LCLS Ultrafast Science Instruments (LUSI)

1. LCLS Ultrafast Science Instruments(LUSI) Management Overview T. Fornek – Project Manager August 19, 2008

2. Outline • Project Management Overview • Scope & WBS Organization • Baseline Development • Funding Profile • Project Schedule • Contingency • Staffing • Procurements • Risk Management • CD-2 Requirements • Summary

3. LUSI Project Philosophy LUSI is a “Major Item of Equipment “ (MIE) Project delivering three LCLS scientific instruments Utilizes Integrated Project Teams and matrixed engineering LUSI team “owns the plan” The P3/COBRA database is the sole source of the approved LUSI scope, cost and schedule work plan Plan the work … Work the plan”. Emphasis on meeting schedules/milestones Changes to the “plan” are approved through change control LUSI Project is integrated with the LCLS Directorate. Transparent organizational structure and configuration management Matrix supporting infrastructure from LCLS Directorate LUSI seeking industrial solutions LUSI utilizes MOUs with BNL (Detectors) and DESY (Split and Delay) LUSI identifies risks up-front (continuous over the project life)

4. LUSI Scope • LUSI will deliver: • Three X-ray scattering instruments • XPP - X-ray Pump Probe • CXI - Coherent X-ray Imaging • XCS - X-ray Correlation Spectroscopy • The instruments will be assembled entirely at SLAC using SLAC technical staff • Project detailed scope is based on • Value-managed decisions • Advice from instrument teams • LUSI will provide instruments producing groundbreaking science

5. Project description (1) Near Experimental Hall X-ray Transport Far Experimental Hall 1 3 2 5 4 6 Mono SXR AMO XPP XCS CXI HEDS Proposed External Funds Part of LCLS Proposed External Funds Beam Transport Offset Monochromator Exp. Chamber Detector LCLS LUSI HEDS SXR

6. Project description (2) CXI WBS 1.3 X-ray transport tunnel (200 m) XCS WBS 1.4 XPP WBS 1.2 HEDS SXR imaging XCS Offset Monochromator WBS 1.5 LCLS AMO

7. Purpose of this review • Baseline (CD-2) status review for: • WBS 1.1 – Project Management • WBS 1.2 – X-ray Pump Probe (XPP) instrument • WBS 1.3 – Coherent X-ray Imaging (CXI) instrument • WBS 1.4 – X-ray Correlation Spectroscopy (XCS) instrument • WBS 1.5 – Diagnostics and Common Optics • WBS 1.6 – Controls and Data Acquisition • WBS 2.0 – Other Project Costs (Spent) • Independent Cost Review per DOE O-413.3 (Part of this review)

8. LUSI WBS Organization Typical Instrument WBS Coordination & Integration Product-based Components Installation

9. DOE-HQ H. Kung, Acquisition Executive T.E. Kiess, Program Manager DOE-SSO Support DOE-SSO H. Joma DOE Federal Project Director Instrument Team Leaders (Advisory) LCLS Directorate Support ES&H, QA, Finance, EVMS, Procurement… SLAC T. Fornek LUSI Project Manager Deputy - TBD Technical Configuration Control Committee (Scope Decisions) Engineering N. Kurita - Chief Engineer WBS 1.2 XPP IIT D. Fritz (Instr. Scientist) J. Langton ( Lead Eng) WBS 1.3 CXI IIT S. Boutet (Instr. Scientist) P. Montanez ( Lead Eng) WBS 1.4 XCS IIT A. Robert (Instr. Scientist) E. Bong - Acting (Lead Eng) WBS 1.5 Diagnostics & Common Optics Y. Feng (Lead Scientist) E. Ortiz (Lead Eng ) WBS 1.6 Data Acquisition & Controls G. Haller (Lead) LUSI Integrated Project Team

10. Typical Integrated Instrument Team WBS 1.2 X-ray Pump Probe Instrument Scientist – D. Fritz Lead Engineer (CAM) - J. Langton Eng/Design Support – J. DeLor J. Defever Detectors- N. van Bakel Diag./Common Optics – Y. Feng Controls & DAQ – G. Haller ES&H – M. Scharfenstein QA – D. Marsh Instrument Team Leaders K. Gaffney, D. Reis, T. Tschentscher, J. Larsson Instrument Team Leaders Sign Off on Instrument Physics Requirements Document

11. LCLS Directorate Support • Business Services – C. Lowe (mgr), W. Sisson (Finance), F. Fernandez, (Project Controls), D. Pindroh, (Procurement) • Michael Scharfenstein, ES&H Representative • Darren Marsh, QA Representative • Helen O’Donnell, Office Management • Siony Matni, Administrative and Finance • Mechanical Engineering • Niels van Bakel – Detectors

12. Baseline Development Process • Define initial schedule and budget assumptions • Initial scope assumptions, WBS, WBS dictionary • Responsibility assignment and organization • Generate the schedule baseline estimate • Finalize the Milestone Hierarchy and Dictionary, schedule activities, links, etc. • Load resources • Generate the resource loaded schedule • Compare to funding profile • Iterate until scope, schedule, costs match yearly funding, stakeholder requirements and good management practice • Major driver is early science for the instruments

13. LUSI Cost Baseline

14. LUSI Project Funding Profile

15. BA Plan & Obligation Profile • LUSI is funding-limited in Q1,Q2 of FY09.

16. LUSI Resource Loaded Schedule • The LUSI resource-loaded schedule comprises ~3,900 tasks. • 64 Control Accounts • LUSI uses Primavera (P3) as its scheduling tool with COBRA as the cost processor. • SLAC has successfully delivered with P3/COBRA (PEP-II, GLAST, SPEAR-III, LCLS). • Significant supporting documentation for LUSI base costs.. • A WBS Dictionary defines the scope of work at the lowest WBS level (typically Level 4/5). • Contingency is assessed at the lowest WBS. • Design Maturity & Judgment Factor (risk-based) • Work schedule, commitments and resource profiles are derived from the resource-loaded schedule.

17. Critical Decision Milestones • CD-0 - Mission Need - Approved Aug 2005 • CD-1 - Alternative Selection and Cost Range – App’d Sep 2007 • CD-2 - Approve Performance Baseline - planned Oct 2008 • Utilize Phased CD-3 and CD-4 Milestones • CD-3 - Approve Start of Construction • CD-3A – XPP - scheduled Jul 2009 • CD-3B – CXI - scheduled Apr 2010 • CD-3C – XCS - scheduled Oct 2010 • CD-4 - Approve Start of Operations • CD-4A – XPP - scheduled Dec 2010 • CD-4B – CXI - scheduled Sep 2011 • CD-4C – XCS - scheduled Aug 2012 • Baseline assumes long lead procurement approval for XPP and CXI received by November, 2008 These are baseline dates. Funding profile prevents combining CD-3s – We are trying to obtain earlier funding Early science begins with separate CD-4A, CD-4B

18. Key Cost/Schedule Assumptions • Schedule • Six month Continuing Resolution in FY 2009 • Staffing can be secured to meet schedule requirements • LCLS milestone dates for LUSI tie-ins are met • Cost • Six month continuing resolution in FY 2009 • Three month continuing resolution in succeeding years • Escalation rates used are 2.3% non-labor and 4% labor.

19. LUSI Project Summary Schedule

20. Schedule Contingency • Float • XPP – 75 working days to CD-4A • CXI – 95 working days to CD-4B • XCS – 80 working days to CD-4C (No funding constraints - 182 days) • Critical Path • XPP • Diffractometer design, fabrication & installation • CXI • 1 micron K-B mirror system • XCS • Delayed design effort due to funding • Diagnostic and common optics components delayed procurements • Component assembly and installation

21. Project Contingency • “Bottoms-up” contingency estimate $11.3M on $39.22M ETC • Available contingency in proposed baseline is $12.8 • Contingency is managed at the project level • Annual comprehensive ETC and contingency update

22. Staffing (FTE) • Plan for staffing ramp-up • AMO & other LCLS Engineers available to LUSI in September (~5 FTE) • Seeking Deputy Project Manager

23. Control Account Managers

24. LUSI Procurement Planning • LUSI employs established SLAC procurement procedures • LUSI uses the LCLS procurement cell • Weekly LCLS/LUSI procurement status meeting with David Pindroh, LCLS Procurement • LUSI Advanced Procurement Plans exist

25. Procurements

26. Long Lead & Major Procurements • Long Lead Procurements • XPP Diffractometer/Detector Mover Components $ 730K • CXI 1.0 Micron KB Mirror System $ 970K • Other Major Procurements • CXI 0.1 Micron KB Mirror System $ 970K • XCS Diffractometer System $ 517K • XCS Detector Mover $ 689K • Large Offset Monochromator $1,160K • XPP Ti-Sapphire Power Amplifier $ 245K

27. LUSI MOUs • Brookhaven National Laboratory – Detector Systems for XPP and XCS Instruments • ETC - $1.1M • XPP Detector System: • Estimated Delivery – January, 2010 • Cost to date $1.8M (OPC) • XCS Detector System: • Estimated Delivery – September, 2011 • Estimated Cost – $1.8M • DESY • Split and Delay System • Long-Term Loan arrangement

28. Risk Management • LUSI Follows the LCLS Risk Management Plan and uses the LCLS Risk Registry • LCLS Project Management Document 1.1-002 • Risk is considered in cost contingency • Risk identification, assessment and mitigation • First risk registry update meeting July 31, 2008 • Major Risks • Annual funding - Continuing Resolutions • Foreign procurements – Dollar fluctuation, sole source • Loss and/or availability of critical personnel • CXI mirror delivery, performance • XCS Monochromator performance

29. DOE 413.3A CD2 Requirements • Established Perfomance Baseline • Completed – Includes Key Performance Parameters • Updated Project Execution Plan • Ready for signature pending CD-2 Comments • ANSI/EIA-748-A-1998 Compliant EVMS • SLAC EVMS certified • Independent Project Review/Cost Review • EIR lines of inquiry will be addressed by this CD-2 Review • 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”

30. DOE 413.3A CD2 Requirements • Prepare a Preliminary Design • Completed • Conduct a Preliminary Design Review • Completed for XPP, CXI and XCS • Hazards Analysis Report • Completed (PM-391-001-34 R0) • Update the Preliminary Security Vulnerability Assessment Report. • CD-1 report still valid

31. EIR Lines of Inquiry

32. In Conclusion • Project Cost, Schedule and Scope Baselines are in Place and Fit the Funding Profile • Integrated Project Team is in Place • Risks are Identified and Steps Have Been Taken to Reduce Risk Where Possible • Contingency is Reasonable • LUSI is ready for CD-2