tom fornek lusi doe review august 19, 2008 management overview p.1 lcls ultrafast science...
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Tom Fornek LUSI DOE Review August 19, 2008 Management Overview p.3 LUSI Project Philosophy LUSI is a “Major Item of Equipment “ (MIE) Project delivering three LCLS scientific instruments Utilizes 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/milestones Changes to the “plan” are approved through change control LUSI Project is integrated with the LCLS Directorate. Transparent organizational structure and configuration management Matrix supporting infrastructure from LCLS Directorate LUSI seeking industrial solutions LUSI utilizes MOUs with BNL (Detectors) and DESY (Split and Delay) LUSI identifies risks up-front (continuous over the project life)TRANSCRIPT
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
LUSI DOE Review August 19, 2008Management Overview p.2
Outline
Project Management OverviewScope & WBS OrganizationBaseline Development Funding ProfileProject ScheduleContingencyStaffingProcurementsRisk ManagementCD-2 Requirements
Summary
LUSI DOE Review August 19, 2008Management Overview p.3
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 DOE Review August 19, 2008Management Overview p.4
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
LUSI DOE Review August 19, 2008Management Overview p.5
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
LUSI DOE Review August 19, 2008Management Overview p.6
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
LUSI DOE Review August 19, 2008Management Overview p.7
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 DOE Review August 19, 2008Management Overview p.8
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
LUSI DOE Review August 19, 2008Management Overview p.9
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
LUSI DOE Review August 19, 2008Management Overview p.10
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
LUSI DOE Review August 19, 2008Management Overview p.11
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
LUSI DOE Review August 19, 2008Management Overview p.12
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 DOE Review August 19, 2008Management Overview p.13
LUSI Cost Baseline
Base Cost (BCWS) $42.13 M
Contingency $12.97 M
TEC $55.10 M
OPC $4.90 M
TPC $60.00 M
LUSI DOE Review August 19, 2008Management Overview p.14
LUSI Project Funding Profile
LUSI Funding Profile (AYM$)
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
LUSI DOE Review August 19, 2008Management Overview p.15
$-
$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 DOE Review August 19, 2008Management Overview p.16
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.
LUSI DOE Review August 19, 2008Management Overview p.17
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
LUSI DOE Review August 19, 2008Management Overview p.18
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 DOE Review August 19, 2008Management Overview p.19
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
LUSI DOE Review August 19, 2008Management Overview p.20
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
LUSI DOE Review August 19, 2008Management Overview p.21
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
LUSI DOE Review August 19, 2008Management Overview p.22
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
LUSI DOE Review August 19, 2008Management Overview p.23
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 DOE Review August 19, 2008Management Overview p.24
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
LUSI DOE Review August 19, 2008Management Overview p.25
$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
LUSI DOE Review August 19, 2008Management Overview p.26
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 DOE Review August 19, 2008Management Overview p.27
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
LUSI DOE Review August 19, 2008Management Overview p.28
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
LUSI DOE Review August 19, 2008Management Overview p.29
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”
LUSI DOE Review August 19, 2008Management Overview p.30
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
LUSI DOE Review August 19, 2008Management Overview p.31
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
LUSI DOE Review August 19, 2008Management Overview p.32
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