Cost and Schedule Review Agenda

1. Cost and Schedule Review Agenda Monday, November 9, 2015 8:00 am Executive Session Kotcher 8:45 am Welcome Mueller 8:55 am Project Overview, Cost, Schedule O’Brien 9:40 am Detector Design and Performance Haggerty 10:10 am SC-Magnet and Infrastructure Mills 10:35 am Break 10:50 am Integration, Installation and Decommissioning Lynch 11:15 am EMCal and Cal Electronics Sickles 11:40 am HCal Lajoie 12:05 pm Tracker Hemmick 12:30 pm sPHENIX Collaboration Harris 12:45 pm Lunch 1:45 pm Subcommittee breakout session Project Management, Cost and Schedule Calorimetry Tracker, DAQ and Trigger Infrastructure, Installation, Integration and Magnet 3:45 pm Break 4:00 pm Subcommittee executive session 5:00 pm Full Committee executive session sPHENIX Cost and Schedule Practice

2. Cost and Schedule Review Agenda Tuesday, November 10, 2015 8:00 am Subcommittee Breakout session Drill downs and project interviews 11:00 am Q and A full committee 11:30 am Executive session/Report Writing 12:30 am Working lunch 2:00 pm Dry Run Close Out 3:00 pm Close Out 4:00 pm End sPHENIX Cost and Schedule Practice

3. November Cost and Schedule Review Agenda All Breakout session talks need to be prepared and posted ahead of time. The committee will decide what slides they want to see. Project Management Break Out session: Project Organization, Resources and Cost Ed O’B Schedule and Documentation Jim M Project Controls and Risk registry Irina S ES&H Paul G QA Jack E Calorimeter Breakout session: Calorimeter Overview John H Calorimeter Simulations Jin H R&D and prototyping plan EMCal Sean S or Craig W R&D and Prototyping plan HCal Edward K R&D and Prototyping plan: Cal Electronics Eric M EMCal Production and assembly Chris C HCal production and assembly Anatoli G Cal electronics Digitizer Production Chi Cal on-detector electronics production Steve B sPHENIX Cost and Schedule Practice

4. November Cost and Schedule Review Agenda Decommissioning, Magnet, Installation and Facilities Break Out session: Decommissioning plans Dave P SC-magnet testing, installation Achim F sPHENIX infrastructure Paul G Installation Don L Integration Rich R Tracking and DAQ/Trigger Breakout session: Tracking Overview Itaru N Tracking Simulations Tony F R&D and prototyping plan Silicon strip Yasuyuki A R&D and prototyping plan Strip electronicsMike Mc R&D and Prototyping plan TPC(det+elec) Takao S R&D and Prototyping plan: DAQ/Trig Martin P Si strip Production and assembly Rachid N TPC production and assembly Tom H DAQ/Trig Production and assembly Martin P sPHENIX Cost and Schedule Practice

5. Practice Sessions Propose separate practice sessions organized by breakout topics: • Calorimeters+Electronics Sept 24 • Decommissioning/Magnet/Installation/Infrastructure Oct 2 • Project Management Oct 9 • Tracking Oct 15 Dress Rehearsal Oct 29 Follow-up Rehearsals if necessary Week of Nov 2 sPHENIX Cost and Schedule Practice

6. Considerations for the Nov Review The Overview talk will emphasize the scope of the review presentations: • The project is ~ 18 months from a OPA CD-1 review • All designs are pre-conceptual • We have chosen technologies for the reference design and that allows us to do initial schedule, resource, costing and contingency estimations • We’re in the 1st round of prototyping • There are a number of unresolved questions and in the case of Tracker multiple options to consider. • The earliest we will begin final fabrication is 4QFY18. 3 years from now • We have time before we need to make all final technology choices, but from an efficiency point of view we would like to make the decisions as soon as possible. sPHENIX Cost and Schedule Practice

7. Initiation Definition Closeout Execution Possible sPHENIX Project Scenario Construction & PED Funds Operating Funds Operating* Funds Today Preliminary and Final Design Construction Conceptual Design * CD-0 Approve Mission Need CD-4 Approve Start of Operations or Project Completion CD-2 Approve Performance Baseline (PB) CD-1 Approve Alternative Selection and Cost Range Installation Critical Decisions CD-3 Approve Start of Construction or Execution • Assumption: • 3 Months CR • Will receive 1/12 per month during CR Request/Receive Construction Funds CY 2020 2021 2022 2016 2017 2018 2019 2023 • Operating Funds are used for conceptual design between CD-0 and CD-1. Operating funds may also be used prior to CD-4 for R&D, NEPA, D&D, ES&H, transition, startup, and training costs. Non-federal funds from other sources that are considered capital funds and are included in the “Total line item cost” as OPC. • Good Practice—For the first year that TEC is requested, ensure that OPC is also requested for that year. The OPC will allow the project to continue in a long CR until TEC is available and new starts are allowed. • MIE funds are more flexible than Line Items. Moving OPC to TEC or vice versa is much easier than for Line-Item reprogramming since MIE funds are “batched.” • New Start is defined as the first use/appropriation of any TEC funds (including TEC PED) for both line items and MIEs project. sPHENIX Cost and Schedule Practice 7

8. Slides for the Plenary Speakers 15 slides for 25 minutes • Performance specifications • Description of subsystem(s) • Options considered if relevant • L2 Project Scope • Design Drivers • What drove the technology choices for the reference design? • Schedule Drivers • Resources/Cost Drivers • Organization • Description or timeline of major tasks • Prototyping tasks • Design tasks • Production tasks • Technical status • Project status • Issues and Concerns sPHENIX Cost and Schedule Practice

9. EMCal Performance specs Follow the sPHENIX Proposal and pCDR Performance Specifications: • What is the EM Resolution you would like to have. X%/Sqrt(E) • What is the geometric coverage? • What is the single particle (had) Resolution that you would like to have. How does EMCal contribute? • What is the Jet Resolution that you would like to have. And how does EMCal contribute? • What is the Signal to Noise level that you need for MIP/Noise? EM • Granularity – EM • Density – Sampling fraction, Sampling frequency – EM • Electron/hadron separation sPHENIX Cost and Schedule Practice

10. EMCal Description of subsystem Reference design • Modularity, channel count, layout • Readout chain including photosensor • EM Sampling fractions - how was that determine? • Why is EM located where it is? • Calibration • General Support structure and installation sPHENIX Cost and Schedule Practice

11. EMCal Project Scope and Design Drivers • What is covered in the EMCal project? • Design stages • Prototype rounds • What are the deliverables • Cover the electronics briefly here too even though it is another WBS • Installation is in another presentation • Design Drivers • Why Si PMs • 1D vs 2D projective • Why 1 EM layers + 2 Hadronic vs 2 EM layers+ 1 hadronic sPHENIX Cost and Schedule Practice

12. EMCal Resource/Cost Drivers+Org+Timelines • Resources/Cost Drivers • Tower/module production • Module assembly and Q/A • SiPM orders and QA • Organization • L2 and L3 managers. Show the Org chart • Description or timeline of major tasks • Prototyping tasks ( 1 slide) • Design tasks ( 1 slide) • Production tasks (1 slide) sPHENIX Cost and Schedule Practice

13. EMCal Technical Status and Project Status • Technical Status • Show key test beam and bench test results • Project Status • Show Gantt chart • Show EMCal resource and budget profile • Total Costs with overhead and contingency sPHENIX Cost and Schedule Practice

14. EMCal Issues and Concerns • Technical • 1D vs 2D projective • Si PM rad damage and temperature response • Mechanical superstructure • Need for access during shutdowns?? • Project • Tower/module manufacture in industry or university sPHENIX Cost and Schedule Practice

15. Slide Template sPHENIX Cost and Schedule Practice