Summary & proposed Organisational Structure

1. Summary & proposed Organisational Structure NCLinac Kick-Off CERN, 27-Mar-2009 EuCARD NCLinac Kick-Off Meeting

2. Summary EuCARD NCLinac Kick-Off Meeting

3. The 5 NCLinac tasks now = M0 M18 M36 M48 Planning to be refined! EuCARD NCLinac Kick-Off Meeting

4. The 11 NCLinac partners (beneficiaries) EuCARD NCLinac Kick-Off Meeting

5. Objectives NCLinac concentrates on the identified issues in R&D to prepare for the future HEP Particle colliders that can reach beyond the LHC; it is generally agreed that a collider of this next generation will be a linear electron-positron collider. The issues to be addressed are primarily i) how to reach a high accelerating gradient reliably and ii) how to stabilize the beams and the machine to allow collisions of nm-sized beams without loss of luminosity. For the first, NCLinac limits its scope to normal conducting accelerator structures, complementary to work on superconducting accelerator structures foreseen in the work package SRF. For the latter issue, synergy is actively sought and implemented between the superconducting (SC) and normal conducting (NC) linear collider approaches, where we have observed in the past that the communities of researchers had formed two separate camps. Searching their similarities rather than their differences, one goal of NCLinac is to bring these communities together again wherever possible. Issues concerning the longitudinal phase-space (phase stabilisation) are included. Other topics are the need to measure beam positions, profiles and movements to the required level of precision and to elaborate and test algorithms for their active steering. NCLinac is complementing a presently ongoing program of R&D; it uses and enforces readily established global research networks like the CLIC/CTF3 collaboration or the Global Design Effort (GDE) for the ILC. The high-gradient research will be coordinated with the existing US High-Gradient Collaboration. NCLinac will improve and make available for a wider community of researchers purpose built and recognized world-class Research Infrastructures like the CLIC Test Facility CTF3 at CERN and the DAΦNE facility at Frascati, but also the world-wide only facility to address issues for extremely small emittances, ATF2 at KEK in Japan, is included. EuCARD NCLinac Kick-Off Meeting

6. Deliverables and Milestones EuCARD NCLinac Kick-Off Meeting

7. Task leaders: please help fill this: EuCARD NCLinac Kick-Off Meeting

8. Composition EuCARD NCLinac Kick-Off Meeting

9. People (by Task and Partner) Please enter yourself and your collaborators in the Contact List and keep it up-to-date! EuCARD NCLinac Kick-Off Meeting

10. Budget Up to now, these following figures only the “integral” numbers over 4 years – need refinement! The numbers are “direct + indirect” – as in the GA and CA. See your local administration for the implementation of the budget! EuCARD NCLinac Kick-Off Meeting

11. Budget (total “project share” in €) EuCARD NCLinac Kick-Off Meeting

12. Budget (EC request in €) EuCARD NCLinac Kick-Off Meeting

13. Manpower (in person-months) EuCARD NCLinac Kick-Off Meeting

14. Material-budget (consumables, prototypes, travel) in € EuCARD NCLinac Kick-Off Meeting

15. Documentation & communication EuCARD NCLinac Kick-Off Meeting

16. Collaboration workspace exists: exists – use it! EuCARD NCLinac Kick-Off Meeting

17. Organisational structure Proposal EuCARD NCLinac Kick-Off Meeting

18. NCLinac Steering Committee • The Steering Committee is the central governing body for matters concerning the WP as a whole • 11 members (one representative per participating institute, i.e. • CERN, CIEMAT, CNRS/LAPP, INFN/LNF, PSI, RHUL, STFC/ASTEC, UH, UNIMAN, UOXF-DL, UU • One vote per participating institute • Global WP decisions that require consensus in the WP, to resolve conflicts. Proposal EuCARD NCLinac Kick-Off Meeting

19. NCLinac Publication Board • Publications (dissemination) are an important issue for FP7 projects: The WP needs a “Publication board” • 2-3 members • review all outgoing publications • stimulate the writing of publications • liaise with WP2: “Dissemination, Communication and Outreach” Proposal EuCARD NCLinac Kick-Off Meeting

20. Reminder: WP2 objectives: The Dissemination, Communication and Outreach (DCO) Work Package will organize and implement efficient communications inside and outside the consortium. They should enhance the internal synergies and provide added value by allowing information flow to/from other projects and the general public. DCO will equally support the management for internal communication and follow-up of EuCARD results. The objectives of this Work Package are as follows: • To create and maintain the EuCARD web site for internal and external communication and dissemination, including the transnational access activities. • To publish a periodic EuCARD Newsletter. • To monitor the results and publications and inform the project management and participants. • To maintain a database for all publications supported by EuCARD. • To provide web-based tools to support EuCARD project management and coordination. • To promote awareness and understanding of accelerator science in the community at large, which includes industrial partners, academics in other related fields, teachers and students, by organizing outreach events such as public talks, lectures, workshops, and online outreach via the web. • To publish a dedicated series of monographs on advanced accelerator technology. EuCARD NCLinac Kick-Off Meeting

21. Task technical steering committees • Each task (9.2 to 9.5) needs a Task technical steering committee The WP needs a “Publication board” • 2-3 members • Review all outgoing publications • stimulate the writing of publications Proposal EuCARD NCLinac Kick-Off Meeting

22. Proposed organisational structure Proposal 22 EuCARD NCLinac Kick-Off Meeting

23. Responsibilities • Work package leaders (coordinators): The WP Leaders will coordinate the … Joint-Research-Activities in the framework of their own WP. They will have the responsibility for ensuring the effective cooperationbetween the beneficiaries in each WP, for monitoring the progress of all tasks in the WP, and for reviewing the milestone and deliverable reports within their WPs. They will contribute to the preparation of all other reports regarding the activities of their WPs, which are requested by the Management Team. • Task leader: The Task Leaders will coordinate the activities in the framework of their own Task. They will have the responsibility for ensuring the effective cooperation between the beneficiaries in the task, for monitoring the task progress, and for producing the milestone and Deliverable reports within their Tasks. They will contribute to the preparation of all other reports regarding the activities of their Task, which are requested by the Work Package Coordinators or the Management Team. EuCARD NCLinac Kick-Off Meeting

24. Reporting and meeting schedule EuCARD NCLinac Kick-Off Meeting

25. Reporting schedule • EuCARD will report to the European Commission (external): • Periodic reports: M18, M36, M48 (contractual) • Deliverable reports (as stipulated in GA) • NCLinac will report to EuCARD (internal): every 6 months (see Svet’s presentation on “Internal Project Reporting” for details) • Proposal for inside NCLinac: • in a 3-monthly period: • Short report from each task, including: • Planning, deliverables, resources utilisation, technical progress, issues/problems, etc. • NCLinac steering committee meeting • Aim: to review the progress of the tasks (relatively short meeting with video/phone), to monitor progress and – if necessary – take action (decisions or escalation) Proposal

26. NCLinac Collaboration Meetings • NCLinac collaboration meetings • Regular meeting twice per year (say April & October). 1 day events • Special meetings possible Proposal EuCARD NCLinac Kick-Off Meeting

27. Project Progress Tracking tool EuCARD NCLinac Kick-Off Meeting

28. What is needed now? EuCARD NCLinac Kick-Off Meeting

29. Work plan • I had asked the task leaders to provide • A planning of the individual activities and their overlap/interdependencies. This should be already quite detailed for the first 12 months, but can remain coarse for the other years. The level in WBS must be fine enough to distinguish contributions from different participants (labs, not necessarily persons). • A list of finer milestones for the first 12 months which could measure progress correctly! They must be fine enough to measure progress of each individual participant and each individual subtask/activity! • A estimated spending profile, concerning both personnel and non-personnel. • We will see today where we stand with these preparations. EuCARD NCLinac Kick-Off Meeting

30. … and of course: Start the real work! EuCARD NCLinac Kick-Off Meeting