Executive Session Director’s CD-2/3a Review of the MicroBooNE Project

1. Executive Session Director’s CD-2/3a Review of the MicroBooNE Project July 12-14, 2011 Ed Temple

2. Agenda for Exec Session • Charge to Review Team • Review Agenda • Reviewer Writing Assignments • DOE O 413.3 Critical Decision Tables • Document Requirements • Breakout Review Assignments and Guidance • Project Cost – Management Reserve/Contingency Table • Cost/Schedule Review Guidance • Reporting Structure • Discussion Director's CD-2/3a Review of the MicroBooNE Project

3. Charge Director's CD-2/3a Review of the MicroBooNE Project

4. Charge (Continued) Director's CD-2/3a Review of the MicroBooNE Project

5. Charge (Continued) Director's CD-2/3a Review of the MicroBooNE Project

6. Charge (Continued) Director's CD-2/3a Review of the MicroBooNE Project

7. Typical CD-2/3a Questions Director's CD-2/3a Review of the MicroBooNE Project

8. Typical CD-2/3a Questions (continued) Director's CD-2/3a Review of the MicroBooNE Project

9. Typical CD-2/3a Questions (continued) Director's CD-2/3a Review of the MicroBooNE Project

10. Agenda Director's CD-2/3a Review of the MicroBooNE Project

11. Agenda continued Director's CD-2/3a Review of the MicroBooNE Project

12. Agenda continued Director's CD-2/3a Review of the MicroBooNE Project

13. Agenda continued Director's CD-2/3a Review of the MicroBooNE Project

14. Reviewer Writing Assignments Director's CD-2/3a Review of the MicroBooNE Project

15. Reviewer Writing Assignments (Continued) Director's CD-2/3a Review of the MicroBooNE Project

16. Reviewer Writing Assignments (Continued) Director's CD-2/3a Review of the MicroBooNE Project

17. Reviewer Writing Assignments (Continued) Director's CD-2/3a Review of the MicroBooNE Project

18. Summary of Major Requirements Table Director's CD-2/3a Review of the MicroBooNE Project

19. CD-2 Requirements Director's CD-2/3a Review of the MicroBooNE Project

20. CD-3 Requirements Director's CD-2/3a Review of the MicroBooNE Project

21. CD-2/3a Documentation • Acquisition Strategy • Final Project Execution Plan (PEP) • Final Project Management Plan (PMP) • Updated Assumptions Document • Technical Design Report (TDR) • Final Design Requirements for Long Lead Procurements (CD-3a Items) • Baseline Cost & Schedule and • Resource Loaded Schedule and Bases of Estimate (BOEs) • Configuration Management Plan • Preliminary Hazard Analysis Report • Risk Management Plan, Risk Register, Risk Assessment, Risk Mitigation Plans • Value Management Documentation • Quality Assurance Plan Director's CD-2/3a Review of the MicroBooNE Project

22. Reviewer Breakout Assignments Director's CD-2/3a Review of the MicroBooNE Project

23. Reviewer Breakout Assignments (continued) Director's CD-2/3a Review of the MicroBooNE Project

24. Reviewer Breakout Assignments (continued) Director's CD-2/3a Review of the MicroBooNE Project

25. Breakout Session Focus • Subproject Risks • Have the risks been identified, analyzed, and mitigation plans & costs been established • Has the L2 been involved in the process and own their risks • Subproject Schedule • Do the L2s know and own their part of the schedule and own it • Is the schedule realistic for the scope of work • Do the L2s know the critical path for their work and where they are at related to the project’s critical path Director's CD-2/3a Review of the MicroBooNE Project

26. Breakout Session Focus (continued) • Subproject Costs • Are there BOEs for the entire scope of the subproject and do the estimates appear to be realistic and achievable • Has cost estimate uncertainty been developed and appropriate for the scope of work and phase of the project • Long Lead Procurements (CD-3a list) – Sessions 1 • Do final design specifications/requirements/drawings exist • Are packages prepared to the degree appropriate to order materials and initiate construction as scheduled Director's CD-2/3a Review of the MicroBooNE Project

27. Breakout Session Focus (continued) • Progressing /Reporting /Change Control • Is monthly progress reporting performed and what is the process • Does the process include schedule updates and a narrative description of progress • Does the L2s understand their role in the change control process and what is currently being used Director's CD-2/3a Review of the MicroBooNE Project

28. Project’s Cost Estimate Details Director's CD-2/3a Review of the MicroBooNE Project

29. Cost/Schedule Review Guidance Director's CD-2/3a Review of the MicroBooNE Project

30. Cost/Schedule Review Guidance (Continued) Director's CD-2/3a Review of the MicroBooNE Project

31. Cost/Schedule Review Guidance (Continued) Director's CD-2/3a Review of the MicroBooNE Project

32. Cost/Schedule Review Guidance (Continued) Director's CD-2/3a Review of the MicroBooNE Project

33. Reporting Structure • Results of the review are to be documented as findings, comments, and recommendations. • Answer the charge questions. Answers should be short and precise. • Any additional actions required to be completed by the project team to acceptably address the review charge are to be documented as Recommendations • Answers to the questions and any recommendations should be presented in writing at a closeout with MicroBooNE’s and Fermilab’s management. • . Director's CD-2/3a Review of the MicroBooNE Project

34. Findings, Comments, and Recommendations • Findings • Comments • Recommendations • Findings are statements of fact that summarize noteworthy information presented during the review. • Comments are judgment statements about the facts presented during the review. The reviewers' comments are based on their experiences and expertise. • The comments are to be evaluated by the project team and actions taken as deemed appropriate. • Recommendations are statements of actions that should be addressed by the project team. • A response to the recommendation is expected and that the actions taken would be reported on during future reviews. Director's CD-2/3a Review of the MicroBooNE Project

35. Examples of Findings, Comments, and Recommendations Finding • A plan for the MI upgrades was presented. The major elements of this plan consist of an upgrade of a MI quad power supply, which is nearly complete, and the addition of two more RF stations. The cavities to be installed currently exist as spares so there is no design and prototyping required. Comment • The project has decided to build the DCCT in-house. The committee supports this effort since the technology and design of this device is well developed and well known. Recommendation • Work with Fermilab management to acquire resources needed to complete the accelerator and beamline modifications. Director's CD-2/3a Review of the MicroBooNE Project

36. Reviewer Write-ups • Write-up template (Review Closeout Presentation Format) is posted on Director’s Review Webpage. http://www.fnal.gov/directorate/OPMO/Projects/MBooNE/DirRev/2011/03_29/ Template-Closeout_Presentation_DR_MicroBooNE_2011-03-29.docx • Write-ups are to be sent to Terry Erickson at terickson@fnal.gov prior to 7:30 AM on Thursday, July 14 for the Closeout Dry Run starting at 8:30 AM • A final report will be issued within 1 weeks after the closeout. Director's CD-2/3a Review of the MicroBooNE Project

37. Questions and Answers Discussion Director's CD-2/3a Review of the MicroBooNE Project