ESRF Facility & User Program Overview - Advanced Photon Source · 3-Way Meeting, APS, 2013 : User...

Slide: 1 3-Way Meeting, APS, 2013 : User Services Workshop – ESRF Facility Overview

ESRF Facility & User Program Overview

Joanne McCarthy Head of ESRF User Office


ESRF General Overview Location of facility : Grenoble, France Ground-Breaking : January 1988 First Light : February 1992 (storage ring), November 1992 (beamline) First official User Operation : September 1994 (8 beamlines) Staff : 619 people work at ESRF (2012) Annual Budget : ESRF Operation ~86 M€ (~90M€ Upgrade Programme over 2009-2015) User Budget ~1.4 M€ (6% budget reduction 2011-2013)


ESRF General Overview

Members’ share in contribution to the annual budget: 27.5% France 25.5% Germany 15% Italy 13% 14% United Kingdom 10% 4% Spain 4% Switzerland 6% Benesync (Belgium, The Netherlands) 4% Nordsync (Denmark, Finland, Norway, Sweden) Additional contributions (percentages refer to Members’ total contribution): 1.3% Austria 1% Portugal 1% Israel 1% Poland 1.05% Centralsync (Czech Republic, Hungary, Slovakia) 0.3% South Africa – April 2013

Member and associate countries (as of July 2013)


Beamlines at ESRF

Council Mandate : 30 public beamlines

1988 Ground Breaking

1994 First user operation

1998 BL construction complete

2004 Maximum # of BLs

2013 6% budget reduction

8 public 3 CRG

30 public 12 CRG

31.5 public 11 CRG

29.5 public 9 CRG


Beamlines at ESRF

Council Mandate : 30 public beamlines

1988 Ground Breaking

1994 First user operation

1999 BL construction complete

2004 Maximum # of BLs

2013 6% budget reduction

8 public 3 CRG

30 public 12 CRG

31.5 public 11 CRG

29.5 public 9 CRG

29.5 public beamlines corresponds to

34 Independent End-stations

Of these 34 independent end-stations 8 are currently unavailable

due to the Upgrade Programme

Number of available beamlines reduced significantly since

beginning of Upgrade Programme (2010)

Slide: 6 3-Way Meeting, APS, 2013 : User Services Workshop – ESRF Facility Overview 6

Renew beamline portfolio of the ESRF with

minimum interruption of continued operation during the upgrade

ESRF Upgrade Programme

Phase I (2009-2015)

Construction of Experimental Hall Extension, EX2 (completed June 2013) General shutdown from 5th December 2011 to 4th May 2012 (5 months)

3 classes of beamlines

UPBL beamlines: 8 UPBL projects,

15 independent endstations

Moving beamlines: 2 fully reburbished + 2 moving I.Es

Non-moving beamlines: 15 I.Es

2013 busiest year for beamlines; 8 I.Es currently unavailable

Slide: 7

UP Phase I - Construction

3-Way Meeting, APS, 2013 : User Services Workshop – ESRF Facility Overview


UP Phase I - Construction


UP Phase I - Beamlines

Slide: 10 3-Way Meeting, APS, 2013 : User Services Workshop – ESRF Facility Overview 10

Phase II : 2015 - 2020

ESRF Upgrade Programme

2013 : Technical Design Study report in preparation in collaboration with user community, SAC and APAC

Storage ring replacement

reduce horizontal emittance to ≥100pm

would mean 1 year shutdown in 2018-2019

4 new upgrade beamlines

Vercors extension for up to 5 long beamlines


Updated Statistics

1892 1907 2013 2047 2035 20351905 1967

828 888 903 929 974

778 719845

1510 1539 15591731

1559

13441186

0

200

400

600

800

1000

1200

1400

1600

1800

2000

2200

2400

2006 2007 2008 2009 2010 2011 2012 2013

Num

ber o

f Pro

posa

ls

Years

Proposals submitted and allocated beamtime, 2006-2013

Proposals submittedProposals allocated beamtimeExperimental Sessions

• 2011 & 2012 : ESRF General Shutdown + start of UP beamline work • 2013 : Popular beamlines unavailable due to UP, e.g. ID22, ID02, ID08, some MX beamlines…


Updated Statistics

29,923 29,95931,105 31,076 30,594

30,557

28,26729,104

13,145 13,681 13,906 14,525 14,274

10,9959,932

12,092

0.00

0.50

1.00

1.50

2.00

2.50

3.00

0

5,000

10,000

15,000

20,000

25,000

30,000

35,000

2006 2007 2008 2009 2010 2011 2012 2013

Num

ber o

f Shi

fts

Years

Shifts of beamtime requested and allocated, 2006-2013

Shifts requested by applicants

Shifts allocated after peer review

Oversubscription


Updated Statistics

13,1

45

13,6

81

13,9

06

14,5

25

14,2

74

10,9

95

9,93

2

15,5

34

15,3

08

15,7

66

16,7

60

15,2

14

12,1

03

10,9

62

6092 62226395

6927

6318

5472

4798

0

1000

2000

3000

4000

5000

6000

7000

4,000

6,500

9,000

11,500

14,000

16,500

19,000

21,500

24,000

2006 2007 2008 2009 2010 2011 2012

Num

ber o

fU

ser V

isits

Num

ber o

f Shi

fts

Years

Shifts allocated and delivered for experiments, User visits, 2006-2012

Shifts allocated after peer review

Shifts scheduled for user experiments

Number of User Visits

Slide: 14

ESRF User Community

The ESRF public research programme covers 11 scientific areas : Chemistry-related Studies Electronic & Magnetic Properties Crystals & Ordered Systems, Structures Disordered Systems & Liquids Applied Materials & Engineering Environment & Cultural Heritage Matters Macromolecular Crystallography Medicine Methods & Instrumentation Soft Condensed Matter & Biological Materials Surfaces & Interfaces

2013 : NEW PROPOSAL REVIEW STRUCTURE !!

CH - Chemistry

ES - Earth Sciences

EV - Environment

HC - Hard Condensed Matter

HG - Cultural Heritage

LS - Life Sciences

MA - Applied Materials

MD - Medicine

ME - Engineering

MI - Methods and Instrumentation

MX - Structural Biology

SC - Soft Condensed Matter



ESRF User Community

0%

2%

4%

6%

8%

10%

12%

14%

16%

18%

CH HE HS HD MA EC MX MD MI SC SI Other

% o

f Tot

al B

eam

time

Del

iver

ed (s

hift

s)

Beamtime Allocation Panel

Beamtime Delivered per Review Panel, 2006-2011

2006 2007 2008 2009 2010 2011


ESRF User Community

Chemistry15%

Earth Sciences6%

Environment3%

Hard Condensed Matter Science

29%

Cultural Heritage1%

Life Sciences3%

Applied Materials Science

18%

Medicine4%

Engineering1%

Methods and Instrumentation

0%

Structural Biology11%

Soft Condensed Matter Science

9%

Beamtime Requested 2013 (15045 shifts)


ESRF User Community

User Visits by Country, 2009 (6927)

1566

0200400600800

100012001400160018002000

FRA

NC

EG

ERM

AN

YU

KITA

LYSPA

INE.S.R

.F.SW

EDEN

ISRA

ELN

ED'LA

ND

SWITZ'LA

ND

AU

STRIA

DEN

MA

RK

NO

RW

AY

BELG

IUM

FINLA

ND

USA

POR

TUG

AL

POLA

ND

E.M.B

.L.C

ZECH

REP

ILLA

USTR

ALIA

JAPA

NSLO

VA

KIA

S. AFR

ICA

KO

REA

CA

NA

DA

SLOV

ENIA

IRELA

ND

RU

SSIAG

REEC

EB

RA

SILH

UN

GA

RY

IND

IAN

. ZEALA

ND

SING

APO

RE

CR

OA

TIAC

HIN

AA

RG

ENTIN

AC

OLO

MB

IALA

TVIA

UK

RA

INE

Country

No.

of V

isits

0

200

400

600

800

1000

1200

1400

1600

F D IG

B ESW

EIS

RES

RFN

LD CHD

NK

AU

TPR

TRU

SN

OR

FIN

EMBL BE

LU

SA ILL

POL

CZE

AU

SCO

RJP

NSL

OV

CHN

IRL

CAN

HU

NBR

ASL

VN

ZLRO

MZA

FM

AR

QA

CHI

GRC IN

DLE

TM

EX

No.

Of V

isits

Country

User Visits by Country, 2012 (4798)


Categories of Proposals and Users

Public peer-reviewed proposals

Collaborating Research

Group (CRG) Proposals

CRG Office

1 Head of Service 2.5 administrative staff Deals with ALL admin areas of CRG operation

1 Head of Service 2.3 administrative staff

User Office BDO

Proprietary Research Proposals

~4 full time equivalents (1 administrative staff)

Slide: 19

REVIEWED PROPOSALS

STANDARD Research Proposals

LONG TERM PROJECT Proposals

MX BAG Proposals

MX Rolling Proposals

Public Beamtime



Proposal Submission

Technical Feasibility by BL Resp. Grading by Review Cttee members

Review Committee Meetings

Per BL, rank all proposals in order of grade. Done by ASFRI program with flexibility of bottom 20%

Juste Retour and Pro Rata Calculations

DoR Approval / Changes

Recommendations to BL scientists / Changes

Accepted Proposals to BL Scientists

Decision (shifts & comments) to Proposers

Assessment by Safety Group

Proposal Review Process

Slide: 21

Beamtime Application & Proposal Review


Slide: 22

Experiment Organisation



User Registration

Proposal submission

Publication references

Feasibility comments

Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Proposal Workflow

The typical workflow from user registration and proposal submission, through review

process and scheduling until report submission

Each major task is supported by the SMIS User Portal


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

User User Office

Slide: 25

User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Main Proposer


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Beamline Responsible


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Main Proposer

A Form

Site Entrance Request

Storage ring access rights

Canteen card

Guesthouse / hotel

Reimburse-ment

Safety Approval Form

Samples & Environment


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

User


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Main Proposer


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Safety Officer Proposal Proposal and experiment session Experiment session


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

Finally: The Experiment!


User Registration

Proposal submission



Grading

Review Committees

Proposal acceptance

Scheduling

Invitation letters

A Form

Safety training

Sample sheets

Safety evaluation

User accommodations

Travel arrangements

EXPERIMENT

Report submission

User

Slide: 33

Reports & Publications

Use of PUBLIC ESRF beamtime = OBLIGATION to PUBLISH and REPORT on beamtime used

Reporting

Users allocated beamtime are requested to provide a 2-page Experimental Report after each experiment

forwarded to Review Committees who monitor effective use of beamtime.

required as support for new requests for beam-time

After the Experiment

There is also a Web-based User Evaluation Questionnaire to evaluate the success of their experiment, any failures and reasons for failures, the quality of beamline components, and support from the beamline and administrative staff.


Slide: 34

Publications Users are required to PUBLISH all successful results obtained from the use of ESRF public beamtime

Users must give proper credit to ESRF staff members and proper mention to ESRF facilities, the beamline in particular, which were essential for the results described in any ensuing publication

After the Experiment

Proposal review committee members pay special attention to publication record….groups not publishing are unlikely to be given further beamtime

Users are required to inform ESRF of publications resulting from measurements made at ESRF by deposition in the ILL/ESRF Library database

may be entered or consulted via the online ILL/ESRF Library database

may be entered using a simple Web form (reminder email every 6 months)

may only be cited on new proposals for beam-time if they exist in the library database



Staffing – User Administration

Public peer-reviewed proposals

Collaborating Research

Group (CRG) Proposals

CRG Office

1 Head of Service 2.5 administrative staff Deals with ALL admin areas of CRG operation

1 Head of Service 2.3 administrative staff

User Office

BDO Office

Proprietary Research Proposals

~4 full time equivalents (1 administrative staff)

Experiment Registration –

formalities

Reception & Travel

~2-3 full time equivalents MX Schedule coordination MX BLOM

~1 dedicated person Safety

Beamline Scientist

Slide: 36

Proposal Review printing proposals (UO, beamline scientists, committees, Directors, Safety), contacting

incomplete submissions, organisation of BTAP meetings (contact members, registration, accommodation, local transport…), correspondence (acknowledgement, decison letters)…..

proposal assignment to committees, management of LT proposals, contact with committee members, compilation of data (TF assessments, grades) for panel meetings, fair scientific return and pro rata calculations, processing of results of panel meetings, rejection comments…….

Experiment Organisation validation of beamline schedules, invitation letters, experiment modifications in database,

protocols, visa requests, validation of reimbursement claims, pre-validation of all non-standard requests (submitted via email or A-Form), proposal management & archiving….

User Meeting & other workshops

SMIS tests & validation

Statistics & Reports

General User Administration account and laboratory validation User Web pages BAG administration (groupings, correspondence…) Follow-up of LTP reports Questions & Queries

……….

User Office Activities


Scientific Use for Council DG Report for AFC (full 6-monthly stats) Beamline Review Panels Annual Highlights BTAP summaries....


Dedicated point of contact and organisation for all industrial activities proprietary beam time and customised R&D services (inc. contract research) patents, licences collaborations with industry encouraging industry to use peer review time and LTPs pre-competitive procurement opportunities (more of a wish than reality so far) education and training for industry joint (national, European) grants and partnerships with industry (inc. PhDs etc) building alliances for a better service to industry engineers/scientists for MX and Imaging

Self-financing (<10% of total income) About four full-time equivalents

The Business Development Office


Protein crystallography

now the major industrial activity

at other X-ray sources

Generated

>25MEuros

Used to fund staff positions, purchase

new equipment,

fund beamlines

• 2011: 2.2MEuros income generated • Beam access by industry represents about 2% of beam

time capacity; but about 10% of allocatable income


First contact

Quotation Experiment

Discuss needs, give advice

Decide which technique(s) and

beamline is best suited Safety check

BDO manages whole process with industry

Beamtime Constraints • < 10% of total beamtime available • < 30% of beamtime available on single public beamline • currently have no beamline for 100% PR but could have if requested

Slide: 40

APPLICATION FORMS : NON-PEER REVIEWED

NON-MACROMOLECULAR CRYSTALLOGRAPHY Experiments (“IN”)

MACROMOLECULAR CRYSTALLOGRAPHY Experiments (“IX”)

Proprietary Research Beamtime



Users’ Organisation

Made up of representatives of the ESRF User community

Members elected by User community (7 scientific areas)

Report to Scientific Advisory Committee and Management every 6 months on feedback from Users, organise the ESRF Users Meeting in conjunction with User Office

User Meeting

Annual ESRF Users’ Meeting associated with 2-3 satellite workshops

Takes place typically in February each year

More than 300 users attend the Users Meeting

The Users Organisation Committee (UOC) Thomas Buslaps (ESRF) - ESRF local liaison

Paola Coan - X-ray imaging Olivier Diat - Soft matter structures

Christian Kumpf - Surface and interface science Chiara Maurizio (chairperson) - Structure of materials Claudio Mazzoli - Electronic structure and magnetism Chrystele Sanloup - Dynamics and extreme conditions

Beatrice Vallone - Structural biology

User Community

http://www.esrf.fr/UsersAndScience/users_org/Buslaps

http://www.esrf.fr/UsersAndScience/users_org/contact_paolacoan

http://www.esrf.fr/UsersAndScience/users_org/odiat

http://www.esrf.fr/UsersAndScience/users_org/CKumpf

http://www.esrf.fr/UsersAndScience/users_org/cmaurizio

http://www.esrf.fr/UsersAndScience/users_org/cmazolli

http://www.esrf.fr/UsersAndScience/users_org/csanloup

http://www.esrf.fr/UsersAndScience/users_org/bvallone


ESRF Web pages

Aimed at scientists and interested parties, as well as user community

Events

Conferences and Workshops (sole or joint organisation)

SRI 2012 organised at Lyon jointly with Synchrotron SOLEIL

Seminars, mainly internal

Schools

Hercules Annual & Specialised Courses (PhD and Post-Doc level)

EMBO workshops

Science Fair

Promotion for Industry, commercial exhibitions

Media Coverage Press releases (more and more often issued jointly with other synchrotrons/funding bodies)

Journalist interest

Education & Outreach


Printed Publications ESRFnews

news magazine published 4 times per year

nearly 10000 subscribers

ESRF Highlights

annual report

3500 print copies + electronic version via website

Specific brochures

e.g. in 2013, impact of the ESRF and its UP on various sectors of society (science, innovation, economy, skills, cross-border collaborations)

Visitors Centre Currently 4000 visitors per year

Scientists and non-scientists, young (schools) and old

Have capacity for up to 10000 visits per year

New Visitors Centre with viewing gallery into new EX2 hall, seminar room, displays etc

Education & Outreach


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