1. Plan

2. 12/05/2015 2 Who are we? PM (Project Management and Resource Planning) – APT – IMPACT – PPTEU2 – Plan LS1 – 2012 –…–… Plan V2 – From LS1 to LS2 Benoît Daudin Manuel Alvarez Alvarez Eloy Reguero Fuentes

3. 12/05/2015 3 ls2-plan@cern.ch

4. 12/05/2015 4 Agenda Actors and Roles Plan Basics: – Activity – Version and Stages Planning Exercise Activity Approval Process

5. 12/05/2015 5 Actors & Roles

6. 12/05/2015 6 Actors and Roles Actors Plan LeaderJ. Miguel Jimenez Plan CoordinatorKaty Foraz Quality Assurance ManagerRachel Decreuse-Michaud Group CoordinatorGroup Leaders Group Plan OfficerNominated by Group Coordinators Project LeaderLS2 Project Leaders AuditorOrg Unit, Plan, Project, Facility, … -Department Heads -Section Leaders -Facility Coordinators

7. 12/05/2015 7 Plan Basics

8. 12/05/2015 8 Activity Technical Responsible Responsible Group Contribution Group 1 Contribution Group 2 Contribution Group N

9. 12/05/2015 9 Iterative Planning Granularity varies along time Evolution of the plan  Versioning Version 1 1 2 3 4 Version 2 1 2 3 4 5 6 7 8 Version ‘n’ 1 2 3 4 5 6 7 8 9 X Y 

10. 12/05/2015 10 Stages Work in a Plan Version is organized in sequential Stages: Initialization 01-Sep-2015 30-Oct-2015 Prioritization 01-Nov-2015 15-Nov-2015 Resource Alloc. 16-Nov-2015 15-Dec-2015 Final Approval 16-Dec-2015 15-Jan-2016 Version 1 Active 1 2 3 4 5 6 7 8 Released

11. 12/05/2015 11 Let’s Plan…

12. 12/05/2015 12 Declare Activities Initialization Prioritization Resource Allocation Final Approval Responsible Group

13. 12/05/2015 13 General Title* Responsible Group* Technical Responsible* Type* – Inspection, Preventive, Corrective, Consolidation, Upgrade WBS Node* (to be defined) Facilities* – LHC machine, ATLAS, Alice, SPS, PS… Location Information Goal* Impact if not done* Impact if postponed* Initialization Prioritization Resource Allocation Final Approval * : Mandatory Fields  LIU  HL-LHC  LINAC4  LHC Consolidation  … https://quality.web.cern.ch/consolidation-vs-upgrade

14. 12/05/2015 14 Propose Scheduling For each activity phase – Proposed Period* – Duration (weeks) * When will be the equipment ready for installation? Comments on equipment Initialization Prioritization Resource Allocation Final Approval  2016  2016-S1  2016-S2  2017  2017-S1  LS2  LS2-S1  LS2-S2  LS2-S3 Preparation Activity phases: Commissioning… Installation Version Stage != Activity Phase

15. 12/05/2015 15 Request Group Contributions Group Contribution: – Activity Phase* – Group* – Description* – Comments Initialization Prioritization Resource Allocation Final Approval Activity Technical Responsible Responsible Group Contribution Group 1 Contribution Group 2 Contribution Group N

16. 12/05/2015 16 Allocate Resources for Coordination Responsible group must define resources to coordinate the activity. Initialization Prioritization Resource Allocation Final Approval Resource allocation will be explained more in detail shortly…

17. 12/05/2015 17 Activity Prioritization && Scheduling Initialization Prioritization Resource Allocation Final Approval Plan Coordinator

18. 12/05/2015 18 Prioritization Priority* - Priority list to be defined Initialization Prioritization Resource Allocation Final Approval  P0 – Safety  P1 – Beam to 6.5-7TeV, nominal performance  P2 – Reliable performance improvement  P3 – CERN approved projects  P4 – no CERN approved projects LS1 priority list:

19. 12/05/2015 19 Scheduling For each activity phase: – Accepted Period* Initialization Prioritization Resource Allocation Final Approval

20. 12/05/2015 20 Activity Resource Allocation InitializationPrioritization Resource Allocation Final Approval Contribution Group

21. 12/05/2015 21 Allocate Resources for Contribution N resources of type: – Personnel Resources Staff or Fellows – Associated Personnel Resources Collaboration Agreements, Contractors, PJAS, COAS… – Material Resources InitializationPrioritization Resource Allocation Final Approval

22. 12/05/2015 22 Personnel Resources Resource Description* (Engineers, Technicians, …) FTE Needed* Number or Duration (weeks / months) * How many parallel teams can perform this activity? * Do you have the resources needed to perform the activity? * (Yes / No) InitializationPrioritization Resource Allocation Final Approval  0-1  1-2  2-5  5-10  10-20  20-50  50-100  100-200  200-500  500-1000  > 1000

23. 12/05/2015 23 Associated Personnel Resources Same as for Personnel Resources +: – Collaboration Agreement – Contractor InitializationPrioritization Resource Allocation Final Approval

24. 12/05/2015 24 Material Resources Resource Description* Budget (kCHF) * Do you have the budget needed to perform the activity? * (Yes / No) – In case that the answer is Yes then indicate the budget code or the budget owner (Group or Project) InitializationPrioritization Resource Allocation Final Approval

25. 12/05/2015 25 Activity Final decision InitializationPrioritization Resource Allocation Final Approval Plan Coordinator

26. 12/05/2015 26 Final decision by Plan Coordinators – Approve – Postpone InitializationPrioritization Resource Allocation Final Approval Before an activity goes to Waiting Final Approval every contributor group needs to validate their resource allocation.

27. 12/05/2015 27 Activity Approval Process

28. 12/05/2015 28 Approval Process

29. 12/05/2015 29 Workflow Transitions TransitionFromToMain Actors Create-CreatedCoordination Group SubmitCreatedWaiting for PrioritizationCoordination Group Start Resource AllocationWaiting for PrioritizationWaiting Resource AllocationPlan Coordinator Request Final ApprovalWaiting Resource AllocationWaiting Final ApprovalCoordination Group ApproveWaiting Final ApprovalApprovedPlan Coordinator PostponeWaiting Final ApprovalPostponedPlan Coordinator CancelAnyCancelledPlan Coordinator FinishCreatedFinishedCoordination Group Status Created Waiting Prioritization Waiting Resource Allocation Waiting Final Approval Approved Postponed Cancelled Finished

30. Thank you