1. UK-A-1 ESS RF Distribution System Dr Paul Aden, Dr Rob Edgecock
RFDS Design Review
UK-A-1 ESS RF Distribution System
Dr Paul Aden, Dr Rob Edgecock

2. STFC UK Astronomy Technology Centre Edinburgh, Scotland Polaris House
Swindon, Wiltshire
Chilbolton Observatory
Stockbridge, Hampshire
Daresbury Laboratory
Sci-Tech Daresbury Warrington, Cheshire
Rutherford Appleton Laboratory
Harwell Didcot, Oxfordshire
Boulby Underground Laboratory
North Yorkshire

3. Resources

4. Project Team Rob Edgecock (40% Huddersfield University, 50% STFC)
Principle Investigator
Paul Aden (50%)
Project Manager
Richard Smith (50% from Sept)
Mechanical Engineer and Deputy PM
Quality Control Officer (100%)
Mech or Elec Engineer, main responsibility QA
RF Engineer (100%)
RF, Elec Engineer, main responsibility commissioning
Anna Orlowska
Project Sponsor

5. Project Team Norman Turner (100%) Ben Wallis (100% until September)
PhD student: arc detectors, tuning, etc
Previous job: HSE for offshore platforms
Ben Wallis (100% until September)
MSc: prototype testing
Contract Design Engineer (% as needed)
Support Structure detailing
Tendering:
John Weber
Allan Norman (UKSBS)
Finance:
Louise Dixon

6. OBS tdl-1229-meng-org-001-v0.1-OBS STFC Project Board
STFC ESS Project Board
Project Sponsor – Anna Orlowska
Customer – ESS
STFC Group Leader – Neil Bliss
Governance Board
Project Manager – Paul Aden
Principle Investigator – Rob Edgecock
Mechanical Engineering & Deputy Project Manager
– Richard Smith
Project Members:
Alan Norman – PhD Student
Scientific Lead – Rob Edgecock
MSc Student
Quality Control – to be appointed
Tuning & Commissioning - TBA
Project Management
Key:
Functional Management

7. Project Governance Sub-project board Position Name Project Sponsor
Anna Orlowska
Chair
UK-ESS Board member
Richard Wade
Independent technical input
Ian Gardiner
Independent PM expertise
Matt Fletcher
ESS
Mats Lindroos
Finance
Jane Warren
Technical secretary
Vicky Bayliss

8. UK Project Governance

9. UK Project Governance

10. STFC Project Management Framework

11. STFC Project Management Framework
The STFC Project Management Framework sets out STFC’s project management policy
Currently at this stage
Framework documents available as PDFs from here:

12. Projects must contain Business case / Feasibility study
Scope statement / Terms of reference
Project Management plan / Project Initiation Document
Work Breakdown structure
Change Control Plan
Risk management plan
Governance Model
Risk Register
Issue Log & WPP
Resource Management Plan
Project schedule
Status Reports
Project Quality Plan
Procurement Plan

13. Project Framework Business case / Feasibility study
Scope statement / Terms of reference
Project Management plan / Project Initiation Document
Work Breakdown structure
Change Control Plan
Risk management plan
Governance Model
Risk Register
Issue Log & WPP
Resource Management Plan
Project schedule
Status Reports
Project Quality Plan
Procurement Strategy

14. Schedule 2015 2016 2017 2018 2019 2020 Install Window Waveguide Design
CDR
Prototype Testing
Support Structure WP
Procurement
Manufacture
RFDS Delivery
Installation
Commissioning

15. Project Plan
tdl-1229-meng-ppl-001-v0.7-RFDS project Plan

16. Expected Contract signature date
Tendering Milestones
Tender
Cost (£M)
Expected Contract signature date 1
3.66
15/11/2016 2
2.63
08/11/2016 3
0.8
28/02/2017 4
6.29
10/01/2017 5
1.79
17/01/2017

17. Expected Contract signature date Tender Package Required
Tendering Milestones
Tender
Cost (£M)
Expected Contract signature date
Tender Package Required 1
3.66
15/11/2016
18/06/2016 2
2.63
08/11/2016
11/06/2016 3
0.8
28/02/2017
01/10/2016 4
6.29
10/01/2017
13/08/2016 5
1.79
17/01/2017
20/08/2016

18. Expected Contract signature date
Tendering Milestones
Detailed design package required no later than these dates
Tender
Cost (£M)
Expected Contract signature date
Final Drawing issues 1
3.66
15/11/2016
18/07/2016 2
2.63
08/11/2016
11/07/2016 3
0.8
28/02/2017
31/10/2016 4
6.29
10/01/2017
12/09/2016 5
1.79
17/01/2017
19/09/2016

19. Risk Register
tdl-1229-meng-rrg v-Risk Register

20. Issues/Risks identified Proposed mitigation taken (or planned)
Top 5 Risks
Project Issues/Active Risks (Top 5)
Issues/Risks identified
Status
Proposed mitigation taken (or planned)
Schedule delay due to late delivery by a supplier
Steady
Start the tender processes as soon as possible and closely monitor progress at the suppliers during construction.
Three types of load are still under consideration due to cooling water changes
The option costed is believed to be the most expensive. Load to be used will be decided in Feb
Cost changes due to changes in exchange rates.
Any cost increases will have to met using the contingency.
Inability to recruit or retain suitable staff
Falling
Well qualified PM has been recruited. Discussions taking place in Huddersfield to find suitably qualified staff there.
As a number of suppliers are likely to be involved, problems occurring during installation, in particular with interfaces.
Detailed discussions with ESS team and manufacturers are taking place, drawings will be closely checked and progress regularly monitored to ensure there are no connection issues.

21. Work Package Plan Projects within STFC require a WPP
Details project overview
Acts as issue log
Contains change information
tdl-1229-meng-wpp-001-v0.1-wpp

22. Project Quality Plan PQP currently being written
Based around existing frameworks
Including the TD quality manual
Will be finalised in the ESS format

23. STFC - Governance Monthly Reporting to the STFC ESS Project Manager
Monthly Reporting to the STFC ESS Project Register Committee
6 monthly reporting to the Project sub committee
6 monthly reporting to the STFC Project board
Monthly Status Updates to ESS

24. Quality Management System Certificate
ISO 9001:2008
Quality Management System Certificate
BSI ISO 9001:2008
Certificate: FM 54433
Original registration date: 17/4/2000
Renewed: Jan 16
Expires: September 18
The design, development and project management of mechanical engineering components. The manufacture, procurement, management of installation and commissioning, testing, repair, assembly and development of mechanical engineering components and systems including vacuum processing, inspection, and survey.
2008 -> 2015, plan on moving to within the next 12 months

25. Quality Assurance
STFC Technology Department at Daresbury Laboratory operates a quality system that meets the requirements of ISO 9001:2008.
The quality system defines how a project will be coordinated and documented.
The management of a project is based on an agreed Project Specification and a series of reviews at key stages in the work.
The detailed implementation of the Quality Management system is described in standardised group procedures, processes and local instructions.
These provide the core of the Quality Management System and provides the detail required to operate the system.
The processes and procedures are followed by STFC staff undertaking specified activities.

26. Summary Project Management Experience on international collaborations
STFC Technology Department at Daresbury Laboratory operates a quality system that meets the requirements of ISO 9001:2008.
The quality system defines how a project will be coordinated and documented.
The management of a project is based on an agreed Project Specification and a series of reviews at key stages in the work.
The detailed implementation of the Quality Management system is described in standardised group procedures, processes and local instructions.
The processes and procedures are followed by STFC staff undertaking specified activities.

27. Immediate things to do

28. Acceptance testing
Factory acceptance tests (FAT) to be carried out before initial shipment of each deliverable.
Site acceptance tests (SAT) to be carried out on subsequent deliveries.
The depth/involvement of this is to be discussed.
Spot checks at the factory to be carried out when required.

29. Delivery Details Waveguide Deliveries - TBD Start Date End Date
SPK Stub
04/09/2017
13/11/2017 1 2
SPK Tunnel
16/10/2017
03/01/2018
SPK Gallery
27/11/2017
05/03/2018 3
ELP Stub
06/11/2017
02/04/2016 4 5 6 7 8
Start Date
End Date
ELP Tunnel
03/01/2017
23/04/2018 1 2 3 4 5 6 7 8
ELP Gallery
05/02/2018
10/09/2018

30. Acceptance Testing Responsibilities need defining.
ESS/STFC-HUD/Supplier? Etc.
Scheduling to be agreed with ESS and supplier

31. Final Acceptance Testing
A Schedule for this needs agreeing upon
Responsibility?
ESS/STFC-HUD/Supplier?

32. Installation/Commissioning
“Participation in the Installation is limited to providing information”
“Participation in the commissioning. Tuning of the RFDS RFDS chain will be part of the commissioning”
Level of joint involvement needs better definition and schedule needs agreeing upon.

33. Summary
STFC Project Management Framework documentation is being worked upon.
STFC Project Governance board will meet on the 16th of July
Monthly reporting started last month.
Any feedback on what we supplied appreciated.
New staff starting in September
Two additional staff recruitment process has begun
More work needs doing on agreeing specific responsibilities
Work needs to be done to produce a delivery schedule agreeable with waveguide manufactures & ESS’s installation schedule.

34. Thank You