1 Project Management Web Tools at the MICE Experiment Linda R. Coney – UC Riverside CHEP – May 2012

2L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speaker’s Bureau Speaker’s Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

3L. Coney – CHEP2012 MICE: Muon Ionization Cooling Experiment MICE Goals: MICE Goals: Design, build, commission, and operate a realistic section of cooling channel Design, build, commission, and operate a realistic section of cooling channel Measure its performance in a variety of modes of operation and beam conditions Measure its performance in a variety of modes of operation and beam conditions …results will be used to optimize Neutrino Factory and Muon Collider designs. …results will be used to optimize Neutrino Factory and Muon Collider designs. Spectrometer Solenoid & Tracker LH 2 Absorber RFCC Module

4L. Coney – CHEP2012 MICE: International Involvement Institutions worldwide are contributing to the demonstration of muon ionization cooling at MICE Institutions worldwide are contributing to the demonstration of muon ionization cooling at MICE

5L. Coney – CHEP2012 MICE: The Experiment The Collaboration: The Collaboration: ~150 members, 9 countries, 3 continents ~150 members, 9 countries, 3 continents Relatively small Relatively small Universities and labs widespread geographically and across time-zones Universities and labs widespread geographically and across time-zones Combination of particle physics and accelerator physics Combination of particle physics and accelerator physics Based in the UK Based in the UK Beamline at Rutherford Appleton Laboratory Beamline at Rutherford Appleton Laboratory Proceeding in step-wise manner as beamline and detector elements arrive and are installed Proceeding in step-wise manner as beamline and detector elements arrive and are installed Taking data! Taking data!

6L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speakers Bureau Speakers Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

7L. Coney – CHEP2012 Collaborative Work The problem: The problem: Communication primarily by phone and Communication primarily by phone and High turnover rate  poor information retention High turnover rate  poor information retention Need Need Ability to easily communicate within global collaboration Ability to easily communicate within global collaboration Coordinate between collaborators separated by distance and time Coordinate between collaborators separated by distance and time Develop schedules Develop schedules Task assignment Task assignment Develop institutional memory/history Develop institutional memory/history 1.5 years ago: head of Online Group 1.5 years ago: head of Online Group 0.5 years ago: head of Operations Group 0.5 years ago: head of Operations Group How can we do better and become more resilient? How can we do better and become more resilient?

8L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speaker’s Bureau Speaker’s Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

9L. Coney – CHEP2012 The Solution: Open-source project management tool (like Trac) Open-source project management tool (like Trac) Written in Ruby on Rails Written in Ruby on Rails Why Redmine? Why Redmine? Easy for all collaborators to use – undergrads to senior professors Easy for all collaborators to use – undergrads to senior professors Not necessary to be software expert Not necessary to be software expert Clean and simple! Clean and simple! Features: Features: Issue Tracker – with corresponding Gantt chart capability Issue Tracker – with corresponding Gantt chart capability Wiki Wiki Document store Document store Online repository viewer Online repository viewer

10L. Coney – CHEP2012 Redmine in MICE: 5 Examples Online Group Online Group Operations Group Operations Group Speaker’s Bureau Speaker’s Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board

11L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speaker’s Bureau Speaker’s Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

12L. Coney – CHEP2012 Online Group – Overview Information – wiki Information – wiki Overview of group responsibilities and membership Overview of group responsibilities and membership Organize regular meetings Organize regular meetings Computing info – networking, access, equipment Computing info – networking, access, equipment Management tool Management tool Organize group efforts Organize group efforts Develop milestones and track progress Develop milestones and track progress

13L. Coney – CHEP2012 Online Group – Meetings Agenda Call-in info Talk upload by group members Minutes Easy, fast, reliable Also Analysis Group

14L. Coney – CHEP2012 Online Group – Issue Tracker Project management tool Project management tool

15L. Coney – CHEP2012 Online Group – Issue Tracker Management tool Management tool Add tasks as necessary Add tasks as necessary Any timescale – immediate intervention to long-range milestones Any timescale – immediate intervention to long-range milestones Track effort Track effort Function of individual or group effort Function of individual or group effort Aides in assignment of work Aides in assignment of work No confusion on who is responsible for what No confusion on who is responsible for what Privatize if contains sensitive info Privatize if contains sensitive info Allows universal group participation Allows universal group participation Maintain ability to prioritize Maintain ability to prioritize

16L. Coney – CHEP2012 Online – Example Issue

17L. Coney – CHEP2012 Online – Example Issue #2

18L. Coney – CHEP2012 Online – Example Issue #3

19L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speakers Bureau Speakers Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

20L. Coney – CHEP2012 Operations – Wiki

21L. Coney – CHEP2012 Operations – Run Plans

22L. Coney – CHEP2012 Operations: Run Planning in Redmine Recent data-taking period to commission new detector and integrate into overall DAQ Recent data-taking period to commission new detector and integrate into overall DAQ Use Redmine to: Use Redmine to: organize commissioning schedule organize commissioning schedule determine physics plan determine physics plan Keep track of equipment readiness Keep track of equipment readiness Schedule availability of operations staff Schedule availability of operations staff Evolved over time – input from multiple individuals Evolved over time – input from multiple individuals Initial version implemented by primary experimenter – SciFi Tracker Group Initial version implemented by primary experimenter – SciFi Tracker Group Supplemented by MOM, BLOC, Shifters Supplemented by MOM, BLOC, Shifters

23L. Coney – CHEP2012 Operations: Run Planning in Redmine Improved communication Improved communication Viewed by Hall contractors – no access during running  need make arrangements Viewed by Hall contractors – no access during running  need make arrangements Eased scheduling of shifters Eased scheduling of shifters Able to check schedule and sign up for available shifts Able to check schedule and sign up for available shifts Already know when arrive, what planned, what expecting Already know when arrive, what planned, what expecting Provides permanent record Provides permanent record Daily plan shown Daily plan shown Beamline configurations clearly shown Beamline configurations clearly shown Next time take data – easy to determine what was done Next time take data – easy to determine what was done Simplify MOM (MICE Operations Manager) handover – no doubt regarding what had happened Simplify MOM (MICE Operations Manager) handover – no doubt regarding what had happened

24L. Coney – CHEP2012 Redmine & Operations Managers MOM handover MOM handover Serve for 1 month – Multiple people/year – high rate of turnover Serve for 1 month – Multiple people/year – high rate of turnover Difficult to develop “positional memory” Difficult to develop “positional memory” Need record of work done, problems solved, problems Need record of work done, problems solved, problems Paper handoff failed repeatedly Paper handoff failed repeatedly Use Issue Tracker – always know what needs attention Use Issue Tracker – always know what needs attention Prioritize – high, normal, low Prioritize – high, normal, low Successive MOMs contribute – develops history on each issue Successive MOMs contribute – develops history on each issue Allows intervention by several people while maintaining knowledge of past actions Allows intervention by several people while maintaining knowledge of past actions Use member-only features for sensitive information Use member-only features for sensitive information Private or public issues Private or public issues

25L. Coney – CHEP2012 Operations – Documentation

26L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speakers Bureau Speakers Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

27L. Coney – CHEP2012 MICE Speaker’s Bureau Chris Heidt (UCR) Chris Heidt (UCR)

28L. Coney – CHEP2012Outline Intro Intro MICE – the Muon Ionization Cooling Experiment MICE – the Muon Ionization Cooling Experiment Issues with collaborative work Issues with collaborative work Redmine: project management tool Redmine: project management tool Solutions: Redmine in MICE Solutions: Redmine in MICE Online Group Online Group Operations Group Operations Group Speakers Bureau Speakers Bureau MAUS – Software Group MAUS – Software Group Executive Board Executive Board Conclusions Conclusions

29L. Coney – CHEP2012 Redmine & Software Group Classic use of redmine Classic use of redmine software engineering software engineering Link in continuous integration Link in continuous integration Issue tracker (ie. bugs) Issue tracker (ie. bugs) Organize meetings Organize meetings Online Bazaar Repository Viewer Online Bazaar Repository Viewer

30L. Coney – CHEP2012 Redmine & Executive Board Used for tracking actions Used for tracking actions Keeping minutes of regular meetings Keeping minutes of regular meetings Disseminate information to the collaboration Disseminate information to the collaboration Easy to use! Easy to use!

31L. Coney – CHEP2012 Redmine Overall Matches well with the detail-oriented engineer/physicist Matches well with the detail-oriented engineer/physicist Easy to use – widespread participation Easy to use – widespread participation Better information retention and communication Better information retention and communication Allows structured tracking of effort Allows structured tracking of effort Have a searchable record of work Have a searchable record of work

32L. Coney – CHEP2012 Summary & Conclusions Extremely valuable tool for small collaboration Extremely valuable tool for small collaboration Enable global cooperation on tasks across the board Enable global cooperation on tasks across the board Visit us at mice.rl.ac.uk Visit us at mice.rl.ac.uk 

33L. Coney – CHEP2012

34L. Coney – CHEP2012 MICE: Design MICE is designed to produce a 10% cooling effect on the muon beam MICE is designed to produce a 10% cooling effect on the muon beam Use particle detectors to measure the cooling effect to 1% Use particle detectors to measure the cooling effect to 1% Measurements will be done with muon beams having momentum of 140 MeV/c – 240 MeV/c Measurements will be done with muon beams having momentum of 140 MeV/c – 240 MeV/c Method: Method: Create beam of muons Create beam of muons Identify muons and reject background Identify muons and reject background Measure single particle parameters x, p x, y, p y, p z Measure single particle parameters x, p x, y, p y, p z Cool muons in absorber Cool muons in absorber Restore longitudinal momentum component with RF cavities Restore longitudinal momentum component with RF cavities Identify outgoing particles to reject electrons from muon decay Identify outgoing particles to reject electrons from muon decay

35L. Coney – CHEP2012 Redmine & Operations Documentation Crucial to maintain up-to-date operations documentation Crucial to maintain up-to-date operations documentation Run checklists for MOM, BLOC, use of PPS Run checklists for MOM, BLOC, use of PPS Shifter operations instructions Shifter operations instructions Manuals for detectors, beamline elements, DAQ, C&M, Online Reconstruction, Data Transfer Manuals for detectors, beamline elements, DAQ, C&M, Online Reconstruction, Data Transfer Anything related to Operations must be actively maintained Anything related to Operations must be actively maintained