1. WP leaders meeting R. Aleksan October 5 th, 2009 TIARA 1.Objectives 2.WP management 3.General rules 4.Conclusion Work Packages

2. In TIARA, 3 categories of WP 1. Management of TIARA-PP 2. General TIARA issues 3. Specific R&D infrastructure issues We have To define the work plan of each WP with clear objectives, deliverables, milestone and time schedule  To define the work plan of each WP with clear objectives, deliverables, milestone and time schedule To ensure the complementary of the WPs and their proper interconnection in order to form an overall coherent proposal  To ensure the complementary of the WPs and their proper interconnection in order to form an overall coherent proposal To define who does what and to estimate their cost  To define who does what and to estimate their cost Write down a convincing description of all of the above  Write down a convincing description of all of the above Objectives

3. WP management WP-PE  WP-leaders WP-DE  WP-deputy WP-PC  WP- PC Time is short!Need to be pragmatic and efficient Identify (in consultation with TPB) 1.WP-Principal Editor 2.WP-Deputy Editor 3.Participant Contacts Proposal: responsible WP-PE is responsible to define, cost and write the work plan close interaction in close interaction (as deemed appropriate) with its deputy(ies) consultation in consultation (as deemed appropriate) with participant contacts If proposal is successful, Normally: All WP leaders will be members of the TIARA steering committee

4. TIARA management (cont’d) WP-leaders: General WPs R. Aleksan WP2: R. Aleksan (CEA, F) O. Brüning WP3: O. Brüning (CERN, Int.) F. Cervelli WP4: F. Cervelli (INFN, I) P. Burrows WP5: P. Burrows (STFC, UK) W. Singer WP6: W. Singer (DESY, DE) Candidate Specific WPs (proposed by the projets) E. Jensen WP7 (CLIC): E. Jensen (CERN, Int.) K. Long WP8 (n-facility): K. Long (STFC, UK) M. Biagini WP9 (Super-B): M. Biagini (INFN, I) P. Bousson WP10 (EURISOL): P. Bousson (CNRS, F) Contact me for WP Deputies and contacts names

5. TIARA management (cont’d) General rules for writing the WP sections WP number1Start date1 WP TitleMaNaGeMent of the consortium Activity TypeMGT Participant number 1 Participant short name CEA Person- months 90 Objective: Management of the TIARA consortium Example of document to be filled; WP1

6. TIARA management (cont’d) Description of work The coordinator will be the single point of contact to the EC. The coordinator will provide the annual reports on the activities of the consortium and take care of the financial statements. The Coordinator will provide the Consortium Agreement and obtain the signatures of all participants before the beginning of the project. The coordinator reports to the bodies of the Consortium, in particular to the Governing Council, the representation of the participants. The coordinator maintains direct contact with the national authorities and funding agencies whenever needed to ensure a proper communication and their awareness of the development of the work. The coordinators will establish link with others majors partners in the field of accelerator science in the other regions of the world. The coordinator will be in charge of organizing general events and ensuring that the objectives, the status and achievements of TIARA, and its importance within the European and the world of science and research, is widely disseminated to the relevant communities and as well as the general public in the European Union, and their governments, in as many languages of the EU as is practicable. The work in this WP will be structured in 2 tasks as detailed below Task breakdown Task Num Short Name Description 1.11_CoCCoordination of the Consortium 1.21_DaODissemination and Outreach

7. TIARA management (cont’d) Deliverables (brief description and month of delivery) NumNatShort nameDescriptionmonth 1.1OConsAgrmntConsortium Agreement between participants ready (task 1.1) 0 1.2OContractContract of the Consortium with the EC signed (task 1.1)1 1.3OWebSiteWeb Site Frame ready with all functionalities (task 1.1)3 1.4OKickMeetOrganization of Kickoff meeting (task 1.1)3 1.5OFinMeetOrganization of Final General Meeting (task 1.1&1.2)35 1.6RFinRepFinal Report delivered (task 1.1&1.2)36 Milestones NumNatShort nameDescriptionmonth 1OWebSitePreliminary Web Site Frame set up (task 1.1)0 2OMidMeetOrganization of Mid term General Meeting (task 1.1&1.2)16 3RMidRepMid term Report ready (task 1.1)18 In addition a Gantt chart is requested

8. TIARA management (cont’d)  Gantt chart : proposed tool = MS project  Limit the number of deliverables to the minimum needed, it is preferable to have milestones, showing that we will follow closely the work.  Text for the description of the work: about 1 page, in any case 2 pages max.  Proposed Manpower rules For WP3, 4, 5, 6 WP leader: 25% FTE (i.e. a total of 9 person-month) WP deputy (ies): a total of 20% FTE ( i.e. a total of 7.2 person-month) WP 2 will have a bureau with 4 persons (14.4 person-month) WP contacts: 10% FTE (i.e. a total 3.6 person-month) per participant contact Most of the cost will be manpower and travels  Proposed expense rule per travel: 800€ (ticket=500€+ 2 days at 150€) For WP7-n WP leader: 20% FTE (i.e. a total of 9 person-month) WP deputy (ies): a total of 10% FTE ( i.e. a total of 7.2 person-month)

9. TIARA management (cont’d) WPLWPDWPC p-mtravelp-mtravelp-mtravel WP118 9-- WP291214.4123.63 WP3997.263.63 WP4997.263.63 WP5997.263.63 WP6997.263.63 WP77.293.66 3 WP87.293.66 3 WP97.293.66 3 WP107.293.66 3 Other specific resources may needed depending of WP Ex. WP2 will need people for legal and financial matters

10. TIARA management Milestone&schedule DateDeliverableResponsible persons 25/9/2009Finalization of the Proposal Editing Group Coordinator 2/10/2009Formation of Editing Group for each WP WP PE 5/10/2009Meeting of Proposal Editing Group (Coordinator+WP leaders) Coordinator+WP PE Presentation of Draft Structure of the WP sections for the proposal WP PE 12/10/2009Initial version of the WP sections for the proposal, including detailed description, task breakdown, list of deliverables and milestones, Gantt chart WP PE Initial version of the general sections for the proposal Coordinator 14/10/2009Meeting of Proposal Editing Group (Coordinator+WP leaders) Coordinator+WP PE 28/10/2009Advanced WP documents, (description, task, deliverables, milestones, Gantt WP PE 2/11/2009Meeting of TIARA Contractors + Proposal Editing Group (Coordinator+WP leaders) Contractors + Coordinator+WP PE 9/11/2009Final WP documents, including description, task breakdown, list of deliverables and milestones, Gantt chart WP PE 16/11/2009Meeting of Proposal Editing Group (Coordinator+WP leaders) Coordinator+WP PE Initial integration of the full TIARA proposal Coordinator 23/11/2009Reserved date for meeting of Proposal Editing Group (backup; will be used in case of crisis) Coordinator+WP PE 25/11/2009Final integration of all section of the proposal ready Coordinator Initial Electronic submission of TIARA-PP Coordinator 2/12/2009Final minor correction & Final Electronic submission of TIARA-PP Coordinator

11. Conclusions Accelerator science could be a powerful mean toward scientific, technical and industrial breakthroughs… i.e toward building a society and economy of knowledge With TIARA TIARA is on the way to develop an ambitious structure, which is aiming at strengthening accelerator R&D is a sustainable and comprehensive way The challenge is huge!!! We have now a lot of work ahead of us to make a strong proposal for FP7 Preparatory Phase It will require strong commitment from all of us

12. TIARA management (cont’d) Management perimeter of TIARA (deliverable 1, Report)  Term of reference (mandate, domain of competence, scientific and technical perimeter (field, type of infrastructures, R&D programme)...)  Expertise, Term and Location of central coordination Determination of structural needs to achieve TIARA objectives (deliverable 2, Report)  For addressing scientific and technical issues (with inputs from WP3 and WP4)  For addressing education and training aspects (with inputs from WP5)  For handling legal, financial and administrative matters  For enabling efficient dissemination and outreach Implementation of TIARA (deliverable 3, Report)  Overall legal structure of the central coordination (need to include EC in the work) including reporting and organization chart  Financing model and engineering for supporting TIARA activities (infrastructures, R&D programs, education&training, collaboration with industry)  Interactions with other bodies (NuPECC, EUROFEL…)  Impact of TIARA and related indicators… WP2