Performance Risks and Contingency Management in LUSI Project

1. LUSI WBS 1.1 Tom Fornek Project Manager April 20-22, 2009

2. Outline WBS 1.1 Performance Risks and Contingency Usage Re-baseline Plans Management and Engineering

3. Cost & Schedule Performance – WBS 1.1

4. Cost & Schedule Performance – WBS 1.1 A large invoice was paid in Jan for several months of support

5. CPR

6. ARRA Risks • Ability to place procurements in a timely manner • Procurement talk this breakout • Foreign Procurements • Strict “Buy American” Policy • Use standard appropriation for foreign buys • Accounting and Reporting Complexity • LUSI has set-up duplicate accounts • Allows tracking ARRA funds separately from standard FY09 appropriation • Staffing Availability • LUSI has been aggressively seeking staff • Project is in reasonable shape • Change Control Delays • LUSI has processed 21 BCRs to date • Process for major changes takes some time, but is not onerous • Technical decisions reviewed by the Technical Configuration Control Committee • John Arthur, Jerry Hastings, John Galayda, Tom Rabedeau

7. Contingency Usage

8. Re-baseline Plans • LUSI split the scope for XPP and CXI into “Early Science” scope and CD-4 required scope to match funding profile and satisfy thirst for early science in the CD-2 Baseline • ARRA funds don’t help much for the “Early Science” scope of XPP and CXI since we were already trying to deliver this scope as early as possible • ARRA funds do allow advancing the CD-4 version of XPP and CXI • We are not planning on changing the “Early Science” scope or milestones for XPP or CXI but: • The instruments at “Early Science” will include more components due to early funding • We now plan to split the scope of XCS to provide an “Early Science” version of the instrument • This provides an XCS instrument one year earlier

9. Early Science / CD-4 Deliverables These Items were scheduled early to have a functional instrument early within funding constraints These Items were delayed due to funding constraints – ARRA funding allows advancement TYPICAL TWO-PHASE APPROACH TO INSTRUMENT DELIVERY

10. Re-baseline Plans • LUSI has started the re-baseline process • This is a Level 2 baseline change since we are leaving CD-4 as is or moving it forward • We will incorporate a new L2 milestone for an “Early Science” version of the XCS instrument • A draft PEP revision has been prepared • After this review, LUSI will incorporate our plans plus review comments into baseline

11. Impact of Stimulus funding • Major Benefits of Stimulus Funding • XCS instrument one year earlier • Complete the CD-4 version of XPP early • Complete the CD-4 version of CXI early • Allow procurement of all remaining components earlier than planned • Retire funding risks • Reduce escalation

12. Other Topics • Lessons Learned • Engineering and Management • EIR Lines of Inquiry

13. Lessons Learned - SNS • LUSI has reviewed the SNS Instrument Beamline Construction Lessons Learned – Many items were already incorporated • System Integration • Design • Procurement • Scheduling • Construction • Project Management • LCLS has started a Beamline Lessons Learned Document

14. Lessons Learned (1) • System Integration • Design Criteria • Baseline Scope Review • Design Guide • Naming • P&ID • Radiation Shielding Configuration • CD-4 Parameters Drawing • Subject Matter Experts involved early in design • Integration of electrical systems • System Integration Review • Plan for Instrument Operation Early • PPS Beam Sweep Plan early • Plan for Shielding Configuration Control • Complete Shielding Early • Confirm “As-built” conditions early

15. Lessons Learned (2) • Design • Shielding • Keep SLAC RP involved – Follow LCLS procedures • Documentation • Don’t wait for “just in time delivery” – strains resources • Integration of PPS and non-PPS cabling • Mechanical Interferences • We are working on processes to minimize this • Vacuum Compatibility • LCLS standards exist • Ergonomic Features • Scientists and Engineers are very involved – experienced • Motional Control • Crane Design • Extra Vessel Penetrations

16. Lessons Learned (3) • Procurement • Involve Procurement Early • Advanced Procurement Plans • Also plan for advanced procurements in PEP • Scheduling • PPS and Detectors • Allow appropriate installation time • Component Delivery History • Huber goniometers • Motion Control Testing

17. Lessons Learned – (4) • Construction • Survey and Alignment • Involve Survey and Alignment early • Oxygen Deficiency (ODH) Detectors • Install when clean conditions exist • Project Management • Advance Procurement Approvals • IRR Procedures and Approach to IRR • Project Close-out • Takes longer than expected • LCLS Photon Systems • Scope Definition and Tracking needs more attention • Affects interfaces – Who is doing what

18. Engineering and Management (1) • WBS 1.1 • Full-time Project Mgr this FY , ½ Time thereafter • ½ Time Deputy • Full-time Admin this FY, ½ time thereafter • ¼ time ES&H • 2 FTE Equivalent PMCS • WBS 1.2 • 1 Full-time Lead Engineer/CAM • 2 Full-time Design Engineers/Designers (Down to 1 by Sept) • Post CD-2 6.4 total FTE-Years (Mgmt+Des+Eng) • WBS 1.3 (Most complex instrument) • 1 Full-time Lead Engineer/CAM • 2.5 Full-time Design Engineers • 2 Full-time Designers • Post CD-2 16.5 total FTE-Years (Mgmt+Des+Eng)

19. Engineering and Management (2) • WBS 1.4 • 1 Full-time Lead Engineer/CAM • 3.5 Full-time Design Engineers/Designers • Post CD-2 11.4 total FTE-Years (Mgmt+Des+Eng) • WBS 1.5 Diagnostic & Common Optics • 1 Full-time CAM • 2.5 Full-time Design Engineers • 2 Full-time Designers • Post CD-2 9 total FTE-Years (Mgmt+Des+Eng) • WBS 1.6 Controls • 1 Part-time CAM • 3 Full-time Design Engineers • Post CD-2 9.7 total FTE-Years (Mgmt+Des+Eng)

20. Engineering and Management (3) • More of the instrument concept development included in the TPC • LUSI has spent a considerable amount of time looking at the justifiable percentage of labor split between LUSI, EPD and XFD • LCLS Directorate is covering reasonable amounts of QA, ES&H and Finance • EFD covers engineer’s training time • XFD covers 75% of scientist’s time • Almost all instrument design is first of a kind • Leads to high engineering/design costs • Very little inherited design • Other facilities or Labs can build on the design effort of operating groups or just purchase existing designs – LUSI can’t do very much of this • Cost of Living in California increases Personnel costs • Purchases are nation-wide so these are not affected much • Detector effort is labor intensive • LUSI covering the PMCS and integration for detector effort at BNL

21. MGMT & ENG COMPARISON

22. EIR Lines of Inquiry

23. Scope of EIR in Support of CD-3 • Established Perfomance Baseline • We are re-planning to accommodate ARRA funds • Updated Project Execution Plan • Updates in process pending comments from this review • ANSI/EIA-748-A-1998 Compliant EVMS • SLAC EVMS certified • Independent Project Review/Cost Review • EIR lines of inquiry will be partially addressed by this status review

24. DOE 413.3A CD3 Requirements • The Quality Assurance Program must fully address all applicable Quality Assurance Criteria as defined in 10 CFR 830 Subpart A and DOE O 414.1C. • SLAC Document PM-391-000-01-R0 released in July ’07. Consistent with DOE Order 414.1C and the SLAC Office of Assurance “Quality Implemention Procedure Requirements “SLAC-I-770-0A17S-001-R000”

25. DOE 413.3A CD3 Requirements • Prepare Final Instrument Designs • Completed for XPP, DCO, CDA (CXI and XCS in June) • Conduct a Final Instrument Design Review • Completed for XPP, DCO, CDA (CXI and XCS in June) • Update Hazards Analysis Report • Completed (PM-391-001-34 R1) • Update the Preliminary Security Vulnerability Assessment Report. • CD-1 report still valid

26. CD-3 Scope of EIR

27. EIR Lines of Inquiry