BEER ICEB meeting

8 Jun 2023, 13:00 → 9 Jun 2023, 13:15 Europe/Stockholm

Day 1 - James Chadwick's room

Day 2 - Rosalind Franklin's room 

Zoom link for both days - https://ess-eu.zoom.us/j/8274342378?pwd=bFk0RkMvemludU1jZjZQL3IxdXRadz09

Thursday 8 June ¶

13:00 → 14:00 In-kind partner internal discussion¶

Welcome and internal discussion

14:00 → 14:50 Status updates: Status update¶

14:00 NPI update¶

NPI statust update

14:20 Hereon update¶

14:40 Discussion¶

14:50 → 16:00 Schedule¶

• In-bunker installation schedule (component delivery vs. installation window and resources)
• Hand over of components
  1. Clarification of responsibilities vs. insurance costs, see the case of double insurance for transport
  2. Hand-over of warranty for components

16:00 → 16:20 Coffee break¶

16:20 → 17:50 Discussion on Costs and TA¶

1. Clarification of the “Small Costs NSS has paid for partners” (from the ICB agenda):
   costs, responsibilities, reporting
2. Scope transfer for services and small items
3. TA-update for NPI:
   • Implement the difference resulting from the “de-indexation” of
     some cash contributions (personnel, common shielding?
   • Hutch & utilities still in the common WP => prepare for scope transfer. Unclear EV for each.
   • Implement updated schedule in Table 5 (ESS payments) and 6 (milestones)?

Friday 9 June ¶

09:00 → 10:00 Hot commissioning and beyond¶

1. TG5 (Schedule/Definition)
2. Involvement of partners after TG5?

10:00 → 11:00 Discussion on Instrument Staffing¶

• 2nd instrument scientist (When will start? Hiring committee? Affiliation?)
• in-kind options for staffing
  -Funding within the construction budget ends: BEER scientist in Dec’23, BEER engineer in Oct’24) – both are ESS employees. NPI has no other funds, nor space within the total scope value (7.5 mil. EUR_2013 for the CZ contribution). We need to clarify the ESS position (what happens after these dates), and work pro-actively to ensure both positions are available for BEER during the installation and commissioning.
• Risk and Options for people with fix-term employee contracts

11:00 → 11:15 Coffee break¶

11:15 → 12:00 Discussion on Quality assessment¶

• Guide metrology plan (close before BOT; when instruments are in place) and method
• Quality requirements definition after TG3 costs extra resources (money, time, efforts, ….)

12:00 → 12:45 Discussion on Risk Register¶

• Top Risks
• Update
• Inventory of the current BEER risks, clarification with ESS: classification, owner/partner, communication mechanism. Example 1 - Cave delay: what is the reference time zero? Is it already an issue (delay is for sure)? But it is also a risk (it may delay TG5 etc.). Example 2 – Personnel funding at ESS: action needs to be set together with ESS – contact person?

12:45 → 13:15 AOB and Summary¶