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LUSI MANAGEMENT OVERVIEW

LUSI MANAGEMENT OVERVIEW. Thomas Fornek Project Manager April 20-22, 2009. Provided Material. Location http://www-ssrl.slac.stanford.edu/lcls/doe_reviews/2009_april_lusi/index.htm Items Project Management Documents

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LUSI MANAGEMENT OVERVIEW

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  1. LUSIMANAGEMENT OVERVIEW Thomas Fornek Project Manager April 20-22, 2009

  2. Provided Material • Location • http://www-ssrl.slac.stanford.edu/lcls/doe_reviews/2009_april_lusi/index.htm • Items • Project Management Documents • PEP, Risk Registry, Schedules, Detailed Cost Estimate, February Monthly Report • Procurement Documents • APP Status Log, Statements of Work, Specifications • Interface Control Documents • Instrument Team Documents • October meeting reports, Draft Letters of Understanding • Update of CD-2 Responses to Recommendations • Design Status • Design Review Reports

  3. PART 1 LUSI STATUS REVIEW

  4. LUSI WBS Organization

  5. Project description (1) Near Experimental Hall X-ray Transport Far Experimental Hall 1 3 2 5 4 6 XCSMono SXR AMO XPP XCS CXI H6 Installation Part of LCLS Part of LCLS FES ARRA Funds Beam Transport LCLS Offset Monochromator Exp. Chamber Detector LUSI H6

  6. Project description (2) CXI WBS 1.3 X-ray transport tunnel (200 m) XCS WBS 1.4 XPP WBS 1.2 LCLS SXR XCS Offset Monochromator WBS 1.5 H6 LCLS AMO

  7. LUSI Integrated Project Team DOE-HQ H. Kung, Acquisition Executive T. Brown, Program Manager DOE-SSO Support DOE-SSO H. Joma DOE Federal Project Director Instrument Team Leaders LCLS Directorate Support ES&H, QA, Finance, EVMS, Procurement… SLAC T. Fornek LUSI Project Manager Deputy – R.M. Boyce Technical Configuration Control Committee (Scope Decisions) Installation Manager B. Poling WBS 1.2 XPP IIT D. Fritz (Instr. Scientist) J. Langton ( Lead Eng) N. van Bakel (Detectors) WBS 1.3 CXI IIT S. Boutet (Instr. Scientist) P. Montanez ( Lead Eng) N. van Bakel (Detectors) WBS 1.4 XCS IIT A. Robert (Instr. Scientist) E. Bong (Lead Eng) N. van Bakel (Detectors) WBS 1.5 Diagnostics & Common Optics Y. Feng (Lead Scientist) E. Ortiz (Lead Eng ) WBS 1.6 Data Acquisition & Controls G. Haller (Lead) P. Anthony (Alternate)

  8. LUSI Cost Baseline

  9. Interface/Stakeholder Management • Weekly LUSI Project Meetings • Weekly Meetings with DOE-SSO • Teleconferences every two weeks with DOE-HQ • LCLS-SSRL Joint User’s Meeting in Oct. 08 • Coherence Workshop in October 2008 • Team Leader Meetings (XPP, CXI and XCS) in October 2008 • Team Leader Representatives at FIDRs • XPP Completed in February • CXI, XCS planned for June • Weekly Meetings Started between XPP and Controls • Detectors • Weekly Telecon with BNL • Weekly Telecon with Cornell • Interface Meetings with LCLS XFD every two weeks • LCLS/LUSI management meetings in the off weeks

  10. Critical Decision Milestones • CD-0 - Mission Need - Approved Aug 2005 • CD-1 - Alternative Selection and Cost Range – App’d Sep 2007 • CD-2 - Approve Performance Baseline – Approved October, 2008 • CD-3 - Approve Start of Construction • Baseline, April, 2010, Planned for October, 2009 • CD-4 - Approve Start of Operations • Baseline, August 2012, Planned for June, 2012 • Baseline utilizes tailored approach with long lead procurement approvals and XPP Early Science Instrument Procurement Approval: • XPP goniometer/detector positioner and CXI 1 micron mirror system (Approval received December 19, 2008) • XPP Early Science Procurement Approval Received March 12, 2009 • XCS goniometer/detector positioner and Large offset monochromator (Review scheduled for April 23, 2009)

  11. Other Major Accomplishments • Purchase Order for the XPP Goniometer Placed (3/31) • Purchase Order for the XPP Robot Placed (4/3) • Procurement Review of the CXI 1 micron Mirror System Completed (Added 0.1 micron mirror as an option) • Major CCB Actions • BCR to move XCS Monochromator closer to sample approved by the Technical Configuration Control Committee (TCCC) and the LUSI Change Control Board • Pending CCB Actions • Add Large Offset Monochromator into XPP Scope • Approved by TCCC

  12. Project Completion • TEC Overall Completion – 16% (based on costs to date) • TPC Overall Completion – 24% (based on $47.22M EAC) • Design Completion • XPP Instrument Design through FIDR • CD-3 Ready • CXI Instrument FIDR in June • 75% CD-3 Ready Now • Instrument configuration is solid • XCS Instrument FIDR in June • 90% CD-3 Ready Now • Instrument configuration is solid • Diagnostics and Common Optics Design • 90% CD-3 Ready Now • Harmonic Rejection Mirror PDR in June • Controls and Data Acquisition • 85% CD-3 Ready Now • Inherited Designs from LCLS comprise many items • Procurement is just starting • Installation not started

  13. Cost and Schedule Performance

  14. CPR

  15. LUSI Project Summary Schedule Early Dates Reflect ARRA Facilitated Schedule Advancement

  16. Risk Management • LUSI Follows the LCLS Risk Management Plan and uses the LCLS Risk Registry • LCLS Project Management Document 1.1-002 • Risk Registry Updated April, 2009 • Major Risks • Annual funding - Continuing Resolutions (Retired) • Foreign procurements – Dollar fluctuation, sole source • Loss and/or availability of critical personnel (Exercised) • Ability to place procurements • CXI mirror delivery, performance • XPP, XCS Monochromator delivery, performance • XPP, XCS Detector delivery, performance

  17. Cost and Schedule Contingency • Available Contingency is $12.73M • Bottoms-up” contingency estimate is $9.65M on $39.22M ETC • Contingency is managed at the project level • Annual comprehensive ETC and contingency update • Float • 100 working days to CD-4 • Critical Path • XPP • Diffractometer (Contract issued) • Monochromator • CXI • 1 micron K-B mirror system • XCS • Diffractometer • Monochromator • XCS Detector (Dec 2011 RFI)

  18. Long Lead & Major Procurements • Long Lead Procurements • XPP Goniometer/Detector Mover System $ 730K • Goniometer Order Placed for $427.5K • Robot Detector Positioner Placed for $74.8K • About $230K remaining misc procurements • CXI 1.0 Micron KB Mirror System $ 970K • Bids Received • Other Major Procurements • CXI 0.1 Micron KB Mirror System $ 970K • XCS Diffractometer System $ 517K • XCS Detector Mover $ 689K • XCS Large Offset Monochromator $1,160K • XPP Large Offset Monochromator (Not yet in scope) $1,160K • XPP Ti-Sapphire Power Amplifier $ 245K

  19. LUSI MOUs • Brookhaven National Laboratory – Detector Systems for XPP and XCS Instruments • XPP Detector System: • Estimated Delivery – January, 2010 • XCS Detector System: • Estimated RFI – December, 2011 • Lawrence Livermore National Laboratory – Injector System for CXI • Coating for Mirrors (future) • DESY • Split and Delay System • Long-Term Loan arrangement

  20. Staffing (FTE)

  21. Control Account Managers

  22. Procurements

  23. ES&H • ES&H performance to date • 6090 Hours worked with no DART or recordable incidents • Safety integrated with design reviews • Instrument readiness process will follow precedent set by AMO instrument • SLAC & LCLS safety management resources employed by LUSI

  24. Responses to Previous Reviews • Detailed Responses are provided in the back-up material • Initial responses were made prior to CD-2 approval • Responses have been updated twice since CD-2 approval • Update 1 of the responses covered XPP, Diagnostics/Common Optics and Controls/Data Acquisition and were reviewed at the XPP “Early Science” Procurement Readiness Review

  25. Responses to Previous Reviews (2) • CD-4 Deliverables • These are detailed in PEP and Instrument Presentations • Science Team Engagement • Team Leader Meetings were held in October for XPP, CXI and XCS • Meeting notes in back-up info • XPP (TR-391-003-24) • CXI (TR-391-003-012) • XCS (TR-391-003-011) • Coherence Workshop Held in October, 2008 • Two Team leaders participated in XPP FIDR held in February, 2009 • Team Leaders to attend CXI and XCS FIDRs • Plans for Team Leader Transition to Ops (Draft LOUs)

  26. BA Plan & Obligation Profile

  27. In Conclusion (Current Baseline) • Technical Scope • Accomplishments and plans adequate to meet baseline objectives • Project scope is reasonable and managed by change control • Project Management • LUSI Project is being managed effectively • Project Team, Stakeholders and Instrument Team interactions effective • Issues identified and resolved in a timely manner • Resources and Risks • Resources are adequate • Risks are identified and mitigated in a reasonable manner • Contingency is managed to reduce risks • Responses to prior reviews are documented and updated as needed

  28. PART 2 PLANS FOR ARRA FUNDS

  29. ARRA FUNDING TOPICS • Funding Profile • Moves FY 10, FY11 and FY12 into this FY ($33.6M) • ARRA funds have special reporting and Buy American requirements • Need to segregate these charges from standard appropriations • LUSI still to receive $7.8M remaining from $15M FY09 appropriation (Not ARRA funds) • Standard reporting and Buy American requirements • Schedule Advancement • CD-3 is critical (Project needs to be able to spend funds) • LUSI is near the CD-3 level of design completion – Remaining FIDRs in June • Technical Scope • Current project scope is solid • LUSI has prioritized scope adds – Contingency needs to be managed aggressively • How much risk is reasonable • Procurements • Resources and Risks • Staffing – Project needs to plan for higher staffing level than indicated • Contingency usage • Reduce risk • Schedule risks • Attention to vendors • Alternatives – second detectors

  30. Prelude • LUSI is in a good position to utilize ARRA funds • We still remember CD-2 baseline development and what we had to do to meet CD-2 funding limitations • We also started thinking about earlier funding in January • $2M in this FY, $3M next FY as a proposal to DOE • We have a current baseline with well-defined scope, scope adds and cost • LUSI would like to keep current CD-4 in place • We will add Level 2 milestones for XCS Early Science and Project Ready for CD-4 • Project efficiency is measured by how much earlier CD-3 and CD-4 are accomplished • Think about using this review as credit for design review

  31. LUSI ARRA Modified Funding Profile ARRA Modified Profile Moves FY10-FY12 Funds into FY09 Until Recently, We thought This might only be $10M

  32. BA Plan & Obligation Profile

  33. Schedule Advancement • XCS “Early Science” allows for a functioning XCS instrument one year earlier than original schedule • These dates are based on a draft of a revised schedule. Once we finalize the ARRA plans and incorporate any review comments, we will process a BCR to change the schedule.

  34. Technical Scope • LUSI current scope is solid • Prioritized scope contingency list

  35. Technical Scope Adds Based on ARRA • In-Process BCR to include a Large Offset Monochromator into XPP Scope (Not in February Data) • Planning a BCR to add an “Early Science” XCS Detector (XPP copy) and another CXI detector • Copy of XPP detector enables XCS early science • Second CXI detector is for the 0.1 micron sample chamber • Both of these detectors mitigate risk since the detectors can be used for any instrument • Contingency will be $11,000,000 after XPP Mono • Work Remaining will be $37,493,617 • Contingency will be 29% on work remaining • This is reasonable for a project at CD-3

  36. Procurements • LUSI utilizes LCLS procurement team • LUSI/Photon Systems has a separate meeting • Hiring of buyers is in process • Procurement discussion in Management Breakout • XPP and related DCO procurements are already progressing without funding restraints (Partial Procurement Authorization) • CXI Mirror Systems • 1 micron mirror system authorized • 0.1 micron identical, Review in process • Need CD-3 ASAP for early use of funds for procurements • Risk is low due to solid scope

  37. Procurements and Dollars – Current

  38. Procurements and Dollars – Accelerated

  39. ARRA vs BASELINE Staffing (FTE) Creating 6 jobs earlier in project

  40. Staffing Human Resources is starting trial process of allowing more than one hire per requisition LUSI has been very aggressive in pushing hiring – even prior to ARRA CXI has a contract in place for outside design services LUSI is working with LCLS/EPD to place standing contract for photon systems related design services on a Task Order basis

  41. Six Month Look Ahead • XCS Advance Procurement Review for Diffractometer, Large Angle Detector Positioner System and Large Offset Monochromator – April 23 • XCS Advance Procurement Approval for these items - May • CXI Final Instrument Design Review – June • XCS Final Instrument Design Review – June • Ready for CD-3 – July • CD-3 Review – July/August • CD-3 Approval – October

  42. In Conclusion • Funding • No more funding constraints – Yeah! • Schedule Advancement • CD-3 is critical to allow funding remaining procurements • Three instruments to LCLS ops by end of FY11 • Scope Management • Plans to aggressively add scope from priority list are reasonable • Project scope is reasonable and managed by change control • Procurements • Procurement durations need to be improved/controlled • Resources and Risks • Resource planning is reasonable • ARRA funds reduce funding related risks • Schedule risks drive project – Need CD-3

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