MICE Project Management Plan

Management Structure
The MICE collaboration has a hierarchical structure consisting at the top level by
the collaboration board which represents the institutes in MICE. The collaboration
chair, the spokesman and deputy are the top level collaboration representatives,
each elected for a period of office under rules set out in the collaboration
constitution.
Collaboration
Board

Collaboration
Chair

Executive
Board

Spokesperson or deputy

Technical
Board

Technical
Coordinator

MICE
WBS
Task Teams

MICE Working Groups

Task/Working
Leaders

Group

The reporting structure is vertical (i.e. from Task Teams or working groups
through technical board, to executive board and finally to the collaboration board.
The collaboration board meets three or four times a year at collaboration
meetings. The executive board and technical board meet every other week.
The roles of the MICE officials are also identified in the constitution.

Project Specification
The original specification of MICE is documented in the proposal. Since the
proposal was written, the technical design of MICE has been reviewed and is
detailed in the technical reference document. This is reviewed on the time scales
of the collaboration meetings by the technical board. Significant changes are
agreed by the executive committee before a new technical reference is issued.

Cost Plan
An indicative cost of MICE was given in the proposal. MICE has now developed a
full work-breakdown structure (WBS) of the experiment and infrastructure. This
enables a full cost analysis including staff resources to be obtained. Contingency
is included in detail in the WBS and is applied to materials and to schedule.
Funding for the experiment is assumed to be made available through bids made
by collaborating institutes through their local funding agencies. The WBS allows a
comparative analysis of the resources needed for the expected material
contributions to MICE against the funding bids and allocations.
The allocation of contributions is assigned through negotiations within the
collaboration and by a set of memorandum of understanding between the host
laboratory and the individual collaborating institutes.

Schedule and Milestones

The WBS is being used to evaluate the MICE milestones. The basic milestones for
mice are listed here:
delivery of a muon beam line on ISIS;
delivery of the infrastructure required to run MICE;
delivery of the mice modules, data acquisition and control system in a time
ordered manner to perform the planned experimental sequence detailed in
the proposal.

Staff Plan
The WBS is being used to evaluate the MICE staff needs. Each collaborator is
charged with bringing the required resources to effect the completion of the
agreed contributions.

Change Control Procedure

The MICE baseline design is specified in the technical reference document.
Fortnightly video conferences are used to discuss technical developments.
Significant changes to the base line can be suggested, and a procedure to
formally raise and document these suggestions has been developed. The
procedure calls for a paper to outline the reasons for and consequences of the
proposed change. This consideration of this within the collaboration and any
further work is under the initiative of the technical board. Final agreement is then
given by the executive board on the recommendation of the technical board, and
the change incorporated into the baseline design.

Quality Plan
The quality plan utilises the following tools:
Project management methodology to accepted international standards
The process of change control
Simulation appraisal of the design performance of MICE.
Independent verification of engineering drawings, engineering calculations
and documentation etc
The MICE project is currently developing its work breakdown structure. There are
three levels at which particular care of the interfaces and integration has been
given:

interfaces between adjacent modules of mice;

the internal interfaces in a module where the responsibilities are separated
to different collaboration institutes;
the interfaces required at the time of installation;
and the overall integration of mice and the infrastructure.

The WBS is overseen by the project manager and the technical board. The
technical board has the responsibility to ensure that the interfaces are
appropriately addressed. The technical board uses an action list (generated at the
TB meetings) to initiate and track issues of design, interface, or installation and
integration.
Changes to the project specification, cost and schedule are also considered by the
MICE technical board (TB) and in turn by the MICE Executive Board (EB). A
change mechanism has been implemented. The details of a proposed change will

be described in a "Change Request Note" to the TB. The consequences to

schedule, cost and performance and risk will be reviewed and documented by the
TB (which will commission work to that effect if required). Decisions taken on
whether or not to adopt the change will be recorded in the minutes of the
meetings and approved changes (described in Change Notes) put on a Change
Register. If a change is agreed, the base line Project Specification will be updated
and reissued. The collaboration holds three open meetings per year. Significant
requests for changes to the baseline specification will be issued as proposals prior
to the open meetings for full exposure to the MICE collaboration. A technical
board meeting at the time of (or shortly after) the collaboration meeting will
consider such a changes, and reissue the baseline specification.
Minutes of the TB, the change requests and change notes and the change register
will form a system of traceability.
The details of the mice baseline design will be publicly available in a well defined
place. These documents will be controlled by the document librarian, who will
verify that new submissions are consistent with TB decisions and the published
change notes.

Procedure to Monitor Progress

The MICE Technical Board meets twice a month and considers the technical
progress of MICE, schedule and costs.
The MICE Executive Board meets twice a month, and considers the report from
the technical board and wider issues in MICE.

Safety Plan
Each task within mice is responsible for producing its own safety analysis and
operational procedures. It is the responsibility of the Technical Board to ensure
that this is done. The TB is also responsible to ensure special issues (e.g.
radiation, magnetic fields, hydrogen safety) are more widely discussed and
addressed and a full safety analysis is performed. In turn, the TB is responsible
for a coherent safety case for MICE which will be delivered (by MICE) and
reviewed (by RAL/ISIS) before MICE is allowed to operate. The MICE TB will (and
has) commission independent safety reviews as appropriate where the perceived
risks are considered significant.

Risk Plan
The technical, financial and resource risks for MICE are documented in a separate
paper.

Escalation Plan
The TB is obliged to keep the Executive Board (EB) appraised of potential risks
and consequences and to develop contingency plans. The spokesperson is a
member of both the TB and EB. Trigger points (in time) and levels (in cost) will be
set in the project costing & schedule to high-light potential problems before they
are allowed to escalate. In such a case, an action plan is to be formulated. The
Project Manager reports progress to both the joint PPARC/CCLRC Project Board
and to the MICE Executive Board.

Risk, Escalation and Contingency Management Plan

A risk analysis has been performed, and the principal risks are summarised in a
report to the Joint PPARC/CCLRC MICE Project Board. The conclusion is that MICE
is, overall, low to medium risk, provided that sufficient resources are available.
Because of the geographical diversity of MICE, the Technical Board (TB) meets
twice monthly to monitor progress against the baseline specification and to
address and resolve specific issues. Cost and schedule are discussed. This
discussion is recorded in the minutes which are signed off by the Project Manager
and paper copies are filed in the document library (electronic copies available on
the web). Both risk and contingency management are responsibilities of the
technical board. The TB is obliged to keep the Executive Board (EB) appraised of
potential risks, consequences and to develop contingency plans. The
spokesperson is a member of both the TB and EB. Trigger points and levels will be
set in the project costing & schedule to high light potential problems before they
are allowed to escalate, and an action plan formulated. The Project Manager
reports progress to both the PPARC/CLRC-Project Board and to the MICE
Executive Board.

Stakeholder Plan
The stakeholder plan is addressed in a separate document.

Procurement Plan
MICE is a collaborative project. Procurement is to be established by the individual
collaboration institutes and members along with the appropriate funding agency.

Staffing Strategy
To be established by the individual collaboration institutes.