Name: Asset and Maintenance Management Workshop 2023
Start: 2023-09-27T08:00:00+02:00
End: 2023-09-29T16:00:00+02:00
Location: ESS Lund

Asset and Maintenance Management Workshop 2023

from Wednesday, 27 September 2023 (08:00) to Friday, 29 September 2023 (16:00)

Monday, 25 September 2023
Tuesday, 26 September 2023
Wednesday, 27 September 2023

09:00

09:00 - 10:00
Room: TychoBrahe
10:00
10:00 - 11:00
Room: TychoBrahe
Contributions

10:00 Opening & Welcome - Ola Nanzell
11:00

11:00 - 11:30
Room: TychoBrahe
11:30 Deploying the CMMS at ESS - ESS - Ola Nanzell
Deploying the CMMS at ESS - ESS
- Ola Nanzell
11:30 - 12:00
Room: TychoBrahe Deploying the CMMS at ESS
12:00 Asset and maintenance management at MAX IV – Present and future - Magnus Klingberg (MAx IV) Johan Thånell (MAX IV)
Asset and maintenance management at MAX IV – Present and future
- Magnus Klingberg (MAx IV)
- Johan Thånell (MAX IV)
12:00 - 12:30
Room: TychoBrahe MAX IV has been in user service since 2016. Critical equipment for operation of the facility are reaching end-of-life and needs to be repaired or replaced. It has become increasingly clear that MAX IV needs a cohesive strategy, structured plans and defined processes, and a supportive tool for managing assets and maintenance related to the machine and the beamlines. The talk will cover a brief overview of the current state of maintenance operations at MAX IV. Further describe the evolvement of a central asset registers, plans and projects to create a unified maintenance strategy, as well as the development of a master plan to implement improvements in work practices and lay the groundwork for more efficient maintenance operations.
12:30 CERN’s asset & maintenance management application portfolio - Goran Perinic (CERN)
CERN’s asset & maintenance management application portfolio
- Goran Perinic (CERN)
12:30 - 13:00
Room: TychoBrahe CERN is providing a portfolio of asset and maintenance management applications to allow users to register equipment, aggregate information and data for it and record activities related with the equipment throughout all its lifecycle in a structured way. This presentation shall provide an overview over CERN’s current asset and maintenance application landscape that is based on a commercial enterprise asset management (EAM) application, with industry best-practice built-in. It will also explain how CERN-built applications are developed to complement the functionality and to fill capability gaps that have been experienced at CERN.
13:00

13:00 - 14:00
Room: TychoBrahe
14:00 Transition of ESO’s traditional operation to the integration of the ELT into the La Silla Paranal observatory - ESO - Robert Hamilton (ESO)
Transition of ESO’s traditional operation to the integration of the ELT into the La Silla Paranal observatory - ESO
- Robert Hamilton (ESO)
14:00 - 14:30
Room: TychoBrahe Transition of ESO’s traditional operation to the integration of the ELT into the La Silla Paranal observatory - ESO
14:30 ESS Structures and configuration management - ESS - Joakim Meyer (European Spallation Source ERIC)
ESS Structures and configuration management - ESS
- Joakim Meyer (European Spallation Source ERIC)
14:30 - 15:00
Room: TychoBrahe How does ESS manages and control information from Design until Decommission.
15:00 Life cycle Management @EuXFEL - Nicola Coppola (European X-Ray Free-Electron Laser Facility GmbH)
Life cycle Management @EuXFEL
- Nicola Coppola (European X-Ray Free-Electron Laser Facility GmbH)
15:00 - 15:30
Room: TychoBrahe Many equipment, controller and controlled entities alike, are chosen and purchased, in scientific facilities, without previous life-cycle assessments. The reality at many facilities shows that even temporary installations are used for 10 to 30 years or even longer. The European XFEL GmbH facility, in order to strengthen the efficiency of the centralized technical vetting which is already in place, is planning to introduce equipment life-cycle management to assess and where possible minimize risks related to the way electric and electronic equipment is procured and at the same time to efficiently maintain what has been already installed. First steps have been taken to catalogue all equipment installed across the facility with the aim of defining policies to limit or replace singleton installations, if and where possible. Contacts to other facilities in the world, and within groups in the facility, have been started to assess how these have addressed such issues, what tools are used or what aspects need be taken care of. We started discussions with vendors in order to evaluate and improve our situation, removing single vendor dependence and possibly to influence them into providing new, interchangeable and innovative solutions.
15:30

15:30 - 16:00
Room: TychoBrahe
16:00 ESS Maintenance Program - Ola Nanzell
ESS Maintenance Program
- Ola Nanzell
16:00 - 16:30
Room: TychoBrahe The journey towards a maintenance program for ESS.
16:30 EAM Reporting, KPIs and Analytics at CERN - Fabio Alfeo (CERN)
EAM Reporting, KPIs and Analytics at CERN
- Fabio Alfeo (CERN)
16:30 - 17:00
Room: TychoBrahe CERN is since many years using a commercial Enterprise Asset Management (EAM) system for managing physical equipment and its maintenance. The managed equipment ranges from components and systems in the accelerator complex to components and systems in the technical infrastructures. The EAM system is presently used by more than 40 CERN groups, covering over 3 million of individual pieces of traced equipment. In its usage, the EAM system is capturing a large amount of data via its different user interfaces and system integrations. This data is used to generate important insights about the equipment performance and the maintenance efficiency. This presentation will introduce the different reporting functionalities and tools that are available to the CERN users and showcase how they are applied to improve maintenance at CERN.
Thursday, 28 September 2023
09:00 Inventory Management at ESS - ESS - Jörgen Larsson (European Spallation Source ESS AB)
Inventory Management at ESS - ESS
- Jörgen Larsson (European Spallation Source ESS AB)
09:00 - 09:30
Room: TychoBrahe Inventory Management at ESS - ESS
09:30 Digital spare part management in practice - Peter Jurcso (CERN)
Digital spare part management in practice
- Peter Jurcso (CERN)
09:30 - 10:00
Room: TychoBrahe In today's fast-paced and cost-constrained landscape, where minimizing downtime is crucial for research infrastructures, effective spare parts management is key to ensure the smooth operation. The object of this talk is to highlight the critical role of digital spare parts management in maintenance practices and present practical examples from CERN. We will take a quick look at the challenges of traditional spare parts management systems such as the struggles to maintain accurate inventory, track part usage, and forecast replenishment needs, along with the costs associated to the downtime and oversized inventory. Practical examples will give a demonstration how easy-to-use applications especially on mobile devices in the pocket of the personnel can improve data quality related to spare parts and how user-friendly registration of part usage in work orders can enhance the efficiency of maintenance. Examples of physical storage management, logistics and purchasing will also be shown to highlight the advantages of the digital approach.
10:00 Lesson Learned from EAM Based Logbook for the Operation of Cryogenic Installations at CERN. - Lionel Conan (CERN)
Lesson Learned from EAM Based Logbook for the Operation of Cryogenic Installations at CERN.
- Lionel Conan (CERN)
10:00 - 10:30
Room: TychoBrahe The CERN’s cryogenic group operates and maintains cryogenic systems for accelerators and detectors. In this complex environment, the EAM CMMS provides advanced functionalities to reach the availability requirements of the cryogenic facilities of LHC and Non-LHC installations. One of the key factors to manage the cryogenics operations and maintain the assets is the access to an integrated tool to track daily events and to allow interactions between the operation and support teams. This tool called at CERN Logbook has had several forms over the years. It goes beyond the traditional integrated CMMS request intervention module and is a customised version of the EAM case management module. A presentation of the upgraded logbook has been made for the 2018 AMMW. Now it’s the time to communicate on the lessons learned during the last 5 years, what evolutions have been added, what has worked well and what needs to be improved for the next logbook generation to come.
10:30 Coffee Break, Include Photo Session and Poster Session
Coffee Break, Include Photo Session and Poster Session
10:30 - 11:30
Room: TychoBrahe
11:30 Engineering design at ESS - ESS - Karen Jonsdottir (European Spallation Source ERIC)
Engineering design at ESS - ESS
- Karen Jonsdottir (European Spallation Source ERIC)
11:30 - 12:00
Room: TychoBrahe Engineering design at ESS - ESS
12:00 The journey to asset management effectiveness - Dany Gain (CERN) Massimo Chiodi (CERN)
The journey to asset management effectiveness
- Dany Gain (CERN)
- Massimo Chiodi (CERN)
12:00 - 12:30
Room: TychoBrahe The Cooling & Ventilation Group (EN-CV) at CERN is responsible for the design, installation, commissioning, operation and maintenance of the industrial ventilation, pumping stations, cooling and fluid distribution systems for all accelerator complex and its experimental areas. For over 30 years, the EN-CV Group, has been using an Enterprise Asset Management System to manage, plan and monitor its day-to-day operation and maintenance activities. The Group needs to produce and exploit consolidated data on performance evaluation, industrial support management, budget, criticality, regulatory compliance, and energy consumption reduction to facilitate the efficient management of the activities across the facilities. Following the evolution, construction, and consolidation of the laboratory's facilities over the last 30 years, data have been collected and stored in a heterogeneous way due to the continuous development of the documentation specifications; however, the evolution of standards, regulations, and best practices in the domain led the group to rethink the functional structures, maintenance approach, and the cost management through the EAM system, with the view to optimize and standardize operations throughout the accelerators complex in order to achieve effectiveness in asset management for the facilities. The speakers will present the studies, the deliverables, the ongoing work and the first achievements related to data re-engineering of the EAM System within EN-CV Group.
12:30

12:30 - 13:30
Room: TychoBrahe
13:30 Work coordination at ESS - Marcos Munoz (European Spallation Source ERIC)
Work coordination at ESS
- Marcos Munoz (European Spallation Source ERIC)
13:30 - 14:00
Room: TychoBrahe The European Spallation Source is in the finishing stages of the construction, with large portions of the project being either in the commissioning phase or already in the operational one. This new situation also presents us with new challenges, in particular in the work coordination between the installation of components, the commissioning of parts of the Accelerator and Target, and maintenance of conventional facilities and other systems. This has driven to a reorganization of the project, with the creation of an Operations Directorate, and inside of it an Operations division, including the operations staff and the work coordination team. In this talk we present how we arrange the work coordination including: the Work Order process, how we arrange the weekly coordination, and how we try to bring teams working in the installation and maintenance in the process.
14:00 Maintenance Contracts: Challenges in Standardization of Processes and Reporting - Cathelijne Hazelaar-Bal (CERN)
Maintenance Contracts: Challenges in Standardization of Processes and Reporting
- Cathelijne Hazelaar-Bal (CERN)
14:00 - 14:30
Room: TychoBrahe The Handling Engineering Group at CERN manages six contracts for the maintenance of lifts, industrial trucks, overhead cranes and road trucks. In the past the contracts were all managed differently. The heterogeneity in the processes and definitions of events triggering maintenance Work Orders made it difficult to compare them in one single report, generating quite some work to consolidate the information and difficulties to monitor the overall maintenance performance at the Group level. The author will detail the work done during last five years to harmonize as much as possible the different maintenance contracts approaches and processes taking into account some constraints related to business practices (in particular related to the invoicing) and how this improved the reporting and contract management.
14:30

14:30 - 15:00
Room: TychoBrahe

15:00 Tour of the site
Tour of the site
15:00 - 17:00

17:00

17:00 - 19:00

19:00

19:00 - 22:00
Room: TychoBrahe
Friday, 29 September 2023
09:00 Usage-based Maintenance of Travelling Cranes - Damien Lafarge (CERN)
Usage-based Maintenance of Travelling Cranes
- Damien Lafarge (CERN)
09:00 - 09:30
Room: TychoBrahe The EN-HE group of CERN operates more than 350 overhead travelling cranes, requiring a regular maintenance defined by CERN Safety Rules (GSI-M-1).An analysis made in 2020 concluded that important savings on preventive maintenance could be done by changing the actual strategy based on a fixed periodicity to a strategy based on the usage of each crane. To be able to implement such change, the usage of each crane has to be known and remotely communicated on a daily basis. This prerequisite is being fulfilled thanks to an economic solution based on IoT devices connected to each crane and relying on new LoRa network in surface and the LTE (GSM) network in underground locations. This presentation focuses on the initial context including the financial stakes, the deployed solution based on IoT devices, the challenges and the results obtained.
09:30 Developing a unified engineering maintenance and management system- the SKAO journey. - Radhika Hari Bindiganavile (SKA Observatory)
Developing a unified engineering maintenance and management system- the SKAO journey.
- Radhika Hari Bindiganavile (SKA Observatory)
09:30 - 10:00
Room: TychoBrahe The Square Kilometre Array (SKA) Observatory was established in 2021 as an Intergovernmental organisation with a mission to design, build and operate cutting-edge radio telescopes to transform our understanding of the Universe, and deliver benefits to society through global collaboration and innovation. As we got ready to commence the construction of the telescopes in two remote sites, one of the key focus areas has been to develop a strong asset and maintenance management system, not only to support the development of the telescope but also to set a solid foundation for operational readiness.This oral presentation aims to provide an overview of the approach we took and our journey so far in developing a unified engineering maintenance and management system for SKAO telescopes. There is no denying that implementing a successful, working asset and maintenance management system is a complex endeavour. And when you set out to design it for a research infrastructure such as SKA observatory: one that is rapidly transforming and spreading its wings to become a global operation with the SKA-Low telescope in Western Australia and SKA-Mid telescope in South Africa and the Headquarters in the UK , it poses a whole new level of challenge. The starting point of our approach was to know what we want by establishing a baseline of the functional requirements, defining a standard terminology and modelling the use cases for all engineering management and maintenance activities.This provided a good base to develop the overall architecture of the functionality and visualise the interdependencies..Hence allowing us to have a clear template to assess software tools that fit our purpose. This presentation explores the challenges posed in developing a working solution, transcending the inherited legacy practices, individual biases and the unique opportunities that arise when a diverse group of intellects come together to set up a coherent maintenance management system.
10:00 Engineering Management System (EMS): MeerKAT Case Study - Corneluis Taljaard (SKA Observatory )
Engineering Management System (EMS): MeerKAT Case Study
- Corneluis Taljaard (SKA Observatory )
10:00 - 10:30
Room: TychoBrahe The Square Kilometer Array (SKA) project, with its SKA-Low and SKA-Mid telescopes, presents unique challenges in achieving and maintaining high availability in remote environments in Australia and South Africa. This case study explores the critical role of the Engineering Management System (EMS) in addressing these challenges within the context of the MeerKAT project. Availability requirements significantly impact design, capital investment, and operational costs, with a target of 99% inherent availability and 95% operational availability for both telescopes. Precursor telescope data informs reliability and maintenance planning, facilitating the development of a digital twin for proactive decision-making. Remote operations in extreme conditions necessitate meticulous design considerations, including temperature limits. Maintenance in these remote settings follows a non-traditional model, demanding precise organization and estimation of maintenance organization size. Cost-effectiveness and technological currency drive the need for efficient maintenance management. Integrating Reliability, Availability, and Maintainability (RAM) analysis with logistics engineering and configuration management offers improved efficiency, effectiveness, and safety benefits. Early consideration of RAM in design identifies issues proactively, and continuous monitoring ensures assets remain reliable. Fostering a culture of safety and reliability throughout the organization is pivotal for success, influencing policies, procedures, and daily practices. This EMS-driven approach ensures that the SKA project achieves its ambitious scientific goals while managing costs effectively.
10:30 Include Poster Session
Include Poster Session
10:30 - 11:30
Room: TychoBrahe
11:30 Doing right from the start? Challenges in implementing efficient maintenance planning at ESS - Michael Sjöholm (European Spallation Source ERIC)
Doing right from the start? Challenges in implementing efficient maintenance planning at ESS
- Michael Sjöholm (European Spallation Source ERIC)
11:30 - 12:00
Room: TychoBrahe Doing right from the start? Challenges in implementing efficient maintenance planning at ESS
12:00 WHY SHOULD YOU INVEST IN ASSET MANAGEMENT? A FIRE AND GAS USE CASE - Henrik Nissen (CERN)
WHY SHOULD YOU INVEST IN ASSET MANAGEMENT? A FIRE AND GAS USE CASE
- Henrik Nissen (CERN)
12:00 - 12:30
Room: TychoBrahe At present, the CERN Fire and Gas detection systems involve about 23000 assets and their number is increas-ing rapidly at the same time as the number of equipped installations grows. These assets cover a wide spectrum of technologies, manufacturers, models, parameters, and ages, reflecting the 60 years of CERN history. The use of strict rules and data structures in the declaration of the assets can make a big impact on the overall system main-tainability and therefore on the global reliability of the installation. Organized asset data facilitates the creation of powerful reports that help asset owners and manage-ment address material obsolescence and end-of-life con-cerns with a global perspective. Historically, preventive maintenance has been used to assure the correct function of the installations. With modern supervision systems, a lot of data is collected and can be used to move from preventive maintenance to-wards data-driven maintenance (predictive). Moreover, it optimizes maintenance cost and increases system availability while maintaining reliability. A prerequisite of this move is a coherence on the assets defined in the asset management system and in the supervision system.
12:30
12:30 - 13:00
Room: TychoBrahe
Contributions

12:30 Closing - Ola Nanzell
13:00 To-go
To-go
13:00 - 14:00
Room: TychoBrahe