Thomas Gutberlet HZB User Coordination NMI3-II Neutron scattering and Muon spectroscopy Integrated Initiative WP5 Integrated User Access

2 THEME INFRA Infrastructures for Neutron Scattering and Muon Spectroscopy Project acronym:NMI3-II Project full title: Neutron Scattering and Muon Spectroscopy Integrated Initiative Grant agreement no: Starting date: 01/02/2012 The Integrated Infrastructure Initiative for Neutron and Muon Spectroscopy (NMI3) aims at a pan-European integration of the main actors within this area. NMI3 is a comprehensive consortium of 18 partners from 11 different countries that includes all major providers of neutrons and muons in Europe. NMI3 exploits all tools available within I3s to realize its objectives. -Transnational Open Access -Joint Research activities -Networking activities to reinforce integration by harmonizing procedures, setting standards and disseminating knowledge.

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5 NMI3-II WP5: Integrated User Access In order to structure and harmonize an integrated access format to European national neutron and muon facilities for the scientific users an ‘Integrated User Access (IUA)’ Networking Activity should consider and develop strategies and forms for a common integrated user registration harmonized proposal forms and templates optimized peer review processes and possible platforms for cross source beam time access. In addition, better statistical survey on European user access could be possible.

6 NMI3-II WP5: Integrated User Access Task 5.1: Organization and management of the networking activity. Task 5.2: Development of a generalized integrated user registration. Task 5.3: Harmonized proposal forms and templates. Task 5.4: Web based proposal peer review process. Task 5.5: Platforms for cross source independent beam time access.

7 NMI3-II WP5: Integrated User Access Task 5.3: Harmonized proposal forms and templates Presently each neutron or muon facility uses different forms and templates to gather the information that is required in a proposal form. On the other hand this information is quite similar and typically consists of (i)a scientific description and justification of the proposed experiment typically with a couple of figures, (ii)an experimental part with the justification for a certain required instrument and the description of the requested instrumental parameters, (iii)a detailed description of the samples. In many cases this must be complemented by additional information regarding (iv)safety aspects of the samples under investigation and/or the experiment itself (e.g. delicate sample environment devices). The aim of Task 5.3 is to compare the existing proposal forms and to aim for a common set of information that is used as standard at the participating facilities. A suggestion for such a harmonized proposal template will be developed.

8 Task 5.3: Harmonized proposal forms and templates For application of beamtime users are requested to submit a facility specific proposal to the facility. These forms usually have various items in common, but also facility dependent requirements, proposers have to fill in or answer. In order to simplify and streamline current proposal forms for the users, a harmonized proposal form is suggested based on current existing forms at the participating facilities. The suggested harmonized proposal form could be a general accepted template with possible extensions for facility specific questions within the proposal requested. The harmonized proposal form consists of three main parts: General part Technical part Scientific part NMI3-II WP5: Integrated User Access

9 Existing proposal forms

10 Existing proposal forms

11 Existing proposal forms

12 Harmonized proposal form

13 Harmonized proposal form

14 Harmonized proposal form

15 Technical implementation and exchange options Proposals are submitted to individual facilities Harmonized forms allow exchange of proposals between facilities either via -User action (copy/paste) -Upload functions -Central database -Umbrella Harmonized proposal form

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17 NMI3-II WP5 Integrated User Access Task 5.4: Web based proposal peer review process. A framework will be developed to allow peer reviewing of submitted pro- posals within NMI3 web applications for small facilities, which do not operate an individual DUO. Task 5.5: Platforms for cross source independent beam time access. Platforms to submit proposals for access by the combination of instru- ments at the NMI3 facilities and platforms for cross source proposals for the complementary use of instruments, laboratory services or infrastruc- tures using different probes (e.g. neutron, muons, x-rays, facility based AFM or electron microscopy) will be considered and developed (e.g. by block allocation strategies or send in sample programs across sources).

18 NMI3-II WP5 Integrated User Access D5.1. Report on requirements: Survey on existing comparable systems and report on requirements and framework for common data exchange [month 12] D5.2. Software package prototype I: Software package prototype to handle integrated user registration [month 24] D5.3. Software package prototype II: Software package prototype to handle proposal submission and reviewing between facilities [month 48] D5.4. Harmonized proposal forms: Report on suggestion on harmonized proposal forms and appropriate templates [month 36] D5.5. Requirements for web based review process: Report on requirements for web based review process [month 12] D5.6. Prototype of web based review process: [month 36] D5.7. Requirements for cross facility beam time access: Report on requirements for cross facility beam time access and strategy for implementation [month 24] D5.8. Feasibility study on software prototype: Feasibility study on software prototype for cross facility beam time access [month 48]

19 NMI3-II WP5 Integrated User Access Task 5.2 Evaluation of a generalized integrated user registration. Technical and legal requirements for a common NMI3 based single electronic user ID to access individual facility digital user office (DUO) systems will be analyzed and the best possible solution will be evaluated and established as a prototype. Requirements for this are: Survey and assessment of systems existing or planned within NMI3 or by other communities, e.g. IRUVX (EUROFEL), PanData, CRISP etc. Definition of the working rules of the NMI3 system and of procedures to exchange data between facilities. Development and distribution of a software package prototype and tools to setup a user system that operates with the rules defined enabling the procedures for submission and reviewing of proposals. Development of a common NMI3 information portal for participating users that will facilitate them to submit and transfer proposals between participating sources. Option to register to workshop, schools and other activities within the NMI3 consortium.

20 NMI3-II WP5 Integrated User Access Task 5.4: Web based proposal peer review process A framework will be developed to allow peer reviewing of submitted proposals within NMI3 web applications for small facilities, which do not operate an individual DUO. Task 5.5 Platforms for cross source independent beam time access. Platforms to submit proposals for access by the combination of large scale instruments at dedicated NMI3 facilities and platforms for cross source proposals for complementary use of instruments using different probes (e.g. neutrons, muons or x-rays) will be considered and explored. The complementary use requested is not restricted to large scale instruments operated by the NMI3 facility but would also allow users to apply for use of special lab services offered by the NMI3 partner. Advice for the most appropriate instrument could be given to the users by instrument scientists. A feasibility study to implement appropriate platforms within NMI3 will be prepared. Results will take into account comparable efforts by other communities (e.g. CRISP).