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The CERN Electronics Pool

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					Electronic Systems Support

The CERN Electronics Pool
The current review Long term issues
C. Parkman EP-ESS Electronics Advisory Board 23 May 2003

Electronic Systems Support

Introduction

What is the Pool for?

23 May 2003 - cp

To facilitate the rapid assembly of a test system or small experiment


To make (the right) equipment available
   

EAB - Electronics Pool

When needed In correctly working condition With immediate spares With technical support



To circulate & reuse equipment


For overall economy
3

Note

23 May 2003 - cp

The Electronics Pool is a service operated and managed by EP Electronic Systems Support Group (ESS)


The term “ESS” encompasses the Pool

EAB - Electronics Pool



This talk will focus on the Pool, but some of the issues raised are heavily interlinked to the future of a generic electronics support group in the LHC era

4

Pool resources


Financial
 

23 May 2003 - cp

Rental income ~96% Re-sales, compensation for losses ~4% Industrial support (paid by Pool)
 



Manpower


EAB - Electronics Pool

1 administrator 1 database engineer 1 storeman 0.8 operations manager



Staff
 



Technical support by ESS Group
5

EP-ESS Group structure
Group Leader

EP-ESS May 2003
21 people (19.2 FTE) 6 industrial support 12 CERN staff 2 Project Associates 1 Technical Student

CHRIS PARKMAN

Group Secretary

23 May 2003 - cp

Evelyne Dho

EAB - Electronics Pool

ELECTRONICS INFRASTRUCTURE SECTION

USER SERVICES SECTION CATHERINE MOINE James Rouet Douglas Tserkezoglou (80%) Albert Zimmer

PROJECTS & ACTIVITIES Sophie Baron (80% ATLAS) Mike Clayton (GIF) Luciano Periale (GIF) Gilbert Dumont (LHC Crates) Markus Joos (60% ATLAS DAQ/DIG)

PAUL MALEY Bruno Allongue Gerard Brouant
Philippe Fontaine Vincent Pittin

Alain Guy Mike Koratzinos* Bertrand Smaniotto*
Gueorgy Antchev

Andrew Billington

Staff members Fellows, students, associates Industrial support (*paid by the Pool)

US Section is primarily, but not exclusively, “The Pool”. Almost all members of ESS provide support for Pool activities at some level.

6

Pool structure
23 May 2003 - cp

DR, EP-DL, EP-DDL, EP-DPO

CERN/EP MANAGEMENT

ELECTRONIC S ADVISORY BOARD
EPTAB

EAB - Electronics Pool

EP-ESS GROUP

Financial & Technical Policy

Chris Parkman

USERS

Operations ELECTRONICS POOL

Catherine Moine

7

Pool users May 2003
Others 17.3%
23 May 2003 - cp

ALICE 6.9% ATLAS 17.3%

Other Divisions 5.2%

Total LHC Experiments 41.7%

EAB - Electronics Pool

EP Division 9.0% LEP 0.8%

CMS 12.7%

Isolde 1.4% Fixed Target 24.5%

LHCb 4.8%

% of rental revenue
8

Pool users May 2003
ALICE, 162.5 Others, 409.2
23 May 2003 - cp

Total LHC Experiments 986.7 kCHF
ATLAS, 409.4

Other Divisions, 122.6

EAB - Electronics Pool

EP Division, 212.7 CMS, 300.9 LEP, 19.9 Isolde, 33.7 Fixed Target, 530.4 LHCb, 113.9

Annual rental revenue (kCHF) (12*May) Total 2.36MCHF

9

Agenda
 
23 May 2003 - cp



 

EAB - Electronics Pool

Financial issues Operations Equipment Technical support Summary

10

Electronic Systems Support

Financial issues

2002 balance sheet
23 May 2003 - cp

REVENUE RentalItem 2.568 MCHF Resales & compensation 91 kCHF Income from rental (27354) Total revenue 2.660 MCHF
Resales (27355) Compensation (27356) CERN Electronic Contribution Carry over from 2001* COSTS Total income Carry over from 2001 Maintenance (27352) Direct overheads Manpower (27357) Consumables (27353) Total direct overheads

2002 CHF 2,568,162 35,273 55,990 -199,139 -953,902 1,506,384 266,223 243,888 1,110 511,221 40,000 955,163 63.41% % total income 170.49% 2.34% 3.72% 7.75%

EAB - Electronics Pool

954 kCHF CEC 199 kCHF 511 kCHF

17.67% 16.19% 0.07% 33.94%

Intermediate ELMB production - loan from 27354 (27359) Disposable income (income-overheads-loans)

DISPOSABLE INCOME 955 kCHF

* Carry over from 2001: following a management decision, the provisions made were not transferred, so were paid out of 2002’s income

12

Investment profile


Total value




~90MCHF


Value of rented equipment


23 May 2003 - cp



Rental income/Total value


~30MCHF

2.8%


Rental income/Rented value




EAB - Electronics Pool

Disposable income/Total value
 

8.6%

1.1% 2.1% (w/o 2001 carry over)
Return on investment

Disposable income/Rented value



3.2% 6.3% (w/o 2001 carry over)

13

Diminishing rental income


23 May 2003 - cp



2001 – 2.5MCHF 2002 – 2.4MCHF 2003 – 2.2MCHF Reasons


} - 4% } - 8%



EAB - Electronics Pool

 

Economies, reduced scientific programme Custom electronics in LHC No beam in 2005



2002 crisis




950kCHF carry over from 2001 Reserve fund
14

Predicted revenue
3

2005 - ACCELERATOR GENERAL SHUT-DOWN Assumes that CMS will keep equipment in place at “overhead” rate of 18%, no fixed target, and other users continuing at 2004 levels

23 May 2003 - cp

2.5

2006 - GUESS! Assumes that CMS will resume at 2004 levels, no fixed target and other users continuing at 2004 levels

2

MCHF

EAB - Electronics Pool

1.5

1

0.5

0 2001 2002 2003 2004 2005 2006

Rental income

Equipment purchases
15

Global amortisation
“Old” Age/Lifetime >1
Average Age/Lifetime
23 May 2003 - cp

6

5

Many items are “old” and not amortised

4

3

2

EAB - Electronics Pool

1

More than amortised Fees/VAM >1
0 0.5 1 1.5 2 2.5

Current

0 Total Net Fees/Total VAM

Normalised return over normalised age
• • VAM - “Valeur d’Achat Moyenne” – the mean purchase price for one type of equipment Overheads and repair costs NOT included

16

Rental scheme – current model



Difficult to implement, not transparent Age less than lifetime
% of Purchase Price

Lifetime 5 years
180% 160% 140% 120% 100% 80% 60% 40% 20% 0% 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Years Rental Fee Total Revenue

23 May 2003 - cp




0.75VAM/year Maintenance (~1.4% Total VAM)



Age greater than lifetime


EAB - Electronics Pool



Rental fee reduced by 10%/year Minimum 20% VAM



Not strictly applied (no 10% reduction)

17

Rental scheme – other possibilities

23 May 2003 - cp

No explicit rental


Funding by levy on experiments & support groups pro rata to needs


Pre-1987 Moves the problem Need to put responsibility for equipment at the appropriate level to ensure its proper treatment & return to pool Not transparent
18



Objections
 

EAB - Electronics Pool



Rental scheme – other possibilities


“Commercial” rental
 

Life-time amortisation Age less than lifetime



Lifetime 5 years
180%

23 May 2003 - cp

% of purchase price

VAM/lifetime per year

Lifetime amortisation

160% 140% 120% 100% 80% 60% 40% 20% 0% 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15







Age greater than lifetime


Real overheads (% total revenue) Factored for occupancy
Real overheads (% total revenue)

EAB - Electronics Pool

 

Transparent Objections


Years
Annual Rental Total Revenue



Equipment is not discarded at end of life (as with a car rental) We do not aim to be “commercial”

19

Rental scheme – compromise proposal


Rental fee based on
  

23 May 2003 - cp





Costs monitored regularly
 

Average purchase price (VAM) Estimated useful lifetime Likely maintenance charges (guarantee period, repair contract) Likely usage

EAB - Electronics Pool



When costs exceed revenue - action!


Verification after rental Repairs

Full or partial renewal of stock
 








Rental fee may change – (annual review?)
 

Modification of level of support Increase in rental fee Declassification

New equipment, new guarantee Equivalent function with lower maintenance costs

Excessive costs (increase) New purchases (VAM) (increase or decrease)

20

Rental scheme – compromise proposal
1.2 1 0.8

Costs exceed revenue - action!

23 May 2003 - cp

Value

0.6 0.4 0.2 0 0 1 2 3 4 5 6 7 8

EAB - Electronics Pool

Age (years)
Accumulated rental income Accumulated repair & verification charges

21

Rental scheme – compromise proposal

23 May 2003 - cp

Advantages


Simplifies existing procedures


Based on support and utility to users Automatic regulation of overall rental



Allows the revenue to cover real costs


EAB - Electronics Pool



Implies close monitoring of revenue and costs Via EPTAB/EAB
22



Transparency


Compensation - loss or major damage


23 May 2003 - cp

Present system leads to anomalous (high) payments for old equipment
% purchase price


120%

100%

Age calculated from 1 Jan 1990…
Annual 10% reduction of purchase price to a minimum of 10% after 10 years Full purchase price for 1st year

80%



Proposal


60%

EAB - Electronics Pool

40%

20%



0% 0 1 2 3 4 5 6 7 8 9 10 11 12 Age (years)

2 year guarantee period

23

Re-sales of surplus equipment

23 May 2003 - cp



Present system applies the compensation value Propose


Fully tested in working condition


EAB - Electronics Pool

Compensation value Case-by-case Market value



Untested in uncertain condition
 

24

Electronic Systems Support

Operations

Actions - communication


Electronics Pool User’s Guide
 

23 May 2003 - cp



English & French Regroups all the rules and regulations Explains levels of support, compensation payments, etc. Topical items Raising awareness of the Pool
Revised, updated



Newsletter



EAB - Electronics Pool



Web site




E-mail list



Update Used more often

26

Support classes
TERMINOLOGY - NEW (Old) Availability SERVICE DEFINITION Small requests can be satisfied within the limits of the available stock. Requests that cannot be satisfied are recorded and are normally taken into account for additional purchasing. Requests for large quantities should be made in advance to the Electronics Pool Operations. Evaluation

23 May 2003 - cp

Verification FULL SUPPORT (Full support) Spares Technical Support Repair Documentation

Full Support Verification after rental, spares, technical A thorough check has been made that the equipment performs to the manufacturer's specification. A report of the tests is available on request. support, documentation all assured. Additional Each item of equipment is verified for full functionality at delivery time and also after use at purchases will be made if required each return to the Pool.

A quantity of spares is kept in stock and in normal circumstances a non-working item can be replaced immediately. Detailed knowledge of this equipment exists locally, and verification programs are available. Equipment in use can be checked or calibrated on request.

EAB - Electronics Pool

Availability Verification REDUCED SUPPORT (Obsolescent or obsolete)

Reduced Support Verification after rental, and documentation Detailed documentation exists, and in most cases is available on-line. assured, spares from existing stock, technical No additional equipment will be purchased. support if functionality every time it is returned to the Pool, Each item of equipment is verified for full available, no repairs
Nonfunctioning equipment is in most cases covered by an out-sourced maintenance contract. Typical repair times are 6 to 10 weeks. Replacements for non-functioning items will be taken from any remaining stock. Technical support will be provided if available.

only if the necessary test instrumentation has been maintained in an operational state, and if expertise is available. Spares Technical Support Repair Documentation

Declassified No support, equipment for disposal Detailed documentation exists, and in most cases is available on-line.

Repairs will be made only in exceptional cases. All non-functioning equipment returned to the Pool will be sent for salvage.

DECLASSIFIED No technical or other support is given, and no documentation is available. This equipment is being sent for disposal. (Cancelled) SPECIAL Specific items of equipment where the level of support is decided on a case-by-case basis. Typically high-performance measurement instruments and other very specific items fall into this class

Special Specific support on case-by-case basis

27

Actions - database management


Database management - BAAN


BAAN - CERN AS division supported stock control and management system


23 May 2003 - cp

Used by the CERN stores



The Pool currently uses a separate instance with customisation for rental



This has diverged from the instance used by the stores Diluting the support given by AS

EAB - Electronics Pool



Pool will move to BAAN 400


Same instance as the CERN Stores


Separate accounting

 

Easier support from AS Division More complete integration with the CERN financial system


Material requests to allow more “off-line” working



Scheduled for June 2003
28

Special cases


Concessions, special arrangements


Complicates operations and financial management
Granted to a number of privileged experiments (LEP experiments, NA48, NA49, NA50, etc.) Sets the rental rate to 4% of the purchase value of the equipment per year No new CEC has been granted since 1995 Cost the Pool ~200kCHF in 2002



23 May 2003 - cp

CERN Electronics Contribution – CEC
 

EAB - Electronics Pool





7.75% of rental revenue



PROPOSAL - terminate the CEC at the end of 2004

29

Electronic Systems Support

Equipment

Problems
 
23 May 2003 - cp

Over-stocking Unfocussed selection of equipment


Historical reasons
 

EAB - Electronics Pool

Old experiments Meeting users’ specific requirements



Rental profile


Many items with low income and high repair cost
31

Rental profile
400 350
23 May 2003 - cp

300

Number of items

250 200 150 100 50 0 0

Many items with very low rental, often with high repair costs

EAB - Electronics Pool

100

200

300

400

500

Monthly rental (CHF)
32

Electronics Pool Technical Advisory Board


Aims
 

23 May 2003 - cp



Adapt Pool’s technical profile to users’ needs Target the spending of the diminishing income Promote visibility, transparency Experienced engineers and physicists advising the ESS GL
 



Members



 




Jan Buytaert (LHCb) Augusto Ceccucci (NA48, EAB) Magnus Hansen (CMS) Luciano Musa (ALICE) Georges Schuler (ATLAS) Chris Parkman (EP-ESS GL, Chairman) Catherine Moine (EP-ESS, Pool Operations)

EAB - Electronics Pool

33

EPTAB recommendations


“Right-size” the Pool
 

23 May 2003 - cp

Remove surplus equipment Continue to assure financial viability Focus the stock Adapt to common applications



Achieve a coherent technical profile
 

EAB - Electronics Pool



Assure the availability of specialist highperformance instruments
 

Via the Pool List “private” instruments - for possible loan
34

Actions


“Right-Size”



Stock reduction under way Stock renewal


Surplus stock, obsolete items, non-functional equipment Reduce maintenance costs, benefit from guarantee period



23 May 2003 - cp



Coherent technical profile



ESS task group is reviewing the stock and will introduce “application dependent” sets
Modular electronics




EAB - Electronics Pool



Infrastructure
 

Concentrate on NIM & VMEbus CAMAC for “legacy” applications only

Crates Power supplies: HV, LV, bench



Measurement instruments


Low and medium range measurement instruments


Outsource high-performance instruments



High performance instruments



Uneconomical for the Pool to hold high-cost instruments
Low use, specialised knowledge, calibration, etc.



Outsource to specialist rental companies? 35

Private Instruments
23 May 2003 - cp

(Dec 2002)
Memo from W-D.Schlatter

EAB - Electronics Pool

36

EAB - Electronics Pool

23 May 2003 - cp

Private Instruments

37

Electronic Systems Support

Technical support

Pool’s services


Verification of equipment before rental


23 May 2003 - cp



User help & consultation


Not always the case  Outsourced verification can be slow  Lack of expertise in-house for urgent cases  Requires larger stocks Missing expertise



Evaluation of new equipment


Missing and/or limited expertise

EAB - Electronics Pool



Problems






Compromising the technical quality impacts on the Pool’s credibility  Potential waste of user's time Missing expertise  Owing to recent retirements expertise missing in key areas  High-voltage power supplies  Mechanics  Further retirements are imminent Continuity in key areas is assured by specific industrial support people
39

The role of EP-ESS


Past




Equipment rental (Electronics Pool) Strong technical team


23 May 2003 - cp





Present - LHC Development
 

Participation in the choice and procurement of equipment for experiments Common development projects



EAB - Electronics Pool



Future - LHC commissioning, operation
 

Equipment rental (Electronics Pool) Limited role in the choice of equipment - experiments are autonomous, funding outside CERN Common projects - rack control, LHC crates, GIF






Longer-term future - upgrades, R&D, new experiments



Equipment rental (Electronics Pool) Operation of support contracts, quality control, logistics Continuity of expertise Quality control - evaluation, Repair & maintenance, Long-term reliability studies As future Technology watch, technical evaluations, etc.
40

Electronic Systems Support

Summary

Electronics Pool - present


Review of operational procedures


Underway – aimed at improving efficiency
Living within our means – using revenue wisely

23 May 2003 - cp



Finance


EAB - Electronics Pool



Technical relevance


Being addressed through EPTAB Difficult manpower situation
42



Technical quality


Electronics Pool – future


Growth?


23 May 2003 - cp



To maintain utility, viability & improve efficiency the Pool’s “market” should be as large as possible Expand activities to achieve economies of scale
 

EAB - Electronics Pool





Financial situation


Existing logistics could handle more CERN-wide Pool? Include other equipment?

Crises over…




Depends on future scientific and R&D programme

Year on year rolling accounting to prevent “lastminute” or inappropriate purchases

43

Remarks


Is there is a need for an Electronics Pool?


“No”


23 May 2003 - cp

If the Pool is run down it would be very difficult to revive it at a later date… But what needs should it serve?



“Yes” – consensus


EAB - Electronics Pool



What is the place of a “generic” support group?


Should not be considered in isolation


To be seen within a strategic vision of electronics for experiments



Provide and retain expertise - continuity
44


				
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