In large-scale projects, parts management offers reliable methods and tools for efficient fabrication of highquality accelerator components. Facilities like the European XFEL are assembled from thousands of parts. The parts are produced by the many project partners and have to be provided in time. For successful long-term operation of the facility, the parts have to be of excellent quality. Parts management is a foundation for planning, coordinating and tracking fabrication processes, for conducting Quality Assurance and Quality Control (QA/QC), and for achieving compliance with legal regulations in certain areas. The paper shows how parts management is used at the European XFEL and discusses experience and benefits.

This paper describes the quality assurance (QA) procedures which are implemented for the series production of the superconducting cavities for the European XFEL. The cavities are produced by two manufacturers. To ensure they satisfy their performance requirements, the cavities have to pass more than 50 quality inspections, which are combined into three acceptance levels. Part of the inspections are done by the manufacturers, the remaining tests are conducted in a test facility at DESY. The QA procedures are implemented using DESYs Product Lifecycle Management (PLM) system, aka DESY EDMS. The DESY EDMS tracks all the individual cavities, records their entire production history, and associates all certificates and inspection results with the appropriate parts. The two manufacturers are integrated in the solution and can automatically and promptly upload inspections results to the DESY EDMS. The solution enables DESY to monitor the production progress and to ensure production quality.

This presentation describes policies and methods for parts management during fabrication at the European XFEL. The objective is to provide procedures for reliably gathering, recording, processing and archiving the complete mandatory fabrication information. The solution is a foundation for conducting Quality Assurance and Quality Control (QA/QC), as it ensures that acceptance tests are recorded, signed-off and followed-up in a reliable and orderly way. It achieves compliance with legal regulations in certain areas. One example is the Pressure Equipment Directive (PED), which for certain (parts of) equipment requires that the complete fabrication and usage history is tracked throughout the entire lifespan of the XFEL facility. In addition, the solution provides a basis for building the necessary documentation for later installation, operation and maintenance activities. The solution is established in the series production of several accelerator components. It uses DESY’s Engineering Data Management System as central collaboration and documentation platform. SCOPE AND MOTIVATION Parts* tracking for the European XFEL covers the lifecycle phases fabrication and operation including maintenance and upgrade activities and ensures reliable gathering, recording, processing and archiving of all required information. Based on a central collaboration and documentation platform – the DESY Engineering Data Management System (EDMS) – parts tracking is a foundation for:  Quality assurance & control (QA/QC): Parts undergo acceptance tests at certain steps during fabrication, e.g. upon receipt, to pass pre-defined quality gates during the assembly process and again before shipment. All acceptance test results have to be recorded, signed-off and processed reliably.  Compliance with legal regulations: Legal regulations, like e.g. the Pressure Equipment Directive (PED) require certain parts to be uniquely identifiable and their complete fabrication and usage history traceable throughout the entire lifespan of the XFEL facility. Complying with these regulations is mandatory for receiving and keeping the operating license for the XFEL facility.  Operation, Maintenance and Upgrades (OMU): Many OMU activities need access to complete and up-to-date documentation of the facility, such as e.g. QA/QC and repair records, as well as maintenance instructions. This documentation should be captured as soon as it is generated i.e. during the installation and commissioning phases and has to be updated continually as the facility evolves. CONCEPT AND APPROACH The parts tracking solution separates inventory and manufacturing documentation. Every individual part of the XFEL facility is represented by one physical part item in the EDMS that gathers the inventory documentation. Physical parts are produced according to a manufacturing definition comprising the manufacturing documentation:  The manufacturing documentation defines how a specific part type is produced. As shown in Fig.1 (left), it is linked to a generic fabrication part and contains all the manufacturing instructions and quality management plans.  The inventory documentation comprises all information concerning each individual physical part and keeps track of the parts’ complete usage history. It contains e.g. all inspection sheets, test results, acceptance or installation records, as well as every repair record for each individual physical part. (Fig.1, right) Figure 1: Example illustrating the separation of the manufacturing documentation for a generic fabrication part (left) from the inventory documentation for each individual physical part (right). More complex components (e.g. cavity, cryomodule, undulator) are hierarchically decomposed into smaller, better manageable units, yielding the so-called Product Breakdown Structure (PBS). The level of detail to which a certain PBS is created depends on its purpose and is adapted to the product ́s life cycle phases. A PBS for ____________________________________________ * “Part” is a generic term for component, equipment, device, etc. WEPPC005 Proceedings of IPAC2012, New Orleans, Louisiana, USA ISBN 978-3-95450-115-1 2212 C op yr ig ht c ○ 20 12 by IE E E – cc C re at iv e C om m on sA tt ri bu tio n 3. 0 (C C B Y 3. 0) — cc C re at iv e C om m on sA tt ri bu tio n 3. 0 (C C B Y 3. 0) 07 Accelerator Technology and Main Systems T31 Subsystems, Technology and Components, Other design / construction is called Engineering Bill of Material (EBOM), while the one for fabrication purposes is referred to as Manufacturing Bill of Material (MBOM). The MBOM as the fabrication part structure contains all parts that are handled during assembly, quality assurance inspections, and maintenance or repair processes. [1] Since the XFEL project adopted the MBOM as the main structure for regulating and controlling all manufacturing processes and workflows, this specific PBS is discussed in detail in the following. Figure 2: Examples of a Manufacturing Bill of Material (MBOM): for tuners (left) and for cavities (right). Figure 2 shows two MBOM examples. The tuner system MBOM (left) contains pre-assembled components that are received and processed during the final assembly, but no elementary parts such as individual piezos or their fixtures. The cavity MBOM (right) is more detailed because all parts subject to the regulations of the PED have to be tracked and quality-controlled to ensure traceability down to the original Niobium sheets. Physical parts are generated from the MBOM by serializing the complete MBOM structure in a top-down approach, or by serializing each fabrication part individually. The latter approach represents the real world assembly process, but requires to manually arrange the physical part structure (BOM). This physical part structure has to reconcile with the MBOM. During the assembly process all information concerning one individual physical part is recorded and linked to the physical part it describes. The sum of all information for one physical part is referred to as inventory and may include e.g. material certificates, inspection sheets, acceptance test results, installation and/or repair records and more. The complete documentation of a component comprises the physical part structure (BOM) and all related inventories. Parts and/or components need to pass predefined quality gates at intermediate steps, or the end of an assembly process. Quality engineers confirm the completeness and consistency of a part ́s documentation for each particular quality gate by releasing the part for further usage. In case a part fails a quality gate or any irregularity in the manufacturing process is discovered, a nonconformity report (NCR) is recorded and processed. Experts need to decide how each non-conformity is handled and inititate appropriate follow-up activities. Systematic deviations may lead to changes in the manufacturing process or even in the part design. These activities are handled by a change management process. Figure 3: Traceability in the EDMS (Undulator): For any MBOM element (top left), the summary page (middle) displays an overview of this fabrication part, links to its physicals parts (top right) and to the CAD design model (bottom left). The physical part offers a label (right) and provides links to its inventory documentation (bottom right). Proceedings of IPAC2012, New Orleans, Louisiana, USA WEPPC005 07 Accelerator Technology and Main Systems T31 Subsystems, Technology and Components, Other ISBN 978-3-95450-115-1 2213 C op yr ig ht c ○ 20 12 by IE E E – cc C re at iv e C om m on sA tt ri bu tio n 3. 0 (C C B Y 3. 0) — cc C re at iv e C om m on sA tt ri bu tio n 3. 0 (C C B Y 3. 0) IMPLEMENTATION IN THE EDMS The DESY EDMS provides all necessary capabilities for creating and processing manufacturing and inventory documentation as described in the previous section. Figure 3 illustrates how traceability between EBOM, MBOM and the physical part structure is realized in the EDMS using the example of undulator fabrication. All links are bidirectional, enabling navigation in the reverse direction as well. To ensure reconciliation of the physical part structure and the MBOM structure, the EDMS provides a “reconciliation” report. It compares both structures and indicates any deviations. The report can be adjusted to different processes and user requirements. Each physical part in the system is identified by an automatically generated unique identifier (EDMS-ID). The identifiers are guaranteed to remain unique for the XFEL facility and throughout its entire lifetime. In addition, a serial number specified by the responsible work group is attributed in order to count the created physical parts. A manufacturer serial number as a third identifier can also be added to facilitate communication with the respective supplier. The EDMS automatically generates a data matrix label for each physical part. As shown in Figure 4, the label displays the type of the part, the work group defined serial number, and the unique EDMS-ID in human readable format. The label also contains a one-dimensional barcode, as well as a two-dimensional data matrix code of the EDMS-ID to retain the option of future data access via smart devices. For example, a smart device “reading” the two-dimensional data matrix code will open an internet browser pointing to the EDMS summary page of this part. Figure 4: An automatically generated physical part label. Labels can be printed and attached to real world physical parts if necessary. All visible major components installed in the XFEL tunnel will have to be labelled. For physical parts the stock location can be tracked and remains traceable over the parts’ entire lifetime. This allows work groups to notice any shortage of the available stock early, or to detect delays during the manufacturing process and/or at test facilities. Project planning can be adjusted accordingly. In addition, the EDMS provides version control, access

One of the essential success factors for the European XFEL is up-to-date, complete and consistent engineering data which is readily accessible throughout the project. Such data include for example civil construction drawings of tunnels and buildings; integrated 3D models of accelerator sections; definitions of fabrication processes and test procedures; inspection sheets, test data, standards, contracts and other technical documentation. The data is kept in the DESY Engineering Data Management System (EDMS). The DESY EDMS is the central information platform for the European XFEL and provides procedures for e.g. review & approvals and change management. The paper presents an overview of Engineering Data Management and its benefits at the European XFEL. They result in better vision sharing, enhanced communication and tighter integration of the project team, ultimately leading to lower costs and shorter development time.

The Technical Design Report for the International Linear Collider, due at the end of 2012, will be accompanied by a detailed Technical Design Documentation (TDD), which will make all relevant technical design documents such as calculations, 3D CAD models and detailed descriptions available in a uniform fashion. The TDD will be stored in an Engineering Data Management System (EDMS) operated by DESY. We describe how the TDD will be organized, the process that is being introduced to collect and produce the TDD, and how the EDMS supports this process.

The DESY Engineering Data Management System, DESY EDMS, is a fully Web-based central information management platform at the European XFEL and the Global Design Effort for the International Linear Collider (ILC GDE). It provides functionality for managing documents and 3D CAD data and for performing configuration and change management. It can control complex information structures and keep track of their dependencies and history, i.e. their evolution over time. Due to its powerful capabilities for automating workflows and controlling information access, the DESY EDMS can coordinate processes and manage authorizations and responsibilities in large and complex organizations, which may include several institutes and industrial partners. Applications of the DESY EDMS range from small-scale document management for work groups, up to managing the complexity of world-wide collaborations during design and construction activities. The poster describes the architecture of the DESY EDMS, introduces some of its use cases and reports lessons learned in developing and operating the system.

This paper describes the organizational structures and processes which are established for coordinating civil construction at the European XFEL. Local managements supervise the different construction sites in cooperation with a central team which coordinates the overall effort and provides general services like e.g. documentation, communication, safety and legal advice or change and claim management. Communication processes, workflows for reviewing, approving and distributing construction drawings and formalized change management are defined. Reporting, cost management and controlling procedures are put in place, as well as procedures for maintaining good public relations. All the processes are described in a project handbook, and they are supported and optimized by IT systems, in particular the DESY Engineering Data Management System, DESY EDMS.

DESY is using an engineering data management system (EDMS) for supporting the XFEL and PETRA III projects by e.g. enabling 3D CAD design collaboration, managing planning documents, supporting the manufacturing processes of components and providing general project documentation. The EDMS is currently adopted by the ILC global design effort for the preparation of the engineering design report. The DESY and ILC EDMS is based on a commercial system which has been customized to the specific needs of large scientific projects. They include, in addition to general engineering requirements, the support of ad-hoc teamwork and powerful yet easy-to-use web frontends. The paper gives an overview of the EDMS capabilities and describes experience and benefits of using the EDMS.