1. TDR Technical Editorial Board Webex meeting, 16 th Dec 2011 Report from the Chair (John) Technical Editing reports (Benno, Maura) Review of TDR Outlines (all)

2. News from Japan… 2 Global Design Effort John Carwardine

3. Specific Action Items for this meeting (from 2 nd Dec meeting) 1.Prepare proposal for incorporating write-ups of Technical Systems descriptions (JC) 2.Distribute the updated outline to their respective TAGLs (PMs) 3.Review author list, make sure authors are aware they are on the hook (PMs) 4.Contact individual authors to solicit feedback on the outlines, page- counts, and timeframes in which they can deliver text (Editors) 5.Review LaTeX and Word templates (Maura) John Carwardine: Global Design Effort 3

4. Liaisons to be established Establish formal liaisons with the Editors for the Companion Volume (ILC Communicators + ) –Companion volume is being produced independently and in parallel with the TDR –Need to ensure the Companion volume stays in sync with the TDR content –Chair of the EB should be attend the TEB meetings Establish formal liaisons with the Editors for the Detector Baseline Design reports –Already initiated by Nick and Sakue –They’re looking to us for latex templates etc John Carwardine: Global Design Effort 4

5. Association of TDR, EDMS, and ILCDPC All technical documentation supporting the TDR Baseline is to be put in EDMS (Technical Design Documentation) –Responsibility of the PMs and Benno to decide what information must be included For the TDR Baseline Design volume: –Ensure that the TDR Baseline is properly referenced back to detailed design documentation in EDMS/TDD –Ensure the content isn’t swamped with design details that are more appropriate for EDMS/TDD For the R&D volume –Where authors submit too much detail for the TDR, the extra detail could be published in ILC Reports John Carwardine: Global Design Effort 5

6. Webex meeting with the authors Tentative date: Friday, 27 th January –One week after the SCRF Baseline Technical Review at KEK Purpose: –Jump-start the writing effort –Guidelines on content –Technical editing requirements and resources –Schedule and due dates for writing assignments Strawman Agenda –Introduction, schedule, general expectations (John, PMs) –Specific guidelines for R&D vol (Jim, Eckhard, Hitoshi) –Specific guidelines for Baseline Design vol (Nan, Nobu, Phil) –Technical editing requirements and resources (Benno, Maura) –Q&A John Carwardine: Global Design Effort 6

7. Next meeting: preparation for webex meeting with authors 13 th January at 14:00 GMT Reports from Editorial Troikas –Points of contact for for each chapter authors –Timeline promised by authors for submissions –Guidelines to be communicated to authors Technical Editing –Templates –Document submission guidelines (instructions) John Carwardine: Global Design Effort 7

8. Action Items 1.Send outlines to TAGLs for all three areas (PMs) 2.Close the loop with the TAGLs to get feedback on outlines and timeframes for delivering content (Editors) 3.Present final outline at AD&I meeting on 21 st December (JC) 4.Identify Editor points of contact for each volume section (Editors) 5.Develop proposal for including TS content in Volume2 (JC) 6.Develop Technical Editing systems (Benno, Maura) 7.Establish author guidelines for content and submissions (all) 8.Develop a timeline for producing the April draft (all) 9.Organize Webex meeting with Authors 10.Establish formal liaisons with Editors for Companion Volume 11.Establish formal liaisons with Editors for DBD

9. TEX file layout (Benno) Templates (Maura) TDR Project portal (Maura) Technical Editing Reports 9 Global Design Effort John Carwardine

10. Updates, issues (John) Feedback from TAGLs (Editors, PMs) Discussion TDR Outlines 10 Global Design Effort John Carwardine

11. Documenting evolution of the design from the RDR Policy from the PMs –TDR is to be a stand-alone document that does not reference back to the RDR But we do need to capture the changes and rational for the changes from the RDR to TDR designs Chapter 2 of the R&D Volume: ‘Evolution of the Design…’ –All references to SB2009 or design changes from RDR to TDR will be moved to this section Ex. CFS chapters on SB2009 and Descriptions of major design changes will be moved to Vol-1.2 (Vic will write) –Need detailed outline and authors identified John Carwardine: Global Design Effort 11

12. Proposal for including Technical System descriptions Several TS chapters in the RDR are not explicitly in the TDR –Availability, Commissioning and Operations Overview Availability Commissioning Radiation Shielding and PPS Zones Machine Protection System Operability –Technical Systems Magnets Vacuum … Low Level RF Instrumentation Dumps, Collimators, Stoppers Control System John Carwardine: Global Design Effort 12

13. Proposal for including Technical System descriptions Several TS chapters in the RDR are not explicitly in the TDR –Availability, Commissioning and Operations Overview Availability Commissioning Radiation Shielding and PPS Zones Machine Protection System Operability –Technical Systems Magnets Vacuum … Low Level RF Instrumentation Dumps, Collimators, Stoppers Control System John Carwardine: Global Design Effort 13 Yes, we need a section like this in the TDR Scope will be developed by Commissioning/Ops Task Force (Marc)

14. Proposal for including Technical System descriptions Several TS chapters in the RDR are not explicitly in the TDR –Availability, Commissioning and Operations Overview Availability Commissioning Radiation Shielding and PPS Zones Machine Protection System Operability –Technical Systems‘Global Technical Systems’ Magnets (Probably ok without separate section) Vacuum (Ok, don’t need separate section) … Low Level RF(Ok - covered in SCRF section) Instrumentation (Put in GTS section) Dumps, Collimators(Put in GTS section) Control System (Put in GTS section) John Carwardine: Global Design Effort 14

15. TDR outlines: site-specific content Region-specific / site-specific configurations need to be cross-linked within the volumes –Regional variations are explicitly part of the CFS outline Utilities / services are described for each region –Implicit site-specific variations HLRF descriptions for DRFS, KCS, RDR-prime –Derivatives of site-specific variations, eg Size and number of cryo-plants depends on linac layout Other…? Editors should consider how to handle this

16. Hierarchy naming conventions Volume 1 –Chapter 1 Section 1 –Subsection 1 –Subsection 2 Section 2 –Chapter 2 Section 1 Volume 2 –Chapter 1 Section 1 –Subsection 1 – Chapter 2 – OK? John Carwardine: Global Design Effort 16

17. Other changes, issues: Feedback from TAGLs, TEB, PMs… R&D Volume – Baseline Design Volume – John Carwardine: Global Design Effort 17

18. John Carwardine: Global Design Effort 18