LCLS Project Finance Status

1. LCLS Project Finance Status Beth Sargent LCLS Finance SLAC National Accelerator Laboratory

2. LCLS Finance • LCLS Project Finance Status • LCLS Finance Role • Closing charge codes • Correcting mischarges • PO / MPO Closeout • Transition to operations within the Directorate as LCLS Project heads toward completion

3. LCLS Finance • LCLS Finance Role • Funds management and cost control • Budgeting • Financial reporting • Forecasting and analysis • Compliance with financial policies and procedures • Support Directorate’s ongoing and closeout activities • Partner with EVMS team • Liaison with SLAC Accounting

4. LCLS Finance • Closing charge codes • Finance implements charge code closure policy • CAM is responsible for closing their assigned control accounts • CAM must close a control account no later than two months after the control account is 100% complete • Immediate closure if no recent labor charges • Else, CAM notifies personnel using the charge code of the impending closure • CAM notifies LCLS Finance of required closures; LCLS Finance notifies SLAC Accounting

5. LCLS Finance • Closing charge codes, cont’d • Additional charge code closure activity • March ’09 LCLS Finance supported SLAC Accounting’s review of lab-wide open charge codes • LCLS charge code list reviewed and codes were closed/updated as necessary

6. LCLS Finance • Correcting Mischarges • Task is ongoing throughout the project; LCLS Finance works with SLAC Accounting to process corrective journals • The CAM is responsible for initiating requests for corrective journal entries

7. LCLS Finance • Correcting Mischarges, cont’d • Labor corrections handled via effort sheets • CAM has access to labor reports by charge code with the names of those charging to detect any erroneous charging • CAM works with LCLS Finance to obtain effort sheets • CAM provides correct charge code for effort sheet and a written explanation for the correction and signs off • LCLS Finance approves and works with SLAC accounting to process and confirm labor correction

8. LCLS Finance • Correcting Mischarges, cont’d • Non - labor corrections handled via correction journals • CAM has access to cost reports to detect erroneous charging • CAM provides page of cost report with the incorrect charge to LCLS Finance and provides the correct charge code and a written explanation for the correction and signs off • LCLS Finance approves and works with SLAC accounting to process and confirm non-labor correction

9. LCLS Finance • PO / MPO Closeout • PO monitoring is a task that is ongoing throughout the project • LCLS Finance teams with technical staff to determine amounts to accrue monthly • Accruals for each PO with a commitment larger than $100K are required by SLAC Accounting; LCLS also provides accruals for selected smaller PO's • LCLS Finance reviews PO's monthly at a minimum to ensure adequate funding in place and performance dates are updated as necessary

10. LCLS Finance • PO / MPO Closeout, cont’d • PO Closeout • Emphasis will be on accurate accruals as commitments should be decreasing • If purchase transaction complete, close out PO and de-commit any remaining funding • If purchase transaction is not complete, ascertain expected timing of receiving the services/deliverables and plan for closeout

11. LCLS Finance • PO / MPO Closeout, cont’d • Invoices • Ensure payments made against correct charge codes • Ensure performance period of invoice accurate • Ensure timely payment of invoices (if anything comes up we have more time to respond rather than waiting until the end)

12. LCLS Finance • PO / MPO Closeout, cont’d • MPO’s to close out • ANL • LLNL • LBNL • Careful funds tracking to ensure funding for MPO’s is accurate • ANL Spares activity

13. LCLS Finance • Transition with the Directorate as LCLS Project heads toward completion • Closeout LCLS Project and transition from project reporting to both project and operations reporting • Increased scrutiny of charging • Personnel will be re-deployed from LCLS Project to other lab activities; ensure accurate use of new charge codes • Monitor effort sheets and labor reports

14. LCLS Finance • Transition with the Directorate as LCLS Project heads toward completion • Ongoing transition to increasing support for the Directorate as new activities are funded (ARRA, LDRD, etc.) • Ongoing review of policies and procedures to identify best practices • Support updates to SLAC Accounting systems as necessary • LCLS Directorate transition from BIS req system to PSoft system underway; staff training complete