C. Schulz, Tobias Haas
1 March 2011
Memo: A Technical Support Group for XFEL
Introduction
During the construction, installation and commissioning phase as well as during
eventual operation of the XFEL facility, there is a multitude of technical services to be
provided to the groups building the different components and to the scientists setting up
the future instruments. These services encompass
 Planning and installation support for the undulator systems, the photon beam
lines, the photon diagnostics;
 Support the planning and supervise the buildup of the technical and scientific
infrastructure in the experimental hall (XHEXP1), such as hutches, labs,
experimental infrastructure;
 General support such as mechanical, electrical and electronics workshops
 Planning of the technical infrastructure for the office building in Schenefeld.
In order to bundle these activities and to make most efficient use of human and capital
resources, we propose to set up a Technical Support Group for XFEL. The scope of these
activities, the organization and the size are described in this document.
Scope of the Group
The Technical Support Group should bundle technical support activities in order to
optimize the use of human and capital resources. It should be organized in such a way as
to optimally support work package activities, instruments and users of the facility. For
instance, it is legally required to maintain a relatively large staff for the Technical
Emergency Service (TES). However, the personnel employed for the TES can do valuable
user support work around the facility such as in workshops, in maintaining the buildings
and in access control to the facility while not on any particular emergency assignment.
Specific Activities
The technical coordination/photon systems coordination





Acts as an interface between the work package leaders of WPG3 and the Project
Office
Supports the WPLs in their task to define the WP schedule;
Supports the WPL’s documenting their activities, e. g. in EDMS;
Supervises the logistics;
Assigns common personnel and technical resources to the different work
packages.
Technical Safety (including “Technischer Notdienst”)

This activity combines the legally required services of the “Technischer
Notdienst” and the services provided by a safety engineer (Sicherheitsfachkraft).
More details about the duties and the scope of the “Technischer Notdienst” are
described in the appendix to this document.
Technical User Services

This activity combines mechanical, electrical and electronics workshops as well
as engineering and technical user support in the experimental hall. This does not
include administrative support such as user registration or guest services. These
should be organized under an administrative umbrella.
Facility Management
Monitor and guarantee proper operation of technical infrastructure for:
 Laboratories (precision measurement rooms, laser rooms, clean rooms) in
Schenefeld both in the office building and in the experimental hall
 Undulator measurement rooms in Building 36 on the DESY site,
 Precision air conditioning for the undulator sections (SASE1, SASE2 und SASE3)
in the tunnels,
 Air conditioning for the server rooms in Schenefeld
 Air conditioning of the conference rooms, lecture theatre in Schenefeld
 Schenefeld campus heating
This activity is on top of the services provided by WP34, which are basic cooling
water, heating and power
Resource requirements
Human Resources
2011
 1 Technical
Coordinator
 1 Engineer
2012
 1 Technical
Coordinator
 1 Engineer
2013
 1 Technical
Coordinator
 1 Engineer
2014
 1 Technical
Coordinator
 1 Engineer
2015
 1 Technical
Coordinator
 1 Engineer
Technical User
Support
Technical Safety
 1 Technician
 1 Safety
Engineer
 1 Engineers
 2 Technicians
 1 Safety
Engineer
 1 Engineers
 3 Technicians
 1 Safety
Engineer
Facility
Management
 1 Facility
Manager
 1 Engineer
 1 Facility
Manager
 2 Engineers
 1 Facility
Manager
 2 Engineers
 1 Technician
 2 Engineers
 4 Technicians
 1 Safety
Engineer
 1 Technician
 1 Facility
Manager
 2 Engineers
 1 Technician
 2 Engineers
 6 Technicians
 1 Safety
Engineer
 1 Technician
 1 Facility
Manager
 2 Engineers
 1 Technician
Technical
Coordination
Note that it is foreseen to integrate all technicians within the Technical Group into the
Technical Emergency Service. Only one engineer and one technician are foreseen to as
exclusive to the Technical Emergency Service.
Capital Resources
Technical
Coordination
Technical User
Support
Technical
Safety
Facility
Management
Total
Invest
Consumables
Travel
Invest1
Consumables
Travel
Invest2
Consumables
Travel
Invest
Consumables
Travel
1600k
2011
2012
2013
2014
2015
10k
5k
50k
10k
10k
5k
100k
10k
10k
5k
300k
10k
10k
5k
300k
10k
10k
5k
300k
10k
10k
2.5k
10k
2.5k
50k
10k
2.5k
100k
20k
2.5k
10k
7.5k
100k
10k
7.5k
155k
10k
7.5k
405k
100k
20k
2.5k
10k
10k
7.5k
475k
10k
7.5k
465k
Note that the greatest part of the investment comes from the need to equip workshops
and the technical emergency service. Travel costs have been estimated at a level of
2.5k€/year per scientist or engineer. No travel cost has been foreseen for technicians.
Appendix A: Plan for a Facility Management Group by C. Schulz
These investments are driven by the need to equip workshops with machines
These investments are driven by the need to set up a communication console/room for
the Technical Emergency Service and to buy equipment.
1
2
Technical Facility Management- "Building and Technical Installations" Group with a
focus on building services / construction in European XFEL GmbH
Task: Organise, procure, contract and monitor measures for the operation for
technical building infrastructure
(1) Goal
Monitor and guarantee proper operation of technical infrastructure for:
- Laboratories (precision measurement rooms, laser rooms, clean rooms) in
Schenefeld both in the office building and in the experimental hall
- Undulator measurement rooms in Building 36 on the DESY site,
- Precision air conditioning for the undulator sections (SASE1, SASE2 und
SASE3) in the tunnels,
- Air conditioning for the server rooms in Schenefeld
- Air conditioning of the conference rooms, lecture theatre in Schenefeld
- Schenefeld campus heating
This activity is on top of the services provided by WP34, which are basic cooling
water, heating and power.
Design
- Collect requirements and produce a first design and cost estimate for
heating, ventilation, cooling, control, electrical and sanitary systems e.g.,
for laboratories, conference rooms, lecture theatre, electrical/EDP rooms,
computer centre for the Schenefeld office building
- Acquire and supervise planning by outside consultants for the creation of the
detailed design
- Supervise the acquisition process for the installation
- Supervise construction (project monitoring)
Operation
- Participate in commissioning of the utilities transfer stations for the
Schenefeld campus (beginning 2013) in order to take over maintenance
management during the operation phase later on
- Take care of maintenance of the general infrastructure on the Schenefeld
campus once the facility is in operation (Regular inspections/maintenance of
installations requiring monitoring)
- Supervise operation of technical infrastructure in Schenefeld (Checking,
organising and tracking of the infrastructure availability/maintaining climatic
using a building management system)
- Optimise operation (operation times, temperatures, humidity, etc. with the
goal of reducing operating costs)
- Monitor warranties (technical installations have warranty periods of 2 or 5
years from handover to the user in accordance with VOB, in the event of
failure of the installation these are be to put in order by the supplier free of
charge)
-
(2) Concept
Implement energy and environmental management in compliance with
current guidelines, laws and regulations (EnEV2009, EEWärmeG, Betr.SichV,
BGV, fire safety regulations, LüAR, ...) and with consideration of available
funds
Organise and implement a Technical Facility Management Group as an independent
entity with the aim of timely and cost-effective, demand-oriented technical building
installations.
(3) Implementation
Civil Construction
from 2010
- Organise collection of requirements for the calls for tender for the alteration
work for the precision measuring rooms in building 36 on the DESY site and
supervise the construction (in cooperation with ZBau/ DESY)- This task is
currently on going
- Participate in planning of the space requirements in the Schenefeld office
building.
- Organise calls for tender for laboratories/measuring rooms e.g., in the
Schenefeld office building – This task is currently on going
from 2015
Supervise external work by ZBau/ DESY
Organise elevator maintenance
Organise possible alterations
Heating/Ventilation/Cooling/Measurement and Automation/Sanitary Installations
from 2010
- Develop a concept and perform necessary calculations for the precision air
conditioning in the undulator tunnels SASE1/ SASE2 / SASE3)- This task is
essentially completed
- Supervise and evaluate the CFD simulation of the air conditioning concept
for the undulator tunnels, thus refining the concept - This task is in progress
- Accompany the detailed design and procure the installation
- Supervise construction of the air conditioning of the precision measuring
rooms in building 36 (Hall V)- This task is in progress
- Participate in IT infrastructure planning in AER 19 and organise electrical
supply and cooling of server rooms,
- Participate in the development of the conference room concept This task is
in progress
from 2011
- Prepare technical specification for the precision air conditioning system for
the undulator tunnels, SASE1/ SASE2 / SASE3
- Call for tender for the precision air conditioning system for the undulator
tunnels SASE1/ SASE2 / SASE3
- Supervise the installation and acceptance tests for the precision air
conditioning system in the undulator tunnels, SASE1/ SASE2 / SASE3
- Organise regular inspections and maintenance of the precision measuring
rooms in building 36 (Hall V) on the DESY site
- Provide an initial design and costing for laboratories in the experimental
area, laboratories, conference rooms, auditorium, electrical/EDP rooms,
computer center in the Schenefeld office building
- Organise the design and the tender documents for laboratories in the
experimental area, laboratories, conference rooms, auditorium, canteen,
electrical/EDP rooms, computer center, Schenefeld office building, with
external design consultants
- Supervise the construction of laboratories in the experimental area,
laboratories, conference rooms, auditorium, electrical/EDP rooms,
computer center, Schenefeld office building
-
Commission the technical installations for laboratories in the experimental
area, laboratories, conference rooms, auditorium, electrical/EDP rooms,
computer center, Schenefeld office building
from 2015
- Organise operation of technical installations
- Organise the inspection/maintenance of the precision air conditioning
system in the undulator tunnels, SASE1/ SASE2 / SASE3
- Monitor the proper operation of the technical infrastructure of the facility
using a building management system interface (e.g., room in office building
XHEXP1 or at the entrance gate with data transfer and interface to the
overall system)
- Organise the maintenance of the building services installations by third-party
maintenance companies or DESY depending on cost and availability
- Monitor and organise the maintenance of fire protection and smoke
extraction systems by third-party maintenance companies or DESY,
depending on cost and availability
- Organise the regular legally required (EnEV) inspection of air conditioning
systems with cooling capacity > 12 kW
- Implement energy management using a building management
- Investigate improvements to the energy efficiency using better technologies
in the future
- Control the operating costs
Building management of office building
from 2010
Plan office space for office building Albert-Einstein-Ring 19
Act as liaison between Eur. XFEL GmbH and the building owner / manager
Take care of necessary safety installations in the building following
requirements set forth by safety engineer, such as surveillance
cameras/firec extinguishers/first aid equipment, etc…
Monitor cleaning services agreed upon in the Host Agreement
Fitting out
Cost monitoring of capital
Documentation
(4) Human
Resources
Prepare, review and archive infrastructure systems documents, such as manuals,
drawings floor plans, etc.…
Structure of the group from 2011 onwards
Group leader / Tech. Installations engineer (ventilation / cooling)
1 Tech. Installations engineer (FH) (electrical/ measurement and automation
technology)
- 2011
1Tech. Installations engineer (FH) (heating/sanitary) - 2012
1 Technician/Assistant
- 2013
What was planned?
4 people for energy, water, electricity, heating, ventilation
(Staff structure European XFEL GmbH, 2007
appendix 2- item 4.3 and 4.4 Staff for technical service and computers)
Example FAIR
1 Group leader / Tech. Installations engineer,
1 Tech. Installations engineer
1 Tech. Installations engineer
2 Building engineer
Example MPG
(MF2000)
1 Group leader / Tech. Installations engineer,
1 Tech. Installations engineer
1 Tech. Installations engineer
2 Building engineer
(5) Necessary
Software
CAD-Licences for building and technical installations drawings for importing the
drawings, viewing them and correction of small details - ADT
Same programme as ZBau/ DESY
Tender documentation licences for Bills of Quantities (specifications) for importing,
correcting, cost evaluation for construction work / technical building installations ORCA
Same programme as ZBau/ DESY
(6) Investment costs ■
Measuring equipment: approx. €10,000
■
Licences: €4,600.00/year (2x ORCA/ 1x ADT ; cost calculation DESY)
■
Travel expenses / training: €2,500.00 / person
Example: Laboratories office building Schenefeld
XFEL TC
Basic evaluation of the scientific requirements and the
room size
X
X
Planning and supplying basic utilities electricity,
refrigeration?, heating, gas? According to XFEL load
calculations
Specification of the clean room classification and basic
equipment such as:
XFEL Techn. Facility
X
Staff, material transfer, media supply, temperature
stability, moisture requirements, safety cabinets,
special exhaust systems, heating cabinets, etc.
Basics and cost determination for laboratory space
based on TC requirements including media column,
media washing point, laboratory cabinets including
extraction, identification of internal heat loads,
determining size of air conditioning, power calculation,
media, lighting, etc
X
Detailed design, construction and installation of the
clean room
X
Maintenance and monitoring of the operation of the
facility:
X
Example: Office building Schenefeld
XFEL TC
Basic evaluation of the scientific requirements and
the room size
X
heating
electric
cooling
X
IT
Staff, material transfer, media supply, temperature
stability, moisture requirements, safety cabinets,
special exhaust systems, heating cabinets, etc.
Basic planning and cost estimates for heating,
ventilation, plumbing, refrigeration, electrical
DESY
Basic services
X
Planning and supplying basic utilities electricity,
cooling?, heating, gas? According to XFEL load
calculations
Specifications for number, size and equipment for
laboratories, such as
XFEL Techn. Facility
electricity
X
Performance compilation for basic services
Organisation and taking care of preliminary design,
detailed design, construction and installation of
heating, ventilation, cooling, IT, electronics, control
technology, laboratory planning from building
interface by external planning office
X
Maintenance and monitoring of the operation of the
facility
X