[Eicpp_personnel] [EXTERNAL] EIC CD-3A Director's Review Update

[Petrone, Alyssa]

Dear EIC Project Team,

We are almost a month away from the EIC CD-3A Director's Review. The review is scheduled for October 10-12, 2023 at Brookhaven National Laboratory. The plenary and closeout session will be held in the Bldg 510 Physics Large Seminar Room.  Day 1 includes the plenary session and 1.5 hours of breakouts. Day 2 is dedicated to Answers to Questions and breakouts. Day 3 is dedicated for the review committee to write the report and hold the closeout in the afternoon. An optional tour will be held at the end of Day 3. The location for breakouts is being determined. Outlook calendar holds went out last night to the Executive Management Team, L2/Deputies, L3s, CAMs, Speakers and Project Controls. Important information on preparation for the review follows. A separate email will be sent to speakers for instructions on the page turns, dry runs, and talk contents and to admin staff on specifics for supporting breakout sessions. In order for all of you to focus on CD-3A preparations, our admin team will work to clear all non-DOE and non-essential reoccurring meetings from the calendars.  Please reach out to me with any questions.

Prep Schedule

  *   Sept 18- Speakers post talk outlines to the prep site
  *   Sept 19- Supporting Document Owners send drafts to Luisella for review
  *   Sept 24- Supporting Document Owners post final draft to the prep site
  *   Sept 26- Site and supporting docs are released to the review team
  *   Sept 18-Speakers post draft talks to the prep site
  *   Sept 19-21- Page Turns
  *   Sept 26-28- Dry Runs
  *   Sept 30- Speakers post final draft talks for QA by Luisella to the prep site
  *   Week of October 2 (tentative)-Dress Rehearsals
  *   Oct 3- Presentations are posted on the review site

Points of Contact

  *   Plenary Session - Luisella Lari/ Admin Support- Mary Ellen Thelen
  *   SC1 Accelerator Design & Beam Dynamics- Ferdinand Willeke/Admin Support- Waheeda Galioto
  *   SC2 Accelerator Systems-Kevin Smith/Admin Support-Tammy Dellaiacono
  *   SC3 Detector Systems- Rolf Ent & Elke Aschenauer/Admin Support- Anna Mendez
  *   SC4 Infrastructure- Charlie Folz/Admin Support-Kris Schoefer
  *   SC5 ESHQ- Chuck Schaefer/Admin Support-Michelle Houston
  *   SC6 Cost and Schedule- Cathy Lavelle/Admin Support-Donna Rassner
  *   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- Dana Macciola
  *   IT/SharePoint- Andrew Ferguson

Supporting Documents
A list is attached of required supporting documents with assigned owners. A meeting is being scheduled on Monday with all document owners to discuss status and schedule. Please reach out to Luisella Lari with any content questions. Michelle Houston is available to assist with formatting.

Page Turn/Dry Run Attendance
The agendas for the page turns and dry runs will be sent out soon. They will loosely follow the review agenda.  For each page turn session, ONLY the speaker, relevant EMT members, and POC/admin are required. For the Dry Runs, parallel sessions will take place. For each session, the relevant EMT, speakers for the entire session, POC/admin are required. All others are welcome to join on an optional basis.

Prep Site
All information and templates can be found on the prep site: https://urldefense.proofpoint.com/v2/url?u=https-3A__brookhavenlab.sharepoint.com_sites_eRHIC_cd3aprep&d=DwIFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=uK_3Qf5tKZZEUDDNNCwBIhq8Jz3Rc0zFKZyZkZehvTc&m=N4VregkHPplk9vWvU92TuVGszCvTFgZSBpRS1Ofw1VE2jb5Vr2Ep8nA9nvuIdw6U&s=GKS82JPEWQY1fgpMNXeD_x1HhIs7xSPK1ZFanI_RAqo&e=  . The site is still under construction and will continue to be added. We will notify when any major changes are published.

Attachments

  *   Charge
  *   Draft Agenda
  *   List of Supporting Docs

Here we go!

Alyssa


Alyssa Petrone
Chief of Staff to the Associate Laboratory Director/Project Director
Electron-Ion Collider
Office: 631.344.7735
apetrone at bnl.gov<mailto:apetrone at bnl.gov>
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