Status of Contributions, Draft Budget Request for 2010 and Outlook for 2011

 

 Martyn Davenport

21th September 2010

CAST FRC-D 2010-31

Outline

• Status of Common Fund T297400 end 2009 Addendum No 3 to CAST MOU (2008 to 2010) Status of contributions to Addendum No3 for 2009 Magnet operation costs 2009 The status of the CAST Common Fund end 2009

• Draft Budget Request 2010

• Overall Financial Situation Overall Financial Situation

• Outlook 2011 Outlook for 2011 Financial status 2011?

Addendum No 3 (2008 – 2010)

• Add. No 3 (CAST FRC-D 2007-25) Covering 3He running Completed in July 2008 and sent out for signature. Category A budget 2008-2010

• Total 1387 kCHF (98k less than budget Add No2)

• Inherent deficit in Add. No3 (at end 2010) 123.8k (after subtracting carry-over of 48k)

• Typically 450k/year Spending and income profiles

2008 2009 2010 Total

General M&O 361 354 330 1045

Investments in Common Items 157 126 59 342Total 518 480 389 1387

Expected income 421.41 404.4 389.4 1215.2

Projected balance including 48kCHF carry-over from Add. No2

-48.6 -75.6 0.4 -123.8

[1] The number of 428.4k in Addendum No3 has been reduced by 7k since the MPS commitment was already paid in 2007.

Table A2: Institutes: present manpower and team leader

InstituteTeam leader(CAST contact)

Physicists

Minimum annual contribution

assuming 5k/PhD[kCHF]

CERN M. Davenport 4 20

IRFU-Saclay, France I. Giomataris 4 20

UP, UTH, NCSR, NTUA,

GreeceK. Zioutas 8 40

UC, USA J. Collar 1 5

TUD,MPE,UFRA, Germany D. Hoffman 4 20

MPP, Germany G. Raffelt 2 10

UD, Turkey S. Cetin 1 5

INR, Russia S. Gninenko 2 10

LLNL, USA M. Pivovaroff 4 20

UBC, Canada M. Hasinoff 1 5

RBI, Croatia M. Krcmar 3 15

UZ, Spain I. Irastorza 6 30

UT, Italy G. Cantatore 3 15

MPS, Germany S. Solanki 2 10

TOTAL  45 225

Contributions typically 50% generic (5k/PhD ) + 50% special contributions

Appendix A1: Contributions table Add No 3

Institute

Standard (kCHF)

In-kind Details(2008,2009,2010)

Special (kCHF) Total

Cash In-kind Cash or in-kind (ik) (kCHF)

2008 2009 2010 2008 2009 2010 2008 2009 2010  

CERN 20 20 20

Cold Windows (15,0,0) Mechanic/design/ etc (52,55,55) 67(ik) 55(ik) 55(ik) 237

IRFU, France 20 20 20         14 14 + SP 14 +SP 102UP, UTH, NCSR, NTUA, Greek Delegation

40 40 40       

60(GD) 30(UP)12(UT)6

60[GD] 30[UP]6 12(UT)6

60(GD) 30(UP)6 12(UT)6 426

UC         0TU-Darmstadt, UFRA,MPE, Germany 15 15 15 5 5 5

Mechanical workshops (5,5,5) PANTER (12,0,0) 12(ik) 72

MPP, 10 10 10   30

TAEK, Turkey 15 15 15             45

INR, Russia 56 56 5 Extra month A Belov   5(ik) 5(ik) 25

LLNL, USA 30 15 0 Instrumentation (30,15,0)       45

UBC, Canada  5 5   5Mech & Elec workshop (5,5,5)       15

RBI, Croatia 15 15 15               45

UZ, Spain 10 106 106 20 206 206 Instrumentation SP SP 90

UT, Italy 11.5 11.56 11.56 3.5 3.56 3.56

Instrumentation (4.9,4.9,4.9) 1.4(ik)  1.46 (ik) 1.46 (ik) 49.2

MPS, Germany 5 5 5         2 12 12 41TOTAL 161.5 166.5 166.5 68.5 48.5 33.5 198.4 189.4 189.4

Grand total 645 577.2 1222.2

[1] Subject to annual approval

Status of contributions to Add No3 for 2009Outstanding from 2008

CashType I

In-kindType II

TotalCommitted

Type I and IIOutstanding after 2009

[kCHF] [kCHF] [kCHF] [kCHF] [kCHF] [kCHF]

CERN 5 20 55.4 75.4 75 4.6IRFU-Saclay, 30.8   30.8 343

Greek Delegation UP, UTH, NCSR, NTUA, Greece

3.8 [UP] 3.78 [UTH]

100 [GD]53.6 [UP]

21.4[UTH] 175.0

100 [GD]30 [UP]

12 [UTH]UC,  

TU-Darmstadt, UFRA,MPE, Germany 3.3 6.94 0.9 7.8 20 15.5MPP, 10 10.1 20.1 10TAEK, Turkey 15   15 15INR, 5 5 10 5LLNL, 30 36.7 36.7 15 8.3UBC, 1.8 0 4.0 4.0 5 2.8RBI, 15   15 15UZ, 10 18.7 28.7 30 1.3

UT, 1.37 2.9 2.9 16.4 14.9MPS, 30.5   30.5 17UFR 5.9 5.9 0TOTAL 49.1 349.95 102.9 452.8 404.4 52.4

[1] As listed in Add No 3 Annex 7 [23 Commitment was for 20keuros, exchange rate variations result in differences when expressed in CHF[34 Part of contribution for 2009 was paid in 2008[4]5 An additional 32.3 kCHF was received into T297400 in 2009 as reimbursements for expenditures on T297400 (UZ 6.1kCHF, UTH 0.87kCHF, TU-D 25.3kCHF)

48.4k more than expected ...112 % of target ! 15-20kCHF recovery possible in 2010

Category B Contributions 2009

M&O

Developments & Investment

InstituteX-ray detector or

sub-system

X-ray detector M&O

[k euros]

X-ray detector M&O

[kCHF]

TOTAL[ kCHF]

1.5 CHF/euro

IRFU-Saclay, France Micromegas 21.6 32.3

UZ, Spain New Sunset MM 16.7 16.7

MPE/ MPP /TUD/ , Germany

CCD-Telescope GRID measurements and alignment of telescope

6.4 [TUD] 6.4

TOTAL  55.4

InstituteX-ray detector or

sub-system

X-ray detector M&O

[k euros]

X-ray detector M&O

[kCHF]

TOTAL[ kCHF]

1.5 CHF/euro

IRFU-Saclay, France Micromegas vacuum upgrade 5.2 7.9

UZ, SpainSunset MM vacuum and calibration source upgrade

7.0 7.0

MPE/MPP/TUD/ , Germany

Mechanics and vacuum systems for FS-CCD

95.1[TUD]16.3 [MPP]

111.4

TOTAL  126.3

CAST indebted to institutes above for their continued excellent technical support and financial investments on detector operation and development

Summary of Contributions 2009

Table 5: Summary of Category A contributions and Category B expenditure for Addendum no 3 (1.1.2009 to 31.12.2009)

The total contributions to Addendum No3 for the year 2009

to CAST Category A and B amount to 634.5 kCHF

Category

2009[kCHF]

Fraction

Category A (I) 349.9 0.552

0.714

Category A (II) 102.9 0.162

Category B (a) 55.4 0.087

0.286

Category B (b) 126.3 0.199

Total 634.5 1.00

Magnet operation 2009

[1] Calculated assuming 55 CHF/MWhr

The magnet operating costs were 34kCHF less than was estimated for 2009 in Addendum No 3 to MOU

Item CAST/Dept Units 2007 2008 20092009

Add No 3

Cryogenics M&O (incl gases)

AT (kCHF) 180 180 180 180

Cryogenics power TE (hours) 2976 7000 4653 5500

(kCHF) 82 193 128 152

Magnet Power Supply

TE (hours) 450 3527 2288 3700

(kCHF) 3 25 16 26

PS Field Support BE (kCHF) 5

CAST (kCHF) 5 5 5

Annual Total CERN (kCHF) 270 398 324 358

Intervention to cure 3He leaks

CAST Common Fund status end 2009

The total contributions to the CAST Common Fund (CF) in the 2009 were:[kCHF]

Balance end 2008 104.9Total Cash Contributions to Common Fund in 2009 382.2 (contains 32.3kCHF purchases via CF by Inst.)

Total 487.1

The expenditures in 2009 by CAST Common Fund were: 281.7 (Including 32.3kCHF purchases by institutes via the common fund5)

Cash balance CF end 2009 205.4(with 1.7kCHF commitments)

The expenditures in 2009 from T297400 for Add. No3 only 249.5

The ‘In-Kind’ expenditure by Institutes was: 102.9  

Total expenditure by CAST on Add. No3 in 2009 was 352.4

 

.

A detailed breakdown of the spending in 2009 can be found in Appendix A4a&b

CET

Add No 3

Appendix A4: 2009 budget and actual spending

2009 summary

Contributions for Add. No 3 in 2009 (Cash + in kind) 452.8 kCHF

Total expenditure by CAST on Add. No3 in 2009 was 352.4 kCHF

Contributions exceeded expenditure by 100.4 kCHF

From 2008 FRC

Budget 2009 627.0 kCHF (leading to -130kCHF balance end 2010*)

Requests for special funds not successful. (2009 not ideal year for that!)

Decide to cost cut/stage items (see next slide for details)

Expenditure 2009 352.4 kCHF

Difference (budget-spent) 274.6 kCHF

Budget ContributionsCF + Inkind

Promised contributions

SpentCF + inkind

Cash balance

2008 518 287.7+115.4 = 403.1 421.5 233.2+115.4=348.6 104.9

2009 637 349.9+102.9= 452.8 404.4 249.5+102.9 =352.4 205.4

* Pessimistic assumptions for contributions and over-optimistic assumptions for expenditures and contingencies for manpower

Examples of Cost cutting/staged items/unused contingencies 2009

• These measures alone resulted in savings of order 168.1 / 274.6kCHF• The combination of the interventions:

To repair the 3He leaks inside the cryostat The work to install and commission the vacuum upgrade The complex running period up to Xmas...

• Left little or no time to spent more.

Budget[kCHF]

Spent[kCHF]

3He upgrade 37 0

FSU mechanical 45 9.6

Subsistence data taking 48 33.9

Contingency doctoral student 18 0

3He engineer prolongation 24 8.3

SR8 Infrastructure 30 0

Star point upgrade 10 2.1

Visible detector beam line mods. 10 0

222 53.9

Draft Budget request 2010

• 2010 is the last year of the Addendum No 3 to the CAST MOU

• 2010 3He Running Shutdown Data taking – gap settings (resulting from 2008 3He leaks) Data taking – high pressure scan towards 120 mbar @ 1.8K

• Impossible to complete the scan in 2010

• 2010 Preparations for future Start of some support for design and development towards definition of the next phases of

CAST

• New Addendum ? Not before late 2011

• Must take notice of expenditures in 2011 before new funding agreements start: Maintenance system 2010-2011 Shutdown Completion of high mass scan ( ~ 140 calendar days) Subject to SPSC/RB approval. Running of the Collaboration throughout 2011 Support design and development towards definition of the next phases of CAST Restoring to full operational state – heavily used components of magnet movement system

Aging of 13kA power cables due to repeated magnet movements

Wear on cables at support behind the Potence Close up view

Details of 2010 : 3He Running • January- mid April 2009-2010 (eventually started in early May)

Shutdown & Maintenance Magnet cool, warming passively 5-week maintenance of cryogenics Inspection 13kA power cables, installation of water leak alarm wires Modifications and repairs of 3He system Maintenance of 3He & vacuum systems Permanent installation of BarBe low-energy axion detector Electrical noise reduction work on Micromegas detectors Revision of magnet movement system and electrical noise reduction measures Sun filming Magnet electrical insulation tests Installation of a new system of environmental temperature/pressure/humidity measurements. Fill the full 3He charge for high pressure running into storage volume

• May – December 2010 Data taking to fill in the gaps in the scan (consequence of the 3He leaks in 2008) Cryo problem lost 5 weeks Data taking – continue scan at high pressures from 67 mbar @ 1.8K towards 120 mbar

2010 Budget request• Preparations for next phase

Test lab instrumentation Magnet design project – support for visitor Support for work on theoretical estimates – new physics Design engineer magnet cinematics, new loads for future (Paraphotons, MM heavy shielding)

• Summary:• 2010 3He running 295.2 kCHF• Preparations towards next phase CAST 62.0 kCHF

Table 5: Summary of Draft Budget Request for 2010 

M&O A 2010 [kCHF]

Industrial Support and Subsistence 131.2

Running Costs 141

Common Investments 23

Preparations for next phase of CAST 62

Total 357.2

See Appendix A 5b for budget estimates

Appendix A5: Draft Budget 2010 – detailed

Overall financial situation

Expected income for Cat A (type I & II) 2010: 

[kCHF]

Balance 1.1.2010 203.7 (subtracting outstanding commitments)

Missing receipts from 2009 (realistic) 15.0 (from a total of 52.3kCHF)

Promised funds (Add No3) 389.4 (294.5k cash + 94.9k in kind)

Total 608.1 

 The budget request for 2010 357.2

 Projected balance at the end of 2010 is 250.9kCHF, or about 2/3 of the 2010 budget. 94.9kCHF promised in-kind will not be fully exploited in 2010 ( say 50%) Cash contributions - uncertainty due to economic down turn and euro-CHF rate (say 50k less?) In pessimistic projection, + 250k surplus -> +150k at end 2010

The funding for 2010 budget is secure and a healthy surplus is expected for support of the Collaboration in 2011 until a new Addendum is made

Outlook for 2011• Subject to approval …….• Shutdown 2010-2011 (starting early for CAST as LHC stops infrastructure)• Data taking to complete 3He run

To July 2011 provided Cryo can start in early February • Problem with conflict with LHC cryo maintenance work

• Restore worn systems to working order for any future running of CAST Aged 13kA power cables to be replaced (50k cables + manpower) Maintenance electric motors on CAST cryo pumps & magnet movement (15k)

• Essential mechanical preparation work Mechanical work on magnet to mount additional detectors (>10k) Intervention inside cryostat to remove cold windows for future running in vacuum

• Operational expenses of CAST collaboration – analysis phase• Further preparations for future phase(s) of CAST

Theoretical studies Mechanical design studies Continuation of the Super-CAST magnet studies The R&D in detectors

• Ultra-low background in keV range• Low and ultra-low background detectors in the low energy range 2eV-1keV• CAST test lab at CERN which will require some more investment.

Details of estimate in Appendix A6

Appendix A6: Provisional budget estimate for 2011

Financial status 2011? [kCHF]

The first provisional estimate for the budget for 2011 is 408.2 This can be subdivided into: 3He running, completion of scan, 3He data analysis 252.2Preparations for the next phase of CAST 156.0(Magnet operation estimate (overpage))

The estimated available funds for 2011 are as follows: Projected balance end 2010 150-250Income 2011 (assume 50% of 2010 levels?) 195 Total 345-445 kCHF  Provisional estimates for funding and expenditure in 2011 suggest that CAST:

Has sufficient resources to complete the 3He run up to 120 mbar @ 1.8K

Collaboration can continue to function into the final 3He data analysis phase.

Can overhaul the worn-out magnet systems for future running in medium term.

Depending on the size of the 2011 contributions, it could also fund some if not a large part of the design and

development work foreseen for the next phase(s) of CAST.

A new funding agreement must be in place before the end of 2011 

Estimates for magnet operation 2010 & 2011

Item CAST/Dept Units 2008 2009 2010 2011

Cryogenics M&O (incl gases)

AT (kCHF) 180 180 180 180

Cryogenics power TE (hours) 7000 4653 6177 3864

(kCHF) 193 128 170 106

Magnet Power Supply

TE (hours) 3527 2288 3037 1900

(kCHF) 25 16 22 14

PS Field Support BE (kCHF)

CAST (kCHF) 5 5 5 5

Annual Total CERN (kCHF) 398 324 372 300

Addendum No 3 401 358 401

[1] Calculated assuming 55 CHF/MWhr

Cost for 2011 estimated at 300kCHF (NB Add No 3 underspent by 66kCHF)