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FY09 PPA Budget Kick Off

FY09 PPA Budget Kick Off. Rafael Alva Charlotte Chang Oct 22, 2008. Managing All HEP funds @ SLAC. Current OHEP organizational structure coupled tightly with the “colors” of HEP funding http://www.science.doe.gov/hep/staff/HEPOrgChart021408.pdf KIPAC (Roger Blandford)

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FY09 PPA Budget Kick Off

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  1. FY09 PPA Budget Kick Off Rafael Alva Charlotte Chang Oct 22, 2008

  2. Managing All HEP funds @ SLAC • Current OHEP organizational structure coupled tightly with the “colors” of HEP funding • http://www.science.doe.gov/hep/staff/HEPOrgChart021408.pdf • KIPAC (Roger Blandford) • Majority of HEP funding is for NonAccelerator Based Activities • EPP Division (David MacFarlane) • Mostly funded by Accelerator Based Research and Detector Operations • Accelerator R&D Division (Tor Raubenheimer) • Mostly funded by the Accel R&D and ILC R&D funding • LINAC related operations has transitioned from HEP to BES - LCLS • Began in 2006 and Completed by Oct 2008 • John Seeman’s organization

  3. OHEP Organization KA1501 KA11 KA1502011 KA1503 KA1201 KA1102053 KA13 KA140103 KA1202012 KA14 KA1502021

  4. SLAC HEP Costing Structure Total HEP Funds ~87M in FY09 Lab wide Indirect LDRD and IGPP ~45% Direct Program Support (DPS) Includes PPA Organizational Costs; HEP Legacy costs; Costs of activities benefiting all HEP Programs Program Costs Examples of Programs ATLAS and LARP Accelerator Based Research and Operations: BaBar, LCD NonAccelerator Based: GLAST and LSST Theoretical: KIPAC and EPP Accelerator R&D; ILC R&D… 3

  5. SLAC HEP Programs

  6. Distributions of PPA DPS

  7. SLAC HEP Planning Functions • Roles and Responsibilities • PPA: Steve Kahn/David MacFarlane/Rafael Alva • Overseeing all HEP funds • Planning Analysts: • Natalie Cramar: PPA DO, PPA Travel Commitment Files, SCCS/TIS in Ops Directorate • Regina Franco (60%): BaBar Groups & Collaboration; ATLAS • Linda Price: GLAST ISOC, GLAST Physics, LSST, SNAP, PPA EE & ME, EXO, LCD and KIPAC Physics & Computing • Dora Yu: Accel Research Depts, including AARD, ACD, Beam Physics, ATR, LC and Test Facilities

  8. PPA Budget Planning Specifics • Planning Principles • Prioritized Bottoms up Budget • Activity based – has to be realistic & justifiable. • List items by Priority 1-3, 1 being the highest • By Charge Numbers, where charge numbers represent activities, and • By Names • Desired Outcome of budgeting and Planning Exercise • Transparency • Ability to make difficult decisions • Ability to reallocate & prioritize based on program driven needs and schedules

  9. Budget Planning Specifics – FY09 • Net decrease in dollars to fund Programs – • Higher increase in Lab Wide Indirect • New Rates: IGPP and LDRD, 1% respectively • Funding required to fix lab’s M&O issues (SII ~2Mil) • Headcount actions continue to require Directorate approval: • replacement • extension • additions • Charges to Linac Ops – Need to go through the BES/LCLS WorkScope budget planning Process

  10. Budget Planning Specifics – FY09 (cont’d) - M&S requires a Program Driven and a prioritized bottoms-up approach => Program Directors work with supporting departments to define the scope of work and understand the resources required to carry out the work => Bottoms up and prioritized approach to travel budget planning • Travel is controlled by DOE • Cannot swap between M&S and Travel • Conference Approval – long lead time – 75 Days • Mandatory Planning Tool: PPA Travel Logs • Not in the log – delayed approval

  11. FY09 Budget Planning (Cont’d) • New LDRD Proposals • PPA will have a few approved LDRD proposals • New Proposals call in late spring 2009 • Other Important factors to consider • Identify possible non-DOE/HEP funding • Identify Financial Plan Transfers via MOAs • long lead time • Might need Subcontracts • Purchased Equipment, CEPs and GPP/Infrastructure • Include in the Budget Template • Same Due Date, Nov 15 • Tasks and activity schedules • Needs in 09 for long-lead procurements

  12. PPA Budget Templates

  13. Budget Templates Cont’d – Travel Planning • New DOE Office of Science approval requirements for attending “events”

  14. FY09 Budget Planning Process and Schedule*Baseline budget (BA0.0) will consist of the following:1) all current staff with appropriate labor distribution for the year 2) Approved incoming new hires 3) M&S: 08 based - irrelevant; relevant 09 specifics to be provided by Programs/depts.

  15. FY08 Budget Planning Process and Schedule

  16. Questions and Answers • FY09 • Linac Ops Transition Completed • Long CR – 5/12 of funding thru Feb 28,09 • Transitioning to new programs: ATLAS, FACET, Super B…. Communications needed at ALL levels !

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