sPHENIX Director’s Review · • Baseline Reports – Cobra/Primavera cost and schedule • EVMS Measurement and Reports/Graphs • CPR – Cost Performance Report • Variance

sPHENIX Director’s Review

March 6-8, 2018

BNL

Irina Sourikova

Risk Mitigation, Risk Registry and

Plans for EVMS

sPHENIX Risk Management • Integral part of Project Management

• Aims at bringing attention to problem areas and developing risk mitigation plans in advance

• sPHENIX Risk Management Plan (RMP)

Defines roles and responsibilities

Describes risk management process

Outlines common risk mitigation strategies

Documents Risk Registry

Documents risk communications

• Risk Registry and Mitigation Plans Review on 1/30/2018 by

Diane Hatton, NPP Directorate

Erik Johnson, NSLS-II

Steve Hulbert, NSLS-II

Julian Adams, NSLS-II

• Comments from the review have been all implemented.

2 March 6, 2018 sPHENIX Director's Review

sPHENIX Risk Management (cont) • Risk Registry has been developed by breaking down risks by WBS structure and into categories:

– Cost

– Schedule

– Technical/Scope

• Risk analysis for all stages of the MIE and parallel activities:

– Design, R&D, Procurement, Production, Installation

• Infrastructure, Integration and Installation also considered

• Continuous risk reevaluation

– Last revision Feb 2018

– Five risks have been already retired

– Risk ranks have been reassigned a few times • Risk Registry has opportunities


• Risk attributes: – Unique ID

– Owner

– WBS

– Name

– Trigger

– Consequences

– Timeframe

– Probability

– Impact (cost in $, schedule in days, scope/technical)

– Weighted cost impact (calculated)

– Weighted schedule impact (calculated)

– Rank (function of probability and impact)

– Mitigation plan

– Status

– Retirement date

– Retirement comments

sPHENIX Risk Management Board (RMB)


• RMB will meet monthly after CD-1

• All types of risk will be tracked

– Cost

– Procurement

– ES&H

– Human resource coordination

– Schedule

– Scope

• Broad expertise will ensure timely problem resolution

Project Director,

chair Project

Manager

Business Ops Reps

ES&H Manager

Project Controls Manager

Co-spokespeople when needed

Resource coordinator

L2 managers

Federal Project Director

sPHENIX Risk Register: Risk Impact & Probability


SBMS example tailored for sPHENIX

sPHENIX Risk Register: Cost Summary


sPHENIX Risk Register: Risk Cost Summary


• Total weighted risk cost impact is $990,428 as of March 2018.

• The sum of risk cost and estimate uncertainty cost does not exceed sPHENIX contingency.

• Our biggest cost risk is the ‘unknown unknowns’ for which we allocated $408,838.

• Next on the list is the funding profile stretch with $250,000 weighted cost which we have to accept.

sPHENIX Risk Register: Schedule Summary


sPHENIX Risk Register: Schedule Risk Summary


• Currently the biggest schedule risk is funding profile stretching. Its weighted impact is 9 month .

• All other schedule risks could be absorbed by the schedule contingency.

sPHENIX Risk Register: Mitigation Plans 1






sPHENIX EVMS Plans


• sPHENIX will be managed under the DOE order 413.3 B and implement EVMS.

• sPHENIX experts in 413.3 B and EVMS include:

– Glenn Young

– Cathy Lavelle

– Rich Grubb

– Eric Menter

• sPHENIX PM and L2 managers (serving as CAMs) are all EVMS trained: – Sep 2015: Ed O’Brien, Eric Mannel, Jim Mills, John Lajoie, Irina Sourikova

– Jun 2017: Christine Aidala, Mickey Chiu, Ed Desmond, John Haggerty, Tom Hemmick, Jin Huang, Ming Liu, Sasha Milov, Rob Pisani, Martin Purschke, Julia Velkovska, Craig Woody

• Project Controls are P6 trained and PMP certified

• BSA Contractor Certification for BNL Site Received Sept 15, 2008

• DOE PARS-II Certification August 2010

• DOE Recertified EVMS Surveillance Review held December 2011

• Annual EVMS Internal Surveillance Reviews Conducted – May 2014

• Resulted in BSA EVMS Recertification May 2014

• Conducted Internal Review June 2015

• DOE Review Oct 2016

• Certification Apr 2017

March 6, 2018 sPHENIX Director's Review 14

BNL EVMS Certification


BNL Manages Projects with Proven Systems and Software


Monthly Reporting Calendar

Project Management Web-based Reporting Tools

• We plan to manage EVMS documents in IPD database.


• Baseline Change Control in Integrated Project Database (IPDv2)

• Configuration Management

• Externally directed changes

• Internal change process defined:

- Project Execution Plan

- Configuration Management Plan,

- Project Controls Manual

• Change Control Process

- Project Change Requests (PCRs) Approvals

- Change Control Logs

- Project Contingency/Management Reserve Logs

• Variance Analysis

- Thresholds for reporting variances

- Analysis, Approval and Reporting


Change Control & Variance Reporting in IPD

Thresholds defined in PEP/Sharepoint


Variance Analysis in IPD

• WBS – Work Breakdown Structure /Dictionary • Organization Chart • Responsibility Assignment Matrix (RAM) • Control Accounts defined • Work Authorization - Control Account Plans • Baseline Reports – Cobra/Primavera cost and schedule • EVMS Measurement and Reports/Graphs • CPR – Cost Performance Report • Variance Analysis • Schedules/Milestones • Estimates at Completion • Project Change Requests


CAM Notebook in IPD

http://ipd.ls.bnl.gov/

• EVMS preparation is advanced • sPHENIX Management and L2 managers (serve as CAMs) are

trained in EVMS • RLS is in P6 • CAMs have strong ownership of their schedules • CAMs have been updated RLS status monthly since October 2017 • Established good working relationships with business ops

representative to pull PeopleSoft data • Most P6 codes are set up for EVMS reporting • Variance analysis and change control process will start after

sPHENIX is baselined, 3-4 month before CD-2


sPHENIX EVMS plans summary

• sPHENIX is a first EVMS project for all CAMs. • Unknown unknowns are always a risk and a concern.


Issues and concerns