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(M4) Science Experiment Planning (Currently Under Revision)
Contractor Assurance

​​​​​​​​​​​​​​​​​​Management System Owner: ​Chief Research​ Officer

​Revision and Date:  Revision 2.3 - Oct 5 , 2018 (Interim.  ​Further updates in preparation)

1.0​ Purpose

The Science-Experiment Planning Management System assures that the Laboratory follows requirements and meets expectations with operating DOE Office of Science designated Scientific User Facilities hosted at the lab.  These requirements address the full experiment life cycle from formulation, development, proposal, selection, implementation, operation, to conclusion and publication. ​

2.0 Roles and Responsibilities



  • ​​​​Approves Experiments for operation at the Proton Accelerator Complex.  May Delegate approvals for test beam activity. Appoints PAC members
Chief Research Officer (CRO)
  • Executes the scientific strategy for the laboratory in support of the laboratory's mission.
  • Engages the particle physics community in the strategic planning process and communicates the strategy with the scientific community.
  • Provides oversight and management of all aspects of the research program at Fermilab.
Chief Accelerator Officer
  • Ensures that the Accelerator Programs are well aligned with the ongoing scientific mission of the laboratory, and are effectively organized and managed in support of this mission.
Chief Information Officer
  • Ensures that the Computing Divisions are well aligned with the ongoing scientific mission of the laboratory, and is effectively organized and managed in support of this mission.​
​Chief Technology Officer
  • ​Ensures that the Accelerator-based technology development programs are well aligned with the ongoing scientific mission of the laboratory, and is effectively organized and managed in support of this mission.​
​Chief Project Officer
  • ​Ensures that the portfolio of projects are advancing to support and enhance the laboratory's scientific capabilities.​
  • Advises on impacts and resource-balancing...
​Head, IPPM
  • ​Suppo​rts the formulation and integration of the laboratory's strategic ...
​Chief Operating Officer
  • ​Ensures that the laboratory's operations ​are advancing to support and enhance the laboratory's scientific capabilities.​

3.0 Primary Requirements

M&O Contract Requirements:

  • C.3.1.2 Program Development and Mission Accomplishment ​​
  • C.3.1.3(c) Renew and enhance research facilities and equipment
  • C.3.2(a) Science and Technology
  • C.3.2(a)(1) Mission Accomplishment (Quality and Productivity of Research and Development)
  • C.4(b)(1)a Laboratory Goals
  •  Office of Science ​​​User Faciity requirments
​DOE Orders, Regulations, and Statutes
  • DOE O 420.2C Safety of Accelerator Facilities
  • DOE O 413.2Bchg1 Laboratory Directed Research and Development
  • DOE O 443.1b Protection of Human Research Subjects

FRA Contract Clause Mapping to Management Systems

​​4.0 Management System Description Overview

4.1​ Executes the strategic plan:

  • Establish Research Requirements from DOE OHEP Management - The Office of Research interprets the requirements and creates specifications to serve as guidance to achieve the scientific mission.
  • Build Infrastructure and Provide Facilities - The laboratory provides the infrastructure and facilities to enable experiments to operate.  The infrastructure and facilities are built to meet the requirements of the experiments and research directives from the DOE.
  • Support Operations - Operations of the accelerator and other facilities are supported by internal laboratory organizations. The Accelerator Office supports operations by providing protons on target per specifications, employs personnel to maintain the accelerator and associated facilities, and provides staff to ensure the accelerator is running at optimum performance.
  • Analyze Data - Facilities and equipment are provided to researchers by the Office of Information to ensure data is collected and stored safely, and equipment is provided so that data can be analyzed efficiently. 
  • Produce Research Results - The Office of Research provides the pathway for experiments to take the results of their research and produce outputs to the scientific community.  The output comes in the form of scientific papers and publications.  The results are also a deliverable to the Department of Energy to meet the scientific requirements of our contract.

4.2        Leads the formulation of the strategic plan via:

4.3        Fosters Continuous Improvement:​​

  • Periodically assesses the progress of the strategic plan
  • Improves system documentation by integrating a variety of procedures into a coherent system

4.4        Engage, respond, and demonstrate to the stakeholders and community the content of, and progress on, the scientific strategy:​​​

5.0            Reports, Audits, Assessments and Required Records​​​

5.1        Reports​​

  • Contributes to ​Annual Laboratory Planning Document
  • Develops Accelerator based experiment operations schedule
  • Develops Fermilab Test Beam operation schedule
  • ​Mid-year and annual PEMP reports on Goals 1-3 and 4
  • Weekly and monthly operational reports

5.2        Audits and Assessments​​​

  • Experiment Management Group meetings
  • All Experimenters Meeting weekly report receipt
  • ​PAC Meetings​​​
  • Test Beam Committee Meetings
  • ​​Annual Science and Technology Review and Research Review (DOE OHEP)

5.3        Required Records​​

  • Scientific publications of research results after peer review and approval
  • Annual Expeiment Operations Reports
  • Annual Test Beam Report
​​​6.0            Additional References​
  • FESHM 2010 Planning and Review of Accelerator Facilities and their Operations
  • FRCM Article 362 X-Ray Generating Devices and Radiography Sources
  • FRCM Article 411 Radioactive Material Identification, Storage and Control
  • C.3.1.3 (d) Build and maintain a financially viable portfolio of research programs
  • C.3.1.3 (e) Maintain a vibrant relationship with the broader research community
  • C.3.2 (a)(2) Construction and Operation of Research Facilities
  • C.4 (b)(2) Fermilab Research Facilities
  • C.4 (b)(3) Office of Science High Energy Physics Program
  • C.4 (b)(7) International Linear Collider (ILC)
  • C.4 (b)(8) Other Programs
  • H.16 Intellectual and Scientific Freedom
  • I.82 DEAR 952.235-71 Research Misconduct
  • ANSI/ASQ Z1.13-1999 Quality Guidelines for Research
  • QAM 12060 - Quality Assurance Guidelines for Scientific Research

7.0            Definitions of Acronyms and Terms​

Acronym​​​ Definition
HEPAPHigh Energy Physics Advisory Panel
FESHMFermilab Environmental, Safety, and Health Manual
FRCMFermilab Radiological Control Manual
MSOManagement System Owner
OHEPOffice of High Energy Physics
PEMPPerformance Evaluation and Measurement Plan
QAMQuality Assurance Manual

8.0            Extension of Management System To South Dakota

This section formally captures the extension of this management system to Fermilab activities and roles at SURF.

All provisions of the Science Management System in place for experiments hosted at the Batavia, Illinois site carry over to Fermilab hosted experiments at the Sanford Underground Research Facility in South Dakota. This includes regular meetings with spokespeople throughout the operation of the experiment and subsequent analysis, occasional visits to the facility, tracking experiment uptime, and a general close attention to the status and progress of the scientific effort underway. Participation in some meetings will likely be remote. This management system assures that the laboratory's policies on scientific conduct are adhered to at both South Dakota and Illinois sites.

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