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Projects, Planning and Resources PPR Group Meeting

Projects, Planning and Resources PPR Group Meeting. CERN 17/10/17 Mar Capeans Maria Llorente Lisette van den Boogaard. Agenda https:// indico.cern.ch /event/672013/. 1/4/17. Mandate. Support to DH’s mission:

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Projects, Planning and Resources PPR Group Meeting

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  1. Projects, Planning and ResourcesPPR Group Meeting CERN 17/10/17 Mar Capeans Maria Llorente Lisette van den Boogaard

  2. Agendahttps://indico.cern.ch/event/672013/

  3. 1/4/17

  4. Mandate Support to DH’s mission: • Follows up of technical and administrative matters and the implementation of decisions of the TEMB and TETM Boards. • Takes part in the definition and follow-up of the TE R&D program, contributions to Projects and Studies • Implements and follows up of the Collaboration Agreements with outside laboratories and institutions • Supports the Department on the overall management and planning of departmental resources • Coordinates the training of personnel, the CERN apprentice program and all Fellows, Students, Trainees and Associates programs, including their performance evaluation. • Ensures the administrative assistance to the DH and the Groups in the form of central and Group Secretariats • Represents the Department in CERN-wide and inter-Departmental bodies dealing with administrative, personnel, budget matters.

  5. Organizational Vision • Our goal as a team is to assist the Department striving for quality, knowledge sharing and transparency in all processes • Well structured organization, based on competencies, enables: • To define and streamline processes • To assign clear responsibilities to every member of the team • To facilitate cooperation and communication • To encourage creativity • To facilitate promotion of personnel

  6. PPR Organization22 members, 3.75% staff in TE PPR Mar Capeans (GL) Lisette van den Boogaard(DGL) Fabio Formenti (Executive officer) Cristina Zanoaga (TEMC) LIU, LS2, FAIR… Eucasconf, … Adhoc HR… Space management support RMT Lisette van den Boogaard (SL) Georgina Hobgen MarianeCatallon Lisa Salvi Virginia Prieto Francesca Viggiano (FELL) Geoffrey Giroud (TRNE) Nora Grada (TRNE) Ralf Trant (detached@ISS) AGS Maria Llorente (SL) Macarena Gonzalez (TRNE) Lucie Mainoli (DGO ABT) Caroline Cazenoves (DGO CRG) Patricia Clerc (DGO VSC) Sophie Gardette (DGO EPC) CarnitaHervet (DGO MSC) Lauren Ormesher (DGO MSC) Stefanie Sapountzi (DGO MPE) Brigitte Grenu DH, DDH support Safety team Space management support

  7. Progress in different Areas Infrastructure projects follow up Collaborations Space management Departmental processes Group processes Committees and reviews Projects Departmental information: host lab, Groups resources reviews, Students follow up….

  8. TE infrastructure Projects The big ones:

  9. Generic TE Infrastructures Project Organization TE Space Manager Member of SMF Follows Project Preparation from IPP to SIB approval TE Project Owner (maitred’ouvrage) Overall project management TE PPR Schedule and Cost Quality and Conformity SMB Project Coordinator Contract execution, Financial responsibility HSE Safety Coordinator WP1 WP2 WPn Internal Space Arrangement M&O Typical WPs: Civil engineering, HVAC&Fluids, Electrical, IT, Handling, Integration… M.Capeans, April'17

  10. Reporting attendance Kick-off (sign off budget, WPs and personnel) Strategic Reviews (every ~3 m, target is quality and conformity) Hand-over at termination Steering/Project Committees (every ~month) M.Capeans, April'17

  11. Collaborations • Framework Agreements(KN) with a given institute in a CERN Member State defining long-term collaborations in general terms. • Concrete activities are described in the form of projects in the agreement addenda (KE, KR, KM) and specify, among other details, the category(ies) of Members of the Personnel to be hosted by CERN. • Agreements concluded with non-Member States (NMS) and their respective institutes are referred to as Cooperation Agreements, implemented through protocols and addenda to these protocols. • There are about ~300 collaboration agreements in the ATS sector • About 90 have been established by TE • ~ 90 PJAS & COAS • ~ 15 MCHF rolling (TE and Projects: HILUMI, FCC, CONS, LIU…)

  12. Collaborations Launch-Process Since April, signed ~23 new agreements and 20 more are now under preparation or being processed

  13. Collaborations Follow-up Reviewed 2/year ~ March & October October’17 review being prepared now

  14. Host Lab Responsibilities in TE Example TE-VSC

  15. DAO office Procedures Georgina Delegation arrivals procedure, including streamlining arrivals document (exchanges with HR-TA, HR-LD, HSE, IR-ECO-DVS) – positive feedback so far. Shared information with BE and EN who are interested in our approach. Next TE Onboarding event 10.11.2017 = approx. 80 people Efforts to document processes = i.e. Introduction of new school fees procedure – ‘Communication Summary’

  16. Coming next • Reviewing and considering (TE internal): • Fellows & Students QA • Admin E-trainings for categories of personnel • Technical training clusters • Your input is key!

  17. PPR Arrivals/Departures • TE Plenary on Thursday 30/11/17 at 15:30h • PPR Xmas lunch/evening ?

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