Access to the US-CMS Upgrades Project Documents and Website

People working on the US-CMS Upgrades Project will generally need access to:

1. The CMS DocDB document database where we store project documents
2. The US-CMS Upgrades website, which is a protected part of the CMS website

If you are a CMS Collaborator and already have access to the internal CMS website and DocDB, then just Email a request to Lucas.Taylor@cern.ch telling him your user ID and you will be given the necessary access rights. If you are not a CMS Collaborator (e.g. non-CMS Fermilab staff, contractor, etc.) then you first need to register at CERN as an external user. This takes one minute by filling in your Email address as user ID on this web form and choosing a password (different from your usual password). Then to get access to the US Upgrades documents and website just Email a request to Lucas.Taylor@cern.ch telling him the Email address that you registered above and he'll give you the necessary access rights. Then, when you access a document or web page and are asked for a user ID and password, just enter your Email and password (as you registered above). When using DocDB to add or modify a document you may grant access to the US Upgrades Project Office people by selecting the US ProjectOffice Group in the access control pull-down menus ("Who can see this?" and "Who can modify this?"). Click Advanced to show all of the groups that can be selected.

Access to the svn Repository containing the US-CMS Upgrades CDR

Access to the svn repository is controlled by CERN afs userid. If you need access and do not already have it, contact Lucas Taylor (or George Alverson).

Access to information for the US-CMS Upgrades Reviewers

All documents that the reviewers need to see will be stored in DocDB.

1. A public entry-level webpage will be created for the reviewers with useful links and general information (but not any confidential information). FIXME: decide where to host this. Could be either Fermilab or CERN.
2. All documents and confidential data for the reviewers will be stored in DocDB. They should be tagged as readable by the DocDB groups US Reviewers and US ProjectOffice. If appropriate they may also be tagged as readable by CMS members only or, in exceptional cases, they may be completely Public. The reviewers will be given a single user + password combination that will grant them access to the DocDB documents in the group US Reviewers.
3. FIXME: Will we give reviewers access to Primavera and/or COBRA? If so, how?
4. An e-group has been created to enable you to send Email to the reviewers.

How is access control actually handled (what's under the hood)?

CERN- and CMS-standard procedures are used to securely manage who can access US-CMS Upgrade Project information:

1. The CERN e-group system enables users to be added and removed from access control lists
2. The CMS website has role-based access control, with roles mapping to e-groups (e.g. the Drupal role uscms-upgrades-project-office maps to the uscms-upgrades-project-office egroup)
3. The CMS DocDB system has group-based access control, with groups mapping to e-groups (e.g. the DocDB group US ProjectOffice maps to the uscms-upgrades-project-office egroup)

So why must project office members register with CERN to access DocDB but the reviewers don't have to? The project office people have to register because they will be granted write access to DocDB. Reviewers can only read documents. This read-only mode of access is implemented by having a separate DocDB instance running just for this purpose with a local DocDB user defined for the reviewers that grants them read access to the appropriate (selected) documents. FIXME: Eric will set this up soon.

Granting or revoking a person's access rights to documents

To add or remove access rights to documents, add or remove the corresponding person using the CERN e-group system..

• The US ProjectOffice DocDB access list is defined in the uscms-upgrades-project-office egroup.
• The US non-CMS DocDB access list is defined in the uscms-upgrades-noncms-people egroup.
• The US Reviewers DocDB access list is defined in the uscms-upgrades-reviewers egroup.
• Members of the uscms-upgrades-project-office e-group are administrators of the uscms-upgrades-reviewers egroup.

 

 

 

The US-CMS Upgrades Project is subject to the DOE 413.3B Order relating to "Program and Project Management for the Acquisition of Capital Assets" as well as Fermilab requirements. For full details, see the left sidebar menu.

 

 

 

 

 

This page summarizes DOE and Fermilab CD-1 requirements, includes links to documents in DocDB, provides a brief description of each document, and identifies one or more contacts in DOE and/or the Project Office. The Federal Project Director is identified as "FPD". Text that appears in [BRACKETS] refers to references at the bottom of the page.   FIXME: Add a link to the Director's Review and CD-1 Review charges when we receive them. [CHARGE].

Deliverables   [REFERENCES]	Required Documents   (and document contents)	Purpose and Description of Document	Contact
Overall Project Management
Key assumptions document   [ASSUMPTIONS] [CONTINGENCY] [LABOR]	• Key Assumptions [CMS-doc-11577]   1. Cost and schedule     — Contingency Rules     — Labor Charging   2. Technical Assumptions   3. Programmatic Assumptions	This document describes cost, schedule, technical, and programmatic assumptions for the Project. The document contains key assumptions and is not intended to be all-inclusive. This is a living document. Its purpose is to provide up-to-date guidance on key assumptions that will affect project management decisions.   Some of the sections in this document will be more fully described in other project documents such as the PEP, PMP, and CDR. This document serves as an easy reference for key assumptions for the Project.	Joel B. Erik G.
Preliminary Project Execution Plan   [PEP]	• Preliminary PEP [CMS-doc-11572]   1. Introduction   2. Project Baseline   3. Life Cycle Cost   4. Acquisition Approach   5. (CDx) Tailoring Strategy   6. Baseline Change Control   7. Management Structure and IPT   8. Project Management / Oversight	This document describes the mission need and justification for the Project, its objectives and scope, the DOE management structure, the resource plan, and the environmental, safety, and health (ES&H) requirements. The document also establishes the technical, cost, and schedule baselines against which performance will be measured by DOE. DOE Baseline Change Control thresholds are also established in this document.   The PEP can include a Critical Decision (CD) tailoring strategy, if this is needed.	FPD Joel B.
Preliminary Project Management Plan   [PMP]	• Preliminary PMP [CMS-doc-11569]   1. Introduction   2. Justification of Mission   3. Management, Organization, Responsibilities   4. Work Breakdown Structure   5. Technical, Schedule and Cost Baseline   6. Risk Management   7. Project Controls System   8. Acquisition Strategy   9. Technical Considerations   10. Quality Assurance Program   11. Value Management   12. Configuration Management   13. Engineering Design Review   14. Integrated Safety Management	This document describes the Project by providing an overview of project objectives, organization, management, and review mechanisms. The document supplements the PEP by providing details specific to the management of the Project.	Joel B. Erik G.
Scope, Cost and Schedule Management
Conceptual Design Report   [CDR]	• CDR [CMS-doc-11562]   1. Summary and Overview           Science Requirements           Conceptual Design           Alternatives Analysis           Key Performance Parameters           Cost & Schedule   2. Physics Case   3. HCAL           Technical Requirements           Proposed Design           Alternatives Considered           Risks           ES&H, QA, QC, Value   4. Pixels           Technical Requirements           Proposed Design           Alternatives Considered           Risks           ES&H, QA, QC, Value   5. L1 Trigger           Technical Requirements           Proposed Design           Alternatives Considered           Risks           ES&H, QA, QC, Value   6. Project Management           Configuration Management           Scope Management           Cost Management           Schedule Management           Quality Management           Risk Management           Procurement Management		Joel B..         Joel B.   Drew B. Frank C. Jeremy M Chris T.     Simon K. Will J.         Darin A. Sergo J. Wesley S       Joel B. Erik G. Lucas T.
Cost and Schedule Range (includes Resource Loaded Schedule (RLS), BoE's, and lifecycle costs.   [WBS] [BoE] [COST] [SCHEDULE] [MILESTONES]	• WBS dictionary • WBS   1. Project Management   2. HCAL   3. Pixels   4. L2 Trigger • BoE form instructions • BoE [ All BoEs in DocDB ] • Summary Schedule • Critical path • Project Milestones • Cost Book • Cost and Schedule Range		Travis   &  L2's
Risk Management
Risk Management Plan   [RISK PLAN]	Refer to Fermilab Risk Management Plan (M. Dinnon) in the PEP, PMP, and CDR.	Text in the PEP, PMP, and CDR will refer to the Fermilab Risk Management Plan (RMP), which describes a process for identifying, evaluating, tracking, abating, and managing project risk in terms of risk categories: cost, schedule, ES&H and technical performance.	N/A
Risk Register   [RISK REGISTER]	Risk Register & Assessment		Lucas T. Erik G.
Quality Management
Preliminary Quality Assurance Program (QAP)   [QUALITY PLAN]	• Quality Assurance Program [CMS-doc-11584]   1. Purpose   2. Scope   3. Graded Approach   4. Management   5. Quality Improvement   6. Performance/Criteria   7. Procurement   8. Inspection and Acceptance Testing   9. Assessment   10. Implementation	This document describes the Quality Assurance (QA) program for the Project. Its purpose is to state the QA requirements and describe how the requirements will be satisfied. It discusses how the QA criteria will be satisfied using a graded approach. This QAP is established in accordance with DOE Order 414.1C "Quality Assurance" and Fermilab's Integrated Quality Assurance Program. The QAP is implemented through the policies set forth in the PEP and the PMP. This QAP is reviewed at least annually and revised with the approval of the Project Manager for the LHC CMS Detector Upgrade Project.	Joel B. Erik G.
Procurement
Acquisition Strategy   [ACQUISITION STRATEGY]	• Acquisition Strategy   1. Justification of Mission Need   2. Project Description and KPPs   3. Alternatives Analysis   4. Recommended Alternatives   5. Total Project Cost Range   6. Funding Profile   7. Key Milestones and Events   8. Tailoring Strategy   9. Business and Acquisition Approach   10. Management Structure and Approach   11. Risk Analysis	This document describes the DOE acquisition strategy for the LHC CMS Detector Upgrade Project. It describes the DOE's perspective of how the Project is to be managed. A preliminary version of this document is required for CD-1 and a final, signed version is required for CD-2.	FPD Joel B.
Procurement Management Plan	• Procurement Management Plan [CMS-doc-11585]	This document describes how the Project will obtain the goods and services required to accomplish the mission of the Project.	Joel B.
ES&H -- Environment, Safety and Health
Comply with the One-for-One Building Space Replacement		This document may not be needed for LHC CMS Detector Upgrade Project for CD-1.	N/A
Document High Perf. & Sustainable Bldg. & Sustainable Env. Stewardship considerations		This document may not be needed for LHC CMS Detector Upgrade Project for CD-1.	N/A
Preliminary Hazard Analysis Report   [HAZARD ANALYSIS]	1. Executive Summary   2. Introduction   3. Description of Site, Facility   4. Identification of Hazards   5. Results and Assessments   6. Operations   7. Preliminary Hazard List   8. Conclusions   9. Appendix A: Risk Categorization   10. Appendix B: Hazard Worksheet	This document provides a preliminary assessment of potential hazards associated with the Project, and describes criteria used to mitigate these hazards.	Stefan Gruenendahl
Integrated Safety Management Plan   [SAFETY]	• Integrated Safety Management Plan [CMS-doc-11587]	This document describes the Integrated Safety Management (ISM) Plan for the Project.	Stefan Gruenendahl
NEPA (National Environmental Policy Act) Document   [NEPA & EENF]	Table of Contents:   1. Describe Proposed Action & Need   2. Describe Affected Environment   3. Potential Environmental Effects   4. NEPA Recommendation   5. NEPA Coordinator Review   6. Comments on items in Section 3	NEPA establishes requirements for all federal agencies to prepare environmental assessments and impact statements, indicating environmental effects of proposed federal agency actions. The purpose of this document is to describe environmental impacts of the LHC CMS Detector Upgrade Project.	Stefan Gruenendahl
Other Related Documents
CMS Technical Design Documents	• HCAL Upgrades TDR • Pixel Upgrades TDR		N/A
LHC and CMS constraints and assumptions	• LHC / CMS schedule		N/A
Other	• Draft MOUs w/ US institutes • Draft SOWs w/ US institutes		Joel B.

 

 

References

 

Some non-CMS material below is protected (ask Erik how to get access).

 

[CHARGE] • MicroBooNE Director's Review charge

[ASSUMPTIONS] • mu2e key assumptions
• MicroBooNE key assumptions

[PEP] • mu2e prelim PEP • mu2e org chart • mu2e Configuration Management and Change Control • MicroBooNE prelim PEP • MicroBooNE org chart • MicroBooNE Configuration Mgmt

[PMP] • US-CMS Construction Project PMP • mu2e prelim PMP • MicroBooNE prelim PMP [CDR] • mu2e CDR • MicroBooNE CDR

[CONTINGENCY] • mu2e Contingency Rules • MicroBooNE Contingency Rules • MicroBooNE Contingency Table

[LABOR] • Fermilab Labor Charging Practices for Projects • mu2e Labor Charging (1) • mu2e Labor Charging (2)

[WBS] • MicroBooNE WBS • MicroBooNE WBS Dictionary • mu2e WBS Dictionary

[BoE] • MicroBooNE BoE Directory • MicroBooNE BoE Form Instructions [COST] • mu2e Cost Book • mu2e Cost Range • mu2e Life Cycle Costs

[SCHEDULE] • MicroBooNE RLS Gantt Chart • mu2e Schedule • mu2e Critical Path • MicroBooNE MS Project Schedule • MicroBooNE Schedule Overview

[MILESTONES] • MicroBooNE Milestones • mu2e Milestones

[RISK PLAN] • mu2e Risk Mgmt Plan • MicroBooNE Risk Mgmt Plan

[RISK REGISTER] • mu2e prelim Risk Register • MicroBooNE prelim Risk Register and Assessment

[QUALITY PLAN] • mu2e Quality Mgmt Plan • MicroBooNE QA Plan

[ACQUISITION STRATEGY] • mu2e Acquisition Strategy • MicroBooNE Acquisition Strategy

[HAZARD ANALYSIS] • mu2e prelim HA • MicroBooNE prelim HA

mu2e Integrated Safety Mgmt Plan • MicroBooNE Integrated Safety Mgmt Plan [NEPA & EENF] • NEPA and EENF examples

 

 

 

 

 

Some, but not all, the following material is password protected. Erik Gottschalk knows who to ask if you want to request access.

mu2e

• mu2e CD1 review page | presentations
• DOE CD1 review (FNAL OPMO page)

MicroBooNe

• All DOE reviews (FNAL OPMO page)
• DOE CD1 review (FNAL OPMO page)
• MicroBooNe CD1 review page

 

 

 

This page is a placeholder menu item for upcoming review pages

 

These pages are only visible to the project team until it is decided to make them visible to the reviewers

 

 

 

 

 

The status of the US-CMS Upgrades project is assessed and reported on a monthly basis, as follows:

1) Project Office

• Each month, the Project Office extracts from P6 two Excel files that show, for each L2 project:
  • All activities that have/should have started and that are not yet completed and reported on.
  • All resources assigned to the corresponding activities.

  The associated data are also included (start/end dates, responsible institutions, M&S and labor needs, etc.).

• The files are posted as Google spreadsheets. This has the following advantages over the original Excel files:
  • Only a web browser -- on Linux, Mac, or Windows -- is needed to edit the files (not MS Excel).
  • Google docs supports multiple concurrent people working on the same document file.
  • Secure access is provided, using the CAMs Google login.
• The Project Office informs the CAMs that the new files are available.

2) Control Account Managers (CAMs)

• Each month, the CAMs are notified that new files are ready to be filled with status data, as described below.
• The files will be in a USCMS Upgrades Google drive shared directory
• To open a Google file to edit it, just click on the file name.

Activity status files

The CAMs should complete the following empty columns, for their areas of responsibility:

• Actual Start date, if it has started, else write "Not started".
• Expected finish date if the task is still in progress (else leave blank).
• Actual Finish date if activity has finished, else leave blank.
• Activity % complete is the estimated fraction of the activity (e.g. deliverables) that is complete.

For reference, the "Start" and "Finish" columns shows the planned start and finish dates.

Activity Resource Assignment

For each resource, the CAMs should complete the following empty columns, for their areas of responsibility:

• Actual Units is the actual amount of the resource expended so far
• Remaining Early Units is the estimate of the amount of this resource required to complete the activity.

The "Resource Type" column indicates whether the resource is "Materials" (M&S base cost in dollars), Labor (Fermilab labor in hours), or Nonlabor (University labor in hours -- yes, the P6 nomenclature is unfortunate). The "Budgeted Units" columns shows the planned amount of units for this resource.

• After completing the files, the CAMs should notify their L2 manager.

3) L2 Manager

• The L2 Manager verifies the content of the CAM reports and resolves any potential issues with the CAMs.
• The L2 Manager notifies the PM when their two status files -- Activities and Resources -- are complete.

4) Project Manager

• The PM verifies the content of the L2 reports and resolves any potential issues with the L2s.
• The PM forwards the status reports to Project Controls and Project Finance.

5) Project Controls

• The Project Controls enters the reported schedule data into P6.
• The Project Controls generates a standard schedule impact monthly report.

6) Project Finance

• The project's Finance Controller enters the reported resource data into the COBRA system.
• The project's Finance Controller generates the standard earned value monthly reports.

7) Project Manager

• The PM reports on the project status to the various project oversight bodies.

 

 

 

 

Here is a US-CMS Upgrades slide template using MS Powerpoint. To use it:

1. Download the file and save under a new name
2. Open the file and change the "Header and Footer" data (under "Insert" menu)
3. Edit the "Master" slide under the "View" menu to delete / replace logo(s)

 

 

 

 

 

We are using the Fermilab Redmine issue tracking system to

1. Keep track of general issues related to the upgrades project
2. Handle minor change request items (e.g. a new cost number to enter in P6)
3. To keep track of preparations for reviews

Access to Redmine requires a login with a Fermilab service account. Useful links:

• 401 - Upgrades project in Redmine
• All issues | High priority | Next 7 days
• My issues
• 401.01 PM
• 401.02 HCAL
• 401.03 FPIX
• 401.04 Trigger

Redmine admin notes:

• Users only appear in the user menu once they have tried to access Redmine for the first time. You can also manually enter a user into Redmine.

 

 

 

 

The LHC CMS Detector Upgrade Project risk management process is described in the "Risk Management Plan" The risk planning process comprises the following steps:

Risk Identification

 

Qualitative Risk Analysis

 

Quantitative Risk Analysis

 

Plan Risk Responses

1. L2s: Summarize the risks to your project on this Risk Twiki page with the help of this Risk Checklist
2. L2s: Ask all your team to improve the list. Remove duplicates. Consolidate overlaps.
3. L2s: Fill in one Risk Web form per risk (takes < 5 minutes). Try to complete all fields (probability, impacts, response plans, etc.) if known.
4. Risk Manager: collect data from all risk forms and create a single Risk Register.
5. Risk Manager + Project Team: meet to review the risk register and fill in any missing data.
6. Risk Manager: rank risks using probability and impact thresholds in the "Risk Management Plan"
7. Risk Manager: aggregate project-wide cost risk impacts for high- and medium-ranked risks.
8. Project Scheduler and Risk Manager: assess risk impacts on critical path and higher-level milestones.
9. Project Manager: determine project cost and schedule range and risk cost contingency allocation.
10. For CD1: preliminary risk responses, where known, will be documented in the Risk Register.
11. For CD2: comprehensive risk response plans will be prepared.

 

Monthly meetings of the Project Management Group for the "LHC CMS Detector Upgrades Project"

• 4th Meeting of the USCMS Upgrade PMG (17 April 2013)
• 3rd Meeting of the USCMS Upgrade PMG (20 March 2013)
• 2nd Meeting of the USCMS Upgrade PMG (20 February 2013)
• 1st Meeting of the USCMS Upgrade PMG (16 January 2013)

Use the self-explanatory DocDB web form to add a new document. Under "Who can see this?" and "Who can modify this?"click "advanced" to show a list of all groups. Select from the list as appropriate. Use Control+Click or Command+Click to select multiple items in the menu, e.g.

• Public
• CMS
• US ProjectOffice
• US Reviewers

Under Topics, please tag the document with as many topics as appropriate. Click the little + (plus) sign next to the topic name to see sub-topics. Notable top-level topics are:

• Countries → USA
• Upgrades
• Tracker → Pixels
• HCAL
• Trigger → L1 Trigger

 

Access Control to Documents in DocDB

• The US ProjectOffice DocDB access list is defined in the uscms-upgrades-project-office egroup.
• The US Reviewers DocDB access list is defined in the uscms-upgrades-reviewers egroup.

To add or remove users in these groups, just add or remove the person in the CERN e-group as described here.

The US-CMS Upgrades Conceptual Design Report (CDR) and Technical Design Report (TDR) are prepared using the standard CMS "tdr" system(*):

• The document is built from many files (sections, figures, etc.), so that many people can work concurrently.
• The files are all stored in the CMS svn repository.
• The "tdr" script is used to build a single PDF file of the complete CDR / TDR using all the input files.

Latest versions

See the latest TDR draft as a PDF file and as a DocDB record. See the final CDR in DocDB .

Getting started with the US-CMS CDR / TDR

Here is a record of a simple session that you can easily adjust to meet your own needs:

ssh -X lxplus.cern.ch -l lucas
mkdir TDR-WORK
cd TDR-WORK
svn co -N svn+ssh://svn.cern.ch/reps/tdr2
svn update -N tdr2/reports
svn update tdr2/utils
svn update tdr2/reports/us-up-401-tdr
eval `tdr2/utils/trunk/tdr runtime -csh`            (for csh, tcsh and related shells)
eval `tdr2/utils/trunk/tdr runtime -sh`             (for sh and related shells)
cd tdr2/reports/us-up-401-tdr/trunk
tdr b us-up-401-tdr
acroread /afs/cern.ch/user/l/lucas/TEST/tdr2/utils/trunk/tmp/us-up-401-tdr_temp.pdf

Using material from the Upgrade TDRs

For reference, a final snapshot of all the files used for the HCAL, Pixel and L1 Trigger Upgrade TDRs are available in imports directory:

tdr2/reports/uscms-upgrades-cdr/imports/

Do not develop anything new in the imports directory. Copy what you need into the main TDR area (e.g. tex or fig directories).

Access Control

Access to the svn repository is controlled by CERN afs userid. If you need access and do not already have it, contact Lucas Taylor (or George Alverson).

More Documentation

• General instructions for accessing and building documents in svn
• The template document contains LaTeX tips, guidance and lists the available macros (e.g. particle definitions).
• BibTeX hints are in both the tex and bib files.
• General help on document production in CMS
• CMS style guide

 

 

 

(*) The CMS TDR system was developed by, and is now supported by: George Alverson and Lucas Taylor.