TIARA TIARA website: http://www.eu-tiara.eu General Information TPB meeting R. Aleksan April 22nd, 2010 TIARA website: http://www.eu-tiara.eu General Information Meeting Objectives Funding scenarios Conclusion

Sequence of events since November 2nd December 3rd : TIARA-PP was submitted with letters of support from all Participant funding agencies and 5 Ministries and CERN council Total Costs: € 11 802 570, Requested: € 5 999 970 Number Organization Name Country 1 (coord.) CEA France 2 CERN International 3 CNRS/IN2P3 4 CIEMAT Spain 5 DESY Germany 6 GSI 7 INFN Italy 8 PSI Switzerland 9 STFC UK 10 Uppsala Uni. (rep. Nordic Consortium) Sweden 11 IPJ-PAN (rep. Polish consortium) Poland +26 associated partners from 11 countries

Sequence of events since November 2nd Total Costs: k€ 11 802 , Requested: k€ 6 000 WP1-6 : total cost = k€ 7 535 , requested = k€ 4 500 WP7-10 : total cost = k€ 4 267 , requested = k€ 1 500

Sequence of events since November 2nd Agreed detailed contributions in proposal (k€) Participant WP1-6 direct WP7-10 direct Total Direct Indir. costs Total costs EC EC/Total EC/Direct Match funds CEA 1099 504 1603 971 0,606 0,884 632 CERN 852 518 1370 822 2192 931 0,425 0,680 1261 CNRS 400 187 587 352 939 482 0,513 0,821 457 CIEMAT 255 203 458 261 0,571 1,028 197 DESY 382 229 611 367 0,601 0,962 244 GSI 297 45 342 273 0,799 0,922 69 INFN 387 673 1060 618 1678 804 0,479 0,758 874 PSI 351 990 1341 268 1610 765 0,475 0,570 845 STFC 435 378 813 584 1397 613 0,439 0,755 784 UPPS. 160 404 242 646 318 0,493 0,789 328 IPJ-PAN 121 324 210 0,649 1,038 114 TOTAL 4904 2906 7810 3992 11802 6000 0,50 0,768 5803

Sequence of events since November 2nd Received the Evaluation Summary Report from the EC on March 2, 2010 Two main criticisms from evaluators : Why including particular R&D infrastructures in TIARA-PP To much financial , legal experts and travel costs Letter from TIARA to the EC on March 12, 2010 Expressed our surprise with respect to the criticisms Reply from the EC on March 22, 2010 EC takes note of our comments Comments will be carefully discussed during negotiations Final decision from the EC on March 26, 2010 TIARA approved with max EC funding of 3.9 M€ EC wishes to conclude negotiations by June 11, 2010

Report of the initial negotiation discussion with the EC First meeting with the EC on April 19, 2010 EC thrusts our community, it appreciates TIARA and gives priority for concluding negotiations before June 11. EC acknowledges our comments on the evaluation reports (… and somehow agrees with them, see below) EC does not question the choices made for the RTD WP (it only like to see a clarification showing that the survey in WP3 complements the RTD) EC understands and supports WP1-6 (in particular WP1-5) At the same time, EC is open to discuss the removal (or reduction of activities in) some WP, should we decide to do so EC believes that travels costs could be reduced EC agrees with our proposal to report at 18 month period EC does not request a mid-term review However, it would be very difficult to get more EC funding

Meeting Objectives Decide upon the strategy for the negotiations In particular Decide to continue TIARA with the EC funding Decide the final list of Work Packages to be kept Decide on guidelines to finance the project

Possible scenarios Keeping the total cost of the project unchanged Reducing the total cost of the project by at most 2.1 M€ i.e. the reduction of the EC contribution Reducing the total cost of the project by 35% i.e. in proportion to the EC reduction

i.e. all activities unchanged and EC cont. to 3900k€ Possible scenarios Keeping the total cost of the project unchanged i.e. all activities unchanged and EC cont. to 3900k€ Scenario 1: All activities and costs remain the same ias in submitted proposal EC funding for WP1-6 is 2925M€ (instead of 4500), i.e. 35% cut EC funding for WP7-10 is 975M€ (instead of 1500), i.e 35% cut Rules for the distribution of the EC funding remain the same as in submitted proposal All numbers are rounded and are in k€ Scenario 2: All activities and costs remain the same ias in submitted proposal EC funding for WP1-6 is 2700M€ (instead of 4500), i.e. 40% cut EC funding for WP7-10 is 1200M€ (instead of 1500), i.e 20% cut Rules for the distribution of the EC funding remain the same as in submitted proposal All numbers are rounded and are in k€

Possible scenarios Scenario 1: (numbers in k€) Participant WP1-6 direct WP7-10 direct Total Direct Indirect costs Total costs EC EC/Total EC/Direct MatchFunds CEA 1099 504 1603 622 0,389 0,567 980 CERN 852 518 1370 822 2192 613 0,280 0,448 1578 CNRS 400 187 587 352 939 311 0,331 0,530 628 CIEMAT 255 203 458 173 0,378 0,682 285 DESY 382 229 611 235 0,386 0,617 376 GSI 297 45 342 174 0,508 0,586 169 INFN 387 673 1060 618 1678 522 0,312 0,493 1156 PSI 351 990 1341 268 1610 495 0,308 0,369 1114 STFC 435 378 813 584 1397 398 0,286 0,491 998 UPPSALA 244 160 404 242 646 205 0,319 0,510 440 IPJ-PAN 121 324 145 0,449 0,719 179 TOTAL 4904 2906 7810 3992 11802 3900 0,330 0,499 7903

Possible scenarios Scenario 2: (numbers in k€) Participant WP1-6 direct WP7-10 direct Total Direct Indirect costs Total costs EC EC/Total EC/Direct Match Funds CEA 1099 504 1603 579 0,361 0,527 1024 CERN 852 518 1370 822 2192 613 0,280 0,448 1578 CNRS 400 187 587 352 939 311 0,332 0,531 627 CIEMAT 255 203 458 161 0,352 0,634 297 DESY 382 229 611 219 0,359 0,574 392 GSI 45 342 0,472 0,544 181 INFN 387 673 1060 618 1678 556 0,525 1121 PSI 351 990 1341 268 1610 546 0,339 0,407 1064 STFC 435 378 813 584 1397 407 0,292 0,501 UPPSALA 244 160 404 242 646 206 0,320 0,513 439 IPJ-PAN 121 324 135 0,417 0,668 189 TOTAL 4904 2906 7810 3992 11802 3900 0,330 0,499 7903

Possible scenarios Reducing the total cost of the project by at most 2.1 M€ i.e. Suppressing 1 or more RTD WP and the total cost of the rest unchanged and EC cont. to 3900k€ Scenario 3: All activities and costs remain the same as in submitted proposal EC funding for WP1-6 is 3100M€ (instead of 4500), i.e. 31% cut EC funding for WP7-10 is 800M€ (instead of 1500), i.e WP7 removed and 20% cut on WP8-10 Rules for the distribution of the EC funding remain the same as in submitted proposal Scenario 4: All activities and costs remain the same as in submitted proposal EC funding for WP1-6 is 3100M€ (instead of 4500), i.e. 31% cut EC funding for WP7-10 is 620M€ (instead of 1500), i.e WP7&10 removed and 20% cut on WP8&9 Rules for the distribution of the EC funding remain the same as in submitted proposal

Possible scenarios Scenario 3: (numbers in k€) ; total cost reduced by ~1.3 M€ Participant WP1-6 direct WP7-10 direct Total Direct Indirect costs Total costs EC EC/Total EC/Direct Match Funds CEA 1099 504 1603 665 0,415 0,606 938 CERN 852 346 1198 718 1916 607 0,317 0,507 1309 CNRS 400 187 587 352 939 344 0,366 0,586 595 CIEMAT 255 203 458 185 0,404 0,728 273 DESY 382 229 611 251 0,412 0,659 360 GSI 297 45 342 0,543 0,626 157 INFN 387 603 990 618 1565 558 0,357 0,565 1007 PSI 351 331 682 268 818 315 0,386 0,463 503 STFC 435 378 813 584 1397 445 0,319 0,547 952 UPPSALA 244 61 305 242 488 184 0,378 0,605 304 IPJ-PAN 121 324 155 0,480 0,768 169 TOTAL 4904 2906 6810 3992 10465 3900 0,373 0,573 6566

Possible scenarios Scenario 4: (numbers in k€) ; total cost reduced by ~2.1 M€ Participant WP1-6 direct WP7-10 direct Total Direct Indirect costs Total costs EC EC/Total EC/Direct Match Funds CEA 1099 504 1603 707 0,441 0,644 896 CERN 852 162 1014 608 1622 551 0,340 0,544 1071 CNRS 400 240 640 258 0,404 0,647 381 CIEMAT 255 254 203 458 196 0,430 0,774 261 DESY 382 229 611 267 0,438 0,701 344 GSI 297 45 342 198 0,579 0,667 144 INFN 387 603 990 575 1565 580 0,371 0,586 985 PSI 351 331 682 136 818 329 0,403 0,483 489 STFC 435 378 813 584 1397 475 0,584 922 UPPSALA 244 147 391 168 0,688 223 IPJ-PAN 121 324 165 0,511 0,818 158 TOTAL 4904 2906 6379 3992 9775 3900 0,399 0,611 5875

Possible scenarios These are issues, which needs discussion In all scenarios above some or all the funding agencies have to contribute more matching funds compared to the agreed proposal and/or some RTD activities have to be dropped These are issues, which needs discussion

Possible scenarios Total cost has to be reduced by 2.1 M€ (i.e. ~18%) A different approach : Assuming that it is agreed to keep all WPs The partners have agreed in the proposal to contribute a total Matching Fund of 5800 k€ If scope and activities of project unchanged, this MF remains unchanged Total cost has to be reduced by 2.1 M€ (i.e. ~18%) This might be feasible Although it should be worked out in detail with WP leaders, an example is given there after.

Possible scenarios Scenario 6: All activities remain in TIARA EC funding for WP1-6 is 2900M€ (instead of 4500) EC funding for WP7-10 is 1000M€ (instead of 1500) Manpower costs reduced by 15% Average cost per Travel reduced by 22% and number of travel reduced by 10% => 30% reduction Material costs reduced by 20% Rules for the distribution of the EC funding remain the same as in submitted proposal

Possible scenarios Proposal Scenario 6 Participant Total costs EC Match funds CEA 1603 971 632 1328 624 704 CERN 2192 931 1261 1819 600 1219 CNRS 939 482 457 778 315 462 CIEMAT 458 261 197 379 173 206 DESY 611 367 244 496 235 GSI 342 273 69 281 175 106 INFN 1678 804 874 1376 527 849 PSI 1610 765 845 1326 500 826 STFC 1397 613 784 1162 397 UPPS. 646 318 328 531 207 324 IPJ-PAN 210 114 262 146 116 TOTAL 11802 6000 5803 9738 3900 5839

Possible scenarios Reducing the total cost of the project by 35% This is very difficult without major reduction of the scope of the project ex. Suppressing RTD WP and the total cost of the rest unchanged and EC cont. to 3900k€ Scenario 5: All activities and costs remain the same in WP 1 to 6 as in submitted proposal All RTD WP (WP 7 to 10 ) are suppressed Rules for the distribution of the EC funding remain the same as in submitted proposal

Possible scenarios Scenario 5: (numbers in k€) ; Total cost reduced by ~4.3M€ Participant WP1-6 direct WP7-10 direct Total Direct Indirect costs Total costs EC EC/Total EC/Direct Match Funds CEA 1099 504 1603 847 0,529 0,772 756 CERN 852 511 1362 599 0,440 0,704 763 CNRS 400 240 640 310 0,484 0,775 330 CIEMAT 255 203 458 235 0,515 0,928 222 DESY 382 229 611 320 0,524 0,839 291 GSI 297 45 342 237 0,692 0,798 106 INFN 387 232 619 351 0,567 0,907 268 PSI 70 421 243 0,578 0,693 178 STFC 435 326 761 354 0,466 0,815 406 UPPSALA 244 147 391 201 0,824 190 IPJ-PAN 121 324 198 0,612 0,979 126 TOTAL 4904 2631 7535 3900 0,518 0,795 3636

Possible scenarios Even in the above scenario some of the funding agencies have to contribute more matching funds compared to the agreed proposal A scenario in which everything is reduced evenly by 35% is very difficult It would require removing both some organizational and technical activities in a balanced way Strong guidance on what to remove will be needed, Removing (or reducing significantly >20%) WP1-5 would alter dramatically the scope of TIARA

WP Management WP-leaders: General WPs WP2: R. Aleksan (CEA, F) WP3: O. Brüning (CERN, Int.) WP4: F. Cervelli (INFN, I) WP5: P. Burrows (STFC, UK) WP6: W. Singer (DESY, DE) Due to new commitment for XFEL, DESY cannot lead this WP Candidate Specific WPs (proposed by the projets) WP7 (CLIC): E. Jensen (CERN, Int.) WP8 (n-facility): K. Long (STFC, UK) WP9 (Super-B): M. Biagini (INFN, I) WP10 (EURISOL): P. Bousson (CNRS, F)

Management WP-contacts WP2 WP3 WP4 WP5 WP6 WP lead R. Aleksan O. Bruning F. Cervelli P. Burrows W. Singer CEA Roy.aleksan@cea.fr Antoine.dael@cea.fr Olivier.napoly@cea.fr Pierre.vedrine@cea.fr Philippe.Rebourgeard@cea.fr CERN Steve.myers@cern.ch Oliver.bruning@cern.ch Jean-pierre.koutchouk@cern.ch Daniel.brandt@cern.ch Lucio.rossi@cern.ch CNRS mueller@ipno.in2P3.fr laune@ipno.in2p3.fr Jean-marc.filhol@synchrotron-soleil.fr mueller@ipno.in2p3.fr msoberman@admin.in2p3.fr CIEMAT Ramon.gavela@ciemat.es angel.ibarra@ciemat.es Luis.garcia@ciemat.es marisa.marco@ciemat.es  eduardo.molina@ciemat.es DESY karsten.wurr@desy.de Hans.Weise@desy.de Lutz.Lilje@desy.de -- Waldermar.singer@desy.de GSI H.Eickhoff@gsi.de C.Muehle@gsi.de P.Spiller@gsi.de O.Boine-Frankenheim@gsi.de U.Weinrich@gsi.de INFN vacchi@ts.infn.it Franco.cervelli@pi.infn.it vittorio.vaccaro@na.infn.it giacomo.cuttone@lns.infn.it PSI Leonid.rivkin@psi.ch hans.braun@psi.ch Terry.Garvey@psi.ch Robert.Rudolph@psi.ch STFC John.womersley@stfc.ac.uk swapan@cockcroft.ac.uk mike.poole@stfc.ac.uk p.burrows1@physics.ox.ac.uk peter.mcintosh@stfc.ac.uk Uppsala Tord.Ekelof@physics.uu.se roger.ruber@fysast.uu.se volker.ziemann@fysast.uu.se Sören Pape Möller fyssp@phys.au.dk Kenneth.osterberg@helsinki.fi IPJ-PAN Grzegorz.wrochna@fuw.edu.pl wronka@ipj.gov.pl Blazeg Skoczen m-1@institute.pk.edu.pl Piotr.malecki@ifj.edu.pl Maciej.chorowski@pwr.wroc.pl

With TIARA Conclusions Despites an “impossible” time schedule, the TIARA-PP proposal has been submitted in due time and has been approved by the EC However, the EC funding is reduced by 35% compared to the requested sum, i.e. 3.9 M€ instead of 6 M€. To meet the negotiation deadline set by the EC, strategic direction have to be defined urgently. With TIARA Accelerator science could be a powerful mean toward scientific, technical and industrial breakthroughs…