Project Specification
Document Number
ESS-0001156
Date
Nov 4, 2013
Revision
2 (4)
State
Review
ESS Accelerator Systems Construction
Project Specification (ACCSYS)
Name
Affiliation
Authors
M. Conlon
ESS Accelerator Division
Reviewers
M. Lindroos
ESS Accelerator Division
J. Weisend
ESS Accelerator Division
A. Ingels
ESS Project Support Division
J. Yeck
ESS
Approver
Distribution:
F. Mezei
M. Tiirakari
Project Specification
Document Number
ESS-0001156
Date
Nov 4, 2013
SUMMARY
This Project Specification, together with the Programme Plan for the ESS, describes the
Construction Phase of the ESS Accelerator (ACCSYS).
The goal for the ACCSYS project is to construct and commission an operational linear
accelerator facility in accordance with performance requirements and within time, cost and
other constraint requirements of the current Integrated Baseline (technical, schedule and
cost baselines).
During Construction Phase, ACCSYS:







plans and manages project resources to establish and progress baselines and
achieve other project milestones with agreed scope, schedule and cost constraints
continues to develop of requirements (design input) with concepts and configurations
(design outputs) iteratively, through engineering activities such as calculation;
modelling, simulation and prototyping;
develops technical specifications for the purposes of making agreements for the
supply of services and products;
performs activities in-house together with overseeing the work of collaboration
partners, in-kind and industry suppliers performing activities. This may include but is
not limited to agreement management, engineering management, detailed design,
product manufacture and procurement, product testing and quality assurance,
product delivery and installation;
plans for operations; and
commissions the ESS linear accelerator equipment, facilities and operational and
maintenance environment.
ACCSYS scope in terms of work activities and tasks, is divided into Work Packages (WP),
which may be further divided into Work Units (WU). The scope of the entire project is
described by this Project Specification and defined by the collection of Work Package
Descriptions.
The Construction Phase of the accelerator begins on 1st January 2013 and ends in
accordance with the Phase’s end milestone in accordance with the Programme Plan for the
ESS.
This document is a controlled item (CI) and is subject to ESS change control and
documentation management revisions (versions).
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TABLE OF CONTENT
Summary ................................................................................................................ 2
Table of content ..................................................................................................... 3
1.
Project Goal, Strategies and Stakeholders....................................................... 5
1.1
Background ........................................................................................................... 5
1.2
Project Goal ........................................................................................................... 5
1.3
General Project Strategies ....................................................................................... 5
1.4
Direction, Support and Connections within ESS ......................................................... 5
1.5
Project Stakeholders ............................................................................................... 6
2.
Project Value ................................................................................................... 7
2.1
Project’s Purpose ................................................................................................... 7
2.2
Value to Stakeholders ............................................................................................. 7
3.
Project Scope ................................................................................................... 8
3.1
Work Breakdown Structure (WBS) ........................................................................... 8
3.2
Scope Interfaces (external to ACCSYS)..................................................................... 9
3.3
Scope Definition and Change Control ....................................................................... 9
3.4
Scope Descriptions ............................................................................................... 10
3.5
Deliverables ......................................................................................................... 14
4.
Project Quality ............................................................................................... 15
4.1
Objectives for Quality ........................................................................................... 15
4.2
Overview of Activities for Quality ........................................................................... 15
4.3
Operative Processes used in the Project ................................................................. 15
5.
Project Procurement ...................................................................................... 17
5.1
General ............................................................................................................... 17
5.2
Some Special Considerations in Procurement .......................................................... 17
6.
Project Schedule ............................................................................................ 18
7.
Project Monitoring, Review and Reporting .................................................... 19
7.1
Project Monitoring ................................................................................................ 19
7.2
Project Reporting Reporting .................................................................................. 19
7.3
Reviews and Audits .............................................................................................. 19
7.4
Project Budget ..................................................................................................... 22
7.5
Project Reporting ................................................................................................. 22
8.
Project Organisation ...................................................................................... 24
8.1
Internal Organisation ............................................................................................ 24
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8.2
External Organisation ........................................................................................... 27
8.3
Project Management Meetings............................................................................... 27
9.
Project Risk Management .............................................................................. 29
9.1
Risk List .............................................................................................................. 29
9.2
Risk Monitoring and Control .................................................................................. 29
10.
Project Communications Plan ...................................................................... 30
11.
Project Hand-Over and Closure ................................................................... 31
11.1
Hand-Over of Project Outcome ............................................................................ 31
11.2
Hand-Over of Experiences ................................................................................... 31
11.3
Project Archiving and Closure .............................................................................. 31
Appendix 1: List of Abbreviations......................................................................... 32
Appendix 2: References........................................................................................ 32
Appendix 3: Document Revision History .............................................................. 33
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1.
PROJECT GOAL, STRATEGIES AND STAKEHOLDERS
1.1
Background
The Accelerator System (ACCSYS) Project is part of the Construction Phase programme of
the European Spallation Source (ESS). The overall background of the ESS programme is
detailed in the Programme Plan for the European Spallation Source (ESS), also referred to as
‘ESS Programme Plan’ [1].
1.2
Project Goal
The goal for the ACCSYS project is to construct and commission an operational linear
accelerator facility in accordance with performance requirements and within time, cost and
other constraint requirements of the current Integrated Baseline (technical, schedule and
cost baselines).
1.3
General Project Strategies
The ESS accelerator systems will be constructed through the delivery of products and
services from internal and external sources. External sources include collaboration partners,
In-Kind Contributors and also suppliers/contractors from commercial industries.
1.4
Direction, Support and Connections within ESS
ACCSYS is directed by the Director General through the ‘Machine Directorate’. ACCSYS
receives support from the ‘Project support & Administration Directorate’, including from the
‘Project Support Division’ within this directorate. Project Support Division is responsible for
the oversight monitoring and reporting of all ESS projects.
Construction Phase is a programme of projects. ACCSYS is one of many projects, as shown
in the table below. Projects which contribute deliverable products and services for
Construction Phase are indicated as bold text in the table below.
directorates
acronyms or
alternative names
projects
Infrastructure
Infra
CONVFC , CF
ENERGY
LICENC
INFSUP
Conventional Facilities
Energy
Licencing
Infrastructure Support
ACCSYS , ACC
TARGET , TS
INTCSS , ICS
MCHADM
Accelerator Systems
Target Station
Integrated Control Systems
Machine Administration
Machine
Science
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directorates
acronyms or
alternative names
projects
NSSPRJ, NSS
SCIENC
DIRSCI
Neutron Scattering Systems
Science (research)
Science Directorate
Admin, ADMLIN
Project support
Division
Administration & Line Management
Programme Support
Project support &
administration
PMO (old name)
All or most other projects shown below have interactions with ACCSYS including in regards
to scope and deliverable interfaces, for information flow and for other functions. The table
also shows that projects are aligned with directorates, but note that a directorate pertains to
the ESS line organisation - directorates, divisions, and groups.
1.5
Project Stakeholders
The key stakeholders for ACCSYS are:











ESS Chief Executive Officer (CEO),
Management Team (EMT)
the Machine Director
ESS Change Control Board (CCB)
Target Station (TS) project
Conventional Facilities (CF) project
Neutron Scattering Systems (NSS) project
Integrated Control System (ICS) project Manager
ESS Partner countries relevant to ACCSYS
ACCSYS collaborators (collaborating organisations)
In-Kind Contributors to ESS relevant to ACCSYS
Note that there is are some overlaps for example:
 the CEO, the Machine Director and the project leader for ACCSYS are members of
the EMT
 Project leaders for ACCSYS, TS, NSS, CF, ICS projects are members of the ESS CCB.
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2.
PROJECT VALUE
2.1
Project’s Purpose
ACCSYS project is to construct and commission the operational proton-beam accelerator
facility within the construction and commissioning for an operational ESS facility.
2.2
Value to Stakeholders
The accelerator is part of the ESS facility that aims to be the brightest source of neutrons in
the world for scientific research.
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3.
PROJECT SCOPE
3.1
Work Breakdown Structure (WBS)
3.1.1
WBS Levels and Elements
ESS WBS is architecture for organising all work to be done for ESS Construction Phase, by
the projects of the ESS programme. Work consists of activities and milestones. The
architecture creates a hierarchical relationship of levels of elements:
WBS level
WBS element
1
2
3
4
5
ESS programme
Project
Work Package (WP)
Work Unit (WU)
activities
WBS and levels do not necessarily map in a one-to-one way with other breakdown
structures, such as:


3.1.2
the ESS Product Breakdown Structure (PBS) of systems, sub-systems and
components, or
the ESS line organisation of directorates, divisions and groups.
ACCSYS WPs
ACCSYS project consists of the following Work Packages (WPs):
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
99
3.1.3
Management
Accelerator Physics
Normal Conducting Front-End
Spokes SCRF including Cryomodules
Elliptical SCRF including Cryomodules
HEBT, Magnets, Power Supplies, and Collimators
Beam Diagnostics
Radio Frequency Systems
not used
Test Stands
Cryogenics
Vacuum
Safety & Availability
ESS Linac Redesign
Electrical & Cooling
Installation
ACCSYS WP Work Units
Breakdown of work normally continues further, such that each WP is broken down to Work
Units (WU). This further WBS is not shown here but is described in each WP Description
documents. See below.
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3.2
Scope Interfaces (external to ACCSYS)
ACCSYS project also interacts other projects in regards to integration of deliverables i.e. for
functional (performance), and for physical and operational interfaces.
3.3
Product Breakdown Structure (PBS)
ESS PBS is architecture for organising the hardware and software deliverables output of
WBS. The architecture creates a hierarchical relationship of levels of systems, subsystems /
sections, and components, which are all called ‘products’:
PBS level
PBS element
1
2
3
4
ESS Facility
Accelerator System(s)
Linac Sections / subsystems
products within subsystems, grouped by engineering disciplines,
corresponding to WBS WPs
individual component or subsystem products from WBS WPs
5
3.4
Scope Definition and Change Control
The scope for ACCSYS project overall, may be defined or changed by ACCSYS agreements
with one or more of the following stakeholders:








CEO
EMT
the Machine Director
ESS CCB
CF project
TS project
ICS project, and
NSS project
Change control for technical (scope), schedule and cost (budget) is described in ESS Change
Control Process, Reference [6]. Change is reviewed and approved through Change Control
Boards (CCB) which are comprised of selected stakeholders depending on the importance
and impacts of the specific scope change proposed for ACCSYS. The various ‘Levels’ of
change control board, and their authority in regards to changing the Technical (scope),
Schedule and Cost (budget) views of the Integrated Baseline is described in the following
table, reproduced from the original, which is Figure 1, Reference [6].
Level of change
related to the
Approving
entity
Technical Baseline
Schedule Baseline
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Level A
ESS Board
Level B
EPG
Level C
CCB Programme
Changes that impact the
technical requirements of
the programme charter
Changes that impact the
programme milestones
Changes that impact the
costs related to the facility
life cycle (construction,
operation and
decommissioning).
Changes that impact
the facility
requirements and
interfaces.
Changes that impact the
critical path of the
programme (composition).
Changes that impact the
contingencies the costs
related to the facility life
cycle.
Changes that impact
the configuration
items for several ESS
systems.
Changes that impact the
critical path of a project
(composition and/or
duration).
Balanced changes to
cost with no impact
on total cost.
Changes that impact
the configuration
items for several work
packages.
Changes to schedule
with impact within the
single project.
Balanced changes to
Cost within the
Project.
Changes that impact the
design of a system but do
not change the ability of
that system to meet its
functional and design
requirements. Changes to
correct clerical errors or to
add clarification to
documents are also
classified as Level 5.
Changes to schedule
with impact within the
single work package.
Balanced changes to Cost
within the Work Package.
Changes that may impact
the general safety and
environmental objectives.
Level D
CCB Project
Level E
Chief Engineer of the
system and/or WP
Leader
(Level D) CCB Project, in the case of ACCSYS project, is regularly conducted as an agenda
item for the Accelerator Technical Board (ATB), but may be formed at any time to review
change requests. See also 7.3.1.3 and 7.3.1.4.
Note that control of scope, which essentially equals the ‘Technical Baseline’ as described in
Reference [6], is explained in further detail in ESS Configuration Management Plan,
Reference [7].
CCBs may also be referred to as ‘Configuration Control Boards’ when they establish or review
change for technical content of Baselines.
3.5
Scope Descriptions
3.5.1
Included Scope
The total scope for ACCSYS is defined as the sum of the scope of each WP. The scope of
each work package is defined in general terms in a WP Description for that WP, Reference
[2], and through the activities and tasks for that WP shown on the Programme Plan,
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Reference [1]. These descriptions and the Plan are controlled items (CI) under ESS change
control.
Scope is translated into executable tasks through:



documented (technical) requirements
in technical specifications, and
in technical scope of work contained in agreements and contractors with ESS
collaborators, in-kind contributors and suppliers
Scope is fulfilled through verified and commissioned Accelerator products – buildings and
equipment hardware and software) and also personnel and other services - that create the
operational Accelerator capability at ESS.
3.5.2
Overview Descriptions - ACCSYS Project and ACCSYS WPs
The following brief summary descriptions are included to provide a general overview of each
WP. The complete and controlled description of scope for each WP is contained in
References [1] and [2].
Project
ACCSYS
The purpose of the accelerator is to supply a pulsed beam of protons to the
ESS Target Station so that neutrons of the required energy/time profile can be
produced.
The function of the accelerator is to generate, accelerate and deliver a pulsed
beam of protons to the target station.
Other basic objectives for ESS Accelerator Operations are to ensure a beam
uptime corresponding to the required availability; and to operate the
Accelerator in accordance with required safety requirements and guidelines.
WP 1
Management
The Management work package will lead the execution of ACCSYS project.
This work package includes the general project management, contract
management, engineering management, project planning, project
communication, safety management and internal project governance. It
provides the oversight of scope, cost, and scheduling for all other work
packages.
WP 2
Accelerator Physics
This work package covers the optimisation and communication of the LNAC
configuration, the software applications in the control room, the planning and
execution of commissioning, and the upgrade studies.
WP 3
Normal Conducting Front-End
This work package covers the construction, and testing of the subsystems
which together form the normal conducting front-end sections for the ESS
linear accelerator. The work package includes the prototyping, design
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updates, procurement, assembly, and testing for the following sub-systems




WP 4
Ion Source and Low Energy Beam Transport (ISrc)
Radio Frequency Quadrupole (RFQ)
Medium Energy Beam Transport (MEBT)
Drift Tube Linac (DTL)
Spokes SCRF including Cryomodules
This work package covers the construction and testing of the spoke
cryomodule prototype (formerly included in AP2B) and the procurement,
assembly, testing, and transport of spoke cryomodules.
WP 5
Elliptical SCRF including Cryomodules
This work package covers the construction, and testing of the elliptical
superconducting RF cryomodules (including the high-beta and medium-beta
elliptical cavity-packages) of the ESS elliptical superconducting linac. This work
package includes procurement, assembly, and testing of elliptical cavities,
couplers, tuning system, cryostat, and the complete number of medium and
high beta cryomodules. It includes transportation to a testing facility, the high
power test at the testing facility and if needed, the transport from the testing
facility to Lund. It does not include the installation on site
WP 6
HEBT, Magnets, Power Supplies, and Collimators
This work package includes the construction of the normal conducting
magnets placed between the cryomodules, the special radiation hard magnets,
the collimators, and the DC power supplies for all but the klystron solenoids. It
also includes a prototype for the Linac Warm Unit, one radiation hard magnet,
and one movable collimator. It does not include the installation on site.
WP 7
Beam Diagnostics
This work package includes the procurement, assembly, testing and
installation of all the beam diagnostics equipment in the ESS accelerator, up to
and including the spot size measurement on the target.
WP 8
Radio Frequency (RF) Systems
The scope of the RF work package is to provide the cavities of the accelerating
systems with high power RF.
This workpackage covers the design, prototyping, specifications, procurement,
test, and installation of the RF System. The RF system is defined as the
system that converts AC line power to RF power at either 352 or 704 MHz to
be supplied to the RF accelerating cavity couplers. Therefore, the RF system is
bound by the AC conventional power lines on one side, and the waveguide
power couplers on the accelerating cavities on the other side.
WP 9
WP 10
not used
Test Stands
This WP covers the test stand in Uppsala and the local test stand in Lund for
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the main accelerator components.
The test stand in Lund includes two phases:


Phase I concerns the test stand for the main RF equipment prototype
soak tests.
Phase II concerns the SAT of the series production cryomodules
The test stand in Uppsala will be used to test the spoke cavity prototypes and
the spoke cavity cryomodule prototype. Series tests might also be done on this
test stand. It consists of a bunker, RF equipment and a cryogen supply.
WP 11
Cryogenics
This work package includes all the cryogenics systems associated with the ESS
project with the following exceptions:


WP 12
It does not include any of the liquid hydrogen cryogenics associated
with the target moderators (though it does cover the helium cooling of
the hydrogen moderator) and
It does not cover the cryogenic components found in the
instrumentation beam lines (though it does cover the liquid helium and
liquid nitrogen required by these instrumentation beam line
components).
Vacuum
This work package covers the vacuum systems required by ESS including the
beam line, target and instrumentation lines vacuum system. It does not
include the isolation vacuum systems associated with the cryomodules.
WP 13
Safety & Availability
This is a services work package which coordinates ACCSYS project activities
related to:



WP 14
to system safety, including machine protection (including
commissioning and operation planning), personnel protection and
radiation safety and shielding issues
planning for occupational health and safety for operators, maintainers
and visitors to the accelerator facility with ESS
availability, including Availability criteria (what constitutes a
failure/downtime), System stability to failure (including hardware
systems and optics/lattice design), Operational modes (including
operating at reduced performance), Component MTBF/MTTF and
MTTR requirements, Machine activation (including collimation and
beam dumps)
ESS Linac Redesign
The scope of this work package is to update the technical design of ESS Linac
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to provide a high level design that statisfies requirements and cost targets
baselined in 2013.
WP 15
Electrical & Cooling
This work package includes the procurement, assembly, testing and
installation of conventional electrical and conventional cooling equipment
between ESS accelerator sections and conventional facility ‘mains’ - utility
distribution systems.
WP 99
Installation
The ESS accelerator installation work package (WP) scope covers the:











3.5.3
Development of installation procedures.
Integration of installation activities schedules.
Training of personnel involved in installation activities.
Coordination of any subsystem design, assembly and testing with
the ESS partner or vendor at the manufacturing site whose design
may impact the alignment performance of any relevant equipment.
Attend design reviews, witness testing, develop/resolve interface
issues and provide feedback on any subsystem whose design may
impact the alignment performance of any relevant equipment.
Equipment acceptance and testing (SAT) upon arrival at the ESS
facility.
Equipment internal transport, handling and intermediate storage at
the ESS facility or nearby storage facility.
Equipment transport, positioning and alignment in final position
according to ESS design.
Equipment installation and system interconnection.
Dry commissioning.
Machine shop, tooling and reworks activities.
Excluded Scope
Only scope, including activity and tasks explicitly described in this document or identified in
references made in this document to other documents, are considered as scope for the
ACCSYS Project. Anything else is excluded.
3.6
Deliverables
Deliverables for each WP are identified and controlled in WP Descriptions and/or in activities
and milestones in the Programme Plan, Reference [1]. These deliverables include the
outputs of executable tasks and also Accelerator products, as described above.
Deliverables for ACCSYS in addition to those identified for WPs, are identified and controlled
activities and milestones in the ‘strategic’ view of the Programme Plan.
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4.
PROJECT QUALITY
4.1
Objectives for Quality
Quality objectives for ACCSYS are identified and controlled in “ESS Operations Project
Specification”, Reference [4].
4.2
Overview of Activities for Quality
Activities to ensure quality include:


the development, communication and adherence to processes and standards,
including those developed by ACCSYS, by ESS and external processes and
standards selected by ESS and/ or ACCSYS for application in ACCSYS.
ACCSYS project planning including:

this Project Specification, and

the ACCSYS content for the Programme Plan, Reference [1]
reviews and audits:

programme management reviews – annual reviews, quarterly reviews,
and (if used) milestone reviews and tollgate assessments (if used)

independent reviews – Technical Advisory Committee

project governance activities – Accelerator Technical Boards, WP audits,
and Product Audits

design reviews
4.3
Operative Processes used in the Project

The project methodology shall be XLPM, and the specific implementation as defined by the
Project Support Division. It includes processes for:









Integration
Procurement
Communication
Change control
Configuration Management
Quality Management
Safety Management
Risk Management
Document Handling
4.3.1
Project Processes - Change Control
Change management is a process for project management and quality management. Its
purpose is for communicating and controlling progress and change in projects. ACCSYS
project applies the ESS Change Control Process, in accordance with Reference [5]. This
process identifies and authorises Change Control Boards (CCB) to review and establish
Baselines for cost, schedule and scope. Scope includes technical scope and design and
product information (configuration information). CCBs may also be referred to as
‘Configuration Control Boards’ when they establish or review change for technical content of
Baselines.
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ACCSYS’ project-level CCB is regularly conducted as an agenda item for the Accelerator
Technical Board (ATB), but may be formed at any time to review change requests. See also
7.3.1.3 and 7.3.1.4.
4.3.2
Project Planning
Project planning is a management discipline. Project planning for ACCSYS is the
responsibility of the ACCSYS Project leader, and planning for each WP is the responsibility of
WP leaders. The Deputy Project Leader is delegated to coordinate ACCSYS project planning,
and the Project Planner / Project Planning Manager, a resource allocated to ACCSYS by ESS
Project Support Division, is responsible to the Project Leader and Deputy, to facilitate
planning and to create, manage and maintain the Programme Plan for ACCSYS WBS,
activities and tasks.
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5.
PROJECT PROCUREMENT
5.1
General
Procurement, in the general sense of the supply of accelerator products and services, is
achieved through the following methods:



collaboration agreements
in-Kind Contribution agreements
commercial contracting, under International, EU and Swedish provisions
It is expected the majority of procurements will be achieved through agreements or
contracts for the following purposes:



procurement of prototypes, to enable design progress
‘design and build’ procurement
‘built-to-print’ procurement
In all procurements, ESS will be involved in:





investigation e.g. discussions with prospective collaboration partners, In-Kind
Contributors or commercial suppliers, the latter through market research, surveys etc.
call for expressions of interest, call for tenders etc.
selection
award negotiations, and award
oversight and agreement management / contract management through to completion
5.2
Some Special Considerations in Procurement
5.2.1
Environment
ESS has defined objectives and targets to minimise negative impacts from construction, and
from the operations of the ESS Facility on the environment. These include objectives and
targets for using renewable and recyclable energy, and for design and operations for minimal
energy consumption generally.
5.2.2
Intellectual Property Rights
The intellectual property rights for the accelerator must conform to the general ESS
intellectual property rights.
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6.
PROJECT SCHEDULE
The time schedule, including milestones for the activities and tasks of every level of WBS is
shown and controlled in the ESS Programme Plan, Reference [1].
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7.
PROJECT MONITORING, REVIEW AND REPORTING
7.1
Project Monitoring
The continuous progress of the project will be monitored using the Earned Value
Management (EVM) method.
7.2
Project Reporting Reporting
Status and Progress Reporting content during Construction Phase:
Internal monthly project reporting /review:

Earned Value reporting: on Project and Work Package level we report the actual
hours spent and the invoices for the actual cost, the completion of milestones for
the actual value, and the planned milestones for the planned value.
Risk & Opportunities: on Project level
Milestones: delivered, delayed, upcoming
Primavera Plan: status on all tasks
Each work package reports: issues and anticipated variances.




External quarterly project reporting / review:



Earned Value
Written progress report
Risk & Opportunities
Annual reporting / review:


project management deliverables, specified for each Annual Review
technical deliverables, specified for each Annual Review
7.3
Reviews and Audits
7.3.1.1
Management and Governance Reviews
ACCSYS will be included in ESS-wide reviews. These include:



7.3.1.2
ESS Annual Review
quarterly review by ESS Project Support Division.
Independent Reviews
In previous Phases, the Technical Advisory Committee (TAC) has reviewed the progress of
the technical and scientific development for the accelerator systems in ESS. The continuing
role of TAC during Construction Phase is yet to be clarified.
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7.3.1.3
Governance Reviews - general
Governance in ACCSYS is the organisational function of providing oversight for decisions
made, progress achieved, and outputs delivered by ACCSYS as a whole, and by managers
and their teams within the ACCSYS project organisation. In other words, governance is the
function of checking through audit or review. The two terms are used as synonyms.
Managers must be somewhat self-governing, but this should not be the only form of
governance. The work of a WP leader and his or her team, can be reviewed by that leader’s
peers or managers, but should not be reviewed by the leader’s manager alone. Review by
one’s direct manager is just management, whereas the governance functional is meant to
provide an additional and more objective oversight.
A governance review is conducted by a group of people rather than a single person.
Governance boards comprise appointed members, such that any particular board is
constituted to achieve the sufficient degree of independence and objectivity for conducting
that particular level of review.
Governance should also be applied over agreements and contracting activities, or for
oversight of any other activity executed by or at the direction of ACSSYS, that latter including
work performed by external collaborators, In-Kind Contributors and commercial suppliers
through agreement or contract. In this regard, a WP leader may chair a board comprising
ACCSYS internal and possible also external reviewers to oversee the work performed under
agreement or contract.
A governance review may be a review of any or all aspects of general project management
and/or technical management. Where a review is focussed on technical performance, and in
particular design and technical deliverables, it can be referred to as a Design Review. See
that heading below.
Governance is executed by the following Boards or through the following reviews:

Accelerator Technical Board (ATB). ATB is a project-level governance forum.
Despite the word ‘technical’ in its title, the authority or ‘charge’ of the ATB is for
reviewing any or all aspects of ACCSYS performance, not just technical aspects. The
agenda for any particular ATB meeting will indicate the breadth and depth of that
particular review. ATBs are conducted between four and six times, annually. The
ATB is also authorised to conduct review for establishing or changing Baselines –
technical, cost or schedule – and thus is a CCB. See 4.3.1.

WP Audits. A WP Audits is conducted in a similar way to an ATB, however the
subject of the review is the activities and deliverables for one or more selected WPs.
WP Audits are conducted approximately monthly and it is intended that each WP
should be audited approximately once per year.

Product Audits. ACCSYS plans to conduct Product Audits, commencing 2014.
‘Product’ refers to elements of the ACCSYS Product Breakdown Structure (PBS).
7.3.1.4
Governance – Design Reviews
A ‘Design Review’ is a governance review focusing on technical content. In particular, it
reviews engineering management and engineering activities including testing and other
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verification. Most importantly, a design review reviews design, meaning that it reviews
inputs and outputs of design, which are deliverables in various forms: technical
requirements, specifications, statements of work, models, production drawings and the
products themselves.
A review of design deliverables may be scheduled to support important milestones, or be
called as soon as deliverables are ready. Design may be reviewed by a standing governance
broad, such as the ATB, or by a group of experts in the design to be reviewed, selected and
assembled ad-hoc for that specific review.
ACCSYS either participates in or conducts, the following Design Reviews performed the
governance boards indicated:
a)
ESS-level Design Reviews
The ESS CCB has specific authorities under (ESS) Change Control Process, Reference [5].
This includes establishing or making changes to Baselines, including Technical Baselines.
Technical Baselines and Design Reviews at ESS-level, as defined more specifically in (ESS)
Configuration Management Plan Reference [7]. During 2013, ESS CCB conducted the
following ESS-level Design Reviews:
 Function Review – to establish the (ESS-level) Functional Baseline
 Preliminary Design Review – to establish the (ESS-level) Allocated Baseline
ACCSYS project appoints a member on the ESS CCB, and this member presents ACCSYS
inputs and represents ACCSYS interests for ESS-level Design Reviews.
b)
ACCSYS-level design reviews
Standard ATBs. These may be conducted as an agenda item for the ATB, in its capacity as a
project-level CCB. For example, it is planned that an ACCSYS-level design review will be
conducted in late 2013 as a CCB agenda item for ATB. The purpose of the design review
agenda item is to establish a new Accelerator-level Technical Baseline by formally agreeing
the lattice design and requirements achieved by Linac Redesign (WP 14). This will be done
in conjunction and coinciding with an overall CCB agenda for that particular ATB, to review
and approve engineering deliverables and also project management deliverables for the ESS
Annual Review, 2013.
Special ATBs. An ATB may be scheduled for conducting specific design reviews for such
milestones as ESS-site installation, site acceptance testing, and for commissioning. Such
design reviews are considered as: Test Readiness Reviews (TRR), System Acceptance
Reviews (SAR), or Operational Readiness Reviews (ORR), in accordance with ESS
Configuration Management Plan, Reference [7].
c)
Design reviews in WP Audits and Products Audits
Examples of design review conducted through WP Audit and Product Audit are:

every Product Audit is a design review because it reviews design

every WP Audit is a design review through the agenda items that pertain to
engineering, but not including the items which review more general management
matters for the WP. This distinction is irrelevant in practice.
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
For tendering. A WP Audit or Product Audit may be scheduled prior to tendering.
This Audit would be conducted similar to a general WP Audit, but the particular focus
is reviewing proposed technical statements of work for a specific agreement or a
specific tender and contract. In accordance with ESS Configuration Management
Plan, Reference [7], such an Audit / design review could be considered as either a
Preliminary Design Review (PDR) or a Critical Design Review (CDR). That is, the
review of statements of work for a ‘design-and-build’ procurement would be a PDR,
since further design will be completed through the contract. The review of statements
of work for a ‘print-to-build/ off-the-shelf’ procurement, would be a CDR, because the
statements of work must contain detailed design specifications that enable direct
production or off-the-shelf selection and purchase.

For reviewing detailed design. A WP Audit or Product Audit may be scheduled during
the course of a ‘design-and-build’ contract. A board comprising ACCSYS
representatives may be formed and a WP Audit / Product Audit scheduled to review
the outputs of the detailed design completed by the supplier. The purpose is for
agreeing the start of purchasing and manufacture by the supplier. Such a design
review would be considered as a CDR or production readiness review, in accordance
with ESS Configuration Management Plan, Reference [7].

For other contracting milestones. Audits conducted to review preparations for testing,
results of testing or for finalising the contract. In accordance with ESS Configuration
Management Plan, Reference [7], such design reviews could be considered as Test
Readiness Reviews (TRR) and System Acceptance Reviews (SAR).

For other ACCSYS milestones. WP Audit or Product Audits may be scheduled prior
to installation, for Site Acceptance Testing, for Commissioning or for ending
Commissioning. In accordance with ESS Configuration Management Plan,
Reference [7], such design reviews could be considered as respectively Test
Readiness Reviews (TRR), System Acceptance Reviews (SAR), or Operational
Readiness Reviews (ORR).
7.4
Project Budget
The project budget is shown and controlled in the ESS Cost Book, Reference [8].
The labour cost is calculated allocating 1800 hours per person per year, and fixed cost per
hour, depending on the resource ID.
The cost estimate does not include contingency, overhead, or escalation. These are
maintained and controlled by the ESS Project Support Division.
7.5
Project Reporting
Financial reporting is implemented using Earned Value Management (EVM) principles. Each
work package has a PCC (Project Cost Code), with three resource categories for labour,
equipment, and travel. Earned Value reports are extracted from the Cobra system All
planning for the project budget will be performed in Primavera.
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The WP leaders/liaisons report monthly on the activities and deliverables. The financial
system provides monthly reports of invoices, and the Agda system provides monthly reports
of the hours spent on each WP. The Project Manager compiles a monthly report for PMO.
The ACCSYS project will adhere to the ESS-wide project procedures for financial record
keeping and reporting.
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8.
PROJECT ORGANISATION
ACCSYS has an internal (project) organisation described below. ACCSYS is also reliant upon
and supported by an external organisation comprising external collaborators, other
participant institutes and programs, In-Kind Contributors and commercial suppliers and subcontractors. External organisation is also partly described below.
8.1
Internal Organisation
8.1.1
Project Organisation Chart
ACCSYS project is basically organised as a WBS as indicated in the diagram below. The WBS
is of a project (large yellow rectangle) which has WPs (small yellow rectangles).
ACCSYS is resourced with personnel drawn from:




the Accelerator Division organisation (AD) ,
ACCSYS external organisations
other ESS organisations, and
consultants and contractors
Project leadership in ACCSYS is a function exercised fundamentally by the Project Leader
and the WP Leaders. In addition, an ACCSY management team has been created which
assists the Project Leader in planning and managing the Project, including to assist the
coordination and communication with work package leaders and their teams.
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8.1.2
WBS Leaders (and delegates or internal liaison officers)
WBS
WBS Entity
Leader
Project
WP 1
ACCSYS
Management
WP
WP
WP
WP
WP
2
3
4
5
6
WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
7
8
9
10
11
12
13
14
15
99
Accelerator Physics
Normal Conducting Front-End
Spokes SCRF including Cryomodules
Elliptical SCRF including Cryomodules
HEBT, Magnets, Power Supplies, and
Collimators
Beam Diagnostics
Radio Frequency Systems
M. Lindroos
M. Lindroos
(delegate: J. Weisend II)
M. Eshraqi
(internal liaison: A. Ponton)
(internal liaison: S. Molloy)
(internal liaison: C. Darve)
(internal liaison: P. Ladd)
8.1.3
not used
Test Stands
Cryogenics
Vacuum
Safety & Availability
ESS Linac Redesign
Electrical & Cooling
Installation
A. Jansson
A. Sunesson
W. Hees
J. Weisend II
P. Ladd
A. Jansson
D. McGinnis
J. Jurns
G. Lanfranco
ACCSYS Management Team
Core Team (identified on chart
Team Member Name
Project Leader (chair)
Deputy Project Leader
(and Project Support leader)
Safety & Availability Manager
Chief Engineer
assistant
planners
M. Lindroos
J. Weisend II
Extended Team (not on chart)
Deputy Head, Accelerator Division
WP Leader, WP 8 RF
Systems Engineer (secretary)
8.1.4
A. Jansson
D. McGinnis
C. Prabert
M. Klein Velderman
A. Ingels
H. Danared
A. Sunesson
J. Weisend II
Product Organisation – Product Development Matrix
ACCSYS product development is generated by a matrix interaction between an ‘internal
supplier’ organisation, referred to collectively as ‘Accelerator Support’ and an ‘internal
customer’ organisation, referred to collectively as ‘Accelerator Engineering. The product
development domain and its leadership is indicated by the grey rectangle in the diagram
above.
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The majority of ACCSYS WPs supply hardware, software and service deliverables to be
integrated into the subsystems which create the ESS linear accelerator (linac). The Chief
Engineer has chief responsibility for integrating internal deliverables to become the linac, and
for integrating the linac with the deliverable systems of other ESS Projects and organisations.
The Chief Engineer does this through an organisation of Lead Engineers and Systems
Engineers. Each Lead Engineer leads an integrating product team consisting of
representatives from WP teams from accelerator support organisation. Together this team
create product(s), where ‘products’ refers to elements shown in the ESS Product Breakdown
Structure (PBS). Lead engineers are typically responsible for one or more products at PBS
Level 3, which correspond to physical sections of the linac:
The matrix diagram below is intended to shown these interactions.
The products are the columns. The rows are WPs. ‘x’ indicates hardware, software and
service deliverables from a WP for a product. Please note that not all contributions have
been identified here.
8.1.5
Resource and Competence Plans and Profiles
See Accelerator Division (AD) Staff Plan, Reference [9].
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8.2
External Organisation
8.2.1
External Collaborators
ESS Programme and ACCSYS Project is a global participation where contributing countries
and other international collaborators provide the best of their technical and scientific
resources towards realising this shared ESS vision. The list of participating institutes in the
collaboration is as follows:








Aarhus University (DK)
CEA Saclay (FR)
CNRS Orsay (FR)
CERN (Switzerland)
University of Lund (SE)
ESS-Bilbao (ES)
INFN (IT)
Uppsala University (SE)
The assignment of responsibilities for WU within each WP goes in parallel with discussions
with potential partners in an iterative process of merging tasks and partners
8.2.2
Other External Participants
Also participating are other institutes:


















ASTEC (UK)
BNL (USA)
Cockcroft Institute (UK)
DESY (GE)
Fermilab (USA)
JLab (USA)
John Adams Institute (UK)
Laval University (CAN)
Maribor Univ. (SI)
Tech. Univ Darmstadt (GE)
Technical University of Lisbon (PT)
TRIUMF (Canada)
Oslo University (NO)
Rostock Univ (GE)
SLAC (USA)
SNS (USA)
Stockholm Univ (SE)
Soltan Institute (PL)
8.3
Project Management Meetings
The ACCSYS holds regular meetings to direct, monitor and communicate strategy, plan and
progress. These meetings are:
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



Project management team meeting. Convened weekly.
Safety Committee meeting. Convened when required.
Engineering meetings, including integrating product meetings. Convened when
required.
Support Leaders’ meeting, including project planning and scheduling meetings.
Convened every second week.
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9.
PROJECT RISK MANAGEMENT
9.1
Risk List
The use of appropriate Risk Management techniques provides a buffer against unexpected
cost and schedule variations, as well as insulation against technical performance losses. Risk
management within the NSS Project will follow the methodology and procedures described in
[2], which is part of the “ESS Programme Risk Management”.
An extended list of risks is given in [3] including “Risk Description”, “Consequence”,
“Probability”, “Risk Owner”, “Response/Action Status”.
9.2
Risk Monitoring and Control
The ACCSYS Project will apply the ESS Risk Management Policy and follow the procedures
outlined in the ESS Risk Management Process as part of the ESS Programme Management
System described in [1].
Risks are rated based on their impact and their likelihood of occurrence. This will allow
tracking changes over time assuming statistical independence of the two variables.
The risks are kept in a risk register and the mitigations assigned and tracked. Progress on
the risk mitigations is reported to the EPG.
A ESS-wide risk register will be established. At this time, the project will conform to the
methodology established by the Programme.
An opportunity list will follow to supplement the risk management and the risk list.
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10.
PROJECT COMMUNICATIONS PLAN
The project external communications will be carried out in cooperation with the Project
Support Division and the Communications and External Relations Division at ESS.
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11.
PROJECT HAND-OVER AND CLOSURE
11.1
Hand-Over of Project Outcome
The acceptance criteria and hand over procedure will be established.
11.2
Hand-Over of Experiences
The acceptance criteria and hand over procedure will be established.
11.3
Project Archiving and Closure
The project deliverables shall be available according to what will be defined by the document
and configuration control system.
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APPENDIX 1: LIST OF ABBREVIATIONS
Abbreviation
Explanation of abbreviation
ACCSYS
A2T
Accelerator Systems project
Accelerator to Target section
CCB
CEO
CF
Change / Configuration Control Board
Chief Executive Officer
Conventional Facilities
EMT
EPG
ESS
ICS
ESS Management Team
ESS Programme Group
European Spallation Source
Integrated Control Systems
ISrc
Ion Source and LEBT section
HBL
High Beta Linac section
HEBT
High Energy Beam Transport section
LEBT
Low Energy Beam Transport
MBL
Medium Beta Linac section
MEBT
Medium Energy Beam Transport section
MPS
Machine Protection System
NSF
Neutron Science Facility
PPS
Personnel Protection System
RFQ
Radio Frequency (RF) Quadrupole section
SCRF
Spk
Super-Conducting Radio Frequency (RF)
Spoke section (includes spoke cavity cryomodules)
TAC
TS
WP
WU
(Accelerator) Technical Advisory Committee
Target Systems
Work Package
Work Unit
APPENDIX 2: REFERENCES
[1]
[2]
[3]
[4]
[5]
[6]
Programme Plan for the European Spallation Source, ESS-0001122
ACCSYS Work Package descriptions
Risk Management Policy, ESS-0000111 and Risk Management Process, ESS-0000263
ACCSYS Risk Register
ESS Operations Project Specification
Change Control Process, ESS-0001879
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[7] Configuration Management Plan, ESS-0003688
[8] ESS Cost Book, ESS-000XXX
[9] AD Staff Plan, ESS-000XXX
APPENDIX 3: DOCUMENT REVISION HISTORY
Rev (ver)
(Author)
Approver
Reason for revision
Date
1(1-14)
(S. Gysin)
(M.Trojer)
(M. Powell)
Initial draft versions towards Rev 1
2012-06-12
2013-01-31
1
M. Lindroos
1st issued Revision, Rev 1
2013-01-31
2(1)-2(x)
(M. Conlon)
updates produced for Annual Review, 2013-11-04.
Towards Rev 2
2013-10-11
2013-11-04
2
M. Lindroos
2st issued Revision, Rev 2
TBD
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