1. NSS Instrument Project Tollgate Coordinator
Phase 2 and TG3 processes
- for the ESS Reviewers -
Judith Freita Ramos
NSS Instrument Project Tollgate Coordinator
31 August 2018

2. DESIGN
Phase 2
REVIEW
TG3
These processes for the ESS Technology Teams mean review of the instruments design; ensuring that the sub-systems meet the requirements defined by each of your teams.
For that, your teams are expected to work closely with the Inst. Teams during the progress on the detailed design of their sub-systems.

3. The TG3 process is well advanced for the Monolith components and it is being reviewed by Iain and Hansdieter.
Outside the bunker, it has timidly started already for a few sub-systems of a couple of instruments. From right after IKON 15, the process will fully start, and meetings and reviews will take place at a rate of about 4 per month (depending on which month)

4. TG3 schedule (timeline 2018-2021)
Together with the Inst. Teams, we have prepared a schedule for the whole process. This, no doubt will change but, as it is, the last Final TG3 will happen in Aug21 (FREIA); and the first instrument in completing the process will be BIFROST, in XXXXX.
A calendar will be created in the coming weeks and placed on Confluence, and it will be updated as the dates change. July will be, as much as possible, review-free.
One note is that, in some cases, the TG4 will start before TG3 completes.
Other than the date allocation of the different reviews, on the schedule you can find whether an in-person meeting will be required, and what teams and precise people are expected at each review. Please, correct us if something should be different.

5. Flow diagram For complex sub-systems When outsourcing
To facilitate early procurement
I want to thank Andrew who created the main structure of this diagram - other people also helped to finish defining it.
Most of you know it by now but for those who don’t, I will go quickly through the main stages.
Together with last Sub-TG3

6. Confluence space
Information about these processes can be found on Confluence.
It is almost ready; I am just running the content of this table through the relevant Reviewers, and waiting also for some “source documents”
* You can find this Confluence space under: Instrument Projects  TG3 Meetings and additional information
* One can find there the two main documents for these Phase 2 and TG3 processes
* Also the Flow diagram is there.
This Confluence page has been thought mainly for the Inst. Teams, therefore, they can find here:
* the list of deliverables, requested for each review stage;
* the relevant documents (or source documents), which include CHESS docs for these processes, as well as the requirements produced by your groups, and examples when available;
* Specific description of each process;
* and the list of reviewers for each step
* Finally, you can find the table with the Reviewers per Sub-system

7. Confluence space: Reviewers per Sub-System
On this table you can find the combinations of reviewers expected per Sub-system. It would be good that each of you had a close look at it and let me know when a name should be substituted, added or removed.

8. Input from ESS Reviewer Teams: CTV
10 w-days:
to check schedule and resources (for critical components –neutron guides, detector tanks, detectors, special SE components)
to review high level system requirements
Starting now with the different stages of these processes:
The first one is the Call for Tender Verification. What the Inst. Teams will submit is little more than what it had been presented (and approved) for TG2.
The ESS Reviewer Teams are expected to ensure the design specifications on the call for tender match those established on the ESS requirements by you and your teams.
The CTV’s will not require an in-person meeting, but s instead with the NSS Lead Instrument Engineer and –where necessary- with the Inst. Team.
If change in design

9. Input from ESS Reviewer Teams: IDR/
5 w-days
to notify if anything major missing
½-1 day meeting
Respond to ad hoc questions to clarify the Reviewal Transmittal
2 weeks
for: a) reviewing
(communicate with Inst. Team if relevant)
b) forward feedback and suggestion requests to NSS Lead Instrument Engineer
(if needed)
3 w-days
for adjusting feedback to NSS Lead Instrument Engineer
The IDR’s are Intermediate Detailed Design Reviews. They are offered to the Inst. Teams for complex sub-systems. This will give the chance to discuss the progress on the detailed design before it reaches its final shape.
The panel of Reviewers will be the contact person from the Technology group for the sub-system, together with the teams of the interfaces relevant for that specific sub-system. The extended list of Reviewers can be found on the schedule – at least till Summer next year.
The IDR’s will require an in-person meeting where the Inst. Team will present the sub-system and a discussion will open.
It is very important to ensure that all relevant details are gathered on the document submitted by the Inst. Team since that is what will be finally approved by ESS. After the meeting, the Reviewers will send their feedback to the NSS Lead Instrument Engineer. Gabor will include all requests for change and for clarification on a Review Transmittal. And he will follow up with the Inst. Team until the RT is fully addressed. This will help to ensure that the detailed design of that sub-system will be ready to be submitted for the Sub-TG3.
The IDR’s (in particular the first ones) will be open to observers (not participation right).

10. Input from ESS Reviewer Teams: Sub-TG3/
5 w-days
to notify if anything major missing
½-1 day meeting (if required)
Endorsed by NSS Lead Instrument Eng.
Respond to ad hoc questions to clarify the Reviewal Transmittal
2 weeks
for: a) reviewing
(communicate with Inst. Team if relevant)
b) forward feedback and suggestion requests to NSS Lead Instrument Engineer
(if needed)
3 w-days
for adjusting feedback to NSS Lead Instrument Engineer
Sub-TG3’s are necessary for long lead time components/sub-systems where the manufacturing shall start before the final TG3.
It will be evaluated ad hoc whether a Sub-TG3 of a set of sub-systems require an in-person meeting or not. In principle, complex sub-systems have been carefully discussed during the IDR and amended with the Review Transmittal, and the other sub-systems might be straight forward enough to not need an in-person meeting.
In any case, it is worth highlighting that the ESS Reviewer Teams are expected to have been in close contact with the Inst. Teams during the development of their detailed designs, ahead of these Sub-TG3 meetings.
The Sub-TG3 also use the RT tool, hence, the Reviewers will send their feedback to the NSS Lead Instrument Engineer who will include all requests for change and for clarification on a Review Transmittal. Gabor will follow up with the Inst. Team until the RT is fully addressed. Once the RT is fully addressed, and the Inst. Teams also complied with the rest of documentation required, Gabor will sign-off the Sub-TG3, meaning that the sub-system is endorsed for procurement/manufacturing.

11. Input from ESS Reviewer Teams: Final TG3/
Endorsed by ESS Management
5 w-days
to notify if anything major missing
1- 1½ days meeting
Respond to ad hoc questions to clarify the Reviewal Transmittal /
3 weeks
for: a) reviewing
(communicate with Inst. Team if relevant)
b) forward feedback and suggestion requests to NSS Lead Instrument Engineer
(if needed)
3 w-days
for adjusting feedback to NSS Lead Instrument Engineer
Since the Last Sub-TG3 takes place simultaneously with the Final TG3, the input will be similar to any other Sub-TG3
Final TG3’s will be signed off by the relevant ESS Management members.

12. Making TG3 an agile process
DESIGN
IDR for complex sub-systems/components
Sub-TG3
Review Transmittal
NSS Lead Instrument Engineer: hub
ESS Reviewer Teams: be available and work together with the Inst. Teams along the development of their detailed design
Phase 2
REVIEW
TG3
This is how we tried to speed up the TG3 process.
Not all might work, we need to be prepared for it and, even more prepared for updates and changes along the process.

13. Thank you
2014
Construction Starts on Green Field Site
2009
Decision to Site ESS in Lund
2025
ESS Construction Phase Complete
2003
European Design of ESS Completed
2012
ESS Design Update Phase Complete
2019
Start of Initial Operations Phase
2023
ESS Starts
User Program
Journey to deliver the world’s leading facility for research using neutrons