1. PROTON ECONOMICS: Program Planning Steve Geer Institutional Review 11 February 2015

2. GROUND COVERED 2/11/15Steve Geer | Program Planning2 How does the laboratory allocate the available protons to “implement a prioritized and optimized program” ? –Short-term (annual) planning –Long-term (multi-year) planning

3. SHORT-TERM PLANNING 2/11/15Steve Geer | Program Planning3 Goal is to make the best use of the available protons given: -Status of Accelerator complex -Status of experiments -Programmatic priorities Requires an effective dialogue between the laboratory and the experiments to establish & communicate the plan, and if required, adapt it to changing needs and circumstances.

4. 2/11/15Steve Geer | Program Planning4 completed + the Test Beams, which served 19 experiments (321 users) in FY14, and run parasitic to SeaQuest SHORT-TERM PLANNING: LANDSCAPE 23% 70% ( ) 5% 10%

5. 2/11/15Steve Geer | Program Planning5 SHORT-TERM PLANNING: LANDSCAPE MINOS+ : On-track for getting half of their request by end FY16. Have not yet decided whether they will go back to PAC to request running beyond this. MINERvA: Should easily get there full neutrino request before NOvA requests switching to antineutrinos. NOvA: Just starting. On track for getting their full request before preparations for LBNF end NuMI operations. MicroBooNE: Expect requested beam intensity (or close to it) after the first full year of operations. SeaQuest: On-track for getting half of their request by end of FY16 at which point they are proposing to revise their science plan by changing to a polarized target – will depend on funding from Nuclear Physics.

6. SHORT-TERM PLANNING: TOOLS & REPORTING 2/11/15Steve Geer | Program Planning6 OPTIMIZING THE PROGRAM & MONITORING PROGRESS o Weekly All Experimenters Meetings (AEMs) o Two-Weekly Program Planning Briefings for each Experiment o Monthly Experiment Management Group Meetings (EMGs) o Advice from the Physics Advisory Committee (PAC) o Advice from the Testbeam Committee o Additional reviews as needed REPORTING o POT metrics established annually with DOE o Weekly public progress reports in AEMs o Monthly and Quarterly progress reports to DOE o Annual Accelerator/Experiment Operations Report to DOE o Annual Testbeam Report NEW

7. SHORT-TERM PLANNING All Experimenters Meetings 2/11/15Steve Geer | Program Planning7 AEMs are open weekly meetings chaired by Head of Program Planning The purpose of the AEMs is to communicate progress on: o Accelerator operations; o Experiment operations and data taking; o Preparations for new experiments; o Accelerator and experiment commissioning; o Test beam and detector R&D activities; o Miscellaneous laboratory activities that affect experiment operations. Full “Statement of Purpose” at back of talk.

8. SHORT-TERM PLANNING All Experimenters Meetings 2/11/15Steve Geer | Program Planning8 PROGRESS AGAINST THIS YEARS METRIC SUMMER SHUTDOWN

9. SHORT-TERM PLANNING All Experimenters Meetings 2/11/15Steve Geer | Program Planning9 EXPERIMENT PERFORMANCE EXAMPLE NOvA Far Detector Delivered POT (blue) POT when experiment live (red)

10. SHORT-TERM PLANNING Program Planning Briefings 2/11/15Steve Geer | Program Planning10 Office-type meetings held for each running experiment, once every 2 weeks, between experiment leadership and Head of Program Planning. –Chief Research Officer &/or deputy attend when available Topics discussed: o Is the experiment getting the data it needs, according to plan? o Are there issues with the beam quality? o Are there issues with the detector performance? o What needs to be improved and/or fixed to get the highest quality data? o Is the experiment on track with analyzing the data, producing physics results that can be presented at conferences, and publishing results? o Are there any other issues that affect the experiment’s productivity? o Does the experiment need special running conditions? o Have resource needs been adequately communicated to the appropriate Fermilab Divisions Heads? Full “Statement of Purpose” at back of talk

11. SHORT-TERM PLANNING Experiment Management Group Meetings 2/11/15Steve Geer | Program Planning11 EMGs are relatively new (born May 2013). They increase the dialogue between the experiment leadership and the laboratory management. EMG meetings are monthly meetings chaired by Head of Program Planning. For a given experiment, the EMG consists of the experiment leadership + the main laboratory resource providers (e.g. Division Heads). Topics covered: o Commissioning plans; o Run plans, including special run needs and beam requirements; o Experiment operations and maintenance; o Test beam needs (if any); o Computing resource availability and utilization; o General analysis plan, priorities, and resources; o Overall resource allocation and short-falls. Full “Statement of Purpose” at back of talk.

12. SHORT-TERM PLANNING PAC and Testbeam Committee 2/11/15Steve Geer | Program Planning12 The PAC meets ~ twice per year and provides advice to the Director on the ongoing and future program. o PAC receives regular reports on accelerator status and proton economics o When experiments have conflicting requirements with respect to beam usage, the PAC provides advice that informs Directorate-level decisions about proton allocations. In 2014 we appointed a new committee to give the Directorate advice about the testbeam program (Chair: Peter Wittich, Cornell) o Membership includes University and Fermilab users, and includes people experienced with coordinating CERN & SLAC testbeam operations o Gives advice on programmatic issues and on longer term development of the testbeam facility. Charge for Testbeam Committee at back of talk.

13. SHORT-TERM PLANNING Additional Reviews 2/11/15Steve Geer | Program Planning13 Additional committees, with membership from both outside & within the laboratory, are appointed as needed to give advice that helps Directorate-level decisions aimed at optimizing the proton usage. o December 2012: LArIAT mini-review. o February 2013: Experiment Operational Readiness Review o October 2014: NOvA Operations Readiness Review o More Operational Readiness Reviews coming soon

14. LONG-TERM PLANNING 2/11/15Steve Geer | Program Planning14 Important – people plan their professional lives based on this. More complicated than short-term planning – there are hidden assumptions and significant uncertainties, all of which need to be articulated within the plan. The PAC has been used to provide advice to the Director on the alignment of the long-term plan with the P5 recommendations.

15. LONG-TERM PLANNING Landscape 2/11/15Steve Geer | Program Planning15 + (E)LBNF see also P. Derwents talk

16. LONG-TERM PLANNING PROCESS UPDATES 2/11/15Steve Geer | Program Planning16 Because of the nature of the changes to the accelerator complex, the evolving set of major experiments, and the coupling between the experiments, we realize that the long range planning is particularly challenging for the coming decade. Hence, we are making enhancements to the long- term planning process: -Proton PMGs -Accelerator Godparents -Review of the long-term planning plots & process -Testbeam Committee (already discussed)

17. LONG-TERM PLANNING Proton Project Management Group Meetings 2/11/15Steve Geer | Program Planning17 PPMGs meet monthly, with membership from the Directorate, resource providers (Division Heads), relevant Dept. Heads, experiment leadership, & observers from the DOE. PPMGs have new chair (Steve Holmes) & new Statement of Purpose. The meetings will focus on: o Establishment and review of progress toward accelerator goals for all accelerator-based experiments at Fermilab; o Review of all accelerator impact statements prepared for incoming proposals to the Fermilab Physics Advisory Committee (PAC); o Establishment and monitoring of accelerator operating schedules, including the annual shutdowns; o Status and goals of the Proton Improvement Plan, including performance requirements for experiments in the construction stage; o Resource management. Full “Statement of Purpose” at back of talk.

18. LONG-TERM PLANNING Accelerator Godparents: Impact statements & beyond 2/11/15Steve Geer | Program Planning18 Accelerator Division Impact Statements are prepared to inform the discussion when an experiment proposal is reviewed by the PAC. These Impact Statements are a first report by experts on the achievability of providing the requested beam, and the accelerator-related resources required. Have recently decided that the Accelerator Division Head will appoint “Godparents” for each experiment at the proposal stage, to understand the experiment needs sufficiently well to generate the Impact Statement and to “raise a flag” if subsequent changes to the expert understanding of the accelerator complex has a significant impact on the operation of the experiment. - Motivated by recent experience with a revised understanding of accelerator operations in the muon era (P. Derwents talk)

19. LONG-TERM PLANNING Reviewing the Planning Plots 2/11/15Steve Geer | Program Planning19 To deal with the coming evolution of the program, need some enhancements to plots that communicate the long-term plan. A proposal was discussed with the experimental leadership in an EMG last fall: - Peak Hourly Flux Plot and concept for an effective hours / quarter plot with uncertainty bands for each program. Since we want the information in these plots to be useful for our user community, the next planned step is to form a working group to get input from the community. - Consider hidden assumptions, precision, uncertainties, the coupling between programs …. & advise on how best to present information to the community for planning purposes.

20. SUMMARY 2/11/15Steve Geer | Program Planning20 We have a network of Weekly, two-weekly, Monthly, and “as needed” meetings that inform decisions aimed at optimizing the proton usage. As we proceed, advice from outside of Fermilab is used to ensure alignment with the community plan, as documented in the P5 report and supported by the funding agencies. We have been enhancing the tool kit we use to plan the program and communicate POT expectations (EMGs, Testbeam Committee, PPMG purpose update). Further enhancements are foreseen (long-range planning plots).

21. 2/11/15Steve Geer | Program Planning21 ADDITIONAL SLIDES

22. ALL EXPERIMENTERS MEETINGS Statement of Purpose 2/11/15Steve Geer | Program Planning22 All Experimenters Meetings (AEMs) are open meetings that are chaired by the Head of Program Planning and are held weekly. These meetings provide a forum for short progress reports from Fermilab experiments and R&D. Each week there is a report from accelerator operations, and reports from each of the running accelerator-based experiments. There are also less frequent reports on testbeam activities, non-accelerator particle- and particle- astrophysics-experiments, R&D projects, U.S. CMS, and other items of interest to the Fermilab experimental community. The purpose of the AEMs is to communicate progress on: Accelerator operations; Experiment operations and data taking; Preparations for new experiments; Accelerator and experiment commissioning; Test beam and detector R&D activities; Miscellaneous laboratory activities that affect experiment operations.

23. PROGRAM PLANNING BRIEFINGS Statement of Purpose 2/11/15Steve Geer | Program Planning23 Program Planning Briefings are fortnightly meetings between the spokespeople of running, or soon-to-be-running, accelerator-based experiments at Fermilab and the Head of Program Planning. These meetings are held individually for each experiment, and facilitate a discussion between the laboratory Directorate and the experiment leadership. The focus of the Program Planning Briefing discussions is: Is the experiment getting the data it needs, according to plan? Are there issues with the beam quality? Are there issues with the detector performance? What needs to be improved and/or fixed to get the highest quality data? Is the experiment on track with analyzing the data, producing physics results that can be presented at conferences, and publishing results? Are there any other issues that affect the experiment’s productivity? Does the experiment need special running conditions? Have resource needs been adequately communicated to the appropriate Fermilab Divisions Heads?

24. EXPERIMENT MANAGEMENT GROUP Statement of Purpose 2/11/15Steve Geer | Program Planning24 The Experimental Management Group (EMG) for a specific experiment consists of the Spokespeople for the experiment, representatives from the Directorate including the Head of Program Planning, and the Division Heads for AD, PPD, ND, CC, and SC. To address specific topics, the Spokespeople can invite other responsible members of the collaboration to participate in EMG meetings. The EMG will set expectations and monitor the progress of the experiment towards achieving its scientific goals in its commissioning, operation and data analysis phases (i.e. what happens beyond the construction project phase). The focus of EMG meetings will include: Commissioning plans; Run plans, including special run needs and beam requirements; Experiment operations and maintenance; Test beam needs (if any); Computing resource availability and utilization; General analysis plan, priorities, and resources; Overall resource allocation and short-falls. EMG meetings will be held monthly, or bimonthly, as needed.

25. FERMILAB TESTBEAM COMMITTEE Charge 2/11/15Steve Geer | Program Planning25 The testbeam facilities at Fermilab are a valuable resource for the HEP community. In the past it has been customary to approve all testbeam experiments that have scientific merit. However, the Fermilab testbeam facilities have become over-subscribed, making it necessary to make programmatic choices, which may determine which experiments run, the beam-time they get, and the order in which they run. The committee is asked to give advice to the Fermilab Directorate on the programmatic choices needed to optimize both community use of the testbeam facility and it’s scientific impact. The committee chair is expected to define, in consultation with the Testbeam Coordinator, what decisions are needed and on what timescale. The committee should meet as needed, and produce a brief bi-annual report documenting the advice. The report should be submitted to the Office of Program Planning. The Testbeam Coordinator will use the advice to guide week-by-week scheduling decisions. Although the primary purpose of the committee is to give programmatic advice, the Directorate will welcome other comments about utilization of the facility and the need for enhancements.

26. PTOTON MANANAGEMENT GROUP Statement of Purpose - 1 2/11/15Steve Geer | Program Planning26 The Proton Program Management Group (PPMG) will provide coordination and oversight of accelerator operations, Proton Improvement Plan activities, and all accelerator activities for proton-beam-based experiments at Fermilab. The PPMG will set expectations and monitor progress against accelerator performance goals and projections, accelerator commissioning activities as applicable, and operating schedules. PPMG meetings will focus on: o Establishment and review of progress toward accelerator goals for all accelerator-based experiments at Fermilab; o Review of all accelerator impact statements prepared for incoming proposals to the Fermilab Physics Advisory Committee (PAC); o Establishment and monitoring of accelerator operating schedules, including the annual shutdowns; o Status and goals of the Proton Improvement Plan, including performance requirements for experiments in the construction stage; o Resource management.

27. PTOTON MANANAGEMENT GROUP Statement of Purpose - 2 2/11/15Steve Geer | Program Planning27 Purview Accelerator operations and improvement projects, PIP, and accelerator-experimental interfaces in support of accelerator-based experiments at Fermilab, currently including by MINOS, NOvA, MiniBooNE, MINERvA, MicroBooNE, SeaQuest, Mu2e, g-2, and Test Beams. Composition Experimental spokespersons and operations coordinators, Directorate Management including the offices of the CAO, CRO, COO, CPO, and Program Planning, relevant Division and Section Heads, Accelerator Division operations management, PIP management and relevant Department Heads, observers from the U.S. Department of Energy Office of High Energy Physics and Fermi Site Office. Meeting Frequency Monthly, with additional meetings on an as- needed basis.

28. LONG-TERM PLANNING Illustrative Uncertainties 2/11/15Steve Geer | Program Planning28 Preparations for future experiments impact the length of Summer Shutdowns (~15% effect on annual POTs for running experiments) Some uncertainties are “non-linear.” For example, when a horn/target breaks there is significant downtime. We include an “average” factor for this in the planning curves … but based on low statistics. The learning curves associated with commissioning the planned accelerator enhancements are significant … and there are significant uncertainties in how long it takes for a new system to achieve its full potential. Some aspects of projected accelerator performance depend on funding.

29. SCHEDULE 2/11/15Steve Geer | Program Planning29

30. SCHEDULE 2/11/15Steve Geer | Program Planning30       Post-P5 Plan