2014 Topical Workshop: Management of Instrumentation Projects

19 May 2014, 09:00 → 21 May 2014, 14:00 Europe/Zurich

ESO Garching

The 2014 EIROforum topical workshop on the Management of Instrumentation Projects will be held from 19-21 May at ESO headquarters in Garching. 

Monday 19 May

09:00 → 12:00 Registration in room Fornax

12:30 → 14:00 Buffet lunch

14:00 → 15:00 0 - Session 1: Introduction to Institutes

The 5-minute presentations aim at providing a general understanding of our different organizations for the workshop participants. Presenters are asked to focus on organizational description rather than future projects, given the time limits.

Conveners: Andrea Murari (JET), Christian Joram (CERN), David Lumb (ESA), Jean Susini (ESRF), Jerome Beaucour (ILL), Mark Casali (ESO), Riko Wichmann (DESY), Thomas Schneider (EMBL)

14:00 1.1 ESO

Brief description of ESO – function, size, Organisation

Speaker: Mark Casali (ESO)

Slides ESO_introduction_5min.pptx

14:05 1.2 CERN

Brief description of CERN – function, size, Organisation

Speaker: Christian Joram (CERN)

Slides CERN_General_English_2014_compressed.pdf CERN_General_English_2014_compressed.pptx

14:10 1.3 ESA

Brief description of ESA – function, size, Organisation

Speaker: David Lumb (ESA)

Slides ESA_Intro.pdf ESA_Intro.pptx

14:15 1.4 ILL

Brief description of ILL – function, size, Organisation

Speaker: Jerome Beaucour (ILL)

Slides Eiroforum_JB_18mai14.pdf Eiroforum_JB_18mai14.pptx

14:20 1.5 EMBL

Brief description of EMBL – function, size, Organisation

Speaker: Thomas Schneider (EMBL)

Slides EMBL-Intro-fin.pdf EMBL-Intro-fin.pptx

14:25 1.6 JET

Brief description of JET – function, size, Organisation

Speaker: Andrea Murari (JET)

Slides EFDA-JET-Managament_workshop.pdf EFDA-JET-Managament_workshop.ppt

14:30 1.7 XFEL

Brief description of XFEL – function, size, Organisation

Speaker: Riko Wichmann (XFEL)

Slides XFELintro_EiROforum2014-05-20.pdf XFELintro_EiROforum2014-05-20.pptx

14:35 1.8 ESRF

Brief description of ESRF – function, size, Organisation

Speaker: Jean Susini (ESRF)

Slides Susini-EiroForum_May2014_ESRF-Intro.pdf

15:00 → 17:30 Session 2: Managing projects (I)

Conveners: Ferdinand Hahn (CERN), Jean Susini (ESRF), Jerome Beaucour (ILL), Mark Casali (ESO), Stefan Fiedler (EMBL)

15:00 2.1 How experiments start (CERN)

Even a small or medium size High Energy Physics experiment requires nowadays an important capital investment. To get a new experiment approved many problems have to be solved and fund raising is only one of them. This talk will not look at the cost book of an experiment, but it will give hints how a group of physicists can manage to get an experiment of the ground.

Speaker: Ferdinand Hahn (CERN)

Slides EIRO_Forum_May_2014_vf.pdf EIRO_Forum_May_2014_vf.pptx

15:15 2.2 Upgrade projects (ESRF)

ESRF Upgrade Programme (from 2009-2020) covering new accelerator projects.

Speaker: Jean Susini (ESRF)

Slides Susini-EiroForum_May2014_Upgrade.pdf Susini-EiroForum_May2014_Upgrade.pptx

15:30 Coffee break

16:00 2.3 Management of small and medium instrumentation projects (EMBL)

The talk will describe the project management reality, problems and advantages, from our (EMBL) perspective giving some examples.

Speaker: Stefan Fiedler (EMBL)

Slides Eirioforum_ProjectManagement_SF_19052014_fin.pdf Eirioforum_ProjectManagement_SF_19052014_fin.pptx

16:15 2.4 Project management for the M1 programme and working with industry (ILL)

The talk will present the project management successfully system implemented at the ILL in 2007 for the implementation of the Millennium program M1 (a 7years/50M€ investment program for the upgrade of the ILL scientific instrument suite and their related infrastructure). ILL is currently reconsidering the way to interact with industry. Some of such strategic considerations will be presented, as well as the possible associated means foreseen.

Speaker: Jerome Beaucour (ILL)

Slides EIROFORUM_project_management_JB19mai14.pdf EIROFORUM_project_management_JB19mai14.pptx

16:45 General discussion

Tuesday 20 May

09:00 → 12:30 Session 3: Managing projects (II)

Conveners: Joao Figueiredo (JET), Mark Casali (ESO), Markus Nordberg (CERN), R. Wichmann (XFEL), Rolf Lindner (CERN), W. Wild (ESO)

09:00 3.1 Lifecycle of diagnostic enhancement projects at JET-EFDA (JET)

Speaker: Joao Figueiredo (JET)

Slides Eiroforum14b.pdf Eiroforum14b.ppt

09:15 3.2 From idea to realization of a HEP experiment (CERN)

High Energy Particle physics (HEP) experiments increased steadily in complexity, number of collaborators, duration and budget. The road to success from an idea to the final realization is long and builds on close cooperation between collaborating institutes and industry and an almost flat hierarchy. The different steps towards the final implementation of a HEP experiment are presented using the example of LHCb at the Large Hadron Collider at CERN.

Speaker: Rolf Lindner (CERN)

Slides EIROforum-rl.pptx

09:30 3.3 ALMA - a real world example (ESO)

This talk would present the ALMA management scheme and outline successes and difficulties encountered during 10+ years of construction.

Speaker: W. Wild (ESO)

Slides EIROforum_Workshop_ALMA_WWild_2014-05-20_.pdf EIROforum_Workshop_ALMA_WWild_2014-05-20_.pptx

09:45 3.4 Project management processes at the European XFEL project (XFEL)

The project organization and the management processes for the realization of the European XFEL are described in the XFEL project Handbook. This handbook contains descriptions of the rules and responsibilities within the project and an outline of the main project management processes scheduling, resource planning, project internal reporting and follow-up. These processes are supported by a central project management system.

Speaker: R. Wichmann (XFEL)

Slides XFEL-PMprocesses_EIROforum2014-05-20.pdf XFEL-PMprocesses_EIROforum2014-05-20.pptx

10:00 3.5 ATLAS as an example of a large scientific collaboration (CERN)

How do large scientific collaborations work? ATLAS as a case. The presentation will give an overview how large scientific projects such as the LHC experiments are governed and funded and what type of instruments (MoUs) are used to execute them.

Speaker: Markus Nordberg (CERN)

Slides EIROforum200514.pdf EIROforum200514.ppt

10:15 3.6 ATTRACT Initiative - detector R&D and imaging program funded by EC (CERN)

The presentation will summarize an initiative proposed to the European Commission for establishing a dedicated program for ionizing radiation and imaging R&D, cutting across all fields developing such sensors and related technologies. ATTRACT is science driven but integrates European Small and Medium Enterprises as co-developers, aiming at shortening the innovation cycle from research to societal use.

Speaker: Markus Nordberg (CERN)

Slides EIRO-ATTRACT.pdf EIRO-ATTRACT.pptx

10:30 Coffee break

11:00 General discussion

12:30 → 13:45 Lunch

Sandwiches were ordered

14:00 → 15:30 Session 4: The European ELT - Introduction and Tour

ESO has started construction of the European ELT, which will become the largest optical/IR telescope in the world. The project has major technical and industrial challenges. The tour will start with an introduction to the project and will include a view and description of the phasing test bench. Tours of other labs will be organised depending on availability.

15:30 → 15:45 Coffee break

15:45 → 17:30 Session 5: Resource management

Conveners: Fabio Biancat-Marchet (ESO), Mark Casali (ESO), Philippe Duru (ESRF)

15:45 5.1 Project management in a fully matrixed organization (ESO)

Speaker: Fabio Biancat-Marchet (ESO)

Slides Matrix1.pdf Matrix1.pptx

16:00 5.2 Resource management at the ESRF (ESRF)

A few years ago, ESRF implemented a project management methodology to monitor resources and set priorities between new projects and recurrent facility operation.

Speaker: Philippe Duru (ESRF)

Slides EiroForum_May2014_V1.pdf EiroForum_May2014_V1.pptx

16:15 General Discussion

19:30 → 21:30 Conference Dinner

Restaurant Rondell (dinner included in the registration fee)

Wednesday 21 May

09:00 → 10:30 Session 6: Working with external partners

The science community including institutes and universities are the “customers” for the mission products, but also the “providers” through national funding, of instruments and other components of a mission. There are frequently tensions in this conflict between customer and provider and we provide a brief description how this works well or fails.

Conveners: David Lumb (ESA), Ed Mitchell (ESRF), Mark Casali (ESO)

09:00 6.1 ESRF interactions with the industrial world (ESRF)

ESRF, as a User Facility, has two kinds of interactions with industry: a/ as a user and b/ as a KTT partner. Both aspects involve Project Management and the issues and challenges will be addressed.

Speaker: Ed Mitchell (ESRF)

Slides Munich.pdf Munich.pptx

09:15 6.2 Working with institutes (ESO)

Speaker: Mark Casali (ESO)

Slides Working_with_Institutes.pdf Working_with_Institutes.pptx

09:30 6.3 Challenges of working with industry (ESA)

Development of products from launchers to spacecraft and sub-systems is usually done by industry according to well-defined contractual arrangements. This can be difficult to complete for more speculative research contracts. We describe some particular challenges of this relationship.

Speaker: David Lumb (ESA)

Slides ESA_Industry.pdf ESA_Industry.pptx

09:45 General discussion

10:30 → 10:45 Coffee break

10:45 → 11:30 Session 7: Balancing science and engineering

Conveners: David Lumb (ESA), Jason Spyromilio (ESO), Mark Casali (ESO), Werner Riegler (CERN)

10:45 7.1 Balancing Science and Engineering (ESA)

We briefly describe the main programmes for technology development at ESA, highlighting where these target different development stages according to spacecraft or instrument, following a definition of “Technology Readiness Level”.

Speaker: David Lumb (ESA)

Slides ESA_Balance_Sci_Eng.pdf ESA_Balance_Sci_Eng.pptx

11:00 7.2 Balancing Science and Engineering (CERN)

The strict distinction between science and engineering is not really existing in large scale experiments, but there is an almost continuous set of 'professions' that span these two traditional topics. In this context I will discuss a few aspects of relations between scientists and engineers.

Speaker: Werner Riegler (CERN)

Slides eiroforum_workshop_riegler_2014.pdf eiroforum_workshop_riegler_2014.pptx

11:15 7.3 Early science or perfect engineering (ESO)

Speaker: Jason Spyromilio (ESO)

11:30 → 13:00 Session 8: Science & engineering General discussion/Conclusions

13:00 → 14:00 Buffet Lunch