[Eicpp_personnel] [EXTERNAL] Update on CD-3A Review Preparations

[Petrone, Alyssa]

Dear EIC Team:

Here we go again! It's time to start preparing for the upcoming OPA DOE/SC CD-3A/Status Review on November 14-16, 2023. The review will location is the same as the Director's Review, with the main sessions in the Bldg 510 Physics Auditorium and breakouts in Bldg 510 & 515. Speakers are strongly encouraged to attend in-person. There will be zoom connections provided on a best effort basis. Please find the draft agenda attached. A notable change is that OPA divided the Accelerator into three subcommittees versus the two we had for the Director's Review. A dinner will be hosted at Berkner on the evening of November 14th and a post review team debrief is scheduled for the late afternoon on November 16th.

We are counting the Director's Review as our "practice run" so for the sake of time, there will be no Page Turns. However, POCs should independently schedule touch base meetings with their speakers as needed. PPT templates are posted on the prep site, including an example breakout template. POCs should modify the templates for their breakouts and maintain a standard.  The presentation format standard for all presentations is the wide format (see attached). Outlook calendar notices for the dry runs and review will be sent out soon.

Prep site: https://urldefense.proofpoint.com/v2/url?u=https-3A__brookhavenlab.sharepoint.com_sites_eRHIC_opacd3aprep&d=DwIFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=uK_3Qf5tKZZEUDDNNCwBIhq8Jz3Rc0zFKZyZkZehvTc&m=wPdeXpZghzK3VfvW0cXmJOFp6e1kBzeLIm9xnCpAuAI4IlJdV_ANE8936xdV0A2_&s=ZouYrHVCI-SjfUc1Gf3aCNV_FE2UVinhlm-WhOIWKX0&e= 

Prep Schedule

  *   Week of October 23- Dry Runs (Plenary sessions on Wed., Breakouts Thursday/Friday)
  *   Friday, October 27- supporting docs posted to prep site for QA by POCs
  *   Sunday, October 29- speakers post final draft talk to prep site for QA by admins and POCs
  *   Tuesday, October 31- supporting documents posted to review site (not all have to be signed by DOE)
  *   Tuesday, November 7- presentations posted to review site
  *   November 8 or 9- pre-meeting with review committee
  *   Week of Nov 7- all final signed versions by DOE are posted to the review site
  *   Nov 14-16- OPA review

Points of Contact

  *   Plenary Session - Luisella Lari/ Admin Support- Mary Ellen Thelen
  *   SC1 Accelerator R&D, Electron Injector, and Electron Storage Ring- Ferdinand Willeke/Admin Support- Waheeda Galioto
  *   SC2 Hadron Ring and Interaction Region-Sergei Nagaitsev/Admin Support-Dana Macciola
  *   SC3 Accelerator Systems-Kevin Smith/Admin Support-Tammy Dellaiacono
  *   SC4 Detector Systems- Rolf Ent & Elke Aschenauer/Admin Support- Anna Mendez
  *   SC5 Infrastructure- Charlie Folz/Admin Support-Kris Schoefer
  *   SC6 Cost and Schedule- Cathy Lavelle/Admin Support-Michelle Houston
  *   SC7 Project Management- Luisella Lari/Admin Support-Mary Ellen Thelen
  *   Answers to Questions- Jim Fast/Admin Support- Sherry Thomas
  *   Review Coordination-Alyssa Petrone
  *   Admin Coordination/Travel/Guest Appts- Mary Ellen Thelen
  *   Guest Experience- Jennifer Wahl/Josie Joseph/Donna Rassner
  *   IT/SharePoint- Andrew Ferguson/Pete Gross

Please reach out with any questions.

Thank you,
Alyssa

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