Transition to Operations

1. Transition to Operations Erik D. Johnson, Deputy ALD for Programs NSLS-II Project Advisory Committee February 8-9, 2011

2. Outline Transition to Operations Planning Challenges for NSLS-II Facilities TOP (FTOP) Photon Sciences Approach to Transition to Operations Planning Project TOP (PTOP) Some NSLS-II PTOP elements Summary

3. Transition to Operations Plan A comprehensive plan to manage the smooth turnover of NSLS-II facility from construction phase to operations (FY12-FY15) • Identifies and integrates transition activities (scope) • Aligns schedule and key milestones • Documents overall resource plan • Describes organization, including roles & responsibilities • Catalogs supporting documents • Draft documents being prepared • To be revised and updated through out transition period

4. Key questions for Transition to Operations From several different perspectives ask: • What do you have? • Validation of attainment of project scope • Analysis of safety performance/ hazards • Who is responsible for operating it? • What organization accepts responsibility for operations • What is the span of their responsibility • What will it take to operate it? • Operating procedures, training, documentation • Financial planning (Operation, Maintenance, Improvement)

5. Special Challenges for NSLS-II Must consider broader context for PSD operations • Currently Operate NSLS (Until sometime FY14) • 59 beamlines currently in operation • Active user community (~2200/yr) • Hosted on a mix of facility and PRT beamlines • NSLS-II even with additional ‘off-project’ beamlines will not have the capacity of NSLS at CD-4 • Need to plan for transition of user community as well as facility - a bit outside of the ‘usual’ TOP issues Coordinate disposition of project scope with Portfolio

6. Photon Sciences Directorate Approach • Recognize that PSD maintains a Portfolio of activities • Projects, Programs and Facility Operations • PSD now a matrix managed organization • Establish standard process for transfer of projects to Facility Operations (FTOP) • Many elements moving in and out of the portfolio • Define interfaces, interdependencies and coordination requirements • TOP documentation specific to each project (PTOP) • Work under the umbrella of the standard process and feed into FTOP • Tailor PTOP documents specific to the needs of each project

7. Relationship of TOPs Parent (Facility TOP) Coordination of PSD Portfolio • Organization interfaces • How to accept project scope Project Closeout • Project scope disposition • Required Prior to CD-4 Photon Sciences Portfolio Transition to Operations Plan NEXT Transition to Operations Children (Project TOP) NxtGen Transition to Operations NSLS-II Transition to Operations Plan

8. Content of FTOP • FTOP Goals • PSD Portfolio & Planning • Including planning assumptions and management strategy • Transition Scope, Phase, and Deliverables • Schedule and Key Milestones • Resource Planning • Management Organization • ESH & QA

9. Drivers for creation of a Project TOP • Required by DOE O 413.3 • Appendix A-16 Project Closeout • Outlined in the NSLS-II Project Execution Plan • Section 7 of base document, and appendices A,B and C • The TOP is a pre CD-4 requirement • Issue a Project Transition to Operations Plan that clearly defines the basis for attaining initial operating capability, full operating capability, or project closeout, as applicable. • The plan will include documentation, training, interfaces, and draft schedules

10. DOE Guidance for TOP • TOP in the context of closeout (DOE G 413.3-16) Completion criteria (Verify KPP’s) Readiness assessment Commissioning Plan Transition to Operations Plan Quality Assurance Plan EMS System Revision Safeguards, Security and Safety Plans Post CD-4 Approval Requirements

11. DOE G 413.3-16 Project TOP elements Suggested elements (not requirements ) Project Description Planning Management DOE Orders and Guidance Key transition Phase Steps Strategy Operation Cost Organization/Stakeholder Interface Transition Team Configuration Control KPP’s and Completion criteria Schedule and Key Milestones Readiness Reviews Operations and Maintenance Management Facility Support, Op’n & Maint Training EMS and QA Documentation plan Safeguards and Security Documents Permits/Licenses Authorization and Notification Project Transfer to operations Business Functions Project Information and Records Turnover Transition to Operations Reporting User/Operating Staff Planning Lessons Learned Project De-staffing Plan

12. Transition of NSLS-II Project Scope Project ScopeOperations Assignments Project Management DOE/BES, BNL, PSD Conventional Facilities PSD, BNL-F&O, ITD Accelerator Facilities PSD AS Ops, XF Ops Experimental Facilities PSD XF Ops R&D Facilities PSD/ BNL PTOP FTOP CD-4

13. Project Performance and Completion Criteria • Defined in the Critical Decision Approvals and also refined in • Global requirements Document • Defined minimum goals for each stage of commissioning, prerequisite to starting next stage • Start-up Test Plan • Defined criteria for completion of commissioning stages • NSLS-II Project Key Performance Parameters

14. NSLS-II Project Transition to Operations Planning • PEP (Appendix B7) views two phases of transition to operations • Conventional Facilities and • Technical construction • ES&H perspective for both CF and AS/XF • Beneficial Occupancy Readiness Evaluation • Phased occupancy of building that evaluates CF deliverables • Validates safety functions (fire protection, alarms, egress …..) • Authorization Basis Documentation (SAD and ASE) • Defines envelope for utilization of project scope • Foresees transition to NSLS-II facility operations (FTOP)

15. Conventional Facilities Transition Activities Serve as a template for PTOP feeding to FTOP • Integrating O&M in start-up and commissioning • Eventual stewards gain experience with equipment • Equipment vendors interface with ultimate owners • Verify technical performance is achieved • Independent Commissioning Contractor • Internal design and O&M staff involved in validation • Oversee occupancy/ASD installation phase operational requirements • Again foresees ultimate utilization of the facility

16. NSLS-II Project Closeout Report • Target date: October 2014 • Technical, scope, cost and schedule baseline accomplishments • Financial closeout, including a final cost report • Closeout approvals • Contract closeout status • Adjustments to obligations and costs • Photographic documentation • Baseline change control log • not required for NSLS-II Project • Permits, licenses, and/or environmental documentation • Deactivation, decontamination and decommissioning planning

17. Facility Transition to Operations Manager • Lead the integrated transition management team • Develop transition plans and documentation • Manage implementation and execution of the transition plans • Serve as the single point of contact for all matters relating to the implementation of transition plans • Ensure ES&H and QA goals are achieved for transition activities • Identify and manage transition related risks • Identify and ensure timely resolution of critical issues which impact transition activities • Hold regularly scheduled transition meetings • Participate in project closeouts and operational readiness assessments • Keep PSD management informed in timely manner

18. Summary • Establishing Transition to Operations Planning Process for Photon Sciences Directorate • Formalizing coordination of TOP elements • Working documents to be finalized by early summer • Many elements for NSLS-II TOP described in detail in subsequent presentations • Authorization Basis Plan (S. Hoey) • Accelerator Start-up / Test / Commissioning (F. Willeke) • Beamline Transition to Operations (Q. Shen) • PS Portfolio and Future Planning (S. Dierker)