ORGANISATION OF THE ESRF Infrastructure Technical Infrastructure Division

ORGANISATION OF THE ESRF Infrastructure Technical Infrastructure Division Production of X-rays Accelerator & Source Division Administration Division Experiments Division Use of X-rays Instrumentation Services & Developments Division Enabling technologies EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

THE MISSIONS OF THE ISDD (1) Infrastructure Operational activities (maintenance, support, assistance) Use of X-rays Production of X-rays Continuous R&D to keep the facility at top of the art Enabling technologies EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

THE MISSIONS OF THE ISDD (2) Infrastructure Operational activities (maintenance, support, assistance) Production of X-rays UPGRADE PROGRAMME Use of X-rays Continuous R&D to keep the facility at top of the art Enabling technologies EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

A WIDE RANGE OF PROJECTS UPBL ~ 5 M€ Instrument ~ 0. 5 to 1 M€ Component ~ 100 k€ From Design to Integration (mechanics, optics, electronics, detectors, metrology, installation, assembling and tests) EIROforum ITWG l 19 -21 May 2014 l ISDD Office

A LARGE NUMBER OF PROJECTS Operational activities (maintenance, support, assistance) ~ 60 projects of instruments, components and control related to the operation of Accelerators & BLs in 2014 UPGRADE PROGRAMME ~ 90 projects of instruments, components and control in 2014 Continuous R&D to keep the facility at top of the art ~ 60 projects of R&D in 2014 EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

ORGANISATION TREE OF THE ISDD Advanced Analysis & Modelling Group EIROforum ITWG l 19 -21 May 2014 l ISDD Office Planning & Project Coordination ISDD Office Instrument Facility BM 05 Detector & Electronics Group Mechanical Engineering Group Software Group Electronics Unit Precision Adjustment & Measuring Unit Accelerator Control Unit Detector Unit Engineering Unit Beamline Control Unit Instrument Pool Drafting & Procurement Unit Data Analysis Unit X-Ray Optics Group

A NEW DILEMMA FOR RESOURCE MANAGEMENT Projects for Basic Operation Projects for the Upgrade Programme • Small-scale • Large-scale • Many • Few and well documented • Short notice • Planned • Annual budget • Multi-annual budget • Unclear prioritisation • Clear prioritisation both are equally important ! EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

ISDD : SIX GENERIC ACTIVITIES (PROGRAMS) Accelerator Projects Beamline Projects (BLPRO) Industrial Activities R&D Upgrade Programme (Master Plan) Operation & Services • All activities must be taken into account in resource management • Relative activity weight varies with engineering areas EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

COLLABORATIVE PROJECT MANAGEMENT TOOL (1) Request management To centralise all the requests on a unique database To validate the project relevancy and the cost & human resource needs estimation EIROforum ITWG l 19 -21 May 2014 l ISDD Office Project & resource management To allocate the nominative resource on projects To simulate the workload of units To launch projects according to manpower capacity & priority ranking

COLLABORATIVE PROJECT MANAGEMENT TOOL (2) A standard electronic form To centralise all the requests on a unique database Pre-filled and user friendly Accessible to all the actors EIROforum ITWG l 19 -21 May 2014 l ISDD Office

COLLABORATIVE PROJECT MANAGEMENT TOOL (3) To validate the project relevancy and the cost & human resource needs estimation EIROforum ITWG l 19 -21 May 2014 l ISDD Office To encourage users in defining deliverable(s) Scientific & Technical review by relevant actors (workflow) Cost and resource estimations in Full Time Equivalent

COLLABORATIVE PROJECT MANAGEMENT TOOL (4) Individual planning To allocate the nominative resources on projects To enhance good multitasking To forecast training plans EIROforum ITWG l 19 -21 May 2014 l ISDD Office

COLLABORATIVE PROJECT MANAGEMENT TOOL (5) To highlight the strategic / critical resource workload To simulate the workload of units In-house or outsourcing To forecast recruitment plans EIROforum ITWG l 19 -21 May 2014 l ISDD Office

COLLABORATIVE PROJECT MANAGEMENT TOOL (6) To launch projects according to manpower capacity & priority ranking EIROforum ITWG l 19 -21 May 2014 l ISDD Office Defining priority ranking criteria Organisation of review / decision meetings Project budget and progress monitoring

LONG-TERM HUMAN RESOURCE ALLOCATION Planned staffing evolution (part-time, retirement…) Strategic decisions: • Recruitment strategy • Anticipated reduction of support to non-upgrade beamlines EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

YEARLY HUMAN RESOURCE ALLOCATION “OPTIMISED” EIROforum ITWG l 19 -21 May 2014 l ISDD Office ECALEPCS 20111 – 10/10/2011 - Project Management - MOCAULT 03

RESULTS : THE SWOT ANALYSIS Strengths Weaknesses • >400 requests • Training • Clear lists of projects • Prioritisation of projects • Defined project scope • Capitalisation • Resources workload • Incomplete allocation Opportunities Threats • Optimisation • Tool • PMB • Project progress update • Performance evaluation • Priority ranking EIROforum ITWG l 19 -21 May 2014 l ISDD Office

STRENGTHS Strengths • >400 requests created from 07 to 09/2013 • Clear and exhaustive lists of projects handled by the ISDD • More precisely defined project scope • Easily simulate resources workload + potential overload EIROforum ITWG l 19 -21 May 2014 l ISDD Office

WEAKNESSES Weaknesses • Lack of training on PM Tool • Vague prioritisation of projects • Lack of capitalisation on past projects • Incomplete resource allocation => skewed workload statistics EIROforum ITWG l 19 -21 May 2014 l ISDD Office

OPPORTUNITIES Opportunities • UPgrade Ph 1 projects + operation projects + R&D + Upgrade Ph 2 perspective = more and more resource optimisation • New Project Management Board promoting PM Tool for the whole institute • Asset for evaluating staff performance EIROforum ITWG l 19 -21 May 2014 l ISDD Office

THREATS Threats • Over-complicated tool discourages users • Irregular project progress updates => deviation from the scope and/or the delivery date • Too many projects launched simultaneously => high risk of bad multi-tasking and delays EIROforum ITWG l 19 -21 May 2014 l ISDD Office

PRIORITISATION TOOL User’s criteria • Obsolescence of the existing • Increase of efficiency/reliability n pts • Open new possibilities • . . . Executive’s criteria • In phase with ESRF strategy • Impact across the institute • Funds availability • . . . EIROforum ITWG l 19 -21 May 2014 l ISDD Office n pts Ranking criteria n pts Supplier’s criteria • Unique or generic opportunity • Technical and/or manpower risk level • Resource un/availability • . . . n pts

PRIORITISATION TOOL : Thank you for your attention EIROforum ITWG l 19 -21 May 2014 l ISDD Office