ESS Accelerator| Construction Phase| | MC | 1 ESS Accelerator management & governance for Product Integration - Construction phase 25 January 2013

ESS Accelerator| Construction Phase| | MC | 2 purpose The purpose of the presentation is to describe management and governance of engineering product integration that will be executed by the ESS Accelerator Systems Project during ESS Programme’s Construction phase During ESS Pre-construction phase / Accelerator Project Design Update phase (ADU) flat organisational structures and informal ways of working allowed a small number of experts to conceptualise and update design for the accelerator for the ESS Facility. For Construction phase … change is necessary. We need more formality in our ways of working: to lead larger numbers of people and to manage other increases in resources, for the greater volume and complexity of work, and with deliverables which are more sophisticated and more costly. This presentation primarily describes internal communication relationships and internal flow of Accelerator Systems Work Package deliverables. The presentation: does not describe contractual management or governance in regards to external partners or external suppliers to Accelerator Division or Accelerator Systems Project does not describe the management of Accelerator Division internally or by ESS Directorates does not describe the programme management or programme governance of Accelerator Systems Project by ESS Programme

ESS Accelerator| Construction Phase| | MC | 3 objectives The objectives of this presentation are: 1.To describe an architecture for the creation and flow of deliverables within Accelerator Systems Project, including their integration which constructs the ESS Accelerator Systems ‘product’ 2.To propose forums for the internal governance of Accelerator Systems Project. 3.Present the ‘internal customer’ organisation for achieving Product Integration

ESS Accelerator| Construction Phase| | MC | 4 timeframe The ways of working described in this presentation will commence on 01 February 2013, subject to concurrence by the ESS Director-General & CEO, and by ESS Director for Programme. All structures, appointments relationships are probational, and will be reviewed at the end of 2 nd Quarter 2013, and potentially changed during 3 nd Quarter Thereafter, review will be annual.

ESS Accelerator| Construction Phase| | MC | 5 contents ESS Accelerator Accelerator Systems Project perspective Project Governance Product Integration – the internal customers

ESS Accelerator| Construction Phase| | MC | 6 ESS Accelerator – one entity, two perspectives Accelerator Division (Line) perspective Accelerator Systems Project perspective

ESS Accelerator| Construction Phase| | MC | 7 Work Packages – ‘the engines’ governance management & administration deliverables: mngt plans, work & product contracts, cost / schedule / EVM reporting, others? product deliverables for PBS: product engineering plans, PBS requirements, TDR / design/ specifications, verification data, accelerator subsystems HW / SW, others other deliverables: scientific papers, reports from conferences and consulting, and others WP DELIVERABLES: WP Team: - uses INPUTS - in planning, executing and managing work - which creates, verifies and delivers incl. commissions / validates DELIVERABLES WP team member WP team leader WORK PACKAGE (WP) WP INPUTS: scope resources Note that ‘WP DELIVERABLES’ and ‘Accelerator Systems milestones’ might be interchangeable terms for the same thing

ESS Accelerator| Construction Phase| | MC | 8 ESS Accelerator – WPs are central Note that red color indicates uncertainty with WP, WP titles or WP scope

ESS Accelerator| Construction Phase| | MC | 9 WPs are central and since ESS Accelerator is one entity with two perspectives… governance Accelerator Division the ‘Line’. focus on people – groups and teams so accordingly, WPs also have two perspectives WPs product deliverables WP product deliverables WP Teams Work Packages (WP) Accelerator Systems Project. focus on deliverables – products & services WPs product deliverables WP product & service deliverables

ESS Accelerator| Construction Phase| | MC | 10 two hats WPs product deliverables Mats Lindroos, ESS Accelerator Project Manager – Accelerator Systems ultimately responsible to deliver the operational ESS Accelerator Head of Accelerator Division ‘the big boss’ for all people in Accelerator Division WPs product deliverables WPs product & service deliverables WP Teams Accelerator Systems Project focus on deliverables – products & services Accelerator Division the ‘Line’. focus on people – groups and teams

ESS Accelerator| Construction Phase| | MC | 11 ESS Accelerator – one entity, two perspectives Accelerator Systems Project perspective – Accelerator Systems product and service deliverables

ESS Accelerator| Construction Phase| | MC | 12 Acc Systems – WP deliverables are central WP product deliverables WPs product deliverables WP product deliverables Note that red color indicates uncertainty with WP, WP titles or WP scope

ESS Accelerator| Construction Phase| | MC | 13 Accelerator Systems way of working - Accelerator deliverables ‘x’ from ‘suppliers’ (WPs) to ‘customers’ (PBS) ‘ suppliers’ ‘customers’ Product Breakdown Structure (PBS) Target Accelerator Support NCFE WP 3 xxxxx Spoke etc. WP 4 x Elliptical SRF etc. WP 5 xx HEBT and magnets WP 6 ?xxxx acc physicsWP 2 xxxxxxxxx? beam diagnostics WP 7 ?xxxxxxxx? RFWP 8 xxxxxx tunnel systemsWP 9 xxxxxxxxx? test standsWP 10 ????xxx cryogenicsWP 11 xxx vacuumWP 12 xx x xx xxx x? SafetyWP 13 xxxxxxxxx? interface ICS xxxxxxxxx? interface Conv Facilities xxxxxxxxx? Notes for WPs: i. Black indicates Accelerator Systems deliverables provided by the WP # shown ii. WP Leaders retain their lead roles, and their Acc Div Group reporting lines of communication and responsibilities. AC Div Group leaders retain their authorities. iii. Red indicates uncertainty with WP, WP title or WP scope Version dated ‘the Matrix’

ESS Accelerator| Construction Phase| | MC | 14 ‘the customers’ Chief Engineer- Accelerator Source + RFQ Product Manager PBS LEBT + MEBT Product Manager PBS… Accelerators 352 Mhz Product Manager PBS Accelerators 704 Mhz Product Manager PBS… HEBT Product Manager PBS Accelerator - Target Interface Product Manager Systems Engineer engineering responsibility for the design and delivery, including integration, verification & validation, of the ESS Accelerator System and its capability for the operational ESS Facility PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS notes: 1.the leadership role for this group is proposed to replace previous ‘Technical Coordinator Accelerator Projects’ 2.the Product Manager roles also include the previous WP ‘liaison’ roles. see also role descriptions for Chief Engineer and for Product Manager

ESS Accelerator| Construction Phase| | MC | 15 deliverables WP 4 Spoke etc.. deliverables WP 4 Spoke etc.. deliverables WP 3 NCFE deliverables WP 3 NCFE coordinating ‘the suppliers’ responsible to coordinate the deliveries from support suppliers (WPs) of Accelerator System elements (subsystems, products, technical services etc..) for integration in the ESS Accelerator System notes: The ‘Support Leader’ is proposed as a new role for coordinating the deliverables from Accelerator System’ suppliers’ (WP) ‘Product Managers’ role includes a WP liaison responsibility to represent external WP team interests in regards to external WP deliverables. However all internal and external WP Leaders retain their roles and ultimate responsibilities for their contracted deliverables within scope, time and cost in accordance with their ACCSYS WP plans. In addition to this, internal WP Leaders retain their Acc Div Group reporting lines for communication and authority in the Acc Div perspective. See role descriptions for Support Leader and for Product Manager roles. deliverables WP 2 acc physics deliverables WP 2 acc physics Support Leader - Accelerator Systems Engineer deliverables WP 7 beam diag. deliverables WP 7 beam diag. deliverables WP 9 tunnel systems deliverables WP 9 tunnel systems deliverables WP 10 test stands deliverables WP 10 test stands deliverables WP 11 cryo. deliverables WP 11 cryo. deliverables WP 12 vacuum deliverables WP 12 vacuum deliverables WP 8 RF systems deliverables WP 8 RF systems deliverables WP 6 HEBT & Magnets deliverables WP 6 HEBT & Magnets deliverables WP 5 Ellipticals etc. deliverables WP 5 Ellipticals etc. deliverables WP 13 Safety deliverables WP 13 Safety Product Manager

ESS Accelerator| Construction Phase| | MC | 16 coordinating WP project management The Planning Manager is responsible to Project Manager - Accelerator Systems (and to ESS EPG / PMO) to coordinate (guide, oversee and integrate) the planning and reporting of cost, schedule and Earned Value Management (EVM) by all Accelerator work packages. preliminary only – under discussion PMO Planning Manager WP 13 Safety WP 13 Safety WP 1 Management WP 2 Accelerator Physics WP 6 HEBT & Conv. Magnets WP 7 Beam Diagnostics WP 8 RF Systems WP 9 Tunnel Systems WP 10 Test Stands WP 11 Cryogenics WP 12 Vacuum WP 3 NCFE WP 3 NCFE WP 4 Spoke WP 4 Spoke WP 5 Ellipticals etc.. WP 5 Ellipticals etc.. Note that red text indicates uncertainty with WP, WP titles or WP scope

ESS Accelerator| Construction Phase| | MC | 17 Acc Sys Safety Safety Analysis & Availability Manager WP 13 Safety WP 13 Safety a senior management focus: to model failure modes and effects, reliability and other analysis for availability and thus provide design input and verification targets to be realised in the development of ESS Accelerator to conduct analysis and provide design inout and verification targets for optimising the design and construction of the ESS Accelerator for safety in operation to develop operational Personnel Protection Systems (PPS) and Machine Protection Systems (MPS) in and for ESS Accelerator, including for radiation protection. see also role description the need, scope and title for WP 13 must be defined during 1 st Quarter, 2013 Accelerator Systems Safety

ESS Accelerator| Construction Phase| | MC | 18 Acc Systems (Project) organisation ESS Accelerator Project Manager – Accelerator Systems Planning Manager Safety Analysis & Availability Manager Support Leader Chief Engineer assistant(s) Deputy Head of Accelerator Projects ‘the matrix’ domain see role descriptions

ESS Accelerator| Construction Phase| | MC | 19 Accelerator Systems Project - new appointments see also role descriptions

ESS Accelerator| Construction Phase| | MC | 20 Accelerator Systems project meetings Notes: 1.These forums should meet as regularly scheduled meetings but ad hoc meetings should also be called as needed. GpMeetings 1 Accelerator Systems Project Meeting Safety Committee meeting Product Managers’ meeting Support Leaders’ meeting Product team meetings WP planning meetings

ESS Accelerator| Construction Phase| | MC | 21 Acc Sys Project meetings – lead meetings GpForum Acc Sys Project meeting overall management of Acc Sys Project proposed members: Project Manger or Deputy (convener), Personal Assistant (record) Deputies, Safety Analysis & Availability Manager, Chief Engineer, Support Leader, Planning Manager proposed frequency: twice monthly alternative weeks to Acc Div group leaders meeting Safety Committee meeting proposed members: Safety Analysis & Availability Manager (convener) Project Manager and/or Deputies, Chief Engineer, Support Leader as required: Systems Engineer, Product Managers (representing external WPs) and internal WP Leaders, other internals, externals proposed frequency: twice monthly Product Managers meeting proposed members: Chief Engineer (convener), Systems Engineer Product Managers Optional observer: Planning Manager proposed frequency: twice monthly (alternate weeks to Support Leaders meeting) Support Leaders meeting proposed forum members: Support Leader (convener), Systems Engineer WP Leaders and Product Managers (liaison role representing external WPs) Optional observer: Planning Manager proposed frequency: twice monthly (alternate weeks to Product Managers meeting)

ESS Accelerator| Construction Phase| | MC | 22 GpForum Product team meetings members: a Product Manager WP leaders for the Product’s external team the Product’s internal team any additional to the Product Manager representatives from ‘suppliers’ – the System WPs delivering elements for the subject Product. See ‘Matrix’ frequency: at the discretion of each Product team WP Planning / Statusing meetings members: Planning Manager a WP team leader, supported by WP team members as required proposed frequency: Planning Manager meets with each WP leader / team, or Product Manager (representing external WP), once each month Acc Sys Project Products and Services meetings See previous slides showing Acc Div meetings: the (Acc Div ) WP team meetings should address both Acc Div and Acc Sys Project matters as required.

ESS Accelerator| Construction Phase| | MC | 23 contents ESS Accelerator – one entity, two perspectives Accelerator Systems Project perspective Project Governance Product Integration – the internal customers

ESS Accelerator| Construction Phase| | MC | 24 Project Governance Notes: 1.CCBs can be called as ad hoc forum or included on agenda in governance forums. 2.the Technical Board provides governance of Safety, WP deliverables and overall WP project management. 3.a Product Audit may review multiple WPs. See Matrix GpForum 1 Technical Board 2 Product or WP Audits Technical Board Product or WP Audit

ESS Accelerator| Construction Phase| | MC | 25 WP Audit – for an external WP purpose: to audit specific or all aspects of WP performance and/or deliverables proposed forum members: –Independent (chair): to be agreed by WP Leader presenter and Support Leader –other System WP Leaders and the customer Product Managers for the presenting WP’s products, as per ‘Matrix’ –Project Mngr / Head, Chief Engineer, Support Leader, Planning Manager, Systems Engineer, Safety & Availability Manager –Optional: externals presenters: –WP Leader for subject WP, and supporting team members as required proposed frequency: –Monthly: different WP for each review –Half-day

ESS Accelerator| Construction Phase| | MC | 26 WP Audit – for an internal WP purpose: To audit specific or all aspects of WP performance and/or deliverables proposed forum members: –Support Leader (chair) –other System WP Leaders and the customer Product Managers for the presenting WP’s products, as per ‘Matrix’ –optional: Project Mngr / Head, Chief Engineer, Support Leader, Planning Manager, Systems Engineer, Safety Analysis & Availability Manager, externals presenters: –WP Leader for subject WP, and supporting team members as required proposed frequency: –Monthly: different WP for each review –Half day

ESS Accelerator| Construction Phase| | MC | 27 Product (design) Audit - single Product proposed forum members: –Chief Engineer (chair) –Systems Engineer (secretary) –interfacing Product Managers –internal WP Leaders –optional invitees: Support Leader, Safety Analysis & Availability Manager, Planning Manager, externals presenters: –nominated Product Manager, and internal and external team members as required proposed frequency: –Monthly: different Product for each Design review –Half-day

ESS Accelerator| Construction Phase| | MC | 28 Technical Board audits and concurs the decisions made internally by Acc Sys Project voting members: –Project Manager or Deputy / other nominee (chair) –nominee (secretary) –WP Leaders, Product Managers and representatives from major labs with contracts - Lund, Uppsala and ESS Bilbao optional invitees: EPG members and other observers presenters: –Safety Analysis & Availability Manager, Chief Engineer, Support Leader, Planning Manager, Systems Engineer inputs: Acc Sys decision logs outputs: Technical Board Report and decision log, for forwarding as appropriate to ESS CCB and EPG proposed frequency: –no less than quarterly –Full-day (thursday) + follow-ups Friday

ESS Accelerator| Construction Phase| | MC | 29 contents ESS Accelerator – one entity, two perspectives Accelerator Systems Project perspective Project Governance Product Integration – the internal customers

ESS Accelerator| Construction Phase| | MC | 30 Product Integration - Accelerator deliverables ‘x’ from ‘suppliers’ (WPs) to ‘customers’ (PBS) ‘ suppliers’ ‘customers’ Product Breakdown Structure (PBS) Target Accelerator Support NCFE WP 3 xxxxx Spoke etc. WP 4 x Elliptical SRF etc. WP 5 xx HEBT and magnets WP 6 ?xxxx acc physicsWP 2 xxxxxxxxx? beam diagnostics WP 7 ?xxxxxxxx? RFWP 8 xxxxxx tunnel systemsWP 9 xxxxxxxxx? test standsWP 10 ????xxx cryogenicsWP 11 xxx vacuumWP 12 xx x xx xxx x? SafetyWP 13 xxxxxxxxx? interface ICS xxxxxxxxx? interface Conv Facilities xxxxxxxxx? Notes for WPs: i. Black indicates Accelerator Systems deliverables provided by the WP # shown ii. WP Leaders retain their lead roles, and their Acc Div Group reporting lines of communication and responsibilities. AC Div Group leaders retain their authorities. iii. Red indicates uncertainty with WP, WP title or WP scope Version dated ‘the Matrix’

ESS Accelerator| Construction Phase| | MC | 31 Product Integration organisation Chief Engineer- Accelerator Source + RFQ Product Manager PBS LEBT + MEBT Product Manager PBS… Accelerators 352 Mhz Product Manager PBS Accelerators 704 Mhz Product Manager PBS… HEBT Product Manager PBS Accelerator - Target Interface Product Manager Systems Engineer engineering responsibility for the design and delivery, including integration, verification & validation, of the ESS Accelerator System and its capability for the operational ESS Facility PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS PBS notes: 1.the leadership role for this group is proposed to replace previous ‘Technical Coordinator Accelerator Projects’ 2.the Product Manager roles also include the previous WP ‘liaison’ roles. see also role descriptions for Chief Engineer and for Product Manager

ESS Accelerator| Construction Phase| | MC | 32 new roles See separate documents

ESS Accelerator| Construction Phase| | MC | 33 Accelerator Systems – ‘the Customers’

ESS Accelerator| Construction Phase| | MC | 34 Product Managers Meeting – initiating the requirements review activity