SG May 2015 - Total M&O Cat. A budget and detailed expenditure in 2014 - M&O Cat. A budgets for the...
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SG May 2015
- Total M&O Cat. A budget and detailed expenditure in 2014
- M&O Cat. A budgets for the coming years
- Currencies Exchange Rates Issue: possible mitigations
- LHCb Farm
- Approved budget for 2015 and projected for 2016
- M&O Cat. B
- Conclusions
The LHCb Upgrade
- Addendum 1 to the Construction MoU
- Addendum 2 to the Construction MoU
- Risk Table
19/05/2015 SG 1C. D'Ambrosio, CERN
CERN-SG-2015-045
Basic principle of LHCb M&O Cat. A policy
- Keep budget as constant as possible:- foresee what is foreseeable and budget for it;- provide a mechanism to compensate between “collision years” and “shutdown
years”; - smooth as much as possible Online CPU replacement needs (“just-in-time”
principle) and, in any case, smear their cost over a few years;- as LHCb is running to optimize physics throughput, effects on the related
expenditures have to be carefully studied and taken into account for the coming years budgets.
2014 Budget Expenditures* Difference
2,580 2,608 - 28
The strategy of asking to keep small surpluses as buffers for shutdown years has paid.
*In kCHF
19/05/2015 SG 2C. D'Ambrosio, CERN
2013 Budget Expenditures* Difference
2,580 2,847 - 267
M&O Cat.A Contributions (end of 2014)
2014 Budget Contributions* Difference
2,580 2,461 - 119
19/05/2015 SG 3C. D'Ambrosio, CERN
In spite of an overspent exploitation result and missing contributions, the account is still positive, thanks to the previously buffered funds. Taking this in account, this has been sufficient to ensure no cash flow issues.
Between end of 2014 and beginning of 2015, essentially all pluri-annual missing contributions up to 2014 included have come in (except part of Brasil and Ukraine). We warmly thank the efforts shown by our FAs.
*Pluri-annual, in kCHF
Budget 2014 main lines (without Power)
In general, we expect ~5 – 10 % cost increase in M&O cat. A, from a shutdown year with
respect to a collision year. In 2013, the main deviations are on detector related and general
services lines. To be noted, the 300 kCHF moved in the online account (RRB-2011-088).
4
2014 Budget Used Difference
detector related 920 972 -52
secretariat 185 219 -34
communication 10 5 5
core comp 170 180 -10
on line (see text) 890 555 + 300 35
test beams 35 27 8
laboratory 50 41 9
general services 320 309 11
Totals 2,580 2608 -28
Online account 300
19/05/2015 SG 4C. D'Ambrosio, CERN
Online Replacement StrategyONLINE replacements
In 2014, we have reached a total sum of 1600 kCHF on the special “Online Account”*. These
transfers constitute the base of our CPU replacement strategy. The acquisition of the farm bulk was
finalized in end 2014. We needed ~2 MCHF to satisfy an order for ~1.7 MEuro. With the recent
exchange rate shake, we need “only” ~1.8 MCHF. ~200 kCHF will be there to cover for likely 2015
missing funds.
Foreseen timeline for fund transfers to the special Online account and for purchasing replacements.
*Set following our proposal in CERN-RRB-2009-117 and subsequently accepted by SG and RRB
19/05/2015 SG 5C. D'Ambrosio, CERN
Year <2011 2011 2012 2013 2014 2015 2016Online Comp. Repl. Funds 300 370 370 370 370 370
Actual Accruals 400 300 300 300 300 300 200
Cost/Comm. 1790
Cash Balance 400 700 1,000 1,300 1,600 110 310
Construction Common Funds
19/05/2015 SG 6C. D'Ambrosio, CERN
As already pointed out in previous RRBs, we also make use of funds left in our Construction Common Accounts, which we kindly asked RRB to leave active (CERN-RRB-2010-040).
This alleviated the expenditure load on M&O Cat.A during LS1 and allowed some further consolidation.
Infrastructure159 kCHF
Consolidations
LHCb M&O Category A at Book Closing end 2014 (all in kCHF)
- Det. Related: small anticipated overspending; further infrastructure consolidation funds have been taken from Construction Common Funds.- Secretarial aid: small overspending mostly due to secretarial rotation (due indemnities).- Core computing: relative overspending. This line is been increased to 190 kCHF from 2015.- Online Sys. Man.: planned underspending by strategically delaying a position. This allowed a small overspending in hardware.
Thanks to buffered funds from previous years, we expect no cash flow issues.
19/05/2015 SG 7C. D'Ambrosio, CERN
2014 Budget Used Difference
detector related 920 972 -52secretariat 185 219 -34communication 10 5 5core comp 170 180 -10on line 890 555+300 35test beams 35 27 8laboratory 50 41 9general services 320 309 11 Totals 2,580 2608 -28Online account 300
Detector related costs Magnet 71 Gas 271 Cooling 87 Safety 38 Tech. support 236 Beam pipe 84Secretariat Secretarial aid 211 Communication 5 On-line computing System Manag. 222 Hardware 333 Test beams, calibration Operation 27 Laboratory operations Operation 41 General services Cool., vent. etc 164
Transport and cranes 96
Survey 0
2015 Category A M&O Budget
19/05/2015 SG 8C. D'Ambrosio, CERN
2015PhD eq.total/fundingauth.
M&O A VELO PowerkCHF kCHF kCHF
2,530 0 300 Total
% CHF CHF CHF CHFBRAZIL 20 4.4 111,947 0 13,274 125,221COLOMBIA 2 0.4 11,195 0 1,327 12,522FRANCE 42 9.3 235,088 0 0 235,088BMBF GERMANY 25 5.5 139,934 0 0 139,934MPI, MPG, GERMANY 6 1.3 33,584 0 0 33,584IRELAND 1 0.2 5,597 0 664 6,261INFN ITALY 81 17.9 453,385 0 0 453,385NETHERLANDS 15 3.3 83,960 0 0 83,960P. R. CHINA 4 0.9 22,389 0 2,655 25,044POLAND 13 2.9 72,765 0 0 72,765HHNIPNE ROMANIA 5 1.1 27,987 0 0 27,987RUSSIA 32 7.1 179,115 0 8,999 188,114SPAIN 16 3.5 89,558 0 0 89,558SWITZERLAND 27 6.0 151,128 0 0 151,128TURKEY 1 0.2 5,597 0 0 5,597UKRAINE 3 0.7 16,792 0 1,991 18,783UK 81 17.9 453,385 0 0 453,385USA 15 3.3 83,960 0 9,428 93,388CERN 63 13.9 352,633 0 0 352,633
TOTAL 452 100.0 2,530,000 0 38,339 2,568,339
Footnote to previous slide
Trend in PhD equivalent number together with the M&O Cat.A cost for 1 PhD equivent*. Also
shown the essentially constant M&O Cat.A budget in kCHF.
*end of August numbers for 2016
19/05/2015 SG 9C. D'Ambrosio, CERN
~5600 CHF per PhD equiv.
19/05/2015 SG C. D'Ambrosio, CERN 10
Forecast for 2016 and successive M&O Category A budgets
The estimated budget for 2016 and following years will be examined together with the Scrutiny Group in the coming months. In principle, there are no main changes from 2015 to 2016 and successive years, which reflect the discussions from last year, agreed upon with the SG, and which are described in CERN-RRB-2014-037 and CERN-RRB-2014-96 and in line with the principle of keeping the budget as constant as possible over the years.
However, also in view of the recent financial instabilities between important currencies, we shall try to re-optimize our budget and re-orient expenditures, to better include effects of currency fluctuations. To this end and with the help of the SG and the RRB, we expect that a solution will be found. We shall report on it in October.
Is it possible to find a solution for all LHC experiments?
19/05/2015 SG C. D'Ambrosio, CERN 11
Currencies Exchange Rates Issue: possible mitigations (specific LHCb)
No easy solution
In general: - No changes to the approved year budget should be carried out during the exploitation year (ex. change the budget of 2015 during 2015!!). - No special “discounts” to specific FAs…
Mechanisms of “mitigation” can be thought:1. as for budget underspending larger than 10%, rebate in year N+2 what effectively has been
saved in year N; (constant budget, with rebates on contributions)2. foresee during year N a most probable scenario and decrease of a suitable % the provisional
budget for year N+1; (variable budget)3. more??
In all cases, any type of “discount” will be on the whole budget and therefore will not offset the real extra-funds provided by the affected FAs.
Of these two options, the first is by far the more efficient, as does not touch the constant budget principle, it just allows the underspending to be recycled as a rebate for FAs. It works also if the Euro appreciates on the CHF. Only it takes 2 years to show up … unless …
Example for the present situation will follow.
19/05/2015 SG C. D'Ambrosio, CERN 12
Currencies Exchange Rates Issue: possible mitigations (specific LHCb)
For a ~20% of direct expenditures in euros 20% * 15% = 3%
budget (kCHF) % of total2014 2015
cern services 17 17salaries and subsistencies 24 30euro exp. (in kCHF)* 19 17CHF exp. (in kCHF)** 40 36
100 100
* orders executed in euros and converted in CHF (1.2 rate)**orders in CHF, mainly, gas, electronic pool,magaz, atelier, IT hardware and software, etc.
Disclaimer: numbers are rough approx.; expenditures are all converted in CHF
Not easy to foresee how
this fractions will change
Preliminary 2016 Category A M&O Budget
19/05/2015 SG 13C. D'Ambrosio, CERN
2016PhD eq.total/fundingauth.
M&O A -2% M&O A PowerkCHF kCHF kCHF
2,530 2,480 600 Total
% CHF CHF CHF CHFBRAZIL 20 4.4 111,947 109,735 26,549 136,283COLOMBIA 2 0.4 11,195 10,973 2,655 13,628FRANCE 42 9.3 235,088 230,442 0 230,442BMBF GERMANY 25 5.5 139,934 137,168 0 137,168MPI, MPG, GERMANY 6 1.3 33,584 32,920 0 32,920IRELAND 1 0.2 5,597 5,487 1,327 6,814INFN ITALY 81 17.9 453,385 444,425 0 444,425NETHERLANDS 15 3.3 83,960 82,301 0 82,301P. R. CHINA 4 0.9 22,389 21,947 5,310 27,257POLAND 13 2.9 72,765 71,327 0 71,327HHNIPNE ROMANIA 5 1.1 27,987 27,434 0 27,434RUSSIA 32 7.1 179,115 175,575 17,998 193,573SPAIN 16 3.5 89,558 87,788 0 87,788SWITZERLAND 27 6.0 151,128 148,142 0 148,142TURKEY 1 0.2 5,597 5,487 1,327 6,814UKRAINE 3 0.7 16,792 16,460 3,982 20,442UK 81 17.9 453,385 444,425 0 444,425USA 15 3.3 83,960 82,301 18,856 101,157CERN 63 13.9 352,633 345,664 0 345,664
TOTAL 452 100.0 2,530,000 2,480,000 78,005 2,558,005
M&O A forecast (without VELO and Power) in kCHF:
19/05/2015 SG 14C. D'Ambrosio, CERN
Year 2012 2013 2014 2015 2016 2017 2018 2019
Detector related costs 880 920 920 880 880 880 880 880
Secretariat 185 185 185 185 180 180 180 180
Communications 50 10 10 10 10 10 10 10
Core Computing 150 170 170 190 190 190 190 190
Online Computing 900 890 890 890 860 860 860 860
Test beams, cal. facilities 30 35 35 25 20 20 20 20
Laboratory operations 50 50 50 40 40 40 40 40
General services 330 320 320 310 300 300 300 300
Total 2575 2580 2580 2530 2480 2480 2480 2480
Budget kept constant, except for a small difference between running and shutdown years.Overall budget has been decreased of 2% due to recent exchange rate variations. Most of it is attributed to Online.
Online Replacement StrategyONLINE replacements
The acquisition of the farm bulk was finalized in end 2014. We needed ~2 MCHF to satisfy an order
for ~1.7 MEuro. With the recent exchange rate shake, we need ~1.8 MCHF. ~200 kCHF will be
there to cover for likely 2015 missing funds.
Foreseen timeline for fund transfers to the special Online account and for purchasing replacements.
*LS2
19/05/2015 SG 15C. D'Ambrosio, CERN
Year 2013 2014 2015 2016 2017 2018* 2019*Online Comp. Repl. Funds 370 370 370 340 340 340 340
Actual Accruals 300 300 300 200 100 100 100
Cost/Comm. 1790
Cash Balance 1,300 1,600 110 310 410 510 610
1) Values expected to decrease due to CHF/Other Currencies fluctuations (larger than 5%).
19/05/2015 SG 16C. D'Ambrosio, CERN
Cat. B M&O budget for 2014 in kCHF and per FA (>10 kCHF)
Category B M&O status
Cat. B M&O 2014 budget is given in the Table. The total is ~1130 kCHF including in-kind contributions, a bit less than half of the M&O Cat.A total. Category B M&O spent funds show to be constant over time inside ~10% *.
*Fluctuating exchange rates increase the approximation for these figures
CALO (CERN, ES, FR, RO, RU) 240
Level_0 (FR, IT) 60
Muons (CERN, IT, RU) 151
On Line (CERN) 80
Outer Tracker (GE, NL, PL, PRC) 120
RICH (CERN, IT, UK) 131
Silicon Trackers (CH, ES, GE, UKR) 80
VELO (CERN, CH, EI, NL, RU, UK, USA) 220
CERN (CA, MU, ON, RI, VE) 184
CH (STs, VE) 81
ES (CA, STs) 351)
FR (CA, L0) 1401)
GE (OT, STs) 931)
IT (L0, MU, RI) 1341)
NL (OT, VE) 901)
RU (CA, MU, VE) 1051)
UK (RI, VE) 2001)
M&O Cat. B 2010 - 2014 and projected preliminary 2015 - 2019
19/05/2015 SG 17C. D'Ambrosio, CERN
M&O Cat. B REQUESTS 2010 - 14 and PROJECTED 2015 - 19 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
Mechanics 111 65 65 65 110 65 65 65 65 65
Gas-system 10 10 10 10 10 10 10 10 10 10
Cryo-system 0 0 0 0 0 0 0 0 0 0
Cooling system 15 15 15 15 15 15 15 15 15 15
FE electronics 124 125 125 125 125 125 125 125 125 125Standard electronics, PS (LV, HV), Crates, RO Modules 229 224 224 225 240 224 224 224 224 224Controls, (DCS, DSS) 68 70 71 70 70 60 60 60 60 60
Sub-Detector Spares 200 200 170 200 180 190 170 170 170 170Maintenance of clean rooms, active and passive storage (including rentals), workshops 45 45 45 45 45 45 45 45 45 45Communications (Piquet tools (ACB, GSM, etc...)) 31 37 36 30 30 30 30 30 30 30Store Items (Materials (screws, washers, tools, etc…)) 25 25 25 25 25 25 25 25 25 25Hired Manpower @ CERN (in CHF (Industrial Support)) 0 0 0 0 0 0 0 0 0 0Technical Manpower @CERN (in FTE (Technicians from Collaboration Institutes)) 290 295 280 280 280 280 280 280 280 280
Totals (CHF) 1148 1111 1066 1090 1130 1069 1049 1049 1049 1049
All numbers in CHF (1 to ~1.25 EURO/CHF). Actual funds may be managed by each institute (or project) in different currencies. Expect between 10% and 15% average decrease, when re-extracted in CHF (with present exchange rates).
Conclusions
On the second year of LS1, a small overspending appears in our budget lines. Some consolidation work was budgeted on the Construction Common Funds. A Online position was strategically delayed. We are using the funds, buffered from previous years with the approval of RRB, to replenish the small deficit.
Detector Related line show an overspending of ~6%. Core computing an overspending of ~6%.
The farm has been entirely re-furbished with some non-anticipated returns due to the fluctuation CHF/EURO.
A possible mechanism to mitigate exchange rate effects has been proposed.
Cat.B funds and resources are healthy and they seem to have taken well the increased LS1 activities, thanks to well planned/anticipated expenditures (Calo, Muons and Outer Tracker). We register some delayed payments for some detectors (see RICH HPD refurbishing) which will be soon fulfilled. As Cat. B funds are mostly managed by the specific projects (largely euro-funded), we expect a decrease in their budgeted value as calculated in CHF. We will discuss all this with the SG and report at the October RRB.
19/05/2015 SG 18C. D'Ambrosio, CERN
19/05/2015 SG 19C. D'Ambrosio, CERN
The LHCb Upgrade
The LHCb Upgrade builds legally and technically on the framework offered by the MoU for LHCb construction (CERN-LHCb-RRB-D-2000-24 rev.).
As a direct consequence, the MoU for M&O Cat.A will still provide the (technical and financial) framework for the M&O Cat.A Expenditures, unless non renewed and declared finished by the RRB and CERN. Addenda will complete and fulfil the already present structure in this case too .
Addenda to this MoU are being written, submitted to and approved by the RRB, in order to complete/overwrite sections of the MoU.
In such scenario we consider the LHCb Upgrade as a major consolidation of the present detector. Thus, on a first approximation only, we would continue with the same M&O Cat.A budget lines and levels as at present. A detailed and complete picture will not be ready before ~1.5 years from now.
19/05/2015 SG 20C. D'Ambrosio, CERN
19/05/2015 SG 21C. D'Ambrosio, CERN
19/05/2015 SG 22C. D'Ambrosio, CERN
From Guy at the RRB
19/05/2015 SG 23C. D'Ambrosio, CERN
LS2 First Schedule
19/05/2015 SG 24C. D'Ambrosio, CERN
25C. D'Ambrosio, CERN
Needs U
pdate
26C. D'Ambrosio, CERN
Needs U
pdate
27C. D'Ambrosio, CERN
Needs U
pdate
28C. D'Ambrosio, CERN
Addendum nr. 2
29C. D'Ambrosio, CERN
What we need from YOULHCb Upgrade: from each Upgrade Project* (as detailed in the Add. Nr. 1 and 2)
A table like this:
Main Lines
Time Profile (with expected and real expenditures)
JUST AN EXAMPLE ...RICH Upgrade
2015 and before 2016 2017 2018 2019 2020
Main Lines Value(kCHF) PlannedSpent
PlannedSpent
PlannedSpent
PlannedSpent
PlannedSpent
PlannedSpent
RICH 1 Mechanics 868
Gas Enclosure
Optical System
Photodetector Boxes
Services
RICH 2 Mechanics 180
Photodetector Boxes
Services
RICH Photodetectors 5433
Photodetectors 1
Photodetector 2
QA Testbenches
RICH Electronics 2649
Elementary Cell
CLARO Chip
Digital Board
PCI40
Computing
Total RICH 9185
Main Milestones Planned Achieved
CLARO EDR Oct-14 Oct-14
Elementary Cell EDR Oct-14 Oct-14
…
…
…
Main Milestones
*Includes Common Projects
19/05/2015 SG C. D'Ambrosio, CERN 30
2014 2015 2016 2017 2018 2019 2020 20210
1000
2000
3000
4000
5000
6000
7000
8000
9000
Chart Title
Series1 Series3 Series5
Planned BudgetActual Cost
Earned Value(from completed milestones)