BE-ICS Group Meeting EDMS 2578739 - CERN Indico
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BE-ICS Group Meeting P. Sollander May 7, 2021 EDMS 2578739
Agenda
• General News
• Manpower
• Admin News and Covid
• Training
• Service transition to CSS (Frédéric)
• Follow-up on the Task Force report
• Process
• Proposals
• Actions
• Continuous Improvement
• Questions & Answers
7/5/21 BE-ICS Group Meeting, EDMS 2578739 2
Zoom Fatigue?
https://www.infoq.com/news/2021/04/overcome-zoom-fatigue/
The Stanford study identified four causes why video conferences fatigue
humans:
• Excessive amounts of close-up eye contact is highly intense
• Seeing yourself during video chats constantly in real-time is fatiguing
• Video chats dramatically reduce our usual mobility
• The cognitive load is much higher in video chats
The Microsoft study looked at the impact of back-to-back video calls, and
included EEG scans to see how participants were impacted. Three key
factors came out of the research:
• Breaks between meetings allow the brain to reset, reducing a
cumulative buildup of stress across meetings
• Back-to-back meetings can decrease the ability to focus and engage
• Transitioning between meetings can be a source of high stress
7/5/21 BE-ICS Group Meeting, EDMS 2578739 3
General News
New colleagues in 2021 – welcome to ICS!
Rafael FIGUEIRAS DOS SANTOS Joao BORREGO Sofie Boel TORP
• Staff since 1st May 2021 in BE-ICS-CE • Fellow since 1st April 2021 in BE-ICS-CE • Trainee since 1st February 2021 in
• Since 2018 member of BE-ICS • Since 2018 member of BE-ICS. BE-ICS-CE
• Supervised by Jesus CORTES • Supervised by Borja ADIEGO • Supervised by Brad SCHOFIELD
• Engineering of CV and Gas control systems • management, deployment and development • Automation of the UNICOS framework
• Improving the tools that we have to create of the real-time applications tests to be used in the CI/CD workflow
them faster and with higher quality • contribute in the development of the SCADA
component for the CIET project and the
development of automatic testing
infrastructure for FECs and PLCs
7/5/21 BE-ICS Group Meeting, EDMS 2578739 5
https://ukcareguide.co.uk/choose-care-recruitment-agency/
New colleagues & upcoming recruitment
• The FT section will need additional manpower:
• 2 Fellows:
• “Development of the Industrial Controls Frameworks (Next Gen Archiver, Next Gen Alarm Screen)” supervised
by Piotr
• “Development of the next Next Generation Archiver” supervised by Rafal and financed by OpenLab
• 2 Technical Students:
• “Integration of Automated testing tooling and techniques in the UNICOS-CPC infrastructure” supervised by
Jeronimo
• “Large-scale performance and scalability tests of the WinCC OA NextGen Archiver” supervised by Rafal and
financed by OpenLab
• 1 Computing Engineer Staff position being published – Board end of June
7/5/21 BE-ICS Group Meeting, EDMS 2578739 6
New colleagues & upcoming recruitment
• The CE Section will need additional manpower:
• Faiq GHAWASH, a Doctoral Student supervised by Brad, will come to CERN on 1st August 2021 on
“Energy-optimal control of cooling systems”
• Camilla ANDREASSEN, a Trainee supervised by Alexandros, will start her contract on 1st August 2021 on
“Automated registration of operational interventions”
• 2 Summer students:
• Mihaly DOBOS, “Counterexample analysis for model checking of PLC programs” , supervised by Jean-Charles
• Milán MONDOK, “Compositional verification of PLC programs” , supervised by Borja
https://continental-search.com/social-media-recruitment-what-is-the-impact-on-professional-recruiters/
• 1 FTEC, “SCADA Application Service support”, supervised by Lukasz
7/5/21 BE-ICS Group Meeting, EDMS 2578739 7
New colleagues and upcoming recruitment
• The CE Section will need additional manpower:
• 3 PJAS:
• “HVAC & cooling controls”, supervised by Rafael
• “Lifts and IoT projets for EN-HE”, supervised by Géraldine
• “Science Gateway Lab automation”, supervised by Géraldine
• 1 Computing Engineer Staff position being published – Board end of June
• The Admin team will welcome a new Administrative Student as from October 2021
7/5/21 BE-ICS Group Meeting, EDMS 2578739 8
https://www.dreamstime.com/administration-word-concepts-banner-business-corporate-management-organizational-workflow-presentation-website-isolated-
image180296414
News from your
Administration
• Since 27th April 2021, a new Travel document has
been deployed merging the TREQ and TCLM into one single document
• Skype4 Business will be ended soon. Application CERNPhone will be propagated and
integrated to the CERN Phonebook & Mattermost.
• Desktop application deployed in May 2021
• CERNPhone app by default proposed instead of fixed phone
7/5/21 BE-ICS Group Meeting, EDMS 2578739 9
Updates/Reminders on the COVID situation
• Absences
• Teleworking has been extended until end of May 2021.
• MPAs that wish to telework from the home country, need:
• The agreement of their supervisor, GL, DH and their home institute (by email).
• They will also need to complete the Self-Attestation Covid-19 and send it to the Secretariat.
• Presence
• Although maximal teleworking is recommended, it is possible to come on site
• No absolute restriction on numbers, but follow safety rules. See your supervisor!
• Proximeters
• They can be distributed and exchanged only in the building 55 as of 1st May 2021.
• To book your appointment, please click here .
• An online course is available on the CERN Learning Hub «COVID-19 – Proximeter and Contact Tracing».
7/5/21 BE-ICS Group Meeting, EDMS 2578739 10Updates/Reminders on the COVID situation
• Personal Protective Equipment (PPE)
• Masks, handsanitisers, disifenctant wipes etc. can be found in the secretariat office 864/2-B18 in the
Economat cupboard.
• COVID-19 confirmed cases/ close contacts
• Anyone with COVID symptoms or being a close contact of a symptomatic or confirmed case of COVID-19
should not come onsite.
• The person should declare the situation via the TRAMED tool.
• For assistance, please, contact the COVID-19 Helpline.
• Weekly Updates on COVID-19
• All important information (travel, absences, CERN news etc.) about COVID-19 can be found in the
dedicated webpage «ICS Communication on COVID-19».
7/5/21 BE-ICS Group Meeting, EDMS 2578739 11Training
CERN training
- Training offer is slightly limited due to COVID
- Budget is limited
- Agree with your supervisor and sign up
Other options for training
- UDEMY
- O’Reilly books, videos and learning paths
7/5/21 BE-ICS Group Meeting, EDMS 2578739 127/5/21 BE-ICS Group Meeting, EDMS 2578739 13
7/5/21 BE-ICS Group Meeting, EDMS 2578739 14
Service transition to CSS
Transfer process Major changes
• Service description drafting • Piquet service becomes best effort
• Approval by ICS and main customers • Monthly coordination meeting between ICS and CSS
• CSS awareness and amendment proposals
• Approval of transferred services Information
• Information to customers • CSS is evaluating Snow for operational tickets
Current status • Dashboard and service descriptions in Readthedocs
ICS CSS
Service Percentage Service Percentage
Descriptions completion Descriptions completion
APPROVED 25 100% 20 80%
We follow up with CSS
UNDER APPROVAL 0 0% 2 8% IMPORTANT:
DRAFT 0 0% 0 0%
0 3 12%
- Tickets - formal requests for service
NOT STARTED 0%
WON'T DO 2 N.A. 2 N.A. - Give feedback on response
Total 27 27 CSS will need our feedback to course correct
7/5/21 BE-ICS Group Meeting, EDMS 2578739 15Follow-up of the Task Force report
The task force mandate
7/5/21 BE-ICS Group Meeting, EDMS 2578739 17The process of implementing Task Force proposals
• Task Force delivered its Report
• Analysis of the Task Force report
• Discussion with Task Force members
• Identify useful changes for the group
• Staff
• Management
• Formulate actions and plan
Thanks to everybody for the constructive feedback and help to analyse and formulate actions
7/5/21 BE-ICS Group Meeting, EDMS 2578739 18Task Force Proposed actions
Proposal Proposal
1: Project, Activity, Service (PAS) catalogue 8: Newcomers introduction
2: Central Project Management ("CPM") 9: Section meeting reports
3: Technical Committee ("TC") 10: GL involvement
4: Section leaders Meeting (SLM) evolution 11: Group Meeting
5: Lightweight Mobility (within BE-ICS) 12: ICE-TEAs
6: Application of modern SW engineering methodologies 13: Group Program of Work
7: Selection process in responsibilities assignment 14: Promote Group visibility in BE and CERN-wide
7/5/21 BE-ICS Group Meeting, EDMS 2578739 19Plan-Do-Check-Act implementation
Continuous Improvement
Refine actions in collaboration
Plan
Start implementation Now
Verify outcome
Adjust Act Do
Check
7/5/21 BE-ICS Group Meeting, EDMS 2578739 20Task Force Proposals grouped by “theme”
Proposal Proposal
1: Project, Activity, Service (PAS) catalogue 8: Newcomers introduction
2: Central Project Management ("CPM") 9: Section meeting reports
3: Technical Committee ("TC") 10: GL involvement
4: Section leaders Meeting (SLM) evolution 11: Group Meeting
5: Lightweight Mobility (within BE-ICS) 12: ICE-TEAs
6: Application of modern SW engineering methodologies 13: Group Program of Work
7: Selection process in responsibilities assignment 14: Promote Group visibility in BE and CERN-wide
7/5/21 BE-ICS Group Meeting, EDMS 2578739 21Projects Activities and Services
• Integrate a number of recommendations
coherently
• PAS catalogue
• Central Project Management
• Lightweight internal mobility
• Group Plan of Work
• Technical Committee (as a means of achieving the above)
7/5/21 BE-ICS Group Meeting, EDMS 2578739 22Project management process
Scope
• What is covered in this process?
Plan
• Projects matching the following criteria:
• The needed resources are more than 0.5 annual FTE
Act Do
• The needed budget is more than 50 KCHF
• The criticality of the project on CERN’s service operations is high
Check
• A new technological solution will be used
• For both engineering and software projects
• Implementation methodology can be either waterfall or agile approach
• What is NOT covered in process ?
• “Production projects” related to recurrent activities using technologies from ICS standard catalogue
• E.g. the implementation of a new CV project
7/5/21 BE-ICS Group Meeting, EDMS 2578739 23Project management process
Stakeholders
• (External) Project sponsor (PS): • The central project management (CPM):
• Owns the project and provides resources and • Facilitates project management by establishing
support. processes, defining templates, helping PMs
• Ultimately approves the outcome of the project. • Maintains a global project schedule and
catalogue
• The ICS service manager (SM):
• Not necessarily the SL, responsible for well
• The technical committee (TC):
functioning of his/her service. • Experts on the scientific and technical aspects
provides technical recommendations on
• The project manager (PM): projects, activities and services.
• Appointed by the GL, responsible for the project
outcome.
The section leader meeting (SLM):
• Sets priorities, assigns resources and budget.
7/5/21 BE-ICS Group Meeting, EDMS 2578739 24Project step
Project management process contributors
Workflow from idea to approval Inputs - Outputs
Pre-study Review
Idea Announcement Pre-approval Approval
PS - SM SM – CPM - TC SLM PM – PS PM- SM SLM
----- ----- CPM - SM CPM - TC
-----
-----
----- ----- Priority
----- -----
-----
----- ----- Budget
----- ----- -----
----- ----- Resources
Initial Project Technical PM appointment ----- -----
Milestones
Description (IPD) recommendation on IPD on IPD ----- -----
Project Project Charter
Proposal (PP) (PC)
• The initial Project Description is a one page doc summarizing the concept
• The Project Proposal is a document comprising a comprehensive study
Go for
• The Project charter is an one page doc highlighting Priority, Budget, implementation
Resources allocation, and Milestones plan
7/5/21 BE-ICS Group Meeting, EDMS 2578739 25Project step
Project management process contributors
Workflow from implementation to operation Inputs - Outputs
Re-assessment
TC - SLM
If indicator
----- deviation
Project A -----
-----
Implementation
Project B -----
Global Project
Implementation
PM - PS Project C Schedule Project indicator
PMImplementation
- PS gathering
PM - PS CPM
• The implementation methodology can be either At each -----
-----
waterfall or agile approach milestone -----
-----
Project 4 blocker
• The Project 4 blocker is a one page document
summarizing the project status Validation before operations
Operations
• The Global Project Schedule is one page document PS - PM - SM - OSRM
providing an overview of all project status
7/5/21 BE-ICS Group Meeting, EDMS 2578739 26Project management process
Benefits Plan
• Higher transparency
Act Do
• Higher involvement of senior staff in decision process
• Allows ad hoc projects across sections, lightweigh mobility Check
• Standardized approach in project management and documentation
• Global overview of project status
• Higher agility to in reassigning resources and budget on priorities
• Low administrative impact
7/5/21 BE-ICS Group Meeting, EDMS 2578739 27Technical Committee (TC)
Technical recommendations based on an agreement of the BE-ICS technical experts.
• Duties
• assess project requests and propose tracks to study the best technical solutions
• assess project proposals and approve the technical aspect of the proposed solution
• review the technical aspects of proposed changes affecting the execution of ongoing or new
activities and services
• Members
• Chairperson and a secretary (1 year duty)
• Open to all BE-ICS members
• Reports
• To the BE-ICS head office
• Frequency
• Bi-weekly
7/5/21 BE-ICS Group Meeting, EDMS 2578739 28Modernize SW engineering methods
Action 6a: Documentation, Action 6b: Merge requests and code reviews (CR)
Action 6c: Unit testing (UT), Action 6d: Automation:
Action 6e: Technical editor, Action 6f: Agile development approaches
It is well understood that all the aforementioned proposed actions incur overheads, both
initial (during the setup phase of these actions) and permanent (every time something is
developed). Still, it is widely accepted, nowadays, in the Software Engineering industry that
such practices have a very big Return Of Investment in the mid to long-term.
• Appoint group to study in more detail and make individual proposals
Plan
• Analyse what is already done in the group and not start from scratch
Act Do • Proposals can be made one by one and tried out
Check
• Initial discussions between sub-group and SLM to clarify scope and objectives
• Call for participants for this sub-group!
7/5/21 BE-ICS Group Meeting, EDMS 2578739 29A new process to select and nominate for roles and
responsibilities
7/5/21 BE-ICS Group Meeting, EDMS 2578739 30A new process to select and nominate for roles and
responsibilities
• Important to clarify mandate and role
• Expectations, time management
• Recognition in MERIT interview
• One process for all nominations
Plan
• Simpler to handle
Act Do • Overkill for some roles?
• Try it out and change as needed
Check
• Starting NOW
7/5/21 BE-ICS Group Meeting, EDMS 2578739 31Meetings
As few as possible, as many as needed
• Technical Committee (mentioned before): Will be a crucial part of the organisation
• Section Meetings: exist, found useful and will be kept
• Section Meeting Reports: exist. Are they known? Read? Understood?
• SLM – Open session: can replace the current Controls Coordination Forum Mo 14-15
• Group Meetings: Not sure monthly meetings are warranted. Try quarterly and see…
• Maybe a montly newsletter can fill the need for information?
• ICE-TEA (aka BASICS): Good idea to resume. TW-format? Convenor needed
A good meeting must have a defined outcome, clear agenda and an announced end time!
When organising a meeting, ask: What do I want to say? What do I want to hear? What outcome/decision do I want?
7/5/21 BE-ICS Group Meeting, EDMS 2578739 32Action 5: Lightweight Mobility (within BE-ICS)
5.1 Temporary Project Teams: Projects/Campaigns (scoped and managed with help
from the Project Office) should be assembled from members across the group,
irrespective of section boundaries
5.2 Activities Exchange: Promote rota across the sections for continuous activities and
services
5.3 Management Recognition and Endorsement: Opportunities for participation in
mobility schemes should be actively sought, encouraged, recorded and recognized.
7/5/21 BE-ICS Group Meeting, EDMS 2578739 33Lightweight Mobility: Management Response
The ICS management does support the idea of Lightweight Mobility and people from the
two sections working on the same project. It also recognizes this as an effective way to
minimize polarization and knowledge silos, as well as to strengthen the links across the
sections
• Very positive feedback received from participants in the CSAM2 feasibility study, GCS,
etc.
• However, there are some important limitations like, acquired commitments with the
users, knowledge transfer overhead, moving people around may create wholes in
other activities that will have to be covered somehow, etc.
• To be handled with care. Requires careful planning
7/5/21 BE-ICS Group Meeting, EDMS 2578739 34Lightweight Mobility: Next steps
Lightweight mobility has strong dependencies with practically all other actions proposed
by the TF, e.g. on the PAS, Group Plan of Work, the role of the Technical Committee, etc.
• Lightweight mobility must be placed in the context of all other actions that will be
implemented
• Although internal mobility is possible already now, easy and general access to lightweight mobility may
only be possible after the other actions are implemented
• A dedicated working group will be spawned to look more in detail into this proposal
• Participation of the management in this working group is essential Plan
• Volunteers, stand up! Act Do
Check
7/5/21 BE-ICS Group Meeting, EDMS 2578739 351. Tutorial video or Zoom Meeting:
- Introduction of team members, supervisor
ICS Onboarding -
-
Present office and work place
Present with a flow chart important processes/work
Before - Introduction of mentor/best buddy
Program coming 2. Initiation plan (done by supervisor)
- Detailed work plan for 1st working week and beyond: tasks, deadlines, meeting schedule
to CERN - Training objectives & training plan (involve in-house experts)
3. Welcome Email:
- Introduction of future supervisor, hierarchy, administration, group information (Drupal website)
- Point to mandatory courses that can be followed prior arrival
- Arrangement time, date and place to meet
1. Welcome Coffee: - Explanations about 1st working day and week (initiation plan), dress code, code of conduct
- Invitation to a SLM to meet hierarchy - Point to the Onboarding Wiki
- Provide information on COVID guidelines and measures at CERN
2 IND-MID-END
4. Attribute a mentor/best buddy
Regardless of status
3. Introduction to group
During
From 1. Welcome Letter, Present:
-
-
Virtual coffee with section/
group?
Post COVID: team coffee/ the 1st Yes to -
-
Information about contact details of supervisor, admin
Print out of organigram
- No difference in status for welcome present
croissants in B864
90 days Desk 2. Welcome Email
4. Feedback - Photo, full name of new arrival(s) & organic unit
- After 2 months - Description of activities, responsibilities, roles
- Either B2B or in written Admin should maintain
communication to see if 1st -
-
Name supervisor
Contract dates & length (issue DPP)?!
5. Training
newcomer struggles, misses
out information working 3. 1st working day:
- Must not be the supervisor
- Share with experts and benefit from in-house knowledge day(s) -
-
Welcome present to hand over
Introduction to mentor/best buddy, team, supervisor and
- Respect how a person learns (books, hand-on, ..) office/lab tour
- Based on a general and personalized checklist - Common lunch?
- Check what new arrival would need to be successful in new role
- Send out welcome email to group
- Print out of initiation plan incl timeline
7/5/21 BE-ICS Group Meeting, EDMS 2578739 36• Task Force – No need to change
Group Structure?
• Collaboration across the sections most important
• Section boundaries should be reduced
• The number of sections is not important
• Management
• More sections
• Clearer mandates, more focus
• More administration, more resources
• Potentially increase rather than decrease silos
BE-ICS remains with the current structure
• Implement new plan
• Review again later
• Plan-do-check-act
7/5/21 BE-ICS Group Meeting, EDMS 2578739 37Group Visibility, setting direction
Leading the way for CERN
Industrial Controls
- Future logic controllers
and communication
- Advanced process
control
- Industrial IoT
- SCADA
Research and Development activities are crucial to our mission
7/5/21 BE-ICS Group Meeting, EDMS 2578739 38Group Visibility,
Frameworks, Technology, Controls Engineering
• Excellence in Service!
• Control Systems and Framework Components
• Maintenance and Support
• Presence in the relevant Forums, at all relevant levels
• Have representatives and ambassadors in matters of
• Operations
• Planning and coordination
• Projects
• Future initiatives
• …
• Inform users, collect feedback, report emerging opportunities and challenges
7/5/21 BE-ICS Group Meeting, EDMS 2578739 39Thank you!
• Thank you Task Force and Group for the work and proposals
• Many useful ideas can be transformed into actions
• Continous Improvement and active management of the action plan
• Transparency of status, results and feedback on implementation
• Iteratative implementation
• Continue to collect ideas
• Electronic suggestion box
• Group Meetings
• Work will start, your participation is the key to success!
7/5/21 BE-ICS Group Meeting, EDMS 2578739 40Questions?
7/5/21 BE-ICS Group Meeting, EDMS 2578739 41home.cern
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