Summary of Expenditure for CMS Maintenance & Operations for the Year 2015

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1 Summary of Expenditure for CMS Maintenance & Operations for the Year 2015 INTRODUCTION This document summarizes the expenditure that the CMS Collaboration has made in 2015 in order to maintain and operate the detectors and Collaboration-wide facilities (M&O Cat. A), as well as the expenses made directly by the Sub-detector communities to maintain their respective systems (M&O Cat. B). This is the fourteenth report that the CMS Collaboration presents on M&O Expenditures and the thirteenth year we report the M&O Cat. B. The budget request for M&O in 2015 was made in October 2014 (cf. CERN-RRB ). The income received and the reports of the payments made are classified according to the guidelines of the Scrutiny Group. Commitments are not detailed in this report owing to the very nature of M&O: long-term commitments should be rare and when they occur they are commented upon in the text. 1. INCOME The M&O 2015 approved budget totalled kchf plus kchf for Energy consumption. The actual total invoiced amount was kchf. We note that for the years 2013 to 2015 the amount of kchf is still outstanding to date. 2.1 M&O-A 2. PAYMENTS An overview of expenditure versus budget is shown in the Annex 1. Expenses In the course of 2015, CMS has continued to proactively take measures to balance as best as possible the expenditures with the budgetary allocation for M&O-A. Efforts to this effect, which were successful in past years could not be sustained in view of the need to cover Page 1/8 M&O Summary of Expenditure 2015

2 expenditures related to a number of unforeseen incidents for which no budgetary provision existed. This was already signalled to the RRB during the meetings of April and October Furthermore, the reasons for the expected overspend were discussed and analysed in detail with the RRB Scrutiny Group in the course of the spring and summer in the framework of the scrutiny exercise. There are two principal reasons for the overspend of the budget and the RRB has already been alerted to both of them. The first one is related to an incident with the Pixel Tracker Subsystem, which occurred at the end of 2014 where a quarter of modules in one sector developed electro-chemically induced short-circuits and therefore ceased functioning. In order to implement the necessary repairs before installation, the Technical Shutdown programme had to be extended, leading to consequently higher expenditures (related to the cost of maintaining Shutdown mode). The budget categories concerned are mainly: A.1.10 Moving/hydraulic systems, A.1.12 Shutdown activities, A.1.13 General Technical support, A.6.01 Assembly areas, clean rooms, A.6.02 Workshops, A.7.04 Heavy Transport, A.7.05 Cranes and A.7.08 Survey. The second factor is the problem related to the Magnet Cryogenic system and the extensive corrective measures required to ensure the correct functioning of the Coldbox. The budget categories concerned are mainly: A.1.06 Cooling systems, A.1.08 External Cryogenics, A.1.13 General Technical support. The total cost related to the above was estimated at approximately 350 kchf, as reported to the October 2015 RRB. The actual spending on each of the related categories is reported in Annex 1. Furthermore, spending in the area of Detector Safety Systems (A.1.11) has been higher than budgeted which is due to a conscious choice to invest more substantially than foreseen in the Sniffer fire detection system in order to improve the efficiency of detector protection and produce cost savings in the future. In addition to the above, CMS encountered another unexpected problem with leaks on Yoke EndCap Disk YE1+, experienced in the final part of Collateral water damage occurred in several areas of the detector and the repair and mitigation programme un-planned full opening of the detector during the 13 week year-end technical stop (YETS). Most of the costs of this will affect spending on the 2016 budget when the actual related payments are made. A number of measures were taken to reduce spending in other categories in order not to exceed the overall budget, as mentioned above. However, in view of the fact that such efforts already took place in the past, it was not possible to sustain this approach. However, CMS was highly successful in one specific area, which was a major source of cost over-runs in the past. This concerns the category A.1.05 Gas Consumption for which the measures taken were reported to the RRB in October These measures were largely a result of recommendations of a special Task Force created at the beginning of 2015 on the recommendation of the RRB Scrutiny Group. Principally, as a result of an intensive campaign to identify and remove sources of leaks in the Muon System and due to finding alternative, cheaper, supply sources for certain gasses it was possible to reduce expenditure to 511 kchf on an allocation of 600 kchf. It should be noted that in the past three years overspending ranged between 10%-80% of the allocation. The combined effect of over-spending on some budget lines related to the above-mentioned problems offset by savings in other categories (most notably gas consumption) is an overall over-spend of 233 kchf which corresponds to 2% of the M&O-A budget. Page 2/8 M&O Summary of Expenditure 2015

3 The actual amount of expenditures for budget category A.4.4 Online Computing (material costs), was kchf with a total budget of kchf. However, as agreed with the RRB Scrutiny Group, the expenditure reported in this document is considered as corresponding to the allocation. The balance of kchf has been covered by funds from the special DAQ account approved at the October 2011 RRB. Major On-line hardware replacement purchases have taken place in the course of 2014 and 2015 with most payments actually being made in This resulted in a very substantial outstanding commitment of kchf related to DAQ as reported to the April 2015 RRB. This commitment is now almost fully absorbed and reported as 2015 expenditure in this document. Despite the overspend of the 2015 allocation, the overall M&O-A budget over the past six years has been practically fully balanced with expenditures over the corresponding period. CMS continues to make every effort to maintain its expenditures within the overall M&O-A budget envelope. Outstanding commitments The total amount of open commitments at the end of 2015 was 854 kchf. The amount of commitments, related to DAQ equipment ordered in the course of 2015 is 192 kchf. Of the remaining amount of 662 kchf, some 56% is related to industrial support contracts and 44% for consumables and goods to be delivered in 2016 (including 82 kchf for safetyrelated items). 2.2 M&O-B by Sub-system Tracker Contributions from Funding Agencies covered 98% of the Tracker budget request. Overall, there was no serious funding problem in The arrangements with individual Funding Agencies and Institutes worked as expected in most cases. During 2015, in addition to the standard M&O expenses, a tail of expenses related to refurbishments and upgrades performed during LS1 continued and is not over yet. The major categories of expenses were: Hired Manpower, Cooling System, Areas, Standard Electronics-PS, Gas System, and Controls. With the approval of the Tracker Finance Board, 140 kchf were spent for two un-budgeted small CO2 cooling plants in the Pixel Lab on the surface at P5, meant to cool the Phase I upgraded Pixel detector when it will need to be extracted and brought up on the surface for servicing. This addition led to a significant overspending in the Cooling category. Overspending occurred also in the Standard Electronics-PS category. On the other hand, there was under-spending for the regular M&O in all other categories, with the notable case of hired manpower where the under-spending was 34 kchf. Also the anticipated tail of LS1 spending was not completely exhausted in 2015, and it still continues in Page 3/8 M&O Summary of Expenditure 2015

4 The overall result of the above factors is that there appears to be significant savings from regular M&O and LS1 leftovers combined, amounting to 540 kchf. However, 284 kchf are traceable to activities still on going, as the payments are simply delayed. Some 70 kchf more are going to be spent in 2016 for unanticipated jobs not included in the 2016 request but that are now needed. An amount of 100 kchf will be advanced to 2016 from the 2017 needs in order to reduce the 2017 budget request by 100 kchf. In conclusion, 86 kchf will remain available as cash savings from the 2015 regular M&O budget as well as all the previously budgeted LS1 jobs, and this amount will be taken into account when formulating future budget requests. ECAL The total 2015 M&O-B requests for the Material Resources for the Electromagnetic Calorimeter of CMS amounted to 820 kchf, representing a decrease of 100 kchf in comparison to Contributions to these expenses were made either by placing orders directly or by cash contributions to the ECAL M&O-B account. The full requested amounts were obtained from all participating Funding Agencies. This year, the dominant expense comes from Standard Electronics (B1.06) where the HV barrel calibration system has been improved. The Barrel HV system requires frequent calibration due to the sensitivity of the APD gains to changes in their bias voltages. HV splitter boxes have been purchased to remove manual intervention at the power supplies. They allow the calibration to proceed without the need for physically unplugging and plugging (and potentially damaging) the delicate HV connectors. This new system improves the speed of calibration operation, and allows a check of the calibration to be performed throughout the year during LHC technical stops. The second dominant expense was in the category of hired manpower at CERN (B.1.14), principally for engineers working (as in the previous years) on the data acquisition system hardware, firmware and software. Problems were recently found in the internal water-cooling circuits of several MARATON power supplies belonging to different LHC experiments. As a result of this, CMS has recommended that all MARATON units undergo a programme of preventative maintenance. For ECAL, all of the units have been refurbished at the beginning of This will result in some expenditure, of the order of 150 kchf, which will be covered by reserves that have accumulated in anticipation of this activity. Regarding the projection of the ECAL M&O-B budget up to 2018, the preliminarily estimate shows the same total amount as for HCAL HCAL continues to operate in the way similar to the previous years. The participating institutions fund various tasks on an in-kind basis and there is no cash fund. The HCAL M&O-B budget is completely determined by the budget items contributed by the corresponding Funding Agencies of the institutions, carrying out the operational procedures of the detector. Page 4/8 M&O Summary of Expenditure 2015

5 In calendar year 2015, all the expenditures were made according to the 2015 Draft Budget approved by the October 2014 RRB. The largest item this year was again the hired manpower at CERN. There were no surprises in the expenditures and all the Funding Agencies contributed their share without any problem. Run II data taking started in March. Problems in the firmware for the HCAL back-end caused some data loss. However, this problem was diagnosed early and a solution was found, ensuring that the data loss was not too extensive. HF-FE Cards were produced with the new QIE10 that will utilize the multi-anode feature of the new PMTs installed on the HF detectors and also provide timing information. Testing these cards started in the Building 904 facility but due to late delivery of some of the parts by CERN (VTTX), they could not be installed on the detectors during the Year-end Technical Stop (YETS) 2015/16. Installation of these cards will be done in parallel to the HE work during the EYETS 2016/17. The HF detector calibration and development of monitoring work done with the additional funds provided by the RDMS should also be noted here. Muon Systems CSC System The 2015 budget was 880 kchf and the amount spent was 740 kchf. The bulk of the difference came from the manpower expenditures, which were only 703 kchf while 800 kchf was budgeted. Additional savings came from Stores expenditures, which amounted to 4 kchf, from a budgeted 40 kchf. The major activities in 2015 were the preparation for Run II and the actual running. Because of the preparatory work in 2014, the CSC system was in excellent shape, and actually fewer experts were needed at CERN during the year. This is reflected in lower manpower expenditures. This is expected to continue, and thus the CSC Subsystem expects a lower overall manpower budget in the future. While the 2016 budget is fixed, the requested manpower budget for has been decreased. This period will be primarily datataking years. Before data taking started, CSCs continued to work on debugging the newly installed electronics for the ME1/1 system. During the course of the year, calibration runs with the new electronics were debugged and the first calibration runs were taken in June. We also took special runs with the HV increased and decreased by 50 V to investigate tuning the HV to provide a more uniform gas gain for all wire segments. This is a prelude to possibly lowering the average gain to improve the longevity of the chambers. DT System During 2015 the Muon Barrel Drift-Tubes detector ran smoothly with about 99% of channels active. The new copper-to-optical transducers that fulfil the relocation of Sector Collector electronics were proven to be very reliable. The installation and commissioning of a slice of the TwinMux (TM7) electronics for new Level-1 Muon trigger was a major effort during The comparison with the legacy DT trigger shows good agreement. Production of the Page 5/8 M&O Summary of Expenditure 2015

6 boards was completed and the switch over of the whole Muon barrel from old to new LV1 trigger system was initiated during the YETS Longevity studies were organized at the GIF++ area using one MB1 chamber and will continue in In order to perform the tasks described above, 122% of the 2015 M&O-B budget was spent. The over-spending was foreseen and expected by the plan communicated to the RRB in 2014 with the intention to use the carry-over accumulated in the past years. The largest fraction (51% of the total budget) was spent on Hired Manpower at CERN for operational activities. Higher expenditures with respect to budget were incurred for readout electronics and controls to cover TwinMux spares and slice test activities that are not included in the Phase I Upgrade budget. The order of 8xSY4527F system crates and 3 boosters PS (total of 63 kchf), which was foreseen on 2014, was submitted on the 2015 budget. No other major unforeseen expenditures were made on other items. Almost all the Funding Agencies contributed to the M&O-B budget as foreseen; one FA will complete its payment in the current year. RPC System The 2015 M&O-B budget was 254 kchf, shared between 19 Institutions on the basis of the respective number of authors, including the PhD students. About 65% of the M&O-B contributions were paid in 2015 and the remaining part was received in early 2016, of which some 12% were provided as in-kind contributions. The total expenditure made in 2015 was approximately 383 kchf, divided into hired manpower (300 kchf) and material/spares (83 kchf). Most of the hired manpower budget has been used to keep at CERN hardware and software experts and some key-persons in the technical and run coordination area. The RPC Project was able to fulfill all the expected expenditures and smoothly operate 1026 chambers, using a large fraction of the 2014 carry-over. A carry-over of at least half of the M&O-B budget is needed to run the project in view of the fact that not all the contributions were paid during the year. A major power system intervention has been scheduled in 2016, during which the HV mainframes and the fan unit in USC will be replaced after about eight years of running. The estimated budget for the has been reviewed in order to take into account the new LHC schedule and some small change in the spare procurement. Trigger In 2015, the Trigger Group supported the Legacy trigger during the first few months of the LHC run, commissioned the Stage-1 of the Phase I Upgrade of the calorimeter trigger that was operational during the second part of the year and was working in parallel on the Stage-2 of the Phase I Upgrade and the upgrade of the Muon trigger. This required larger than usual team of trigger specialists present at CERN. The total spending from the cash account was 276 kchf. The primary expense (248 kchf) was to support specialists Page 6/8 M&O Summary of Expenditure 2015

7 stationed at CERN. In addition, 24 kchf was spent on fiber optics cables and related items needed for the Muon upgrade. The remaining 4 kchf were spent on materials and services required by the online experts. There were no major unforeseen expenses in the course of Most of the agreed contributions were received. Austria, CERN, Poland, UK and US, paid their contributions on time. Payments from Portugal and Spain included their contribution from previous years. In addition, the Trigger account received contributions from DESY (4 kchf) and from the RPC project (10 kchf) as a share of the electronics purchases. In summary, the total amount of 2015 cash contributions was 271 kchf. At the end of 2014, there was an effective carry-over amount of 176 kchf. The carry-over at the end of 2015 was reduced to 95 kchf. In 2016, it is planned to continue working aggressively on the Upgrades of the Trigger and its maintenance with most of the budgeted funds going towards the hired manpower at CERN. BRIL The year 2015 was the first fully operational year of the new BRIL Project with its responsibilities for Background and Luminosity Measurement and Safety and the Radiation Simulation activities required for Operational and Upgrade planning. Contributions from Funding Agencies covered 94.5% of the BRIL budget request. Overall there was no serious funding problem in The arrangements with individual Funding Agencies and Institutes worked as expected. The budget for 2015 was based on 2012 Beam Radiation Monitoring (BRM) experience with extrapolation to the new responsibilities. Spending in 2015 was slightly below this prediction with a 26% budget surplus. The actual cash carry-over, taking into account all contributions received is 52 kchf or 20% of the proposed budget. The building of a modest cash reserve is also important for a new project, and in addition the spending on manpower did not proceed quite as planned. BRIL expects to use this developed manpower surplus effectively in This will be the first real year of Maintenance and the Extended Year-end Technical Stop (EYETS) will entail major effort from BRIL as it will be necessary to withdraw and reinsert the BCM/PLT Carriages to permit access to the CMS Pixel detector. All the activities planned in LS1 were completed and all detector commissioning went as planned. The BRIL Project, in collaboration with the LumiPOG, was able to prepare the best preliminary Luminosity precision to date for the results currently in preparation for publication. ANNEXES Annex 1: M&O Cat. A Expenditure vs. Budget in 2015 Page 7/8 M&O Summary of Expenditure 2015

8 ANNEX 1 M&O Cat. A Expenditure vs. Budget in 2015 Type Subsystem Item Budget Payments Expense M&O-A w/o PowA.1. Detector related costs A.1.01 Magnet A.1.02 Magnet controls A.1.03 Magnet power supply A.1.04 Gas systems A.1.05 Gas consumption A.1.06 Cooling systems A.1.07 Cooling fluids(above 50 C) A.1.08 External cryogenics A.1.09 Cryogenic fluids (below 50 C) A.1.10 Moving/hydraulic systems A.1.11 Detector safety systems A.1.12 Shutdown activities A.1.13 General Technical support A.1.14 UPS maintenance A.1.15 Power supply maintenance A.1.16 Beam pipe & vacuum A.1.17 Counting & control rooms A.1.18 Safety A.1. Detector related costs Total 4,086 4,220 A.2. Secretariat A.2.01 Secretarial assistance A.2.02 Economat A.2.04 Printing and publication A.2. Secretariat Total A.3. Communications A.3.01 GSM phones; on-call service A.3.02 Collaborative tools A.3. Communications Total A.4. On-line computing A.4.01 System management A.4.02 Data storage, (temporary on disk) 0 0 A.4.03 Detector controls 0 0 A.4.04 Computers/processors/LANs 2,618 2,618 A.4.05 Software licenses 0 0 A.4. On-line computing Total 3,568 3,549 A.5. Test beams, calibration facilities A.5.01 General operation A.5.02 Common electronics A.5.03 Electronics pool rentals A.5.04 Gas systems 10 9 A.5.05 Gas consumption A.5. Test beams, calibration facilities Total A.6. Laboratory operations A.6.01 Assembly areas, clean rooms A.6.02 Workshops A.6. Laboratory operations Total A.7. General services A.7.01 Cooling & ventilation A.7.03 Power distribution system A.7.04 Heavy transport A.7.05 Cranes A.7.06 Cars A.7.08 Survey A.7.09 Storage space A.7.10 Common desktop infrastructure A.7.11 Reviewing & Engineering A.7.12 Outreach A.7. General services Total 1,835 1,937 A.9. Core Computing Infrastructure & Services A.9.01 Central computing environment A.9.02 Software process service A.9.03 User support A.9.04 Central production operations A.9.05 Hardware A.9. Core Computing Infrastructure & Services Total 1,964 1,949 M&O-A w/o Power Total 12,460 12,693 Power 1,700 1,700 Expense Total 14,160 14,393 kchf Page 8/8 M&O Summary of Expenditure 2015

Draft Budget for M&O 2011

Draft Budget for M&O 2011 CERN-RRB-2010-109 Cf. CERN-RRB-2010-108 A. Charkiewicz, RRB-31, October 12, 2010 Status of M&O MoU Signatures Funding Agency Austria Belgium-FNRS Belgium-FWO Brazil Bulgaria Colombia