Meeting of the LCLS Facilities Advisory Committee

1. Meeting of the LCLS Facilities Advisory Committee LCLS Project Management M. Reichanadter / SLAC

2. Outline • Status of the LCLS • Progress in the past six months • Project Management • Cost and Schedule Performance • Contingency Allocation • Organization and Integration • Plans for the next six months • Risks/challenges ahead

3. LCLS Project Status LCLS Critical Decision Status; CD-0 Approve Mission Need – Complete (Jun01) CD-1 Approve Preliminary Baseline Range – Complete (Oct02) CD-2A Approve Long-Lead Procurement Budget – Complete (Jul04) CD-3A Approve Start of Long-Lead Procurements – Complete (Dec04) CD-2B Approve Performance Baseline – April 11, 2005 OECM validated baseline June 7, 2005 CD-3B Approve Start of Construction – Scheduled (Mar06) CD-4 Approve Start of Operations – Scheduled (Mar09) LCLS Major Upcoming Start/Completion Dates; Start of LCLS Construction Start– Mar06 Injector Laser Commissioning Start– Jun06 Injector E-Beam Commissioning Start– Apr07 Linac-to-Undulator Commissioning Start – Mar08 “First Light” (E-Beam through Undulator) Start – May08 LCLS Major Upcoming Project Reviews DOE Status Meeting – Nov17, 2005 CD-3B DOE “Lehman” Review – Feb06 Assess readiness for start of construction

4. LCLS Project Status (last six months) SLAC has reorganized its divisions and upper management. ISMS, construction/contractor management procedures have undergone extensive revision. Additional training for all personnel and higher visibility on safe working practices at SLAC.\ More visibility into SLAC Operations and Photon Science. LCLS is in the Design/Procure/Construct (execution) phase. Safety First! Then think about schedule, technical and cost. Performance and progress based on “earning-value” against its resource-schedule. With CD-2b, changes are handled via LCLS Change Control Board (working well) LCLS Staffing at ANL, LLNL and SLAC nearing full project team (on schedule). Strengthened Procurement and Conventional Facilities A few positions are still open (Controls Mgr, Undulator ME’s @ SLAC, CF UTR’s) LCLS Procurements are going well with the dedicated cell. Procurement team is co-located with technical team and working reasonably well. All Injector, Linac, Undulator & CF LLP’s are well-advanced CM/GC procurement (LCLS largest and most complex now awarded (Turner Construction). LCLS Technical Specifications improving. Technical Specifications continue to mature most are now complete or nearing completion. Photon System (XTOD and XES) are the least mature (input from Users and final CF design System Integration strengthened with R. Boyce, D. Marsh and A. Chan. LCLS Title 2 Design is key concern. Schedule delays (30% submission late) Cost high (working to get back in the box)

5. LCLS Activities @ SLAC You are here B750 LCLS temporary staging/storage, permanent lab, testing and machine shop space. Share with other users, LSS?, EXO? Remove Mark II Detector? B280 LCLS Central Design Team 2 floors, 84 offices ~13,000sf MMF-4,000sf facility used to tune, measure and store undulator magnets S20-2,160sf facility Laser & Control Rm S24 Stairway FFTB/BSY Vertical Wall Project • LCLS upgrades to the SLAC site are underway. (LLP funding) • Shutdown allows the installation of key injector components in the injector vault.

6. LCLS Performance – Aug05 • LCLS in the “green”

7. LCLS TEC Planned Spending / Month • Variances caused by inaccurate plan rather than real schedule delay.

8. LCLS TEC Planned Spending / Month • Largest variance due to plan called for full earned-value on Und materials rather than progress payment. • We are correcting the plan.

9. LCLS Cost and Schedule Performance • Biggest SV (In, UN) appear to be due to an inaccurate plan not a schedule delay. • Call for managers to utilize a 6-mo look-ahead

10. LCLS Summary Schedule – Aug05 • Highlights • Schedule Float • Mar05 213 days • CP - Und B.O. - Und Inst to 1st Light • Maintained full schedule float on critical path • Starting construction on schedule is key • CP - Und B.O. – Inst to 1st Light • FY05 Shutdown • ~1 month • FY06 shutdown • ~ 4 months • FFTB Shutdown • Jul06 • LCLS may request advancing this date

11. LCLS L1 – L2 Milestone Performance LCLS showing good milestone performance @ L2 in FY05

12. LCLS L3 Milestone Performance – FY05 LCLS showing good milestone performance @ L3 in FY05

13. LCLS L3 Milestone Performance – FY06 FY06 will be a key year for LCLS. Boost Phase

14. Contingency Allocation to Date 77 BCR’s is high 5 months after baseline • CF: Interim work on CF + T2 increase, MMF and S20. CM/GC and 30% estimate overruns will require significant additional contingency. • UN: Undulator materials • Apr05 rebaseline covered schedule variances in Injector-Linac.

15. LCLS Contingency Performance Contingency allocation has been reasonable to date. CM/GC + 30% CF estimate will make large draws on contingency in Oct05. Need to hold the line on contingency until Mar06 (CF construction bids).

16. LCLS Long-Lead Procurements • All major LLP’s are under contract. • Drive Laser • Streak Camera • BC1/BC2 Magnets • RF X-band (SLAC) • RF Gun (SLAC) • Ti Strongbacks • Magnet Poles • Magnet Blocks • 1st Und Article • S20 Facility • MMF Facility • Some smaller (less critical) items yet to be procured. • Laser and Conv Fac are most critical to maintaining schedule. CM-2 CM-1

17. LCLS Technical Specifications • Technical baseline specifications are defined via; • GRD • PRD’s • ESD’s • ICD’s • RDS’s • Technical specs under configuration mgmt

18. LCLS Technical Specifications Status • LCLS Specs • Jul05 • PRD’s @ 37% • ICD’s @ 5% • 67% is a big improvement but still more to go • ESD’s particularly IN, LN, and UN need more effort. • Physics support being added to Photon System

19. LCLS Project Organization (Sep05)

20. LCLS Staffing • 112.0 FTE’s (Sep05) • Staffing nearly complete • Still a few more to go • Does not include additional staff under contract • Jacobs • PMCS – AIM • Consultants • CM/GC (Oct05) FY05 funding @ SLAC Award Title I Treading water. CR or full-funding? • Good News: LCLS has staffed up at planned rate. • Are they all working on the right things?

21. Davis – Bacon Approval Thanks to Richard M for working this issue!

22. Plans for the Next Six Months (Apr05) • CD-2b (Approve Performance Baseline) done • CD-3a (Authorize Long-Lead Procurements) done • Make plans for full FY05 funding (~$54M) done • Get funds out to partner labs done • Staff up particularly in Ctrls, PM, and Engr done • Establish colocated procurement cell & staff done • Award Long-Lead Procurements done • Laser, Undulator, MMF, S20 • Authorize Title II (Jacobs) done • Put out SOW for CF Constr Mgmt done

23. Plans for the Next Six Months (Oct05) • Make plans for full FY06 funding (~90$M). Phase-fund construction sub-contracts • Complete T2 (Jacobs) Design (on schedule, within cost estimate) • Prepare for start of construction (Turner) • Prepare independent cost estimate to validate Jacobs • Develop construction sequence to minimize impact on SLAC ops • Prepare procurement subcontract packages • Prepare project for CD-3b • PSAD, PEP, FHA, etc. • Independent “Lehman” Review on Readiness • Strengthen System Integration • Design Reviews and Technical Specifications • Risk Registry • Continue good performance on cost, schedule, milestones and procurements

24. Near-term LCLS challenges • LCLS is the execution phase of the project. Plans are planned, costs estimated, project approved … now it’s time to execute. • FY05-FY06 critical time (boost phase) of the project. Performance (solve problems, make decisions) is key. • Follow P3. Watch staffing levels via variances. (Use the 6-month look ahead as a roadmap) • Use the Risk Registry pro-actively to manage work (not just a DOE requirement) • FY06 Continuing Resolution • Planning estimates show enough carryover (due to the FY05 CR) to cover one quarter. • Beyond a one-quarter CR, LCLS will need to defer procurements to retain core staff. • Prepare for start of LCLS Construction (CD-3b) • T2 CF is critical path for construction start • CM/GC on-board (Good news!) • PSAD will require effort from all of LCLS • System Engineering and Integration • Continue documenting PRD’s, ICD’s, etc.. Mature design reduces risk. • RMB and DM will help to provide uniformity and high-quality across the LCLS • Sustained effort on design reviews will help to validate progress and identify integration issues early on.

25. Summary • Good performance thus far (15% comp) • SLAC is organized to support the LCLS • LCLS is ~fully staffed up at all Labs • MMF/S20/S24/FFTB under construction • Undulators under fabrication • Overall milestone performance is good • Shutdown going reasonably well so far • T2 >30%, CM/GC on-board • LCLS ISMS is the priority.