WP1: Project Management

Objectives

Task 1.1. Management

  • Effective management and coordination of all Work Packages inside the DS and of the WPs not included in this application, following up budget and plan.

Task 1.2. Parameter and Lay-out Committee

  • Install a HL-LHC Parameter and Lay-out Committee (PLC) to serve as a common reference for the vast community and canalise and make effective the various efforts.

Task 1.3. Quality assurance plan

  • Install and endorse a strict QA plan for the project

Task 1.4. Radiological impact

  • Assure that safety, and environmental responsibility, is built-in in the design phase at each level, with particular care of radiological effects and long-term operation and dismantling issues.

Task 1.5. Liaison with Detector and Injector Upgrades

  • Assure the coherence of the project with strong ties with LHC Physics Centre, LHC detector upgrades plans, LHC injector upgrades plans.

Task 1.6. Dissemination of Information and Industry outreach

  • Dissemination of information and innovation inside and outside the member of the consortium and in particular to Industry.

Description of work

Task 1.1. Management

The activities of this task are for the work package coordinator [CERN] to oversee and co-ordinate the work of the whole project as well as of all other work package tasks, to ensure the consistency of the work according to the project plan and the financial follow up. Critical activities will be installing the Collaboration Board (CB), the Steering Committee (SC) and all the official bodies foreseen for the governance of the project. A further specific activity will be to coordinate the WP technical and scientific tasks with tasks carried out by the other work packages when relevant, to avoid doubling and voids in the interfaces. The coordination duties also include the organization of WP internal steering meetings, the setting up of proper reviewing, the reporting to internal and external management bodies (Collaboration Board, CERN council, etc.) and the distribution of the information within the WP and to the whole project. This task is also responsible for the main deliverables of the project: the Technical Design Report and the model for sustainable worldwide collaboration during the HL-LHC construction phase. In collaboration with LBNL, the task also covers the organization of and support to the annual meetings of the entire collaboration, and possible workshops or specialized working sessions, implying the attendance of invited participants from inside and outside the consortium.

Task 1.2. Parameter and Lay-out Committee

A Parameters and Lay-out Committee (PLC) is a key instruments to maintain a consistent set of parameters that enable the various group all over the world to work with up-to-date values. Indeed the complexity of LHC and of all possible variants of the upgrades may generate too many options of how to proceed. Attractive ideas may not be compatible with the actual operation of LHC or with other parameters of HL-LHC. The PLC has the scope of streamline the workflow, maximize resources and avoid technical conflicts. SLAC and LBNL will help to have a strong link between this committee and US studies (LARP and others). Upon mandate of the Project coordinator, the Committee will generate a data-base, public and easily accessible, and will define the process to scrutinize change requests, evaluating all performance consequences and keep track of the technical implications of accepted changes. However the definition of the financial implication of a change will remain with the project coordinator. The PLC will maintain an HL-LHC baseline lay-out and accepted variants. The PLC, in consultation with the PC and the SC, will propose the criteria for evaluating the variants and to give quantitative figure of merits. This exercise will eventually lead to a classification of the various variants, which is one of the main objectives of the PDR.

Task 1.3. Quality assurance plan

The quality assurance plan will define the standards of design, construction and integration of the various components, as well as the compatibility with existing LHC hardware and infrastructure. It will specify the norms to be followed, and their equivalence, which is a very important task for a project whose hardware is coming from many different regions and laboratories, each one following their national standard. Installation, integration and hardware commissioning will be part of the definition of the QA: very likely a team will commission components designed by another Institute and manufactured by a third one. LBNL and SLAC will assure the participation of the US labs and will provide the information of standards and best practices used for the US contributions. This task will provide also a methodology of work based on a cascade of independent review, aimed to intercept and correct mistakes, non-conformities and short of performance at the early stage. The main tool for this will be a working group that will integrate the experience of LHC and of the LHC detector collaborations, as well as the experience of other large projects with similar characteristics (SNS , for example).

Task 1.4. Radiological impact

All equipment to be installed and operated on the CERN site must comply with the CERN HSE (Health & Safety and Environmental) regulatory framework. The main objectives of this task are: • Provision of advise to all Work Packages on Radiation Protection (RP) aspects and conventional HSE aspects, including hazard identification, risk assessment methods and tools, risk reduction and mitigation options, choice of material, and regulatory requirements. • Estimation of radiological quantities, including shielding, activation, job doses, and environmental releases • Coordination of all RP risk assessment activities • Documentation of results on RP risk assessments, contribution of related chapters to project reports. The work to be executed in the framework of this task consists of the advising and coordination of all RP- and conventional HSE-related activities. It establishes and provides a unique contact for all Work Packages on design and material choices, as well as information and advice on the impact of different options on radiological quantities and RP as well as conventional HSE risks. The radiation protection work includes optimization of the design according to the ALARA principle for handling of components during installation, maintenance and removal of components and for activation and releases of cooling liquids and air. Furthermore, the task defines the applicable regulatory framework and monitors its implementation in all parts of the project. The work also includes assessments and studies on shielding, activation and doses to workers and environment as soon as details on design options become available. This task will interact with all WPs and given the international nature of the project, equivalence among EU, USA and Japanese standards and rules must be defined.

Task 1.5. Liaison with Detector and Injector Upgrades

The final effective performance of HL-LHC will be strongly affected by the performance of the injectors. Actually the needs of the HL-LHC may require substantial upgrades of the injector themselves. Conversely the possibility and performance of the injectors may orient the LHC upgrades toward certain scenario rather than other. The impact of the HL-LHC baseline lay-out and main variants has to be carefully evaluated (with WP2) and request to injectors will be an important chunk of the figure of merits of the variants (see task 1.2). Strong ties exist also between the performance of HL-LHC and detectors. Hardware boundary may change either for request of detectors (example: beam pipe diameters or materials) or for request of the machine (example: distance of first quadrupole from interaction point). Each possibility must be evaluated and also in this case there is a feed back in the figure of merit of task 1.2. FNAL will provide its very similar experience of the Tevatron upgrade and interference with its detector upgrade. SLAC will bring the experience of the linear collider and of PEPII accelerator - BaBar interaction. To assure the strong connection a formal channel of communication and fast information will be created, also to coordinate the work of various actors (in WP1, WP2, and WP8 outside of this FP7 design study). The formal channel of information exchange will likely be special sessions of the Steering Committee, where all WP coordinators are present, enlarged to include a representative of the LIU project and technical coordinators of the concerned experiments.

Task 1.6. Dissemination of Information and Industry outreach

This task will concentrate the effort of communication and spreading information in an effective way. Different mailing lists for the different groups will be formed and maintained to limit information pollution and increase the effectiveness of the messages sent. Information will also be available on the project website. Here particular care will be taken by the project coordinator to add disclaimers, to authenticate/assess information to ensure its usefulness and maintain coherence in the project. Dissemination will aim to make the parameters and lay-outs uniform, something not obvious when various tens of physicists are at work in different places. Rules will be issued for accepting publications as official HL-LHC project notes or project reports; a scientific editorial board will be formed and put into function. Finally a system of archiving and retrieval of the papers and technical notes will be set up. The system will have to work across different laboratories of the various continents. Particular attention will be devoted to open access publication, with a sum of 25 k€ allocated explicitly to endorse it. Dissemination will also target the general public about the scientific scopes of the HL-LHC project, its significance and the impact of the novel technologies and possible spin-offs. A strong liaison with Industry is also foreseen involving collaboration and outreach (see section 3.2 for more details). To this end an Industry and Technology Board (ITB) will be formed, in close liaison with existing structures such as the CERN External Technology Transfer Network (ETTN), comprising industrial liaisons and TT officers from institutes of its Member States, and with other EU projects, namely FP7-TIARA. The ITB may coincide or share tooling and work with the ITLO and TIARA and will have the goal of effective communication with Industry, preparing the participation of European Industry in the HL-LHC construction, which may require industrial contracts for up to 300 M€. It will also give advice to the project coordinator of how to improve and disseminate information among Industry concerning spin offs that can be generated by advancements within this Design Study.

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