DESI Project Management

1. DESI Project Management Laboratory Director’s Review for the DESI CD-2 Plenary P82015-06-17 Henry Heetderks (UCB) Project Manager

2. Outline DESI Project Organization DESI WBS Overview DESI Schedule Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

3. 3 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

4. DESI Project Org Chart Blue text indicates member of IPT

5. 5 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

6. Level 2 WBS and Responsible Organization

7. 7 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

8. Development of the DESI Project Schedule • Developed the resource loaded project schedule in MS Project for CD-1 • Generated WBS to level 5+ • Identified major subsystems and selected managers at WBS level 2 • Generated WBS dictionary and prepared BOE sheets to WBS level 3 • Refined the MS Project schedule task durations and linkages (~2,300 activities with ~ 1,000 milestones) to accommodate funding profiles and project constraints • The MS Project schedule was imported into Primavera P6/Cobra and control accounts set up in LBNL’s certified EVMS system • MS Project WBS codes translated to P6 WBS and Activity Codes • Resource allocations modified to fit P6 format • CAM’s identified and control account plans and work authorizations signed • DESI preliminary Baseline Schedule defined • We have provided EVMS for March (DESI-1XXX) • We are ready for formal reporting into PARS-2

9. DESI Control Account Mangers

10. DESI Top Level Schedule

11. DESI Top Level Schedule

12. Level 2 Milestones as shown in PEP (1)

13. Level 2 Milestones as shown in PEP (2)

14. 14 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

15. DESI is Receiving Funding from DOE and Other Sources • DOE Project Funding • Other DESI Funding • Foundation support for corrector fabrication • Foreign collaborator in-kind support • Common Fund (foundation contributions and collaborator university in-kind and cash contributions as “buy-in”) Held and managed by UCB) • NOAO funding to support Mayall telescope modifications prior to DESI delivery and NOAO planning for DESI installation

16. Project Cost Summary (TY$K) (From PEP) 16

17. Funding Profile from PEP Table 11 Project Requested Funding Profile for DESI (TY$M)* *FY13 R&D funding was through the LBNL Physics Division (PD) BigBOSS research budget ($2.0M), FY14 was through the LBNL PD research budget ($2M), and future project R&D ($1.1M) for DESI.

18. DESI DOE Funding Profile • Base cost taken from the resource loaded P6/Cobra • Contingency on DOE cost is $13M: $7M from Basis of Estimate uncertainty plus $3.2M from risk assessment, and $2.8M from ($1.4M/yr burn rate) X (24 months schedule float to CD-4)

19. Foreign In-Kind Contributions to the DESI Instrument 19

20. DESI Common Fund Support (UCB) 20

21. DOE + non-DOE Cost Then Year $K (escalated) 21

22. 22 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

23. DESI has an Active Risk Management Process • Risk Management plan is released (DESI-0324) • More detailed discussion in Management Breakout • The Risk Registry currently tracks 66 active risks (DESI-0376) • 28 Risks have been retired • The component of contingency needed to offset the listed risks is calculated from a Monte Carlo over the risk items (Detailed discussion in Management Breakout) • The following slide shows a summary of the Major Risks

24. Summary of Leading Risks (from DESI-0376)

25. 25 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

26. Reviews Performed Prior to CD-1 • Corrector Optics Final Design Review • Spectrograph Cameras Preliminary Design Review • Corrector Optics Delta Review (DESI-0785) • Review and Downselect of Positioner Designs • Spectrograph Cameras Final Design Review • Corrector Barrel Preliminary Design Review

27. CD-1 IPR Review Recommendations • IPR Final Review Panel Report is Posted DESI-1017-v1 • 21 Recommendations • DESI Project Response Posted as DESI-1018 • All Recommendations are addressed • Additionaly we address 16 recommendation-like comments

28. Technical Preliminary Design Reviews • We have performed technical PDR’s of all major elements • Reviews covered requirements, design, analysis and breadboard testing, readiness for early procurements • Primarily external reviewers • Reviews performed: • Review recommendations and status is discussed in subsystem breakout talks

29. 29 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

30. Systems Engineering Activities • Baseline Design Development • Starting Point is Science Requirements (documented in SRD) • Trades and alternatives (Value Engineering) • Lower level instrument requirements are developed and captured in controlled documents • Configuration Management System is based on Doc-DB (developed for and used by DES) • Currently ~1200 documents and drawings in Doc-DB • Resource tracking • Mass, Power, Cooling (DESI-0457, -0458, -0459) • Quality Assurance • Interface Development and Management (DESI-0379) • Throughput tracking (DESI-0347)

31. DESI Interface Matrix: DESI-0379 Populated cells show type of interface and DESI document number of ICD. Letter code indicates type of interface M -- Mechanical C -- Command/Monitor/Telemetry T -- Thermal D -- Data Number gives DESI document # for that interface

32. System Throughput Tracking (DESI-0347) • Primary reflectance • Glass absorption and reflection • Lens alignment and gravity effects of structure • Vignetting • Blur • Lateral fibre errors and Tilt • Fibre system -- Focal Ratio Degradation • Fibre system -- Wavelength Dependent Attenuation • Spectrograph parameters

33. 33 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Documentation Summary

34. LBNL Environment, Health & Safety • Integrated Safety Management (ISM) Core Functions: • Define the Scope of Work • Analyze the Hazards • Develop and Implement Hazard Controls • Perform Work within Controls • Provide Feedback and Continuous Improvement

35. DESI EH&S Approach • At LBNL Pub-3000 is defining document • DESI p-Hazard Assessment Report specifies controls • Ergonomic, Electrical, Cryogens, etc. • The DESI Safety Officer works with Level 2 managers to analyze hazards and develop procedures and controls • At other venues (e.g. Mayall) Local safety rules apply • DESI Safety Officer will work with counter parts to ensure practices meet LBNL requirements • The DESI Safety Officer is available to assist anyone on the project in dealing with less common hazards • Lessons Learned will be shared among collaborators • E.g. DECam

36. 36 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

37. CD-2 Readiness • Instrument subsystem designs are at or beyond preliminary design, have been PDR’d and meet technical requirements • Baseline documents (functional, design, cost & schedule) developed • Programmatic Documents in Place • WBS Dictionary - scope of project defined (DESI-0398) • Risk Registry – risks defined and managed (DESI-0376) • Cost Estimate – detailed Basis of Estimates developed (DESI-0399) • Schedule – past CD-2 maturity (DESI-0397) • Long lead procurements defined (See BO4.1) • Management plans drafted (PEP: DESI-0381, AS: DESI-0382)

38. CD-2 Documents Checklist • The above documents are all available on DocDB

39. 39 DESI Project Organization DESI WBS Overview DESI Schedule DESI Cost Summary Risk Management Major Reviews Systems Engineering EH&S CD-2 Preparations Status Summary

40. Summary • DESI has a strong and experienced team • The project scope is well defined and organized • Project risks are well defined and are actively being mitigated • Detailed cost estimates have created a robust baseline cost • The resource loaded schedule is established and linked to the laboratory financial system in a certified EVMS system • We will have 3 months of EVMS reporting at the time of the IPR • Project Hazards are well defined (see p-HAR); Safety Plan is in place • Required documents have been prepared and are under review • The DESI project is ready for CD-2

41. ProtoDESI vs. DESI Prototype Petal • ProtoDESI • 12 positioners, 3 Fiducials, 1 GFA mounted on a special plate which attaches to the existing MOSAIC corrector in place of the MOSAIC instrument • Answers questions: • Can we control the Mayall telescope with the DESI ICS and track on a guide star in the DESI GFA? • Can the DESI ICS then use input from the FVC to place fibres on multiple positioners onto astronomical sources? • DESI Prototype Petal • One form, fit, function DESI petal with 500 positioners, 5 fiducials, 1 GFA, with the DESI focal plane mounting ring • Also has spool box and complete electrical power and command distribution system and power supply • Answers questions: • Can we hold mechanical tolerances with the petal mounting scheme? • Can we manage the 500 fibres and power and command harnesses in the very confined space behind the petal? • Can we supply power and commands to 500 petals simultaneously? • Can we make 500 fibre splices in the limited space in the spool box?