DOE Review of the LCLS Project

1. DOE Review of the LCLS Project LCLS Project Controls & Prep for Long-Lead Procurements M. Reichanadter / SLAC

2. Outline • LCLS Project Controls • LCLS Project Management Plan (PMP) • LCLS Quality Implementation Plan (QIP) • LCLS Risk Management Plan (RMP) • Summary of Project Controls • LCLS Preparation for LLP • LCLS Advance Procurement Plan (APP) • LCLS Long-Lead Procurements • Summary

3. LCLS Project Management Plan • Project Management Plan (Draft) • signed by ANL, LLNL & SLAC Directors • Orgs (SLAC, Coll, DOE, LCLS) • Project Management • Roles & Responsibilities • Communication / Coordination • Configuration Management

4. LCLS L1 / L2 / L3 Milestones • LCLS uses a hierarchy of milestones for reporting. • L1 - Reported to DOE-HQ • (SC-1) • L2 - Reported to DOE-SSO • (LCLS Federal Project Director) • L3 - Reported to LCLS PO • (LCLS Project Director) • L1, L2, & L3’s are reviewed and monitored regularly by the LCLS PO. • Currently we have; • 7 L1 milestones • 34 L2 milestones • ~129 L3 milestones • under configuration control.

5. LCLS Change Control Board • Technical/Change Control Board • Members are leaders of subsystems, PM, procurement, project controls, QA • Review of all BCR’s for: • Cost changes >$100K • L2 milestone changes > 1 month • Technical interfaces or performance changes • CCB provides advice/recommendation to Project Management. • CCB meets monthly to address BCR actions and evaluate overall performance, variances, and overall project status.

6. LCLS BCR Thresholds

7. Current LCLS Authority Levels Prior to FY05, signature levels will be increased to; LCLS PD $100K SLAC CE $25K SLAC Sys Mgrs $15K ANL/LLNL PDs $100

8. Quality Implementation Plan • Describes the roles and responsibilities of key managers for implementing and assuring quality processes on the LCLS . • Identifies control of LCLS technical, drawings, and document specifications and signature process. • Describes quality assurance and management as it is applied to the LCLS Project.

9. LCLS Technical Specifications These define the technical baseline of the LCLS. Under configuration mgmt

10. LCLS Drawing Management

11. ANL & LLNL QIP Quality standards at ANL / LLNL / SLAC are comparable

12. QIP Roles & Responsibilities Lab Director approves QIP and approves budgets/staffing Project Director approves QIP and recommends budget/staffing

13. LCLS Risk Management • The LCLS RMP describes the process to identify, quantify, assess and develop management strategies for known risks to the LCLS project. • Some Known Risks at ANL • Vacuum Chamber, Mach Protection System • RF BPM Timing • Undulator Delivery Schedule • Some Known Risks at LLNL • Gas & Solid Attenuators • Imager Noise & Backgrounds • Some Known Risks at SLAC • Overall Project Cost, Schedule Coordination • Laser, RF Gun, Injector Emittance • Alignment, Mag Meas Facility • Construction (Market Forces, Tunneling, CM) • Safety (we do not plan to matrix safety)

14. Risk Management Basis From the GRD we identify technical (design, procurement, ES&H, mission), cost & schedule risks.

15. Roles & Responsibilities Risk Identification and Assessments will be evaluated every six months by the CCB. The PO keeps the registry current and monitors the identified risks monthly.

16. LCLS Risk Registry Risk Registry provides a list of known risks to be monitored while active. Reviewed and updated semiannually Readable copies of the Risk Registry are available in the LCLS Project Office

17. Risk Assessment & Management Anyone can fill these out at any time and submit to PO, though they are typically done by the LCLS System Managers

18. How do we keep control of the project? • What are we doing? Single source of cost/schedule baseline data: LCLS WBS (P3) • Technical Specifications (GRD, PRDs, ESDs, ICDs, (see LCLS QIP) (Single Source) • Signature authority on Procurements • Regular Design Reviews (reduce risk) • Plan the work … Work the plan … Need to change the plan? → BCR → work new plan • How are we doing? Earned-Value Performance Management • Monthly Status on % Complete • Actual cost tracking versus budgets • Cost / Schedule Variances (PARS) – Emphasize meeting schedules, costs track closely. • L1, L2, L3 Milestone Reporting • Monitor Critical Path and Float • Contingency Usage / Risk Management • Who is doing what? Communication & Coordination • Weekly / Monthly LCLS Management and Physics Meetings • Weekly/Monthly/Quarterly LCLS/DOE Meetings • LCLS Monthly Report • ANL-LLNL-SLAC MOU • Inter-Laboratory Coordinating Council (ILCC) • LCLS Website (for all official documentation) • Need Help? • $$ - Contingency solves alot, though not all problems • Resources @ ANL/LLNL/SLAC via the ILCC

19. Review, review, review • Department of Energy Authorization/Reviews (DOE O 413.3-1) • LCLS Project Reviews (FAC, SAC) + ad hoc • LCLS System Reviews (TDRs, Civil Const design reviews, workshops, component design reviews) • Software Reviews (Controls, Network) • Safety Analysis (PSAD, FSAD) • Accelerator Readiness Review (ARR) • Quality Assurance and Compliance Audits (SLAC, LCLS) • Self Assessment Program (LCLS) • Subcontractor Assessment (UTRs) • Citizen’s Committee Review (SLAC Safety & Design) • Environment, Safety and Health (PPS, Rad Safety, Fire Prot.) Expert peer review helps to ensure quality for “beyond the state of the art” projects

20. LCLS Advance Procurement Management Plan • Describes the roles and responsibilities of the key managers for LCLS procurements. • LCLS Chief Engineer • Dedicated Procurement Officer • $100K Authority for LCLS Purchases • LCLS Procurement Expediter • LCLS Fabrication Expediter • Biweekly meetings SLAC Pur/LCLS • Currently meeting weekly to ensure good coordination and communication • Identifies critical procurements and signature authority levels for LCLS procurements. • Critical Procurements List

21. Long-Lead Procurements LCLS Critical Procurements-r6 Sufficient time allotted for critical procurements

22. LCLS Procured Materials and Services-Lab • Lab Procurement efforts are decentralized • SLAC ~$15M/yr • ANL FY06-FY07 SC Undulators • LLNL modest procurements of mostly commercial items

23. LCLS Procured Materials and Services-Type Assumes T3 construction is done externally and phase-funded. FY06-07 SubC’s are for undulator assembly.

24. LCLS Long-Lead Procurements • All LLP’s have been reviewed during LCLS TDR’s. • Laser system includes a large number of small procurements + system integration. • Laser and Conv Fac are most critical to maintaining schedule. • Sufficient time has been built into the LCLS schedule to provide for the procurement process. • Contingency on LLP ~31% • Subsequent talks will provide detailed plans for our FY05 procurements.

25. Summary • LCLS management controls and team are in place. • LCLS EVMS is tracking performance on the full integrated TPC of the LCLS. • Procurements are identified in the project file with sufficient time for placing contracts. • We are ready for CD-2b / CD3a. • Areas to work on in next 6 months; • Hire key personnel • Identify even more FY05 hires • Prepare FY05 long-lead procurements • Have a construction organization, schedule and procurement strategy ready by Mar05. Construction start is ~1 year away!

26. End of Presentation

27. LCLS Authorization @ ANL,LLNL

28. DOE Signature Approval for LCLS Procurements • Hanley Lee + ANL/LLNL/SLAC DOE CO signatures required for the larger LCLS procurements. • Civil • Undulators • PMCS (maybe)

29. Make versus Buy Outsourcing commercially-available and high lot components is compelling. Save $, schedule, reduce risk and avoid resource spikes.

30. What makes a procurement critical? All Critical Procurements are identified in P3 with a CRIT to identify the start of the APP process.