andersson Peter van Velze Peter Holgersson Electriocal engineer Lead integrator Yong Kian Sin IEC 61508 engineer Technical coordinator Technician Stuart Birch Saeed Haghtalab Consultant off-site Julen Etxeberria Junior controls engineer Simone Farina Thomas Fay Tomasz Brys Miklos Boros Mehdi Mohammednezhad Michael Beck Temporary employee Integrator Viktor Fred Integrator Oliver Talevski Fredrik Söderberg Software engineer Georg Weiss Software engineer Jan-Åke Persson Senior software engineer Juan Esteban Müller Software scientist Karin Rathsman Accelerator scientist Ricardo Fernandes Control system software architect Nour Akel ICS Installation coordinator Marino Vojneski Johannes Kazantzidis William Ledda Position under consideration Accelerator physicist Integrator Embedded engineer Integrator Software engineer Integrator Work package manager Integrator Dirk Nordt Claudio Rosati Emanuele Laface Joao Martins Chief engineer Software engineer Ph. D student Jeong Han Lee Integrator Systems engineer Banafsheh Hajinasab Ben Folsom Software engineer Embedded systems egineer Lead engineer electrical installations Controls Software Integrator Philippe Rabis Consultant Benedetto Gallese Senior engineer Work package manager Employee Timo Korhonen François Bellorini Technician Lead engineer slow interlocks Szandra Kövecses Susanne Regnell Faye Chicken Mattias Eriksson Software engineer Hector Novella Deputy project manager Enric Bargalló Lead analyst engineer Morteza Mansouri Fredrik Luthander Thilo Friedrich Integrator Technician Lead engineer fast interlocks Maria Romedahl FPGA Engineer Safety systems engineer Software configuration manager Technical coordinator Automation engineer Network administrator Susann Skarin Wojtek Fabianowski in-kind manager Integrator Open positions (4) ESS-0081625 Consultants

Distribuition Henrik Carling Division head Remy Mudingay Controls infrastructure Alessio Curri System administrator Benjamin Bertrand Anna Gillberg Team assistant Alberto Toral Technician Denis Paulic Software engineer DGL, PLC engineer Johan Christensson Fernando Carrasco Infrastructure technology engineer Annika Nordt Safety and protection David Sanchez Karl Vestin Hardware and integraion Angel Monera Manuel Zaera-Sanz Javier Cerejo Ph. D Student John Sparger Technician Integrator Anders Harrisson Stephane Gabourin Riccard Andersson Peter van Velze Peter Holgersson Electriocal engineer Lead integrator Yong Kian Sin IEC 61508 engineer Technical coordinator Technician Stuart Birch Saeed Haghtalab Technician Joao Martins Integrator Julen Etxeberria Junior controls engineer Simone Farina Tomasz Brys Michael Beck Nour Akel ICS Installation coordinator Oliver Talevski William Ledda Embedded engineer Marino Vojneski Johannes Kazantzidis Integrator Work package manager Integrator Claudio Rosati Emanuele Laface Integrator Thomas Fay Miklos Boros Ph. D student Jeong Han Lee Viktor Fred Integrator Ben Folsom Software engineer Embedded systems egineer Lead engineer electrical installations Controls Software Integrator Philippe Rabis Engineer Benedetto Gallese Senior engineer Work package manager Overhead management Timo Korhonen François Bellorini Technician Lead engineer slow interlocks Szandra Kövecses Susanne Regnell Faye Chicken Mattias Eriksson Software engineer Hector Novella Deputy project manager Enric Bargalló Lead analyst engineer Morteza Mansouri Fredrik Luthander Thilo Friedrich Integrator Technician Lead engineer fast interlocks Maria Romedahl FPGA Engineer Safety systems engineer Software configuration manager Technical coordinator Automation engineer Network administrator Susann Skarin Wojtek Fabianowski in-kind manager Integrator Accelerator physicist Fredrik Söderberg Software engineer Juan Esteban Müller Software scientist Ricardo Fernandes Control system software architect Systems engineer Chief engineer Banafsheh Hajinasab Software engineer Dirk Nordt Software engineer Georg Weiss Software engineer Jan-Åke Persson Senior software engineer Karin Rathsman Accelerator scientist Consultants

Engineering competence Maria Romedahl Technical coordinator Timo Korhonen Chief engineer David Sanchez Alessio Curri Automation engineer System administrator Benjamin Bertrand Software engineer Denis Paulic DGL, PLC engineer Susann Skarin Anders Harrisson Stephane Gabourin Software configuration manager Fredrik Luthander Software engineer Peter Holgersson Electriocal engineer Lead engineer fast interlocks Szandra Kövecses Lead integrator Yong Kian Sin IEC 61508 engineer Javier Cerejo Ph. D Student John Sparger Morteza Mansouri Safety systems engineer Integrator Saeed Haghtalab Emanuele Laface Integrator Joao Martins Integrator Simone Farina Integrator Embedded systems egineer Viktor Fred Thomas Fay Tomasz Brys Integrator Miklos Boros Integrator Oliver Talevski Embedded engineer Marino Vojneski Engineering Integrator Johannes Kazantzidis Integrator Claudio Rosati Jeong Han Lee Senior engineer Lead engineer electrical installations Ph. D student Software engineer Junior controls engineer Technical coordinator Ben Folsom Integrator Julen Etxeberria Riccard Andersson Stuart Birch Benedetto Gallese François Bellorini Enric Bargalló Lead engineer slow interlocks Network administrator FPGA Engineer Lead analyst engineer Manuel Zaera-Sanz Johan Christensson Infrastructure technology engineer Angel Monera William Ledda Integrator Accelerator physicist Fredrik Söderberg Software engineer Juan Esteban Müller Software scientist Ricardo Fernandes Control system software architect Banafsheh Hajinasab Software engineer Dirk Nordt Software engineer Georg Weiss Software engineer Jan-Åke Persson Senior software engineer Karin Rathsman Accelerator scientist Consultants

Employee/Consultant ratio • • These are the projected staffing levels for the coming years We are actively planning to train employed staff in – – • EPICS Timing We have informal/sporadic training activities in – – – Programming Safety Embedded systems • The intention behind our commercial framework contracts is to increase capacity and/or to cover for specialized, temporary competence needs • The re-baselined plan removes the peak load but increases cost by ~2 M€ 6

Managing resource allocation 7

Background Integrated Control Systems • ICS division is responsible for the construction of the integrated control system • Some parts of the ICS division can work relatively independent of stakeholders, while most of ICS will engage heavily with stakeholders to design and integrate systems • Most significantly, this applies to the hardware and integration group, who will almost exclusively work in close collaboration with stakeholders • The hardware and integration group can in total distribute about 25 engineers and 5 technicians to work together with stakeholders • The main stakeholders are Accelerator, Target, NSS and CF - each has an ICS integration work package in the ICS construction project • In order for ICS resources to be able to cover stakeholder needs, a systematic allocation of resources needs to be implemented • ICS will implement a variant of a classical line/project matrix model in order resolve prioritization and support project planning 8

Line/project matrix - motivation (1) • Currently, there is no systematic resource allocation for ICS resources to stakeholder activities • It is managed in an ad-hoc manner which causes difficulties with – – – • ICS and stakeholder project planning Correct prioritization of ICS activities (non-technical) Interfaces between ICS and stakeholders ICS budget compliance ICS resource competence development There is no or little support in ESS processes for dealing systematically with the problem of requesting, prioritizing and allocating resources to multiple activities 9

Line/project matrix - motivation (2) • The line/project matrix model solves the problem of running multiple project activities with limited resources, keeping a correct prioritization that supports stakeholders project planning • It also supports the continued development of experience and competence in the line organization Step 1: Collecting requests • Project manager interacts with stakeholders and together defines what needs to be done and when • Project manager and stakeholder defines a resource estimate with a time envelope • Project manager brings the plan back to the ICS allocation board Target WP 5 Acc. WP 8 ESS Bilbao Acc. WP 7 Control system architect 1 1 0. 5 Industrial automation 2 EPICS 0. 5 1 1 0. 5 Data networks 0. 5 Analog electronics Control System Studio 0. 5 Target WP 7 0. 5 FPGA 2 Micro. TCA 2 0. 5 0. 5 1 1 0. 5 Process control 2 0. 5 1 Vacuum controls 0. 5 Control system integration 0. 5 Controls technicians 0. 5 1 0. 5 0. 5 Information/Controls security . . . 1 Timing system Motion controls . . . 0. 5 1 Embedded systems NSS WP 5 1 1 10 . . .

Line/project matrix - motivation (2) • The line/project matrix model solves the problem of running multiple project activities with limited resources, keeping a correct prioritization that supports stakeholders project planning • It also supports the continued development of experience and competence in the line organization Step 2: Prioritizing requests • ICS allocation board prioritizes requests in discussion with stakeholders • Where conflicts occur, an escalation is made to ESS project management • The prioritization is roughly adjusted to fit the joint ICS resource + stakeholder capacity Target WP 5 Acc. WP 8 Control system architect 1 1 Industrial automation 2 EPICS 0. 5 ESS Bilbao 1 . . . 0. 5 Control System Studio 0. 5 FPGA 2 Micro. TCA 2 Timing system 1 0. 5 1 1 0. 5 2 1 0. 5 Vacuum controls Control system integration 0. 5 Controls technicians 0. 5 0. 5 Information/Controls security . . . 1 Analog electronics Motion controls Target WP 7 1 0. 5 Data networks Process control NSS WP 5 0. 5 1 Embedded systems Acc. WP 7 1 11 . . .

Line/project matrix - motivation (2) • The line/project matrix model solves the problem of running multiple project activities with limited resources, keeping a correct prioritization that supports stakeholders project planning • It also supports the continued development of experience and competence in the line organization Step 3: Allocation • ICS line management allocates resources to activities • ICS line management function considers factors such as competence and experience of the resources • ICS line management considers vacation, and other circumstances to guarantee the allocation within the period • ICS line management is responsible for regulating the line capacity if needed Target WP 5 Acc. WP 8 Control system architect 0. 5 Industrial automation 2 EPICS 0. 5 ESS Bilbao 1 . . . 0. 5 Control System Studio 1 FPGA 1 Micro. TCA 1 Timing system 0. 5 1 0. 5 1 1 0. 5 Vacuum controls Control system integration 1 Controls technicians 0. 5 1 0. 5 Information/Controls security . . . 1 Analog electronics Motion controls Target WP 7 1 0. 5 Data networks Process control NSS WP 5 1 1 Embedded systems Acc. WP 7 1 12 . . .

Line/project matrix - motivation (2) • The line/project matrix model solves the problem of running multiple project activities with limited resources, keeping a correct prioritization that supports stakeholders project planning • It also supports the continued development of experience and competence in the line organization Target WP 5 Step 1: Collecting requests • The cycle restarts Acc. WP 7 NSS WP 5 0. 5 1 0. 5 Control System Studio 1 1 FPGA 2 Control system architect Acc. WP 8 ESS Bilbao 0. 5 Industrial automation 1 EPICS 0. 5 Embedded systems 0. 5 Data networks 0. 5 Analog electronics 0. 5 1 0. 5 Timing system 0. 5 1 Process control 0. 5 2 Vacuum controls 0. 5 2 Control system integration 0. 5 0. 5 1 1 1 0. 5 Controls technicians . . . 2 0. 5 Motion controls . . . 1 Micro. TCA Information/Controls security Target WP 7 1 0. 5 0. 5 13 . . .

Line/project matrix - roles • ICS work package managers are ”project managers” in this model – Responsible for interacting with stakeholders to establish what needs to be done and when – Brings requests to the ICS allocation board – Helps prioritizing requests – Coordinates and drives allocated resources’ activities – Reports to ICS management and stakeholders • ICS group leaders are ”line managers” in this model – – – Receives the requests from project managers, decides who and how Helps prioritize and, if needed, escalate conflicts Manages resource availability, providing an optimal resource supply to project activities Manages staff development and alignment to the tasks Responsible for process compliance and deliverable quality 14

Line/project matrix - interaction • ICS project managers arrange coordination meetings – Meeting with stakeholders individually to collect requests and do estimates and planning – Meeting with stakeholders collectively to coordinate and align internal prioritization • ICS line managers arrange allocation board meetings – Meeting with project managers to prioritize requests and to escalate – Long-term meetings with stakeholders to understand long-term needs • Frequency/format to be decided • Technical discussions arranged through project managers 15