1. Managing the U. S. CMS HL-LHC Upgrades Vivian O’Dell, U. S. CMS HL-LHC USCMS Project Manager February 2, 2016 1 Director's Review - Managing the U. S. CMS HL-LHC UpgradesV. O'Dell, 2 February 2016

2. Project Organization 2 V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades

3.  The project contains contributions from both DOE and NSF  (DOE $155 TPC -- ~133M construction / $22M R&D/OPC  NSF $75M for construction, ~$10-12M R&D  DOE and NSF contributions are distinct, however  They are managed together as one project  This implies one system for project scheduling / EVMS / risk and contingency approvals  There will be project offices both at Fermilab (DOE) and Cornell (NSF)  The project manager is DOE, deputy is NSF PI  This is how things were done in the original construction project, how they are currently structured for operations and for the current CMS Upgrade project (AKA Phase 1) 3 Project Management V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades

4. 402.01 HL-LHC CMS Detector Upgrade Project Project Office Project Manager:V. O’Dell Deputy PM:A. Ryd CMS HL-LHC liaison:J. Spalding ESH&Q Coordinator:G. Snow Project Controls:W. Freeman (interim) Project Finance:J. Teng Risk Manager:L. Taylor Project Electronics EngineerTBN Project Mechanical EngineerTBN 402.02 Tracker L2 Manager:K. Ecklund L2 Manager:C. Hill 402.02.03 FPIX L3 Manager: A. Dominguez 402.02.04 OT L3 Manager: G. Bolla 402.02.05 TT L3 Manager: P. Wittich 402.03 Barrel Cal. L2 Manager:C. Jessop 402.03.03 ECAL L3 Manager: B. Hirosky 402.02.04 HCAL L3 Manager: A. Belloni 402.04 Endcap Cal. L2 Manager:J. Mans 402.04.03 Sensors/Modules L3 Managers: N. Akchurin, M. Paulini 402.04.04 Cassettes L3 Manager:J. Strait 402.04.05 BH Active L3 Manager:TBN 402.04.06 Electronics and Services L3 Manager:M. Klute 402.05 Endcap Muons L2 Manager:A. Safonov 402.05.03 CSC L3 Managers: D. Wood, A. Korytov 402.05.04 GEM L3 Manager:D. Salzberg 402.06 Trigger L2 Manager: J. Berryhill 402.06.03 Cal Trig L3 Manager: W. Smith 402.07 DAQ L2 Manager: TBN 402.06.04 Muon Trig L3 Manager: D. Acosta 402.06.05 Track Correlator Trig L3 Manager: R. Cavanaugh U. S. CMS HL-LHC Upgrade Organization U. S. CMS HL-LHC Upgrade Project Organization. Deputy (A. Ryd) will be the NSF PI. DOE scope NSF scope DOE or NSF scope (TBD) Director's Review - Managing the U. S. CMS HL-LHC Upgrades 4 V. O'Dell, 2 February 2016

5.  Roles and responsibilities of the management / project team are described in the NSF PEP  Similar documentation will be written for DOE CD-1  The Project Manager has ultimate responsibility for maintaining and updating the project RLS, change control, EVMS, appointing L2’s and CAMs, SOWs, monthly reporting, and ensuring close coordination with CMS and USCMS.  I report to U.S. CMS ~ weekly, am on the CMS MB as an advisor to the spokesperson, member of CMS FC subcommittee on upgrade costs  The PM holds the ultimate responsibility of completing the project on schedule, budget and agreed upon scope, and for tracking and monitoring expenditure of funds. 5 Management and Project Team V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades

6.  The Deputy Project Manager is the PI for the NSF MREFC, and has full authority of the PM in the event of temporary absence of the PM  The DPM assists in the management of the project, and in particular, is responsible for tracking the cost, invoicing and auditing the NSF part of the project, as well as working with the PM to status the NSF part of the schedule and reconciling and auditing all charges from the institutions collaborating on the NSF part of the project. The PM, with the consent of the Fermilab Laboratory Director and the concurrence of the DOE andthe NSF through the Joint Oversight Group, appoints the DPM. 6 Management and Project Team V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades

7. 7 DOE management and reporting V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades Office of Science Office of High Energy Physics (Acquisition Executive) LHC CMS Program Manager LHC CMS Federal Project Director Fermi Site Office Fermi National Accelerator Laboratory LHC CMS HL-LHC Upgrades Project Manager CERN Resources Review Board (RRB) Scrutiny Group CMS Upgrade Project Office CMS Finance Board CMS Management Board USCMS Collaboration Project Management Group (PMG) Integrated Support Center Joint Oversight Group (JOG) Legend International Management/Oversight Advisory

8. 8 NSF management and reporting V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades Directorate for MPS Division of Physics LHC CMS Program Officer Cornell University NSF Project Manager (Deputy CMS HL-LHC Upgrade Project Manager) CMS HL-LHC Upgrade Project CERN Resources Review Board (RRB) Scrutiny Group CMS Upgrade Project Office CMS Finance Board CMS Management Board USCMS Collaboration Joint Oversight Group (JOG) Legend International Management/Oversight Advisory NSF Integrated Project Team The NSF Integrated Project Team comprises staff from the Directorate for Mathematical and Physical Sciences (MPS); Offices of Budget, Finance, and Award Management (BFA); General Counsel (OGC); and Legislative and Public Affairs (OLPA). The Deputy Director for Large Facility Projects also provides advice and assistance. The Joint Oversight Group (JOG) oversees the overall program (both DOE and NSF contributions). The JOG was formed by DOE OHEP and NSF Division of Physics to oversee all U.S. LHC activities. Its roles and responsibilities are defined in a Memorandum of Understanding between DOE and NSF. The JOG establishes programmatic guidance and direction for U.S. CMS activities.

9.  Other notable members of the project office  CMS HL-LHC Liason:Jeff Spalding  Appointed by the PM in consultation with CMS HL-LHC Coordination  Attends regular CMS HL-LHC and U. S. CMS HL-LHC meetings and communicates any issues, progress, plans – typically raises overall coordination and schedule issues.  (Note that Jeff is a CMS Deputy Upgrade Coordinator)  Risk Manager:Lucas Taylor  Develops and ensures the project is managed according to a formal Risk Management Plan  Responsible for alerting the PM to current or upcoming risk events  ES&H:Greg Snow  Provides ES&H oversight for the entire project: at Universities, FNAL and CERN  Keeps PM informed of any ES&H issues  Project EE/ Project ME: will provide overall oversight and systems integration for the project, ensuring the conformity of engineering across the project and that interfaces are understood and documented 9 Roles and Responsibilities V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades

10.  Project Finance: J. Teng  Tracks expenditures against task codes and informs the PM of spending status in regular meetings  Liasons with the NSF office and provides monthly spending reports  Lead Project Controls:W. Freeman (interim)  Is the main responsible for implementing the project cost and schedule and EVMS statusing. Additional project controls people will report to the Lead Project Controls. The Lead Project Controls person reports to the PM on an on-going basis and provides project status reports for monthly meetings  Currently Bill is the CMS Upgrades project controls person, and is advising CMS HL-LHC upgrades  We will need a formal controls person once we receive CD-0, in preparation for CD-1 10 Moving to project land V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades

11.  The project office is getting off the ground (slowly)  At the moment, using mainly labor from people supported by Fermilab or the operations program  We have a sparse R&D budget, which we have not yet spent on dedicated PO support – but this will have to change once CD-0 is granted  In our BOE, we estimate about $1.1M is needed for the (DOE) project office in 2016/2017 – how to secure this funding, while keeping the R&D at a reasonable level is not clear  This is listed as “uncosted labor” in the BOE 11 Summary V. O'Dell, 2 February 2016Director's Review - Managing the U. S. CMS HL-LHC Upgrades