General Assembly Meeting - BrightnESS · 2019-02-21 · BrightnESS is fundedby the European Union Framework Programme for Research and Innovation Horizon 2020, under grant agreement

BrightnESS is fundedbytheEuropeanUnionFrameworkProgrammeforResearchandInnovationHorizon2020,undergrantagreement676548

GeneralAssemblyMeetingWORKPACKAGE2StrengtheningtheIn-kindContributioncoordination

CarloJ.Bocchetta

OverviewofWP2

Strengthening thecoordination ofIn-kindContributions -Maximise thepossibility forESSandIn-Kindpartnerorganisations todelivervalue during theConstructionPhase through ‘In-KindContributions’ (IKC)according totheESSIKCProcess andtominimise andmitigate therisksassociated withthose contributions.

Partners:STFC(UK),TUD(NL),INFN&Elettra (IT),ESS-Bilbao(ES),CEA(FR),FZJ(DE),ESS.

4.247M€,345Person-Months (minimum)

BrightnESS isfundedbytheEuropeanUnion’sHorizon2020researchandinnovationprogrammeundergrantagreementNo.676548

OverviewofWP2– FourTasks

BrightnESSisfundedbytheEuropeanUnion’sHorizon2020researchandinnovationprogrammeundergrantagreementNo.676548

WP2

.1 Preparationofprojectimplementationandtrainingofresourcesneeded(ESS,CEA,FZJ,INFN,ESSB,STFC)

WP2

.2 DevelopmentandimplementationofanIn-kindinformationsystemforthecoordinationofIKCactivities(Elettra,ESS)

WP2

.3 DevelopmentofanIKC'BestPractice'systemandstandards(WEB)andorganisationofcollaborationmeetings(Elettra,ESS)

WP2

.4 CreationofanIKCnetworkofRegionalHubs(ESS,STFC,TUD,FZJ,ESSB,INFN,CEA)

OverviewofWP2- Deliverables

Activities started Sept 2015(CJBjoined Nov 2016)


Deliverable Month Status

D2.1 Riskassessmentandmitigationplan M3 Accepted

D2.2 LaunchofIKCBestpracticeonlineplatform M6 Accepted

D2.3 DeploymentofManagementInformationSystem M12 Submitted

D2.4 1stAnnualIKCProgressAssessment M13 Inprogress

D2.5 2ndAnnualIKCProgressAssessment M24 Todo

D2.6 RevisionofIKCBestpracticeonlineplatform M30 Todo

D2.7 IKCWorkPackageAssignmentPlan M36 Todo

OverviewofWP2– Milestones(ESS)


Milestone Month MeansofVerification Status

MS1 EstablishmentofRegionalHubs 4 Staffinplace Done

MS2 Definitionofworkflows 6 ManagementChart Done

MS3 1stOrganisationofannualIKCconferences 6 AgendaandminutesofIKC

conferences Inprogress

MS4 2ndOrganisationofannualIKCconferences 18 AgendaandminutesofIKC

conferences Todo

MS5 3rdOrganisationofannualIKCconferences 30 AgendaandminutesofIKC

conferences Todo

TaskWP2.1


Assessment ofESSprojectmanagementsoftwaretoanalyse IKC’s(contracted,plannedandpotential),Implementation,ParticipationandESS&partnerriskanalysis.


HighlightsWP2.1- Preparationofprojectimplementation andtraining ofresources

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BrightnESS

Building a research infrastructure and synergies for highest scientific impact on ESS

H2020-INFRADEV-1-2015-1

Grant Agreement Number: 676548

Deliverable Report: D2.1 Risk Assessment and Mitigation Plan

Ref. Ares(2015)5504431 - 01/12/2015

Deliverable2.1(26pageReport)acceptedbyEC.RiskmitigationactivitiesformthebasisofworkforRegionalHubFieldCoordinators(WP2.4).

HighlightsWP2.1- Preparationofprojectimplementation andtraining ofresourcesTostrengthentheIKCmanagementofBrightnESS andindoingsoofESS,regionalhubswillbeestablished intheESSPartnerCountries(seeWP2.4).QualifiedFieldCoordinators(FC)willbeidentifiedandtrained tosupportthistask.

TrainingofstafftounderstandtheESS,therelatedpoliticalenvironment,theinvolvementofthehomeinstituteinESSandfamiliarizationwithotherrelatedclusters


• FC’sIdentifiedinallHubs(seeWP2.4below)

• Trainingsessionsheld

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BrightnESS*WP2*Meeting*in*Lund**

Thursday,*11*Feburary*Conference*Room*Boket*

13:00!–!Meet!at!the!Reception!of!ESS,!go!to!Inspria!for!Lunch!

14:00!–!Start!of!the!meeting!–!Scope!and!Indroductions!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!Carlo!Bocchetta!

14:30!–!Overview!of!the!ESS!Project!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!Allen!Weeks!

15:00!–!Status!of!IK!and!terminology!of!agreements!and!TA's*******************************Gabor!Nemeth!

15:30!–!BrightnESS!WP6!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!Ute!Gunsenheimer!

16:00!–!BrightnESS!Administration!and!Procedures!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!Raquel!Costa!!!!!!!!!!!!!!!!!!!!!

16:30!–!Discussion!and!questions!

17:00!–!End!of!the!meeting!

17:30!–!Walk!to!the!Elite!Hotel!Ideon!

19:00!–!Dinner!at!Elite!Hotel!Ideon!!

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Friday,*12*Feburary**Conference*Room*Linneasalen*

09:00!–!Central!Hub!(DE,!CH,!CZ)!–!Stefano!Pasini!(FZJ)!

09:20!–!Gallia!Hub!(FR)!_!Florence!Ragon!&!Antoine!Dael!(CEA)!

09:40!–!Iberia!Hub!(ES)!_!Estefania!Abad!Garcia!(ESS_Bilbao)!

10:00!–!South!East!Hub!(IT,!HU)!–!Paolo!Mereu!&!Ornella!Leonardi!(INFN)!

10:20!–!North!West!Hub!(UK)!–!TBD!

10:40!–!Coffee!break!

11:10!–!ESS!HQ!Hub!(SE,!DK,!NO,!Baltics)!_!Marie_Louise!Ainalem!(ESS)!

11:30!–!Status!of!Activities!in!NL!_!Toon!Verhoeven!(TU!Delft)!

11:45!–!Status!of!Activities!in!PL!_!TBD!

12:00!–!Lunch!

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<<Insert!reason>>!<<Reference>>!

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European!Spallation!Source!ESS!AB!P.O.!Box!176!

SE>221!00!Lund!SWEDEN!

Visiting!address:!ESS,!Tunavägen!24!www.esss.se!

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Brightness!Field!Coordinators1NSS!Meeting!

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Agenda!!

Date:! 13!September!2016!

Time:! 15:00!–!17:00!!

Place:!ESS!HQ,!meeting!room!Tänkartanken!

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Participants:!!NSS:!Shane!Kennedy,!NSS!Project!Leader!(15.00>16.00),!Oliver!Kirstein,!Deputy!NSS!Project!Leader!and!Head!of!Neutron!Technologies!Division,!Gábor!László,!NSS!Lead!Instruments!Engineer,!Michela!Dell’Anno!Boulton!and!Sara!Ghatnekar,!NSS!IK!Office.!Arno!Hiess,!Head!of!Scientific!Activities!Division,!might!also!join.!!Brightness:!Carlo!Bocchetta,!Tania!Claudio!Weber,!Estefanía!Abad!García,!Toon!Verhoeven!!

!!1.!Introduction,!The!Brightness!Field!Coordinators!project! ! Carlo!!2.!‘Tour!de!table’,!experiences!of!the!Coordinators!until!now! Tania,*Estefanía,*Toon!! ! ! ! ! !3.!What!can!the!Field!Coordinators!do!for!NSS!!! ! ! All*participants!!

Before&we&start&

•  Before&we&start&

•  Connect&to&Internet&

•  Use&Firefox&and&go&to&&h6ps://chess:training.esss.lu.se&&

•  Login&with&user&userX&(replace&X&by&numbers&1&to&13,&select&what&you&want)&&

•  Password:&Iamahappychessuser&(starts&with&a&capital&i)&

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TaskWP2.2


HighlightsWP2.2- DevelopmentandimplementationofanIn-kindinformationsystemTask2.2EstablishacentralizedplatformthatwillprovidesupporttotheIn-kindManagementCoordinationOffice,management,andgovernanceoftheESSProject.ProvideanactivedatabasetoestablishmatchingtheWBSinP6andWorkPackagerealizationwithIKCPartners.

1.Activityreporting2.Projectmanagementstatusreports3.Documentaryevidenceforqualityassuranceandcontrol4.Processtracking5.Relationsmanagement


HighlightsWP2.2- DevelopmentandimplementationofanIn-kindinformationsystem


• Codespecificationformulated(ESS&Elettra)–March2016

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!BrightnESS*is*funded*by*the*European*Union’s*Horizon*2020*research*and*innovation*programme*under*grant*agreement*No.*676548*

**

XRM$In'Kind$Contributions$Information$

System$Requirements$

WP2:$Strengthening$the$In'kind$Contribution$coordination$

Task$2.2:$Development$and$implementation$of$an$In'kind$information$system$for$the$coordination$of$IKC$activities$

** * $

CONTACTSIndividual/Organisation

IN-KIND CONTRIBUTIONSEOI management

Tracking interactions between contactsContracts managementMilestone management

STAKEHOLDER RELATIONSManagement of external contacts

Tracking of activitiesDocumentation of communications

with external contacts

EVENTSOrganization of events

Participant registration toolDocumentation of

attendances


ThestagedwritingofthecodewasassignedtoElettra (approvedbyECofficer–25/Jul/2016)withdeliverableendAug2016&twoupdates.Thispermitsaneffective&userfriendlydevelopmentofthedatabase.

• Update1(28/2/2017):ImprovementsandaDashBoardandanon-linereportingsystem.

• Update2(31/8/2017):ImprovementsandintegrationwithexternaltoolsCiviCRM andPrimaveraP6.

• Review(31/8/2018): Improvementsand formsforintegrationwithexternaltools:Indico andCHESSwiththestorageofacceptancereports.

• D2.3– Submitted(44pagereport):Describesthesystemwhichincludesthecoreandmostimportantfunctionalities andistheofficialdeliverableD2.3inthegrantagreement. Includesthedesignofthecoredatabaseandtheimplementationofthegeneralstructure(users,contacts,institutes,in-kindcontributions,etc.)ontopofwhichallothercomponentswillbeadded.

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BrightnESS


H2020-INFRADEV-1-2015-1


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Deliverable report: D2.3

Deployment of an In-Kind Data Management Information System (belonging to task 2.2: “Development and implementation of an In-kind

information system for the coordination of IKC activities”)

HighlightsWP2.2- DevelopmentandImplementationofanIn-kindinformationsystem

TaskWP2.3



MaximizethecommonknowledgeofhowtobestexecuteIKCactivities amongallactorsintheESSProject.Establishstandardapproachestoimplementationoftechnicalscope throughsystematic 'BestPractice'workshopsandasharedinformationplatformaimedatcontinuousimprovement.Knowledgewillbeexchangedandsharedacrossanopencommunicationplatform(WEBbased).Consistingof:

1. ESSProjectandIKCrelateddocumentsthatarerelativelystatic

2. NewsonthestatusoftheprojectandIKCand

3. Forumsforsharingquestionsandanswersbasedoncommoninternet-styleforumsfocusedonspecificESSIKCissues.

HighlightsWP2.3- DevelopmentofIKC'BestPractice'systemandorganisation ofcollaboration meetings

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BrightnESS


H2020-INFRADEV-1-2015-1


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Deliverable Report: D2.2 Best Practice Online Platform ! !

InterfacedoneontheBrightnESSWEBpage&describedindeliverableD2.2(accepted)


WEBPage:https://brightness.esss.se/in-kind-best-practices/in-kind-process-overview



1st BrightnESS BestPracticeworkshophasbeenorganizedfor14-15November2016inBilbao,Spain.AttendancebyInvitation(80+attendees).Organised:ESS-Bilbao,Elettra&ESS“Engineeringaspectsoflarge-scaleIn-Kindprojects”FourSessions(22speakers):• Plenary• Standardization• Integration• ProjectInformationManagement

Presentations&ConclusionswillbeputonBrightnESS webpage(previousslide)


https://indico.esss.lu.se/event/643/

TaskWP2.4



TheregionalhubsareestablishedandhaveFieldCoordinators that:• AssistthetimelyandqualitativedeliveryofIKCintheirregion.• AreinvolvedandsupportallthreephasesoftheIKCprocess.• HaveregularmeetingsbetweentheESSHQandtheRegionalHubs.• ParticipateintheorganizationandfacilitationofTask2.3(bestpracticeworkshops)

Task2.4isdirectlylinkedtoglobalESSProjectmilestonesandkeyperformanceindicators.

HighlightsWP2.4- CreationofanIKCnetwork ofRegionalHubs

• FieldCoordinatorsareadditionalresourcesfortheIKprocesses.• Willenhancethecommunicationchannels.• AssistinaddressingrisksandriskmitigationofIKprocesses.• Strengtheninterfaces,reinforcequality,standardsandbestpracticesby

facilitatingtheflowofcriticalinformationbetweenpartners.


HighlightsWP2.4- CreationofanIKCnetwork ofRegionalHubs

WP2RegionalHubs

Regional Hub Owner Field Coordinator CountriesNorth-West STFC

TU DelftJustin Greenhalgh,Philippa Kingston, Deena Fernandes, Louise Dixon, John Webber for the UKToon Verhoeven for NL

UKNL

Central FZJ Stefano Pasini,Tania Claudio Weber

DE, CZ, CH

Iberia ESS Bilbao

Fiamma Garcia-Toriello,EstefaniaAbad Garcia

ES

Gallia CEA Florence Ragon,Antoine Dael

FR

South-East INFN Paolo Mereu,Ornella LeonardiAndrea Miraglia+ 1 new hire

IT, HU

Nordic-Baltic ESS Marie-Louise AinalemMiloš DavidovićCarlo J. Bocchetta

DK, SE, NO,IS, LT, LV, EE, PL

Upto19peopleactiveforWP2.4– withsixleaders.


HighlightsWP2.4- CreationofanIKCnetwork ofRegionalHubsFieldCoordinator Roles:

AttheESS:beknowledgeableoftheIKprocesses,ESSmasterplan,standards,qualitycontrol,systemsengineeringmanagementplans,logisticsandrelateddocuments,beuptodatewithESSIK"cost-book"work-packagesboth“stilltobeassigned”and“assigned”– requirestrainingandfollow-upsattheESS.

Atthehubs:Track/Assistpartneractivities.Track/Assistactivitiessharedbetweendifferentpartners- bothwithintheregionalhubandbetweenregionalhubpartners.ReporttoESS&PartnerLeadersissuesthatariseorrisksinprogramexecution.Wherepossibleproposesolutions.

Sharelessonslearnt


HighlightsWP2.4- CreationofanIKCnetwork ofRegionalHubsActivitiesthispastyear- FC’shaveregularbi-weeklymeetingssharinginformation.

SouthEast• RecruitmentofthreedistributedstaffinItaly• LiaisingwithINFNlaboratoriesonvariousESS

IKC• CommunicationwithinBrightnESS onItalian

VATpolicy• Liaisonwithcompaniestomitigateriskwith

deliveriestoprovideofanetworkofcompaniestomatchESSschedule.

• LiaisonwithhubpartnersonESSworkpackageexecution

WP2RegionalHubs



Gallia• AssistedESSfindingindustrialpartners• LiaisingwithCentralhubonShielding&

Instruments• LiaisingwithIberiahubonModulators• InformFrenchindustryofESSactions&

procurements• StrengthenIndustry-ESSinteractions&

communication(futureworkshop)

WP2RegionalHubs



Central• Recruitmentofstaff• Riskidentificationonshielding,communication

withESSNSSgroup• SharingVATissueswithotherhubs&assisting

organizationofmeetings• HeldseveralmeetingwithGerman,Swissand

Czechpartnersoninstrumentsandshieldingtomitigateriskandshareinformation

• LiaisonwithGallia,IberiaandNorthwesthubsoncommonESSworkpackages

• InitiativeforproposedworkshoponshieldingWP2RegionalHubs



NorthWestUK• EstablishedUKprojectofficeandrecruited4staff• HeldUK-ESSBoardmeetings,oneeveryfewmonths• NegotiatedanagreedUKlistofprojectstodo.• Setinplacegovernancearrangements(5sub-projectBoards,etc)• HelpedthoseworkingontheprojectwithESSinterfacessuchas

makingcontacts,useofcomputersystems,helpwithgettingTechnicalAnnexesprepared,etc.

• ManagedagreementthattheUKwillcontribute3speakers(WP2.3),onesessionchairandseveralotherattendees.

NL• MeetingwithDutchinstituteforpromotionofESSfuture

membership• LiasonwithindustryforESSinvolvement&innovation• Sharingofinformation&developmentswithWP2hubs&ESS WP2RegionalHubs



Iberia• RegularmeetingswithESSBWPLeaders&

Visits/meetingswithindustryforfutureprocurements• FollowupandsupportonthenegotiationofnewIKW

andTApreparation• Supportonriskidentificationandfollowuponmitigation

actions• Monitoringoftechnicalprogress(schedules,milestones,

interfaces,monthlyreports…)andreportingonmajorproblems,delays…

• Support&meetingsonqualitystandardsandprocedures,logistics,followupontenders

• Inter-regionalpartnersupport(Gallia,South-easthubs)• SupportofWP2.3(BilbaoWorkshop) WP2RegionalHubs



Nordic-BalticSharingupdatesfromESSanddevelopmentswithgeneralIKCwithFC'sTrackingandpromotingIKactivitiesinhubcountries,notablyforICSandNSSUpdatingFCondevelopmentsinEstoniaandNorwaySharingofinformationrelatedtoVATissuesinNorwaySupportfortrainingsessionsattheESS

WP2RegionalHubs

Results• Majorobjectivesattainedinfirstyear.• WP2ProvidesadditionalresourcestobothESSandpartnersformanyIKactions• Minordelayswithlatestdeliverablesbutsubmissionunderway.• IKInformationSystemwillstreamlinedataandkeepallESSparticipantsuptodate

onactions,providessupportforpartner-partnerinteractions.• IKBestPracticeWorkshopwillleadtosharingofknowledgeandrecommendations

ontheextremelyimportantareaofengineering,testingandcomponentassembly.• FieldCoordinatorstrackactivitieshighlightingrisksandprovidesupporttoawide

rangingoftopics.Theystrengtheninter-regionalpartnercommunicationwhichmitigatesrisksandopennewopportunitiesforIKworkandsupport.Anetworkofskilledmulti-taskingpeoplehasbeenestablishedthatextendsinternationalcooperationandwillcatalysenewopportunities.


Issues notresolved• WestillhavetostrengthenrelationshipsandcommunicationofBrightnESS goals

withinstituteswithinahub.


Activities andresults notachieved• Wehavetostrengtheninter-regionalinteractionsinthesouth-easthub.Plannedmeeting

betweenItalianandHungarianpartnerstooccurincomingweeks.BrightnESS generalmeetinghasoccured andneedsafollowup.HUproposedtohaveaFCwithinWP2–processhasstalledandwillbere-started.

• WehavetostrengtheninteractionswithPolandthroughdedicatedencountersandactionsforgreaterinvolvementespeciallyasinstallationsareonthehorizon.AplannedmeetingwiththeNuclearPhysicsInstitute(Krakow)wascancelledandwillbefollowedupaswellaswithWarsawandWroclaw.

• Hiringofhubpersonnelwasnotcompleteduntillateintheyearformanyhubs,thisaffectedthespendingprofilebutdidnothaveamajorimpactonactivitiesasallhubshadFCrepresentativefromthestart(costscoveredinternally).Animpactmayoccurinthecomingyearifinadequateoverlapofactivitiesoccursbetweenoldandnewstaff.

• SupportofWP2attheESShaslessenedrecentlywithpersonnelleavingandmaternity.Newpersonnelhasbeenfoundandwillresolvetheissueinthecomingmonths.

Costs:Months1-10

Overallexpenditure Expenditurepercostcategories

65%

19%

63%

PersonnelCosts

DirectCosts

TravelCosts

>50%

Costs – Underspending• Elettra travelsupportfortheBrightnESSworkshopisstilltobeaccounted.• ThehiringofpersonnelasFieldCoordinatorand/orsupportforthefield

coordinatoroccurredlateintheyearformanyhubs– notablySouth-EastandNorth-East.Theirspendingprofilewillbeadjustedandspendingwillbeacceleratedtotheexpectedvalue.

• Allspendingprofilestobeadjustedfromlineartoactualasrequirementsfromdifferenthubsvary(moreorlesstravelorhumanresources).

• ESShasunderspentonpersonnel.Additionalpart-timeresourceswillbebroughtintocoveraspectsofacceleratorandintegratedcontrolsysteminsupporttotheFieldCoordinator.

Nextsteps• WP2.1: ContinuedtrainingatESSinparticularwithnextstepsleadingto

componentinstallation.ExtendedmeetingfocusingonNSSactivitiesandidentificationandmitigationofrisks.FurthertrainingonCHESS(documentserver).GeneralmeetingatahubforFieldCoordinators.

• WP2.2: UseandimprovetheIKinformationsystemXRM(ESSIKgroup,ESSITgroupandFC’s)andtransferofexecutabletoESSservers.

• WP2.3: HoldBilbaoWorkshopon“Engineeringaspectsoflarge-scaleIn-Kindprojects”&disseminateinformationandconclusions.Startplanningfornextworkshop(mostprobablyonControlSystems).

• WP2.4: BringuptospeednewFCstaff.InitiateFCmeetingstostartfocusingonIKimplementation(preparingforinstallation)– QC,deliveries,systemstests,…Organizationofeventsathubs.Continuationandstrengtheningpresentactivities.Strengthenrelationsbetweenpartnerinstituteswithinahubwithfocusedmeetingsandactions.


BrightnESS is fundedbytheEuropeanUnionFrameworkProgrammeforResearchandInnovationHorizon2020,undergrantagreement676548

ThankYou

CarloJ.BocchettaHorizon2020BrightnESS project(grantno.676548)-WP2LeaderMobile:+4672-1792408E-mail: [email protected]

Documents

General Assembly Meeting - BrightnESS · 2019-02-21 · BrightnESS is fundedby the European Union Framework Programme for Research and Innovation Horizon 2020, under grant agreement