Project Board and Gateway Review Update Alfons Weber

Project Board and Gateway Review Update Alfons Weber University of Oxford, UKRI/STFC Rutherford Appleton Lab DL, 10 -Dec-2019

Project Board Project board is UKRI/STFC vehicle to manage LBNF/DUNE 2 10 -Dec-2019 A. Weber | DUNE IB

Project Board Agenda • Members - Mark T/Graham Blair - Charlotte J (project sponsor) - Mark Affonso (ED finance) - Program managers (Sarah/David) - … - BEIS • Invited - AW as PI - Christopher T as PM 3 10 -Dec-2019 A. Weber | DUNE IB

Discussion • Project update - International contributions (not much changed) - Project implementation (updated PMPs of sub-projects) - Updated business case • Gateway - See later • Finances - Grants issued and started - VAT (covered later) • RRB - Common fund still not sorted • Monitoring and evaluation - KPI & benefit realisation 4 10 -Dec-2019 A. Weber | DUNE IB

Gateway Review • BEIS funding comes with BEIS scrutiny - Gateway 1 - Business Justification - Gateway 2 - Delivery Strategy - Gateway 3 - Investment Decision - Gateway 4 - Readiness for Service - Gateway 5 - Operations Review and Benefits Realisation 5 10 -Dec-2019 A. Weber | DUNE IB

Status • Original Gateway 1 established Business Case and lead to BEIS funding decision for LBNF/DUNE GBP 65 M - Outcome: Amber/Green • Did not follow other Gateway process as we underwent STFC peer review (PPRP) • Decision by BEIS to contact another Gateway 1 as assurance review - What is the current situation? What works? What is missing? - Critical Friend! • Evaluate - Business case, governance, international situation - Not a technical review 6 10 -Dec-2019 A. Weber | DUNE IB

Review • Conducted over two days via individual interviews. • Review - Simon Gadd (chair), Head Defence Optimisation, Defence Infrastructure Organisation Ministry of Defence - Neil Pragnell, Programme & Project Manager / PM Community Capability Development Lead NHS Business Services Authority - Mark Wareing, Major Projects and Programmes Manager Nuclear Decommissioning Authority • Interviewees Person Jon Lewis Alfons Weber Oliver Payne Chris Mossey James Siegrist Edward Blucher Craig Buttar Chris Densham Antonis Papanestis Charlotte Jamieson Christopher Townsley Mark Thomson 7 10 -Dec-2019 Role PIP-II PM Overall PI BEIS LBNF Fermilab DOE DUNE Intnl Spokesperson DUNE Os. C Chair Targets PI DUNE PM STFC project sponsor Overall PM Executive Chair STFC A. Weber | DUNE IB

Documentation General Background Project Related Papers 1. Background on LBNF/DUNE project and funding 18. Overall Project Management Plan 2. Update since last Gateway Review and progress on recommendations 3. Changes since the business case 4. Organogram 5. LBNF/DUNE collaboration biographies 6. Glossary Key Documents 7. Outline business case 8. Gateway 0 Review 2017 report 19. DUNE Project Management Plan 20. PIP-II Project Management Plan 21. Beam and Target Systems Project Management Plan 22. Beam and Targets Systems Project Assurance Report 23. PIP-II Project Assurance Report 9. LBNF/DUNE Project Board Terms of Reference 24. DUNE Project Assurance Report 10. LBNF/DUNE Monitoring and Evaluation Plan 25. LBNF/DUNE Risk and issues registers 11. Beam and Targets Systems PPRP Report 12. PIP-II PPRP Report 26. Sub-project risk and issues registers 13. DUNE PPRP Report 14. Beam and Targets Systems Project Approval General Information 15. PIP-II Project Approval 27. STFC Project Management Framework 16. DUNE Project Approval 17. Overall Timeline 8 10 -Dec-2019 A. Weber | DUNE IB 28. Overall Project Implementation Plan

Review (II) • Generally good atmosphere • Reviewer had good grasp of project - Not box tickers - Trying to understand complexity of project • Interview - Informal and open - Reviewees pointed out good/bad/unknown • Any other comments ? ? ? 9 10 -Dec-2019 A. Weber | DUNE IB

Outcome • Draft review document is with Mark T. for comments • Informal feedback only • Recommendations (no surprises) - Clarify • governance & Roles - Finalise • PMP & procurement planning - Establish • layered risk management & Change control - Track • benefits • Concern - Possible divergence of US and UK projects (UK cost implications) 10 10 -Dec-2019 A. Weber | DUNE IB

Conclusion • Overall - No surprises, generally ok - But significant room for improvement (some already done) • Meeting - Swindon PO will organise a meeting with relevant people to discuss outcome and recommendation • Overall outcome - UK components amber/green - Overall amber • Will have similar Gateways in future 11 10 -Dec-2019 A. Weber | DUNE IB

VAT

VAT • UKRI has no charitable status - We have to pay VAT on research equipment - (even STFC had lost CS due to admin oversight in last year) • Consequence for LBNF/DUNE - Had to put VAT into project cost • Routes to VAT recovery - UKRI to become charitable (no time estimate) - Sell equipment to FNAL • Possible, but looks like money laundry (STFC finance is very nervous) • Charlotte suggested and PB agreed - Provide VAT money on top of current project cost (GBP 2. 5 M) - Use to recover scope 13 10 -Dec-2019 A. Weber | DUNE IB

DUNE Priorities for Scope Recovery Priorities 1. Calibration & engagement with Proto. DUNE-II √ 2. DAQ for two SP modules √ 3. Contribution to Near Detector outstanding 4. TPC photon reflector coils lower priority 5. More APAs not needed Support • PPRP supported engagement with ND as highest priority • PB endorsed additional ND scope 14 10 -Dec-2019 A. Weber | DUNE IB

Next Steps • PB expects an So. I type document at March Meeting - Volume - Possible funding profile - Scope - (physics case not needed) • “Proposal” towards the end of 2020 - PPRP style, but probably not reviewed by PPRP (Os. C instead? ) • Process LBNF/DUNE internal - Handle this as change request 15 10 -Dec-2019 A. Weber | DUNE IB

Remarks • The overall VAT saving is not a lot - Not a free-for-all - Need targeted resources to have impact • Needs to Match business case • Possible Scope - DAQ for ND (LAr and/or MPD) using FD technology - Contributions to Backend Electronics for HPg. TPC - ND optimisation • May need some effort now to prepare proposal - 0. 5 SY of PDRA or engineering • Suggestions - Morgan & Asher to prepare case/program 16 10 -Dec-2019 A. Weber | DUNE IB