Tom Fornek Project Manager April 20-22, 2009 LUSI WBS 1.1 Tom Fornek Project Manager April 20-22, 2009

Outline WBS 1.1 Performance Risks and Contingency Usage Re-baseline Plans Other Topics

Cost & Schedule Performance – WBS 1.1 The x-ray pump-probe instrument will take advantage of the ultrashort pulse duration of the LCLS to take snapshots of a photo-induced phenomena. In general, the experiments performed as this endstation will use an ultrafast laser pulse to initiate a transient response in a system. The system will be probed using various x-ray scattering techniques. The time evolution of the response will be mapped by variably delaying the arrival time of the x-ray pulse with respect to the pump laser pulse. The success of this end station will depend upon the ability to accommodate a wide variety of laser excitation techniques, samples, sample environments and x-ray scattering methods.

Cost & Schedule Performance – WBS 1.1 A large invoice was paid in Jan for several months of support The x-ray pump-probe instrument will take advantage of the ultrashort pulse duration of the LCLS to take snapshots of a photo-induced phenomena. In general, the experiments performed as this endstation will use an ultrafast laser pulse to initiate a transient response in a system. The system will be probed using various x-ray scattering techniques. The time evolution of the response will be mapped by variably delaying the arrival time of the x-ray pulse with respect to the pump laser pulse. The success of this end station will depend upon the ability to accommodate a wide variety of laser excitation techniques, samples, sample environments and x-ray scattering methods.

CPR

ARRA Risks Ability to place procurements in a timely manner Procurement talk this breakout Foreign Procurements Strict “Buy American” Policy Use standard appropriation for foreign buys Accounting and Reporting Complexity LUSI has set-up duplicate accounts Allows tracking ARRA funds separately from standard FY09 appropriation Staffing Availability LUSI has been aggressively seeking staff Project is in reasonable shape Change Control Delays LUSI has processed 21 BCRs to date Process for major changes takes some time, but is not onerous Technical decisions reviewed by the Technical Configuration Control Committee John Arthur, Jerry Hastings, John Galayda, Tom Rabedeau

Standard/ARRA Accounts

Standard/ARRA Schedule Items Detailed Schedules Available in Back-up Information

Re-baseline Plans LUSI split the scope for XPP and CXI into “Early Science” scope and CD-4 required scope to match funding profile and satisfy thirst for early science in the CD-2 Baseline This was not done for XCS ARRA funds don’t help much for the “Early Science” scope of XPP and CXI since we were already trying to deliver this scope as early as possible ARRA funds do allow advancing the CD-4 version of XPP and CXI We are not planning on changing the “Early Science” scope or milestones for XPP or CXI but: The instruments at “Early Science” will include more components due to early funding We now plan to split the scope of XCS to provide an “Early Science” version of the instrument This provides an XCS instrument one year earlier Not yet in the revised ARRA baseline

Early Science / CD-4 Deliverables These Items were scheduled early to have a functional instrument early within funding constraints These Items were delayed due to funding constraints – ARRA funding allows advancement CONTINGENCY ARRA TYPICAL TWO-PHASE APPROACH TO INSTRUMENT DELIVERY Page 10

LUSI Cost Baseline Baseline Oct 2008 MIE + ARRA Base Cost (BCWS) Contingency $13.00 M $14.41 M TEC $55.10 M OPC $4.90 M TPC $60.00 M Effect of Reduced Escalation Effect & Early Completion

LUSI SCOPE PRIORITY LIST Contingency Usage Priority LUSI SCOPE PRIORITY LIST Est. Cost Decision Date Comments 1 XPP Large Offset Monochromator $1,400,000 Now Pending BCR – Through TCCC 2 XCS “Early Science Detector $400,000 Could be used for XPP SAXS later 3 CXI Second Full Detector $379,000 Cost and timing concerns 4 CXI Cryo-goniometer $800,000 5 XCS SAXS $600,000 July, 2009 Design should be started early 6 XCS SAXS Chamber $100,000 7 CXI X-ray Focusing Lenses (2) $300,000 Coordinate with XPP & XCS lens purchase 8 CXI Second Detector Stage $220,000 August, 2009 9 CXI Wavefront Sensor w/fast Direct Detection Detector $80,000 10 General Purpose Sample Environment Cryostat $160,000 April, 2010 11 Populating the Inside of the 0.1 micron CXI Sample Chamber 12 CXI Pump Laser System (FEH Laser) June, 2010 13 General Purpose Monochromator $350,000 Sept., 2010 14 XPP SAXS 15 XPP SAXS Chamber 16 eTOF $150,000 17 XPP Laser TOTAL $7,439,000

Contingency MIE ARRA TOTAL Funds Available $21,500,500 $33,600,000 $55,100,000 Planned Budget $15,075,183 $25,618,536 $40,693,721 Contingency $8,424,817 $7,981,462 $14,406,279 Percent Contingency 43% 31% 35% Percent Contingency will be reduced to 26% - 28% overall once pending and planned BCRs are processed.

BUDGET

ARRA Milestones LUSI still needs to complete the ARRA schedule and incorporate any comments from this review. These dates will also be affected by future scope additions.

Schedule Advancement Milestone Current Baseline Advanced CD-3 April 2010 October 2009 XPP Early Science October 2010 CXI Early Science August 2011 June 2011 XCS Early Science (New) NA Project Ready for CD-4 (New) March 2012 CD-4 August 2012 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.

Re-baseline Plans LUSI has started the re-baseline process This is a Level 2 baseline change since we are leaving CD-4 as is or moving it forward We will incorporate a new L2 milestone for an “Early Science” version of the XCS instrument We will incorporate a new L2 milestone for Project Ready for CD-4 A draft PEP revision has been prepared After this review, LUSI will incorporate our plans plus review comments into baseline

Impact of Stimulus funding Major Benefits of Stimulus Funding XCS instrument one year earlier Complete the current CD-4 version of XPP early Complete the current CD-4 version of CXI early Allow procurement of all remaining components earlier than planned Retire funding risks Reduce escalation

Summary LUSI Total Project Cost remains at $60M Procurements occur earlier – Total Procurements the same Total FTEs remain the same – Personnel needed earlier Roll-off earlier too Instrument “Early Science” dates not affected much – Yet! LUSI will be making an on-going effort to improve “Early Science” dates Improve deliveries Refine “Early Science” scope Biggest gains are XCS one year earlier $1M+ gain from less escalation

Other Topics Lessons Learned Engineering and Management EIR Lines of Inquiry

Lessons Learned - SNS LUSI has reviewed the SNS Instrument Beamline Construction Lessons Learned – Many items were already incorporated System Integration Design Procurement Scheduling Construction Project Management LCLS has started a Beamline Lessons Learned Document

Lessons Learned (1) System Integration Design Criteria Baseline Scope Review Design Guide Naming P&ID Radiation Shielding Configuration CD-4 Parameters Drawing Subject Matter Experts involved early in design Integration of electrical systems System Integration Review Plan for Instrument Operation Early PPS Beam Sweep Plan early Plan for Shielding Configuration Control Complete Shielding Early Confirm “As-built” conditions early

Lessons Learned (2) Design Shielding Documentation Keep SLAC RP involved – Follow LCLS procedures Documentation Don’t wait for “just in time delivery” – strains resources Integration of PPS and non-PPS cabling Mechanical Interferences We are working on processes to minimize this Vacuum Compatibility LCLS standards exist Ergonomic Features Scientists and Engineers are very involved – experienced Motional Control Crane Design Extra Vessel Penetrations

Lessons Learned (3) Procurement Scheduling Involve Procurement Early Advanced Procurement Plans Also plan for advanced procurements in PEP Scheduling PPS and Detectors Allow appropriate installation time Component Delivery History Huber goniometers Motion Control Testing

Lessons Learned – (4) Construction Project Management Survey and Alignment Involve Survey and Alignment early Oxygen Deficiency (ODH) Detectors Install when clean conditions exist Project Management Advance Procurement Approvals IRR Procedures and Approach to IRR Project Close-out Takes longer than expected LCLS Photon Systems Scope Definition and Tracking needs more attention Affects interfaces – Who is doing what

Engineering and Management (1) WBS 1.1 Full-time Project Mgr this FY , ½ Time thereafter ½ Time Deputy Full-time Admin this FY, ½ time thereafter ¼ time ES&H 2 FTE Equivalent PMCS WBS 1.2 1 Full-time Lead Engineer/CAM 2 Full-time Design Engineers/Designers (Down to 1 by Sept) Post CD-2 6.4 total FTE-Years (Mgmt+Des+Eng) WBS 1.3 (Most complex instrument) 2.5 Full-time Design Engineers 2 Full-time Designers Post CD-2 16.5 total FTE-Years (Mgmt+Des+Eng)

Engineering and Management (2) WBS 1.4 1 Full-time Lead Engineer/CAM 3.5 Full-time Design Engineers/Designers Post CD-2 11.4 total FTE-Years (Mgmt+Des+Eng) WBS 1.5 Diagnostic & Common Optics 1 Full-time CAM 2.5 Full-time Design Engineers 2 Full-time Designers Post CD-2 9 total FTE-Years (Mgmt+Des+Eng) WBS 1.6 Controls 1 Part-time CAM 3 Full-time Design Engineers Post CD-2 9.7 total FTE-Years (Mgmt+Des+Eng)

Engineering and Management (3) More of the instrument concept development included in the TPC LUSI has spent a considerable amount of time looking at the justifiable percentage of labor split between LUSI, EPD and XFD LCLS Directorate is covering reasonable amounts of QA, ES&H and Finance EFD covers engineer’s training time XFD covers 75% of scientist’s time Almost all instrument design is first of a kind Leads to high engineering/design costs Very little inherited design Other facilities or Labs can build on the design effort of operating groups or just purchase existing designs – LUSI can’t do very much of this Cost of Living in California increases Personnel costs Purchases are nation-wide so these are not affected much Detector effort is labor intensive LUSI covering the PMCS and integration for detector effort at BNL

MGMT & ENG COMPARISON INSTRUMENT POST CD2 FTE-YEARS LUSI XPP 6.4 LUSI CXI 16.5 LUSI XCS 11.4 SING SNAP (Actuals) 12.7 SING SEQUOIA 9.9 SING TOPAZ 8 SING NOMAD SING HYSPEC 10.4 MANAGEMENT POST CD-2 FTE-YEARS LUSI (3 Instruments + DCO + CDA + BNL) 14.7 SING (4 Instruments Remaining) 8.4 SING II (4 Instruments) 17.3

EIR Lines of Inquiry

Scope of EIR in Support of CD-3 Established Perfomance Baseline We are re-planning to accommodate ARRA funds Updated Project Execution Plan Updates in process pending comments from this review ANSI/EIA-748-A-1998 Compliant EVMS SLAC EVMS certified Independent Project Review/Cost Review EIR lines of inquiry will be partially addressed by this status review

DOE 413.3A CD3 Requirements The 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 CD3 Requirements Prepare Final Instrument Designs Completed for XPP, DCO, CDA (CXI and XCS in June) Conduct a Final Instrument Design Review Update Hazards Analysis Report Completed (PM-391-001-34 R1) Update the Preliminary Security Vulnerability Assessment Report. CD-1 report still valid

CD-3 Scope of EIR EIR ELEMENT COMMENT CD3 Ready 1. Basis of Scope PM-391-000-96 (Structure)  2. Basis of Cost and Schedule Resource-loaded Schedule and Detailed Cost Estimate 3. Construction/Execution Planning Instrument Break-outs (LCLS Std Procedures) 4. Funding Profile & Budget Management Plenary 5. Critical Path This presentation and Instrument Breakout 6. Hazards Analysis and Safety ES&H Presentation 7. Risk & Contingency Management This presentation and Management Plenary 8. Value Mgmt/Engineering Engineering presentations 9. Acquisition Strategy/Plan Approved September, 2007 10. Project Execution Management Plenary, Management Breakout

EIR Lines of Inquiry EIR ELEMENT COMMENT CD3 Ready 11. Proj Cntrls/EVMS LUSI uses SLAC certified system  12. Integrated Project Team This presentation & the PEP 13. Safeguards & Security CD-1 Security Vulnerability Assessment still valid 14. Contract Management Management Breakout 15. Start-up Planning and Operations Readiness Management Break-out. (LUSI follows LCLS procedures) 16. Quality Control/Assurance PM-391-000-01-R0 released in July ’07 17. Sustainable Design Not Applicable N/A 18. New Technology & Tech Readiness Instrument Breakouts 19. Incorporation of Lessons Learned