• L. Hagge, H.-J. Christ, S. Eucker, T.H. Hott, J. Kreutzkamp, A.S. Schwarz
  DESY, Hamburg
• B. Börnsen, P. Dost
  WTM, Hamburg

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

• L. Hagge, N. Bergel, A. Herz, J. Kreutzkamp, S. Sühl, N. Welle
  DESY, Hamburg

In most sub-systems of the European XFEL, more than one institute participates in the design & development activities. This is the case for e.g. the cold linac, cryogenics, bunch compressors, undulators and photon beam systems. To ensure interface compatibility and make sure components fit into their complex environments, the collaborating institutes have to create high-level 3D models of their sub-systems. These 3D models are centrally integrated into a master model, which enables identification and elimination of collisions and non-conformities prior to manufacturing. A "collaborative design process", which supports efficient, interactive and inter-disciplinary cooperation of different institutes, has been successfully developed and established at the European XFEL. It consists of design guidelines and processes definitions for information & data exchange, reviews, approvals and change management. The process is supported by the DESY Engineering Data Management System, DESY EDMS, and allows the combination of 3D models from multiple 3D CAD systems. Following the good experience at the European XFEL, the same process is now established at the Global Design Effort for the ILC.

• L. Hagge, J. Bürger, J.A. Dammann, S. Eucker, A. Herz, J. Kreutzkamp, S. Panto, S. Sühl, D. Szepielak, P. Tumidajewicz, N. Welle
  DESY, Hamburg

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.

• L. Hagge, S. Eucker, J. Kreutzkamp, D. Szepielak
  DESY, Hamburg

The European XFEL has started the construction of the underground buildings. Now, the detailed design of the technical infrastructure has to be completed, covering HVAC (heating, ventilation, air conditioning), MEP (mechanical, electrical and plumbing), communication, transportation and safety. The design process is centered around the XFEL Roombook: The XFEL Roombook contains a complete catalog of XFEL buildings, floors and rooms. Future user groups specify requirements on their rooms, which are collected in a central database (Requirements Management System, RMS). Engineers create floor plans and design drawings based on the requirements. Project members can access room information, requirements and floor plans through the Web interface of the XFEL Roombook. The XFEL Roombook is in production since summer 2009 and has become a well accepted information platform for infrastructure design. The paper describes the planning process, the supporting tools and lessons learned.