Plan

12/05/ Who are we? PM (Project Management and Resource Planning) – APT – IMPACT – PPTEU2 – Plan LS1 – 2012 –…–… Plan V2 – From LS1 to LS2 Benoît Daudin Manuel Alvarez Alvarez Eloy Reguero Fuentes

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12/05/ Agenda Actors and Roles Plan Basics: – Activity – Version and Stages Planning Exercise Activity Approval Process

12/05/ Actors & Roles

12/05/ Actors and Roles Actors Plan LeaderJ. Miguel Jimenez Plan CoordinatorKaty Foraz Quality Assurance ManagerRachel Decreuse-Michaud Group CoordinatorGroup Leaders Group Plan OfficerNominated by Group Coordinators Project LeaderLS2 Project Leaders AuditorOrg Unit, Plan, Project, Facility, … -Department Heads -Section Leaders -Facility Coordinators

12/05/ Plan Basics

12/05/ Activity Technical Responsible Responsible Group Contribution Group 1 Contribution Group 2 Contribution Group N

12/05/ Iterative Planning Granularity varies along time Evolution of the plan  Versioning Version Version Version ‘n’ X Y 

12/05/ Stages Work in a Plan Version is organized in sequential Stages: Initialization 01-Sep Oct-2015 Prioritization 01-Nov Nov-2015 Resource Alloc. 16-Nov Dec-2015 Final Approval 16-Dec Jan-2016 Version 1 Active Released

12/05/ Let’s Plan…

12/05/ Declare Activities Initialization Prioritization Resource Allocation Final Approval Responsible Group

12/05/ General Title* Responsible Group* Technical Responsible* Type* – Inspection, Preventive, Corrective, Consolidation, Upgrade WBS Node* (to be defined) Facilities* – LHC machine, ATLAS, Alice, SPS, PS… Location Information Goal* Impact if not done* Impact if postponed* Initialization Prioritization Resource Allocation Final Approval * : Mandatory Fields  LIU  HL-LHC  LINAC4  LHC Consolidation  …

12/05/ Propose Scheduling For each activity phase – Proposed Period* – Duration (weeks) * When will be the equipment ready for installation? Comments on equipment Initialization Prioritization Resource Allocation Final Approval  2016  2016-S1  2016-S2  2017  2017-S1  LS2  LS2-S1  LS2-S2  LS2-S3 Preparation Activity phases: Commissioning… Installation Version Stage != Activity Phase

12/05/ Request Group Contributions Group Contribution: – Activity Phase* – Group* – Description* – Comments Initialization Prioritization Resource Allocation Final Approval Activity Technical Responsible Responsible Group Contribution Group 1 Contribution Group 2 Contribution Group N

12/05/ Allocate Resources for Coordination Responsible group must define resources to coordinate the activity. Initialization Prioritization Resource Allocation Final Approval Resource allocation will be explained more in detail shortly…

12/05/ Activity Prioritization && Scheduling Initialization Prioritization Resource Allocation Final Approval Plan Coordinator

12/05/ Prioritization Priority* - Priority list to be defined Initialization Prioritization Resource Allocation Final Approval  P0 – Safety  P1 – Beam to 6.5-7TeV, nominal performance  P2 – Reliable performance improvement  P3 – CERN approved projects  P4 – no CERN approved projects LS1 priority list:

12/05/ Scheduling For each activity phase: – Accepted Period* Initialization Prioritization Resource Allocation Final Approval

12/05/ Activity Resource Allocation InitializationPrioritization Resource Allocation Final Approval Contribution Group

12/05/ Allocate Resources for Contribution N resources of type: – Personnel Resources Staff or Fellows – Associated Personnel Resources Collaboration Agreements, Contractors, PJAS, COAS… – Material Resources InitializationPrioritization Resource Allocation Final Approval

12/05/ Personnel Resources Resource Description* (Engineers, Technicians, …) FTE Needed* Number or Duration (weeks / months) * How many parallel teams can perform this activity? * Do you have the resources needed to perform the activity? * (Yes / No) InitializationPrioritization Resource Allocation Final Approval  0-1  1-2  2-5  5-10        > 1000

12/05/ Associated Personnel Resources Same as for Personnel Resources +: – Collaboration Agreement – Contractor InitializationPrioritization Resource Allocation Final Approval

12/05/ Material Resources Resource Description* Budget (kCHF) * Do you have the budget needed to perform the activity? * (Yes / No) – In case that the answer is Yes then indicate the budget code or the budget owner (Group or Project) InitializationPrioritization Resource Allocation Final Approval

12/05/ Activity Final decision InitializationPrioritization Resource Allocation Final Approval Plan Coordinator

12/05/ Final decision by Plan Coordinators – Approve – Postpone InitializationPrioritization Resource Allocation Final Approval Before an activity goes to Waiting Final Approval every contributor group needs to validate their resource allocation.

12/05/ Activity Approval Process

12/05/ Approval Process

12/05/ Workflow Transitions TransitionFromToMain Actors Create-CreatedCoordination Group SubmitCreatedWaiting for PrioritizationCoordination Group Start Resource AllocationWaiting for PrioritizationWaiting Resource AllocationPlan Coordinator Request Final ApprovalWaiting Resource AllocationWaiting Final ApprovalCoordination Group ApproveWaiting Final ApprovalApprovedPlan Coordinator PostponeWaiting Final ApprovalPostponedPlan Coordinator CancelAnyCancelledPlan Coordinator FinishCreatedFinishedCoordination Group Status Created Waiting Prioritization Waiting Resource Allocation Waiting Final Approval Approved Postponed Cancelled Finished

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