Tom Fornek LUSI DOE Review August 19, 2008 Management Overview p.1 LCLS Ultrafast Science Instruments (LUSI) T. Fornek – Project

Tom [email protected]

LUSI DOE Review August 19, 2008Management Overview p.1

LCLS Ultrafast Science InstrumentsLCLS Ultrafast Science Instruments (LUSI)(LUSI)

T. Fornek – Project ManagerAugust 19, 2008

Management Overview



Outline

Project Management OverviewScope & WBS OrganizationBaseline Development Funding ProfileProject ScheduleContingencyStaffingProcurementsRisk ManagementCD-2 Requirements

Summary



LUSI Project Philosophy

LUSI is a “Major Item of Equipment “ (MIE) Project delivering three LCLS scientific instrumentsUtilizes Integrated Project Teams and matrixed engineering LUSI team “owns the plan”

The P3/COBRA database is the sole source of the approved LUSI scope, cost and schedule work plan

Plan the work … Work the plan”. Emphasis on meeting schedules/milestonesChanges to the “plan” are approved through change control

LUSI Project is integrated with the LCLS Directorate.Transparent organizational structure and configuration managementMatrix supporting infrastructure from LCLS Directorate

LUSI seeking industrial solutionsLUSI utilizes MOUs with BNL (Detectors) and DESY (Split and Delay)LUSI identifies risks up-front (continuous over the project life)



LUSI Scope

LUSI will deliver:Three X-ray scattering instruments

XPP - X-ray Pump Probe

CXI - Coherent X-ray Imaging

XCS - X-ray Correlation SpectroscopyThe instruments will be assembled entirely at SLAC using SLAC technical staff

Project detailed scope is based onValue-managed decisionsAdvice from instrument teams

LUSI will provide instruments producing groundbreaking science



61 2 3

4 5

LCLSLUSIHEDS

Offset MonochromatorExp. ChamberDetector

Beam Transport

Near Experimental Hall Far Experimental Hall

XPPXCS CXI

AMOHEDS

Part of LCLS ProposedExternal Funds

SXRProposed External Funds

Project description (1)

Mono

X-ray Transport

SXR



Project description (2)

XPPWBS 1.2

LCLS AMO

XCS Offset MonochromatorWBS 1.5

X-ray transport tunnel (200 m)

XCSWBS 1.4

HEDS

CXIWBS 1.3

SXR imaging



Purpose of this review

Baseline (CD-2) status review for:WBS 1.1 – Project Management

WBS 1.2 – X-ray Pump Probe (XPP) instrument

WBS 1.3 – Coherent X-ray Imaging (CXI) instrument

WBS 1.4 – X-ray Correlation Spectroscopy (XCS) instrument

WBS 1.5 – Diagnostics and Common Optics

WBS 1.6 – Controls and Data Acquisition

WBS 2.0 – Other Project Costs (Spent)

Independent Cost Review per DOE O-413.3 (Part of this review)



LUSI WBS Organization

WBS TITLE

1.1 PROJECT MANAGEMENT

1.1.01 ES&H

1.1.02 Project Management

1.1.03 Technical Support

WBS TITLE

1.2 X-RAY PUMP PROBE (XPP)

1.2.01 XPP System Integration & Design

1.2.02 XPP X-ray Optics & Support Table

1.2.03 XPP Laser System

1.2.04 XPP Detector System (BNL)

1.2.05 XPP Sample Environment & Diffractometer System

1.2.06 XPP Facilities

1.2.07 XPP Vacuum System

1.2.08 XPP Installation

Product-based Components

Coordination & Integration

Installation

Typical Instrument WBS



DOE-HQH. Kung, Acquisition ExecutiveT.E. Kiess, Program Manager

DOE-SSOH. Joma

DOE Federal Project Director

SLACT. Fornek

LUSI Project ManagerDeputy - TBD

WBS 1.2 XPP IIT

D. Fritz(Instr. Scientist)

J. Langton( Lead Eng)

WBS 1.3 CXI IIT

S. Boutet(Instr. Scientist)

P. Montanez( Lead Eng)

WBS 1.4 XCS IIT

A. Robert(Instr. Scientist)

E. Bong - Acting(Lead Eng)

WBS 1.5 Diagnostics &

Common Optics

Y. Feng(Lead Scientist)

E. Ortiz(Lead Eng )

Instrument TeamLeaders (Advisory)

DOE-SSO Support

WBS 1.6

Data Acquisition & Controls

G. Haller(Lead)

LCLS Directorate SupportES&H, QA, Finance, EVMS,

Procurement…

EngineeringN. Kurita - Chief Engineer

Technical Configuration Control Committee (Scope

Decisions)

LUSI Integrated Project Team



Typical Integrated Instrument Team

WBS 1.2 X-ray Pump Probe

Instrument Scientist – D. FritzLead Engineer (CAM) - J. Langton

Eng/Design Support – J. DeLorJ. Defever

Detectors- N. van BakelDiag./Common Optics – Y. FengControls & DAQ – G. HallerES&H – M. ScharfensteinQA – D. Marsh

Instrument Team Leaders Sign Off on Instrument Physics Requirements Document

Instrument Team Leaders

K. Gaffney, D. Reis,T. Tschentscher, J.

Larsson



LCLS Directorate Support

Business Services – C. Lowe (mgr), W. Sisson (Finance), F. Fernandez, (Project Controls), D. Pindroh, (Procurement)

Michael Scharfenstein, ES&H Representative

Darren Marsh, QA Representative

Helen O’Donnell, Office ManagementSiony Matni, Administrative and Finance

Mechanical Engineering

Niels van Bakel – Detectors



Baseline Development Process

Define initial schedule and budget assumptions

Initial scope assumptions, WBS, WBS dictionary

Responsibility assignment and organization

Generate the schedule baseline estimateFinalize the Milestone Hierarchy and Dictionary, schedule activities, links, etc.

Load resources

Generate the resource loaded schedule

Compare to funding profile

Iterate until scope, schedule, costs match yearly funding, stakeholder requirements and good management practice

Major driver is early science for the instruments



LUSI Cost Baseline

Base Cost (BCWS) $42.13 M

Contingency $12.97 M

TEC $55.10 M

OPC $4.90 M

TPC $60.00 M



LUSI Project Funding Profile

LUSI Funding Profile (AYM$)

PriorYrs

FY07 FY08 FY09 FY10 FY11 FY12 Total

MIE 0.50 6.00 15.00 15.00 13.50 5.10 55.10

OPC 3.40 1.50 4.90

Total 3.40 2.00 6.00 15.00 15.00 13.50 5.10 60.00



$-

$3,000,000

$6,000,000

$9,000,000

$12,000,000

$15,000,000

$18,000,000

$21,000,000

$24,000,000

$27,000,000

$30,000,000

$33,000,000

$36,000,000

$39,000,000

$42,000,000

$45,000,000

$48,000,000

$51,000,000

$54,000,000

$57,000,000

FY07-Q

4

FY08-Q

1

FY08-Q

2

FY08-Q

3

FY08-Q

4

FY09-Q

1

FY09-Q

2

FY09-Q

3

FY09-Q

4

FY10-Q

1

FY10-Q

2

FY10-Q

3

FY10-Q

4

FY11-Q

1

FY11-Q

2

FY11-Q

3

FY11-Q

4

FY12-Q

1

FY12-Q

2

FY12-Q

3

FY12-Q

4

Contingency1.6 - Controls1.5 - DCO1.4 - XCS 1.3 - CXI1.2 - XPP1.1 - Program MgmtFunding

BA Plan & Obligation ProfileAssumed BA Profile

08Q1

08Q2

08Q3

08Q4

09Q1

09Q2

09Q3

09Q4

10Q1

10Q2

10Q3

10Q4

11Q1

11Q2

11Q3

11Q4

12Q1

12Q2

12Q3

12Q4

.5M

6.5M

6.5M

6.5M

8.0M

9.5M

21.5M

21.5M

40.5M

40.5M

40.5M

40.5M

50.5M

50.5M

50.5M

50.5M

55.1M

55.1M

55.1M

55.1M

•LUSI is funding-limited in Q1,Q2 of FY09.



LUSI Resource Loaded Schedule

The LUSI resource-loaded schedule comprises ~3,900 tasks.

64 Control AccountsLUSI uses Primavera (P3) as its scheduling tool with COBRA as the cost processor.

SLAC has successfully delivered with P3/COBRA (PEP-II, GLAST, SPEAR-III, LCLS).Significant supporting documentation for LUSI base costs. .

A WBS Dictionary defines the scope of work at the lowest WBS level (typically Level 4/5).Contingency is assessed at the lowest WBS.

Design Maturity & Judgment Factor (risk-based)Work schedule, commitments and resource profiles are derived from the resource-loaded schedule.



Critical Decision Milestones CD-0 - Mission Need - Approved Aug 2005CD-1 - Alternative Selection and Cost Range – App’d Sep 2007CD-2 - Approve Performance Baseline - planned Oct 2008Utilize Phased CD-3 and CD-4 MilestonesCD-3 - Approve Start of Construction

CD-3A – XPP - scheduled Jul 2009CD-3B – CXI - scheduled Apr 2010CD-3C – XCS - scheduled Oct 2010

CD-4 - Approve Start of OperationsCD-4A – XPP - scheduled Dec 2010CD-4B – CXI - scheduled Sep 2011CD-4C – XCS - scheduled Aug 2012

Baseline assumes long lead procurement approval for XPP and CXI received by November, 2008

These are baseline dates.Funding profile preventscombining CD-3s – We

are trying to obtainearlier funding

Early science begins withseparate CD-4A, CD-4B



Key Cost/Schedule Assumptions

ScheduleSix month Continuing Resolution in FY 2009Staffing can be secured to meet schedule requirementsLCLS milestone dates for LUSI tie-ins are met

CostSix month continuing resolution in FY 2009Three month continuing resolution in succeeding yearsEscalation rates used are 2.3% non-labor and 4% labor.



LUSI Project Summary Schedule

=Level 1 & 2 DOE

=Level 3 Project Ready

XCS

FY12FY07

XPP

CXI

FY08 FY09 FY10 FY11

Ready for CD-4bApr 2011

Ready for CD-4cMar 2012

Ready for CD-4aJul 2010

Ready for CD-3cFeb 2010

Ready for CD-3bOct 2009

Ready for CD-3aFeb 2009

CD-2 ReviewAug 2008

CD-1 ApprovalSep 2007

Design Procure / Fab / Assy / Install (Components not part of CD-4a)

Procure / Fab / Assy / Install (Comp. not part of CD-4b)

Procure / Fab / Assy / InstallDesign

Design



Schedule Contingency

Float XPP – 75 working days to CD-4ACXI – 95 working days to CD-4BXCS – 80 working days to CD-4C (No funding constraints - 182 days)

Critical PathXPP

Diffractometer design, fabrication & installationCXI

1 micron K-B mirror systemXCS

Delayed design effort due to fundingDiagnostic and common optics components delayed procurementsComponent assembly and installation



Project Contingency

“Bottoms-up” contingency estimate $11.3M on $39.22M ETC

Available contingency in proposed baseline is $12.8

Contingency is managed at the project level

Annual comprehensive ETC and contingency update



Staffing (FTE)

0

5

10

15

20

25

30

35

FY09 FY10 FY11 FY12

Planned StaffCurrent Staff

Plan for staffing ramp-up1. AMO & other LCLS Engineers available to LUSI in September (~5

FTE)2. Seeking Deputy Project Manager



Control Account Managers

WBS Control Account Mgr CntrlAccts

Work Pkgs

Budget

1.1 PM T. Fornek (Acting) 6 12 $5.5M1.2 XPP J. Langton (WO

Detect)10 44 $4.5M

1.3 CXI P. Montanez 11 45 $9.5M1.4 XCS E. Bong (WO Detect) 12 41 $5.7M1.5 D&CO E. Ortiz 10 39 $6.4M1.6 Cntrls & DAQ

G. Haller 20 289 $7.2M

1.2.3 + 1.4.3 Detectors

N. Van Bakel 8 9 $3.5M



LUSI Procurement Planning

LUSI employs established SLAC procurement

procedures

LUSI uses the LCLS procurement cell

Weekly LCLS/LUSI procurement status meeting with

David Pindroh, LCLS Procurement

LUSI Advanced Procurement Plans exist



$1 M

$2 M

$3 M

$4 M

$5 M

$6 M

$7 M

FY09 Q1&Q2 FY 10 FY 11

Yearly Procurements ($M)

Procurements



Long Lead & Major Procurements

Long Lead ProcurementsXPP Diffractometer/Detector Mover Components $ 730K

CXI 1.0 Micron KB Mirror System $ 970K

Other Major ProcurementsCXI 0.1 Micron KB Mirror System $ 970K

XCS Diffractometer System $ 517K

XCS Detector Mover $ 689K

Large Offset Monochromator $1,160K

XPP Ti-Sapphire Power Amplifier $ 245K



LUSI MOUs

Brookhaven National Laboratory – Detector Systems for XPP and XCS Instruments

ETC - $1.1MXPP Detector System:

Estimated Delivery – January, 2010Cost to date $1.8M (OPC)

XCS Detector System:Estimated Delivery – September, 2011Estimated Cost – $1.8M

DESY Split and Delay System

Long-Term Loan arrangement



Risk Management

LUSI Follows the LCLS Risk Management Plan and uses the LCLS Risk Registry

LCLS Project Management Document 1.1-002Risk is considered in cost contingency Risk identification, assessment and mitigationFirst risk registry update meeting July 31, 2008

Major RisksAnnual funding - Continuing ResolutionsForeign procurements – Dollar fluctuation, sole sourceLoss and/or availability of critical personnelCXI mirror delivery, performanceXCS Monochromator performance



DOE 413.3A CD2 RequirementsEstablished Perfomance Baseline

Completed – Includes Key Performance ParametersUpdated Project Execution Plan

Ready for signature pending CD-2 CommentsANSI/EIA-748-A-1998 Compliant EVMS

SLAC EVMS certifiedIndependent Project Review/Cost Review

EIR lines of inquiry will be addressed by this CD-2 ReviewThe Quality Assurance Program must fully address all applicable Quality Assurance Criteria as defined in 10 CFR 830 Subpart A and DOE O 414.1C.

SLAC Document PM-391-000-01-R0 released in July ’07. Consistent with DOE Order 414.1C and the SLAC Office of Assurance “Quality Implemention Procedure Requirements “SLAC-I-770-0A17S-001-R000”



DOE 413.3A CD2 RequirementsPrepare a Preliminary Design

Completed Conduct a Preliminary Design Review

Completed for XPP, CXI and XCSHazards Analysis Report

Completed (PM-391-001-34 R0)Update the Preliminary Security Vulnerability Assessment Report.

CD-1 report still valid



EIR Lines of InquiryEIR ELEMENT COMMENT CD2 Ready1. Work Breakdown Structure PM-391-000-96 (Structure)

2. Project Cost & Res Loaded Sched This presentation & Project Controls/EVMS presentation

3. Key Proj Cost & Sched Assump This presentation

4. Critical Path Project Controls/EVMS presentation

5. Risk Management This presentation and Management breakout

6. Funding Profile This presentation

7. Project Controls/EVMS Project Controls/EVMS presentation

8. Basis of Design Engineering presentation

9. Design Review Engineering presentation

10. System Functions & Reqs Engineering presentation

11. Sustainability Not applicable

12. Hazards Analysis PM-391-001-01

13. Value Management/Engineering LUSI Value Management Plan (Doc No. PM-391-000-02)

14. Start-up Test Plan SP-391-001-15, -16, -17 (XPP, CXI, XCS)

15. Project Execution Plan Draft ready for signature pending CD-2 review changes

16. Acquisition Strategy Approved September, 2007

17. Integrated Project Team This presentation & the PEP



In Conclusion

Project Cost, Schedule and Scope Baselines are in Place and Fit the Funding ProfileIntegrated Project Team is in PlaceRisks are Identified and Steps Have Been Taken to Reduce Risk Where PossibleContingency is ReasonableLUSI is ready for CD-2

Documents

Tom Fornek LUSI DOE Review August 19, 2008 Management Overview p.1 LCLS Ultrafast Science Instruments (LUSI) T. Fornek – Project