**Meeting Minutes for**

**MINERvA Working Group Meeting (WGM)**

**Wednesday, October 12, 2005**

**1:00 pm Snake Pit**

*[Attendees:]{.underline} E. Temple, T.J. Sarlina, D. Harris, G. Bock,
K. McFarland, G. Rameika, N. Grossman, H. Montgomery, D. Boehnlein*

*[New Action Items:]{.underline}*

1.  *Debbie, Nancy, Ron, Kevin, Jorge to work with Ed/Dean on setting up
    Director's review (draft charge, agenda, committee). (in progress)*

2.  *Dave/Nancy/Debbie need to meet with Greg/Steve to discuss change
    control.*

3.  *Nancy to give comments to Dave on latest draft of PMP and PEP for
    the Project Team.*

4.  *Project should check MSP more closely to clearly get all I&I tasks
    into WBS 11 and also look to see which of these tasks could be done
    with FNAL labor just as well as University labor.*

5.  *TJ to look at MINERvA monthly report template and see how he might
    change it for quarterly DOE reports. Check with Steve Webster. Do we
    have internal monthly reports and then DOE Quarterly reports?
    Perhaps the format is the same for both (if it is not too hard)?*

6.  *Dave Boehnlein will draft a strawperson "Acquisition Plan" up for
    MINERvA by the next meeting.*

7.  *Dean will address "Risk identification, quantification and
    mitigation" at the next meeting.*

8.  *NOVA has a draft configuration control document that Ed will send
    us in about a week.*

9.  *PM to look to set up a system to communicate changes to important
    documents under change control to managers.*

*[Agenda & Minutes:]{.underline}*

1)  Report on discussion with W/DOE on CD0 etc. \[Greg, Mont\]

-   .Greg continues to communicate with Procario who has our ppt summary
    of the project and funding profile. After the meeting this progress
    was heard from Greg:

"I just heard from Mike Procario. He has drafted the CD0 document,
passed it by Lehman for comments (this is not part of the approval
chain, but it is wise), and he is ready to give it to Aesook on Monday.
The path is Aesook-\>Robin Staffin\--\>Ray Orbach and then a side trip
to OECM.

Mike, looking ahead, noted that one of the CD1 requirements is a
consideration of alternatives. There aren\'t any good alternatives to
the NuMI beam, so he is comfortable there. What he would like is an
understanding of what alternatives for the detector you have considered.
This is not a formidable request, although it may sound like that at
first. Some alternatives to the Minerva detector you propose might have
been to use the existing MINOS near detector, use a liquid scintillator
detector, a water Cerenkov etc etc. He just needs to understand why the
detector you are choosing to build works for the physics goals and is
the best one for the money. Perhaps you already have some words on that
in the CDR even?

If you have anything all set it would be nice to send it. Mike thought
it would be nice to chat with you, Kevin, about it as well. He will be
in the office next week."

2)  Discuss MINERvA Timeline\[Ed\]

The timelines are the same as last time. Ed went in to more discussion
on what is needed at various steps (see items 3 and 4)

3)  Tentatively plan the Director\'s review date \[Ed and All\]

-   Dec 13-15 was agreed upon for the date of the DR. It will be 2.5 to
    3 days long.

-   We will need 3 rooms with video (preferably) and a laptop available
    in each for breakouts

-   Debbie, Nancy, Ron, Kevin, Jorge to work with Ed/Dean on setting up
    draft charge agenda and committee

4)  Contractor Requirements Attachment 1 to DOE O 413.3 \[Ed\]

-   Ed discussed the list of 13 items (page 5 of handout, attached).
    Items:

\(1\) "Earned Value Management System": not required for MINERvA.

\(2\) "Monthly Reports": Performance, milestone status and financial
status must be reported quarterly to DOE. Talk to TJ about what is
needed as far as he knows. Make sure it is OK with Steve. Project as
already started monthly reporting at a low level and is ramping up.

\(3\) "Acquisition Plan": we have a draft from Ed and Dave Boehnlein
will draft something up for MINERvA by the next meeting. The Acquisition
Plan will be developed with the PM and Contract Negotiator (Bob Cibic or
Joe Collins for MINERvA)

\(4\) "Technical performance analyses and corrective action plans": TJ
knows this and will talk to MINERvA PM about it.

\(5\) "Critical path schedule and Project Master Schedule": Need a 1
page transparency showing the project critical path and overall
schedule.

\(6\) "Cost estimate (basis of estimate)" We all know what this means.

\(7\) "Risk identification, quantification and mitigation": Dean will
present something on this next meeting.

\(8\) "Integrated technical, cost, and schedule baseline": An integrated
contractor technical, cost and schedule baseline must be developed and
maintained through the use of a contractor-level change control board
(Covered in the PMP, need to address change control)

\(9\) "Configuration Management": in compliance with ANSI/EIA-649 (Ed
kindly gave Nancy and Dave copies of this). Configuration must be in
agreement with the performance objectives in the technical baseline.

\(10\) "Value Engineering": PM to develop a notebook of these documents
(and have in docdb)

\(11\) "Quality Assurance Program": not sure that FNAL is contractually
obligated to the DOE QA order, but we should make a QA plan perhaps
similar to NuMI/MINOS as Dave was the lead on this.

\(12\) "Integrated Safety Management": Mike Andrews and Nancy will work
on this as we did with NuMI/MINOS.

\(13\) "Sustainable Building Design": not required for MINERvA.

5)  Configuration Management Talk/Discussion \[Ed/All\]

-   Ed presented the attached pages 10-21.

-   Key requirements requiring configuration control should be
    identified ASAP and a systematic change control procedure developed.
    PM needs to determine which documents are strictly controlled and
    how such that changes are "approved".

-   IPT (Integrated Project Team)= Debbie, Steve W. and Steve's
    procurement person John Chapman (and Nancy?) will identify
    configuration items and develop necessary defining documentation
    (typical docs: PEP, Acquisition Strategy, Hazard Analysis Docs, Risk
    Management Plan and registry, System Requirements and/or Technical
    Equipment Requirements Documents and baseline change logs)

-   MINERvA should concentrate on the highlighted items in Ed's
    presentation.

-   NOVA has a draft configuration control document that Ed will send us
    in about a week.

-   Documents we should control: drawings (we do), specifications (TDR
    through docdb?, have one or two pages in the TDR that is the
    Technical Requirements Document?), MSP (we do/will shortly through
    docdb), need to communicate changes to managers on these documents
    (we need to set up a system for that).

6)  Planning & Budgeting for infrastructure items installation in March
    shutdown (drip ceiling, rack/platform modifications, moving
    electrical and the MINOS PS) \[Nancy\]

-   Budget was given to PPD, not clear yet as to who will pay for it and
    what will get done

-   Priority to get the drip ceiling done (biggest cost item, \~100K
    with FNAL labor and contingency) and then moving the MINOS PS next
    priority.

7)  Discussion on how to handle University Labor associated with I&I
    tasks (WBS 11) which occur after the project is complete. \[Nancy\]

-   Question is how to pay for University Labor for this work when the
    project is over. This has been done in the past and should not be a
    show stopper

-   Project should check MSP more closely to clearly get all I&I tasks
    into WBS 11 and also look to see which of these tasks could be done
    with FNAL labor just as well as university labor.

8)  Status of development of MINERvA WBS and Resource Loaded Schedule
    \[Debbie\]

-   Progressing. Still need to get input/big updates from WBS 3 Scint.
    Plane Assembly and WBS 9 Module and Veto wall Assembly

9)  Present and discuss updated Draft of Project Management Plan - PMP
    \[Dave and All\]

-   Dave still needs to meet with Greg/Steve so discuss change control.

-   Dave is waiting for more comments on the PMP, Nancy to give comments
    to him on latest draft for the Project Team.

10) Discuss status of drafting Project Execution Plan -- PEP \[Dave\]

-   Waiting for feedback from Steve, PM.

11) Acquisition Strategy Discussion \[Nancy/Dave\]

-   Have Nova document, will get draft MINERvA one going.

12) Status of Open Action Items from 06-October meeting:

    a.  Add to next meeting discussion of how handle University Labor
        associated with I&I tasks (WBS 11) which occur after the project
        is complete. done

    b.  Ed to discuss Configuration Management at a future meeting. done

    c.  Need a special meeting about required documentation for risk
        identification, quantification, and mitigation. see action items

    d.  PM to talk to collaboration and Ed to talk to Mont about
        possible dates in Jan. vs. Dec (PM suggested Jan 11-13 for
        possible January date) done

    e.  Greg to talk to Procario about when get CD-0. done

    f.  PM will need to put a few different FY06 funding scenarios into
        the project schedule. Not quite ready to do this yet.

    g.  Dave to discuss PMP/PEP status at next meeting. done

    h.  PM to discuss with Steve W. what type of cost
        reporting/reporting we need to do once we have CD-0. to do

    i.  PMG list from Mont:

-   PMG standing membership would consist of Ed, Dean, Mont and Minerva
    PM people and one representative each from PPD and CD. Others from
    the Project and from FSO and other parts of the organization would
    be on the distribution list and attend as appropriate.

-   On an as needed basis technical experts could be added to the PMG
    and then the group of PMG standing members plus technical experts
    could serve as a mini-review team.

    -   The PM/Spokespersons need to flag issues to be reviewed ahead of
        time for this

    -   The Mini-reviews could take part of a day or all of a day,
        depending on the complexity of the topic.

    -   MINERvA PM/Spokespersons liked this idea of Technical PMGs

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