EDMS Document 886734 21.12.2007

Minutes of the Linac4 Workpackage Holders’ Meeting – December 18th, 2007

Distribution: Richard Scrivens; Serge Mathot; Alessandra Lombardi; Frank Gerigk; Philippe Baudrenghien; Carlo Rossi; Johannes Broere; Uli Raich; Stephan Maury; Yacine Kadi; Thomas Zickler; Marco Buzio; Carlos De Almeida Martins; Eric Page; Javier Serrano; Wim Weterings; Christian Carli; Sylvie Prodon; Mark Jones; Klaus Hanke; Luz Anastasia Lopez-Hernandez; Yannic Body; Jean-Manuel Bernal; Suitbert Ramberger; Olivier Brunner; Luca Bruno.

Copy: L. Evans; J. De Jonghe ; G. Vandoni.

documents in EDMS:

• these minutes
• presentation M. Vretenar
• EVM input example
• Linac4 WBS

Status of the project, general communications (M. Vretenar)

This meeting being mainly devoted to administrative issues, it has been decided to limit the attendance to the holders of Linac4 Workpackages. The latest Linac4 budget prepared in agreement with the Workpackage holders has been agreed by the Management. The project now spans over 5 years, from 1.1.2008 to beginning of 2013. The building should be finished by end 2010, allowing for installation of infrastructure and machine equipment in 2011. In 2012 will take place the linac beam commissioning, ending with the commissioning of PSB with the new linac beam at beginning 2013. The only remaining open issues concerns cash flow. The funding from the White Paper being limited to 55 MCHF, the additional cost coming from the new building (about 35 MCHF, not foreseen in the White Paper) will have to be covered with CERN funds in the years 2012-13. A preliminary analysis shows that the peak of Linac4 expenditures should take place in 2011, leaving for 2012-13 much less than the required 35 MCHF. It is therefore important to revise our procurement schedule to see if some items can be moved towards the end of the project, with delivery in 2011 and payment only in 2012 (payments usually take place at least 3 months after delivery of the equipment). Of course this is a dangerous exercise, because retarding some parts of the machine could put the planning at risk, but we must make an effort in order to avoid problems towards the end of the project. A Linac4 Advisory Committee has been set up and a review of the project is foreseen once per year. The first review will take place on January 29 and 30. Presentations are foreseen for most of the critical components of the facility, and a list of proposed speakers is presented at the end of this document. The Linac4 building is now defined, the Market Survey has been launched and drawings for Tendering are being prepared. The goal is to place the order at the June 2008 FC. At the beginning of January 2008 will be launched another approval campaign for the final version of the building layout, which takes into account the comments to the previous version.

It is reminded that in January, the Workpackage holders should provide: the budget breakdown per year (mid-January), and a first definition of their Workpackage into EVM (end January).

Moreover, the holders should contact their DPO in order to have their budget codes opened for 2008. For AB, N. Polivka is going to open by default one budget code per Workpackge. If the holder needs more than one code per Workpackage, he has to contact directly the DPO. We recall some simple rules: there must be no budget code spanning between two (or more!) Workpackages. if required, the holder can have more than one code per Workpackage. In this case, the budget codes should reflect the division of the Workpackage in tasks (see below for EVM), to help the financial tracking in EVM. In any case, it is advised not to go beyond a maximum of 4 codes per Workpackage.

The preparation of the codes and the definition of the budget breakdown per year are essential in order to have the project funds available on the codes at the beginning of 2008.

EVM for Linac4

A small Linac4 + IT task force (B. Copy, J. De Jonghe, V. Molokov, S. Ramberger, M. Vretenar) has been meeting regularly in the last month in order to define a new EVM approach that could be usefully applied to Linac4 and to the other White Paper project. The new approach is based on the need to find a compromise between overhead for the responsibles and usefulness for the management, giving flexibility at the basic Workunit level but keeping rigid deadlines at the higher level. Moreover, it is important to allow different levels of definition into EVM, from a basic one mandatory for all Workpackages to a more detailed description useful to more skilled users.

The main conclusions were that the new EVM:

will be based on different layers, from a “baseline level” that is an engagement to the project and can be changed only in agreement with the Project Management (“tasks”, defining general deadlines and budget) to an “execution level” where the responsible is free to organize and change his work (“Workunits” that define an implementation plan, with dependences and internal milestones). The execution level can be also structured in different levels, depending on the skillfulness of the user and on the complexity of the Workpackage. Will include manpower at the overall Workpackage level, in principle without the need to indicate names. Will have reporting based on well defined results (deliverables), to be transformed into Earned Value, represented by the completion of a Workunit.

The following figure describes the EVM approach.

A Workpackage is made of (~2 to 5) Tasks: each task has a duration, requires some resources (P+M) and produces one or more deliverables. Manpower can be specified either at the Task level or at the Workpackage level. A Task is made of (~2 to 10) Workunits: each Workunit is a step in the progress of the task, has an end date and produces a measurable result that represents the Earned Value of the Workunit. The Earned Value is calculated as the estimated cost of the Workunit with respect to the total cost of the task.

The financial follow-up being done at the task level, it is essential that either individual budget codes are defined for each task, or that the expenditures inside a code are identified by the owner as pertinent to a task or to another. The IT considers adding a “tag” to EDH, to be entered by the creator of the document, identifying the task to which the expenditure must be attributed. If this feature will not be available, then two or three times per year the owner of the code should take some time to identify the expenditures and divide them by task.

Before the end of January, the Workpackage holders should define the tasks inside their Workpackage, attribute the resources (material cost per year per task, personnel per year per Workpackage or per task) and come with a first definition of the Workunits inside the tasks.

LINAC4 ADVISORY COMMITTEE, 1st Meeting, 29-30 January 2007

Preliminary Schedule, 12.12.2007

MONDAY JANUARY 28
19:30 Opening dinner

TUESDAY JANUARY 29
08:45-09:00 Opening address L. Evans ? 15
09:00-09:20 The new LHC injectors R. Garoby 15+5
09:20-09:50 Linac4 parameters and basic design M. Vretenar 20+10
09:50-10:10 H- source and LEBT R. Scrivens 15+5
10:10-10:40 RFQ design and construction C. Rossi, S. Mathot 20+10
10:40-11:00 Coffee break
11:00-11:15 Chopper line design and components A. Lombardi 10+5
11:15-11:30 Chopper structure and driver F. Caspers, M. Paoluzzi 10+5
11:30-12:00 Drift Tube Linac S. Ramberger 20+10
12:00-12:25 Cell-coupled Drift Tube Linac F. Gerigk, M. Pasini 15+10
12:25-14:00 Lunch break
14:00-14:30 Pi-Mode Structure F. Gerigk 20+10
14:30-15:00 Linac Beam Dynamics, PMQs A. Lombardi 20+10
15:00-15:30 Booster injection modifications W. Weterings, B. Goddard 20+10
15:30-15:50 Coffee break
15:50-16:20 Booster Beam Dynamics C. Carli 20+10
16:20-16:40 Beam Instrumentation K. Hanke 15+5
16:40-17:00 Radio-Frequency Systems ? 15+5
17:00-17:15 Electromagnets T. Zickler 10+5
17:15-17:30 Power supplies C. De Almeida 10+5

WEDNESDAY JANUARY 30
08:30-08:55 Linac4 Test Stand C. Rossi 15+10
08:55-09:20 Linac4 Building and Infrastructure L.A. Lopez Hernandez ? 15+10
09:20-10:10 Project structure, schedule and budget M. Vretenar 20+10
10:10-10:30 Coffee break
10:30-12:30 Committee closed session, additional presentations at committee's request
12:30-14:00 Advisory Committee's lunch
14:00-15:30 Committee closed session, preparation of conclusions
15:30-16:30 Presentation of the committee's preliminary assessment and recommendations
16:30-17:30 Discussion

-- FrankGerigk - 06 Feb 2008