East Hall under construction 1962 East Area Renovation

East Hall under construction - 1962 East Area Renovation Project Cost and Schedule review 2– Preliminary Conclusions P. Bonnal, K. Foraz, R. Steerenberg, S. Prodon, L. Scibile, D. Tommasini, H. Wilkens, A. Onnela. Many thanks to S. Evrard

Many Thanks… • First of all many thanks to all speakers that provided an overview of the different parts of the project and the related cost and schedule aspects • Thanks to all the participants for their availability and fruitful discussions, which were very valuable for our discussions • Last but surely not least thanks to the organizers of the review 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 2

In General • The East Area Consolidation is very well managed. The Project Leader set up a clear project management framework, and have a clear overview of the progress of each Work Package. The progress made since last CSR is impressive. • The review panel is pleased to see that recommendations from Cost & Schedule Review 1 were followed: • The WBS has been detailed • The EVM is being set-up • The layout and apertures were frozen in due time • The «performance option» for the magnets has been decided, but the opening of the bids induced a higher cost (See next slides) • A project management reserve of 5% has been created to allow for balancing the scope of the different work packages. • Risks analysis on safety aspects are on-going • Following LS 2 arbitration, the fine tuning of resources is in progress 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 3

In General • The review panel recommends to evaluate the risks linked to project management; In particular the evaluation of the impact of delays on electrical activities and magnets • The involvement of each stakeholders is crucial at this stage of the project. The review panel appreciates the flexibility of the project team, adapting to the workload of the groups, but this could be at risk for the studies (see later) • The review panel recommends to use the same foreign exchange rate for all the Work Package, this will ease the cost comparison. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 4

Civil Engineering • The scope of the work package evolved since last CSR, with the addition of the insulation of exposed gable walls and the replacement of the roof. The works are in progress, with delays on the suspended scaffoldings, which can delay the following activities and complicate the CLOUD run. The actions taken by Work Package leader are successful as the progress rate reaches 3. 5 days per bay. The review panel recommends to carefully follow-up the installation during the next months, and continue to keep an effective communication with users to avoid impacting on the subsequent civil engineering work. • The cost to completion evolved from 2. 48 MCHF in 2016 to 3. 46 MCHF today ( =980 k. CHF). The review panel appreciates the effort of SMB-CE and the Project Leader, to get subventions. The OCEN subvention, if granted, will represent 600 k. CHF. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 5

Power Converters • The pre-series power converters are being assembled. The delivery is scheduled during the first semester of 2019. The schedule of production of the electronic cards by TE-MPE is critical. The review panel recommends to secure resources in TE-MPE in order not to compromise the contract in place for the assembly of the Sirius power converters. • Capacitor failure mechanism can still induce additional civil engineering works, and thus additional cost. Tests will be performed mid-April. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 6

Magnets • Budget: • The performance option, chosen after C&SR 1, costs more than expected. The commercial conditions are not ideal. Little interest from industry. The over cost is 2 MCHF, on top of the 600 k. CHF (performance option estimate) which were accepted during the last CSR • The panel noticed that part of the cost increase of the coils is due to the adaptation of the coils wrt to power converters. • The tooling's funding was discussed, as it will be certainly re-used by other projects (NA consolidation for instance) • Schedule: The review panel recommends the contracts to be placed in June Finance Committee, in order to be ready for installation mid-2020. Funding of the additional cost shall come from project descoping 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 7

Magnets • The reuse of existing magnets is not recommended by the review panel, as: • it will degrade the beam performance, • the power converters will nevertheless have to be replaced due to their age, • It won’t reduce the energy consumption • The review panel recommends not to go back to the initial plan for these reasons. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 8

Cooling & Ventilation • The review panel and the Project Leader thanks EN-CV for the implication and very good progress. • The consolidation of the ventilation of part of building 157 was discussed, as it can be delayed up to LS 3. The review panel recommends: • To assess the impact of not modifying the ventilation • To perform tests after civil engineering works to assess the efficiency of thermal insulation , and to ensure users’ requirements are met • To envisage, nevertheless, the installation of de-stratification fans in order to profit from scaffolding, and to homogenize the temperature inside the hall. • Schedule: The primary area ventilation remains a priority which must still be further detailed taking into account the RP safety study outcome, promised by end of April. On the critical path. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 9

Building 251 • The review panel recommends to keep the false floor and adapt it at a lower cost. • The review panel recommends to edit the time-phased sketches/layouts for building 251 installation and consolidation, as it was presented for B. 157. • The Civil Engineering works as well as ventilation & cooling works of building 251 is not in the scope of the project • The review panel recommends EN-CV and TE-EPC to assess on heat deposition in the air and in water, and make a comparison with the present situation • The review panel recommends to study the common use of the CLOUD chiller and the cooling of building 251. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 10

Integration and Implementation Plan • The review panel appreciates the time-phased sketches/layouts , showing the thoughtful of the integration studies, and the scheduling (anticipation of co-activities issues) • Integration: • The review panel recommends to continue the integration process and to define integration deadlines per area &/service. • The integration of the electrical infrastructure, which can be done only end of 2019 is a risk for the completion of the integration process which is due by the end of 2018 (TDR). The review panel recommends the integration studies of the electrical systems to be started by EN-EA, and validated by EN-EL. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 11

Schedule & Resources • Following LS 2 arbitration, the strategy was reviewed (3 options were analyzed). The schedule presented is being finalized, and is taking into account Co-activity constraints, Operation constraints, Radiological constraints, Resource constraints and Procurement constraints. • The review panel recommends to identify critical equipment/activities during installation, and assess risks and impact. • The co-activities will have to be strictly followed-up, especially in Q 4 2019. The review panel recommends to ensure a careful daily follow-up. • The resources are secured: M 2 P transfer. However the preparation and execution of these works during 2018 and. LS 2 are still problematic for a few groups. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 12

Schedule & Risk • Schedule: • The schedule was adapted to activities of various group during LS 2. • This also mean that the schedule will be sensitive to changes in the LS 2 schedule • Risk: • There is no full risk analysis made for the main items of the project • Some items are on the critical path and the project accepts a delay in the completion as plan B. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 13

Safety • The safety of the project is appropriately addressed: • The organization is clear • The safety files are being edited • RP studies could lead to an increase of cost (compartmentation or Shielding) cost. These studies will be complete by end of April 2018. • Following the analysis of the safety risk register, Additional costs related to safety are foreseen: • Fire detection of the ventilation unit for the primary area - 40 k. CHF. The review panel recommends to include the feature in the baseline. • New design of plug-in support to reduce the dose taken by personnel in the future - 50 k. CHF. The review panel recommends to include this feature in the baseline. • Link fire detection to smoke extraction : 10 k. CHF. The review panel recommends to review the proposal with the fire brigade. • New technology using cameras to perform global fire detection – 50 k. CHF. The review panel does not recommend to include this feature in the baseline. 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 14

EVM • EVM: • 80% of EVM data collected and treated • Some orphan activities identified from this exercise • The review panel recommends to implement data in EVM system, after the approval of the scope change (see next slide). • The review panel encourages to continue the process with the assistance of FAP: AC, exchange rate, reference year, etc 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 15

Budget • Additional costs and possible savings wrt to cost to completion were presented. • Contingences identified and removed from the groups’ budgets. . A project management reserve was created. "The project is ready to make “sacrifices” but would like to remind that possible ‘conservative’ estimates from service and equipment groups would be inappropriate in this context. " • Main contracts have been signed (or bids received), as from now, no big deviations on material are foreseen 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 16

Preliminary Conclusions • Major progress has been made since last CSR: WBS, EVM, detailed schedule, integration, documentation • The major contracts are placed (or bids received)-> from now on, no major deviations are expected on materials • In order to compensate overcost, the project team proposed savings, and funding scheme by reducing the scope of the activity which are not critical wrt the project objectives (keep than the energy savings and safety part, not only beam line running) • Schedule has been re-worked in order to adapt to the EN-EL resource issue (still on critical path both for studies and integration) • Resources are secured 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 17

Thanks for your contribution! 9 th April 2018 Cost & Schedule Review 2 - East Area Panel report 18