Mu2e Working Group Meeting

Mu2e Working Group Meeting

March 17, 20101:00– 2:30 PM

Snake Pit

OPMO-Dean Hoffer 17-Mar-2010 Mu2e WGM 2

Agenda

1. Revisit Purpose of PM Working Group Meetings [Dean Hoffer]

2. Overview of Mu2E Project and Current Status of Project Development [Ron Ray]

3. Status of Solenoids [Mike Lamm]

4. WBS considerations [Dean Hoffer]

5. Project Organization Formation and Collaboration Support Discussion [Dean Hoffer / Ron Ray]

6. Overview of Preparations for Critical Decision Process [Dean Hoffer]

7. Project Timeline [Dean and All]

8. Discuss Next Meeting [Dean Hoffer]


Fermilab’s Project

Management System Lifecycle


Purpose of Working Group Meetings

• Mentor Project Teams in Project Management Processes and DOE Requirements

• Guide projects through CD-0,1, 2 and 3 process• Ensure projects are ready for Director’s and DOE

Reviews • Facilitate open communication to address problems

– Meetings include project office personnel, Control Account Managers, Directorate that oversee the project, the DOE Federal Project Director, DOE OHEP Program Manager, OPMO, ES&H, Procurement and other support personnel


Typical DOE Acquisition Management System for Line Item Projects

• Figure 1 from DOE O 413.3A

Pre-conceptualPlanning

ConceptualDesign

PreliminaryDesign

FinalDesign Construction


DOE O 413.3AActions

Authorized by Critical

Decision Approvals



Matrix Links

• Critical Decision Matrixhttp://www.fnal.gov/directorate/OPMO/DOE/o413/CD_Actions_Authorized.pdf

• Decision/Approval Matrixhttp

://www.fnal.gov/directorate/OPMO/DOE/o413/project_decision_matrix.pdf

http://www.fnal.gov/directorate/OPMO/DOE/o413/CD_Actions_Authorized.pdf

http://www.fnal.gov/directorate/OPMO/DOE/o413/CD_Actions_Authorized.pdf

http://www.fnal.gov/directorate/OPMO/DOE/o413/project_decision_matrix.pdf




OPMO Website and Procedures• OPMO Main Webpage:

http://www.fnal.gov/directorate/OPMO/OPMOhome.htm• OPMO Procedures:

http://www.fnal.gov/directorate/OPMO/PolProc/home.htm– FRA Earned Value Management System Description– 12.PM-001 Project WBS, OBS, RAM– 12.PM-002 Control Accounts, Work Packages, Planning

Packages– 12.PM-003 Work Authorization– 12.PM-004 Project Scheduling– 12.PM-005 Cost Estimating– 12.PM-006 Monthly Status and Reporting– 12.PM-007 Change Control– 12.PM-008 EVMS Surveillance & Maintenance

• Ron Ray’s Project Overview Presentation• Mike Lamm’s Solenoids Presentation



First steps in developing the WBS

• Need to define the project scope based on what needs to be delivered to perform the experiment to meet the mission need

• Develop Deliverable based Work Breakdown Structure (WBS)

• Generate Work Breakdown Structure Dictionary, which defines what is being delivered

WBS Development

• Factors in Developing Appropriate Level– If multiple Institutions are performing portions of the

same work (i.e. assembly factories)– Level appropriate to manage / analyze progress and

evaluating cost variances– Color of Money (R&D/OPC, PED, Line Item) also

ARRA – (conceptual, preliminary, and final design)


WBS Example


Project Organization Formation and Collaboration Support

• Project– Responsible to deliver a defined scope of work that will allow the

collaboration to conduct an experiment to meet the science stated in the approved Mission Need

– Staff the project to deliver the project scope within budget and on schedule

• Collaboration– Develop the criteria/ requirements /specification of the

equipment that the project is to design, build and install for the collaboration to perform the experiment to meet the Mission Need

– Supplier of resources to help staff the project organization



Project Staffing (Potential Positions/Responsibilities)

• Project Scientist or Director• Deputy Project Scientist or Director• Project Manager• Deputy Project Manager• Subproject Technical Managers (i.e. Level 2)• Subproject Technical Leads (i.e. Level 3)• Project Controls (Schedule and EVMS)• Project Budget Manager/ Specialist Senior/ Specialist• Project Engineers (Mechanical, Electrical/Electronics, Civil)

• System Integration Engineer• Project Chemist• Project Procurement Administrator/Specialist• Project ES&H• Project Administration• Control Account Mangers (CAMs)• Project Integration Manager• Project Risk Manager• Project Configuration Manager• Project Quality Manager• NEPA Coordinator• Project Webmaster• Project Database Manager


Steps Toward CD-1

• Create and Maintain Key Assumption Document. – This document help define what is and is not

in the scope of the project– NOvA example has the following sections-

Cost, Schedule, Technical and Programmatic• Develop realistic Cost and Schedule

Range.


Critical Path to get through CD-1

• Complete Conceptual Design and documenting it in the Conceptual Design Report (CDR)

• Developing a Resource Loaded Schedule (RSL) and Cost Estimate (includes BOEs and risk driven cost and schedule contingency)

• Developing Required Project Management Documents (i.e. PEP, PMP, CDR, TDR, Acquisition strategy, Preliminary Hazard Analysis, Configuration Management Plan, Value Management Plan, Risk Management Plan, etc.)

CD-1 Documents

• Preliminary Project Execution Plan (PEP)• Acquisition Strategy• Conceptual Design Report (CDR)• Baseline Range and Resource Loaded Schedule• Configuration Management Plan• Preliminary PMP• Preliminary Hazard Analysis Report• Assumptions Document• Preliminary Risk Management Plan and Risk Assessment• QA Program • Value Management Documentation


Factors in developing CD timeline

• Director’s Reviews (Design 2-3 months, PM 4-6 weeks) before DOE Review

• DOE Independent Project Reviews – IPRs (Lehman Reviews – 1 month + before EIR)

• External Independent Review – EIR (for projects less than $400M to $100M prior to CD-2) 2-3 months before ESAAB

• ESAAB (month + before CD Approval)



Nov 2009 Mar 2017

Jan 2010 Jan 2011 Jan 2012 Jan 2013 Jan 2014 Jan 2015 Jan 2016 Jan 2017

Mu2e Project Timeline forCritical Decisions & Reviews

Updated 16-Mar-10

11/25/2009(Actual)SC1/AE

ApprovedCD-0

12/16/2016Q1FY17

CD-4

Nov 2010Director's

Design Review for CD-1

Jul 2013Director's

Design Readiness & PM Review

CD-3

Nov 2013ESSAB and AE

ApprovesCD-3Sep 2013

DOE ReviewCD-3

Jun 2012DOE

ReviewCD2 (3a?)

May 2011ESSABand AE

ApprovesCD-1

Mar 2011DOE

ReviewCD-1

Feb 2011Director'sPM CD-1 Review

Nov 2012ESSABand AE

ApprovesCD-2 (3a?)

Feb 2012Director'sDesign Review

CD-2 (3a?)

Apr 2012Director's

PM ReviewCD-2 (3a?)

Jul 2012EIR

Jun 2012Request

EIR


Next Meeting

• 3rd Wednesday each month from 1:00 – 2:30 PM

• Next Meeting 21-Apr