Minutes of the Linac4 Workpackage Holders’ Meeting – April 22nd, 2008

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; B. Copy; J. De Jonghe ; G. Vandoni.

Documents in EDMS:

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

The work breakdown structure (WBS) remains unchanged except of a new work package 2.13 for 'beam intercepting devices' which should also take care of the 'slits'. The project management and communication structure is unchanged though both appear in a new design. A logo for the Linac4 project has been defined lately.

This year's budget is 5MCHF distributed according to the original requests. Further funding was agreed with CERN management to be provided in October, to start CE-works. The preparation for the tendering of big contracts should be started well in time taking into account delays and deadlines for finance committee sessions. The Linac4 schedule remains unchanged.

The civil engineering work is progressing well and calls for tender were issued after drawings circulation and with a draft safety file, the final safety file to be completed by 15 June. The design of the building is finalized, the annexe had been shifted by 1m and reduced in size in order to fulfill requirements of the host states to keep buildings few meters away from the borders. In the tunnel, routing of cable trays and cooling pipes has been defined. The cross-section of the transport-area and the alignment corridor remain free of installations. In the klystron hall, several racks are still to be moved and modulators will be turned by 90deg in order to reserve a wider klystron access. A false floor of 50 centimeters will be installed for cable routing.

Several collaborations with outside partners are being currently organized. A large fraction of the special French contribution to the white paper projects will be in-kind. Out of a longer list, currently 2.9MCHF are approved by French contributors but in any case further refinement of the actual packages will show if the envisaged contributions are feasible and acceptable to both partners.

Concerning collaborations on application software with India, it was stated that a full infrastructure to test the software at the supplier is required in order to make sure that the contribution will fulfill their purpose at CERN. Requests for contributions from Russia through the ISTC and from Saudi Arabia to the accelerating structures are being prepared.

A new Linac4 web-site has been created and Linac4 now figures as a project in EDMS with 3 chapters. The first, Linac4 project management, contains general documents on the Linac4, the second, Linac4 Working Documentation, will contain general documentation on the design of the various equipment of Linac4, the third, Linac4 Hardware Baseline, featuring the same tree as the latter will contain documents that go through an approval process like Engineering Specifications, Engineering Change Requests and Technical Documents that are required for Contracting.

Project documents and templates, EDMS (R. Principe)

All holders of the 30 work-packages are requested to produce a work-package documentation containing an Engineering Specification of the concerned equipment, and mentioning interfaces, as well as budgetary and safety aspects. The document shall serve to define the scope of a work-package, clear out gray areas and to define risks for the project. The document is to be discussed at the Linac4 Specification Committee and has to undergo an approval process as an EDMS document. All people concerned shall be mentioned on its first page and on the EDMS pages for approval of the document. A template for the work-package documentation is available.

The work-package documentation can be updated (EDMS versioning) as the project evolves. It will also serve as a valuable basis for design reports. The respective document is quasi ready for the CE-works. Also for the RFQ construction it is about ready and for the Power Converters it is being finalized. Currently no deadline is defined but progressively the documents will be requested from work package holders if they are not supplied in advance. All work-packages shall be presented at the next Linac4 work-package holder meetings in order to make sure that the Linac4 project is complete and that responsibilities are clear.

All specifications for contracts above 200'000CHF shall go through the Linac4 specification committee before they are submitted to the CERN finance committee. All templates will be made available through the web. A template for technical specifications will be made available soon.

EVM implementation (S. Ramberger)

An EVM implementation typically consists of an EVM software and the data to manage a project. The implementation of the EVM software is progressing and views of the data that had been provided by some work-package holders can be produced as a list of work-units or as a graph showing the sum of their planned value. Further effort is required to bring the software to a usable level for work-package holders.

The EVM implementation relies on a small number of basic principles that are applied on all levels. The EVM structure in hierarchical or multi-level and no distinction of work-units at higher or lowel levels of the project is foreseen. Intermediate levels of work-units without resource lines and inheriting resources from their parent work-units will provide for the necessary sub-structuring.

In parallel at the project side, the data have to be reviewed. A basis for finalizing EVM data is that work-package holder have a clear picture of their share of the project with respect to all interfaces with other providers, services, safety etc. as defined in the work-package documentation. All work-package holders are invited to provide their data. Even a preliminary version is welcome in order to sort out details in advance.

A template for the EVM data is provided at the EVM web pages.

The reference for planned value calculations will be a baseline. An EVM baseline are planned values over budget codes as defined by the project leader to a baseline date. A baseline is not supposed to change over the project execution. Overspending would be tracked as a missing resource (that has to be provided by extra financing as agreed with the project management but it would not effect the baseline).

In-kind contributions must be tracked at CERN by the CERN responsible on special contribution budget codes. Without budgets, planned value cannot be calculated and project tracking is not possible. Details on these budget codes will be given at a later moment. For the moment a project budget code shall be used.

EVM and APT are both tools provided by IT-AIS-PM. There is an interest on all sides that resources do not have to be accounted for twice. It is therefore planned that EVM entries will replace APT entries or that an automatic procedure will be set up that copies EVM entries properly to APT. EVM typically provides more details on budgets through their breakdown of budgets to WU level.

-- SuitbertRamberger - 23 Apr 2008

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