BROOKHAVEN SCIENCE ASSOCIATES SC PM Workshop July 15-17, 2014 Brookhaven National Laboratory Cathleen Lavelle Diane Hatton, Joe Eng

BROOKHAVEN SCIENCE ASSOCIATES 2  One of five multi-program science labs managed by DOE-SC  Established in 1947; operated by BSA since 1998  Approximately 3,000 scientists, engineers, and support staff; 4200 facility users; 1,000 scientists visit each year  BNL operates world-class user facilities for research  Key missions in:  Basic Energy Sciences  Nuclear Physics  Bio-medical Sciences  High Energy Physics  Energy Supply / Climate Change  Seven Nobel Prizes BNL Overview

BNL at a Glance: FY 2013 DOE SC - Physical Assets 5322 acres 310 buildings Human Capital 2882 FTEs (3012 heads) Direct/indirect: 0.59/ undergrad/grad students 4134 facility users 1377 visiting scientists 3 FY 2013 Total Lab Operating Costs: $629.9 million ($652.8)* FY 2013 Total DOE/NNSA Costs: $22.6 million FY 2013 WFO (Non-DOE/Non-DHS) Costs: $52.5 million FY 2013 WFO as % Total Lab Operating Costs: 8.3% FY 2013 DHS Costs: $0.8 million *including OLABS ($8.5M) and A/R Other ($14.4M) FY 2013 Funding by Source ($M)

4 Historical Project Budget and 5 Year Project Outlook Historical Annual Construction Budget (10 year average not including GPP/IGPP) Line Item—$109M MIE—$21M Operating Expense*—$467M Projected Annual Construction Budget (not including GPP/IGPP) Line Item—$12M MIE—$46M Operating Expense*—$561M *Operating includes all operating. Historically, operating funds associated with construction projects are not reported separately.

BROOKHAVEN SCIENCE ASSOCIATES 5 BNL Organization

BROOKHAVEN SCIENCE ASSOCIATES 6 Project Management Center Organization Recent Change at BNL: Provide centralized tools and standards to BNL project managers: Large Capital Asset Projects and Small projects (tailored approach) Keep core staff small Centralized Resource Pool Process Improvement Transfer knowledge Support/Train Dept. resources

BROOKHAVEN SCIENCE ASSOCIATES 7 BNL’s Major Projects  Completed Projects CFN, ISB, RSLII  Ongoing Projects NSLS-II NEXT (NSLS-II Experimental Beamlines) ABBIX (Advanced Biological Beamlines) US Atlas Upgrade Partner/Other Beamlines  Future Projects sPHENIX Electron Ion Collider TPC greater than $20M

BROOKHAVEN SCIENCE ASSOCIATES 8 Large Projects managed within Directorate Central Project Management Center (PMC) provides support, tools, systems, process, training, resources Institutional Risk Management Committee (IRMC) –Comprised of Lab Director and senior management –conducts periodic project reviews status/issues (quarterly) –Scope, schedule, cost, ESH, procurement, staffing, risks, PM concerns Institutional Key Performance Parameters (IKPIs) – monitored quarterly reporting of major project performance Director’s Reviews in advance of DOE reviews (Internal/External) and EVMS Annual Laboratory Self Assessment Standardization of PM Systems and Reporting Managing Major/MIE Projects Lab Oversight

BROOKHAVEN SCIENCE ASSOCIATES 9 BNL Project Projection ProjectsProgram Sponsor TPC ($M) & BNL's WBS FY StartFY FinishCD-Status NSLS-IIBES$ CD-3 NEXTBES$ CD-3 ABBIXBES$ CD-3 Equiv Operations (NxtGen) & Partner BeamlinesBES$ TBD NSLS Hazadous RemovalBES$ TBD APULHEP$ CD-4 ATLAS PH-IHEP($33) $ CD-1 ATLAS PH-IIHEP($200) $ TBD LARP-LHC Accelerator Luminosity UpgradeHEP($200) $ TBD LSSTHEP($150) $ CD-3 LAR1-ND (Short Base Line Exp)HEP($13) $ TBD Dark Side Dark MatterHEP($10) $ TBD Accelerator Test Facility (ATF) RelocationHEP$ CD-2 Equiv LBNEHEP($1,500) $ CD-1 HFTNP$ CD-3 sPHENIXNP$ TBD BLIP RasterNP$ CD-3 Equiv LEReCNP$ CD-2 Equiv Electron Ion Collider (EIC)NPTBD TBD EIC DetectorNPTBD TBD RSL IISLI$ CD-4 CFR-ISLI$ TBD CFR-IISLI$ TBD CFR-IIISLI$ TBD Central Computer BldgSLI$ TBD UESC3rd Party$ CD-3 Equiv Alternative Finance Office Bldg3rd Party$ TBD Portal to Discovery3rd Party$ TBD AEGIS3rd Party$ TBD

BROOKHAVEN SCIENCE ASSOCIATES 10 Internal/External Director’s Reviews Advisory Committees for Project guidance IRMC –Institutional Risk Management Committee (Project Management Reviews) Home grown systems that provide tools/data for PM/CAMs ( cost estimating, Risk ID, configuration management and cost/schedule reporting). Central Project Management support provides tools, templates, systems, process, training, resources What works well at BNL

BROOKHAVEN SCIENCE ASSOCIATES 11 Applying tailored Project Management for small R&D projects – Risk based graded approach Communicate Lessons Learned across projects – Directorates/projects act in isolation Develop Project Management “track” and formal training for Project Managers Streamline systems – Peoplesoft/Project SW tools interfaces need to be established. IT support required. Improvements BNL is working on

BROOKHAVEN SCIENCE ASSOCIATES 12 Backup Slides

13 BROOKHAVEN SCIENCE ASSOCIATES BNL Manages Projects with Proven Systems and Software Deltek Cobra ™ Cost and Earned Value Management Solution Deltek Cobra ™ Cost and Earned Value Management Solution Scheduling Software Financial Management System Standard Rates & Burdens Burdens Rates Escalation Milestones Critical Path Deliverables Resource Loading Authorized Funding Commitments Actual Costs Performance Baseline Analysis Reporting Fiscal Year Budgets

14 BROOKHAVEN SCIENCE ASSOCIATES Web based Cost Estimating (CED) Integrated Project Database (IPD/IPDv2) Web based Cost Estimating (CED) Integrated Project Database (IPD/IPDv2) Primavera 6.2 Schedule Primavera 6.2 Schedule Cost/Schedule Baseline Development/Measurement WBS & WBS Dictionary Resources: -Labor hours -M&S $ -Travel $ Schedule: -Activities -Durations Risk ID & Assessment BOE Resources Develop Logic/dates Timephase resources Milestones Resources Schedule EV assessment Rate Tables Burdened Esc $ Cobra Cost Baseline Reporting Activities, Durations Iterative Process to develop Proposed Baseline