ETO Task Force meeting

Monday 3 Nov 2025, 14:30 → 16:00 Europe/Rome

https://cern.zoom.us/j/61274255815?pwd=2fwGbaMrZAYmUfpUfMCjKwpoYzPCKd.1 (remote)

Fiodor Sorrentino (Istituto Nazionale di Fisica Nucleare)

Zoom link

Meeting minutes 

 

Meeting Purpose

Define the process for post-mandate document maintenance and revision.

Key Takeaways

• Official Release: Task force documents will be officially released via CERN's EDMS, with public links and mirroring on ET-TDS to ensure broad accessibility.
• Light Revision Process: A new "light revision" process will use GitLab to track minor changes (typos, clarity) without altering core design decisions, ensuring the baseline remains stable.
• ETC Feedback: Feedback from the ETC committee will be addressed via this revision process, not with a separate response document.
• Expert Support: Task force experts will provide support to engineering studies via Fiodor's weekly meetings with host consortia.

Topics

Official Document Release

• Goal: Provide a stable, official reference for engineering studies.
• Primary Location: EDMS (CERN's official document system).
  • Rationale: Standard ETO procedure for official, long-term documents.
  • Access: Public links will ensure access for all external users.
  • Alternative: A CEST account (lighter than a full CERN account) also grants EDMS access.
• Secondary Location: ET-TDS (mirrored for user convenience).
• Timeline: Official release is imminent, pending directorate approval of a message to ETO stakeholders.

Light Revision Process

• Goal: Maintain document quality with minor updates without altering the baseline design.
• Scope: Fix errors, improve clarity, and resolve inconsistencies.
  • Out of Scope: Major design changes or new concepts.
• Workflow: A "snowball scheme" using GitLab.
  1. Propose: Post a change proposal as a GitLab issue.
  2. Track: Use labels to categorize changes (e.g., bug fix, clarity).
  3. Implement: Apply approved changes to the document.
  4. Release: Periodically publish a new version with release notes summarizing changes.
• Timeline: A first revision meeting is targeted before the end of the year.

Addressing ETC Committee Feedback

• Source: A review document from an ETC committee, attached to the Indico page.
• Method: Fiodor pre-highlighted suggestions suitable for a light revision, but all task force members are encouraged to review the full document.
• Example Suggestions:
  • Clarify tunnel straightness tolerances.
  • Rephrase cost reduction explanations.
  • Move key science performance figures from the supporting document to the main document.
  • Add rationale for the 3-mirror filter cavity's effect on beam diameter.
• Response: Feedback will be addressed directly in the revised documents, not with a separate response document.

Next Steps

• Benoit:
  • Upload task force documents to EDMS and ET-TDS.
  • Create the new GitLab directory for the light revision process.
• Fiodor:
  • Coordinate the official document release with the directorate.
  • Announce the start of the light revision process via the task force mailing list.
• Task Force Members:
  • Review the ETC committee feedback document.
  • Propose light revisions within their expertise via GitLab issues.

Action Items

• Draft EDMS external-user account annex w/ Patrick; include in director release - WATCH (5 secs)
• Create GitLab revision branch; notify TF via mailing list - WATCH (5 secs)
• Email ETC re: TF light-revision use of recommendations - WATCH (5 secs)
• Email meeting recording + summary to TF - WATCH (5 secs)

14:30 → 15:00 Procedure for light revisions

MEMO - Proposal for a light Taskforce revision process.pdf

Task force meeting on light revisions process.pdf

15:00 → 15:30 Comments by ETC

TF detector layout review - report_FS.pdf