Collab 6/20/05 #1 EDMEDM Martin Cooper, Los Alamos Co-spokesperson for the EDM Project for presentation to The EDM Collaboration Raleigh, NC March 3, 2006 Collaboration Business

Collab 6/20/05 #2 EDMEDM Outline News from DOE and NSF Short-term expectations from subsystem managers Selection of additional members of the integrated project team Selection of the subsystem managers Elements of the conceptual design report (CDR) Elements of the preliminary project execution plan (PPEP) “Project plan” for CD-1 Technical design part of the CDR CDR writing assignments Guidelines for improving the work breakdown structure (WBS) WBS development responsibilities The interplay between CD-1 and R&D Deciding the approximate date of CD-1 Other assignments Scheduling collaboration and other meetings from now until CD-1

Collab 6/20/05 #3 EDMEDM Accomplishments Fill in important vacant positions on the integrated project team Define the subsystems Select the subsystem managers where possible Gain consensus on the CD schedule tempered by project risk Get advice on the funding profile Get agreement by the subsystem managers on providing the WBS and technical parts of the CDR as defined later Get some other help in producing the CDR

Collab 6/20/05 #4 EDMEDM News from DOE

Collab 6/20/05 #5 EDMEDM Telephone CD-1 Priorities Funding Profile – 1 week due date Federal Project Director – Eugene Colton Gantt Chart for CD-1 – In progress

Collab 6/20/05 #6 EDMEDM Oak Ridge Visit The UCN beam line building of the FNPB is likely to be increased in size Exercise – Evaluate the consequences of trying to match the given profile and get a CD schedule What are CD-2 or preliminary design drawings? Obtain a copy of the FNPB preliminary design drawings Jan says there is no problem producing such drawings for EDM in a year

Collab 6/20/05 #7 EDMEDM The Exercise Put in CD-0, CD-1, CD-2a, CD-2b, CD-3a, CD-3b, CD-4 as milestones. Break the “Design” step into P-Design for 30% of cost & time as and F-Design for 70% Put in all the predecessors and dependencies to the CDs Release the requirement on up-front funding for capital equipment Slide the CDs around to fit DOE’s FY’07 and FY’08 budget recommendations Note the lead time requirements build a spike in FY’09 and a stretch out due to long lead-time procurements

Collab 6/20/05 #8 EDMEDM Funding Profile

Collab 6/20/05 #9 EDMEDM Exercise CD Schedule Dates CD1 - Q4, 2006 CD2 - Q4, 2007 CD3 - Q4, 2008 CD4 > Q4, 2012 Project is delayed 1 year Project Office ~$500k/year Total now ~$17,600

Collab 6/20/05 #10 EDMEDM DOE Headquarters Visit Exercise allocation of >$7 M is not possible in 2009 LANL has a poor project management record LANL must keep the cost of the project office down Jehanne built in a $1300K cushion - do not eat into that yet I do not have the resolution to know about changes at the few hundred k level. Then what about $1 M shifts in fiscal years. Only FY’07 is inflexible at $1.3 M Do you want to delay CD-1 by a year or so and use project funds for more R&D to reduce the risk Answers before the retreat in two weeks Keep the CDR short NSF participation is crucial

Collab 6/20/05 #11 EDMEDM Short-term Expectations for Subsystem Managers Short term means from now until the CD-1 review A technical description of the subsystem for the CDR An improved WBS and WBS dictionary Identification of facilities A “fast start” meeting Presentation at a CD-1 rehearsal/vetting Presentation at the CD-1 review Recruitment of work package leaders Reports at collaboration meetings Reports

Collab 6/20/05 #12 EDMEDM Coffee Break Enjoy!

Collab 6/20/05 #13 EDMEDM Selection of the Integrated Project Team

Collab 6/20/05 #14 EDMEDM Organization Chart DOE Office of Nuclear Physics Dennis Kovar Acquisition Executive DOE Office of Nuclear Physics Jehanne Simon-Gillo Program Manager Los Alamos Site Office Eugene Colton Federal Project Director NSF Nuclear Physics Brad Keister Program Director DOE/NSF LANL/EDM LANL Physics Division Jack Shlachter Division Leader LANL EDM Martin Cooper Contract Project Manager EDM Spokespersons Martin Cooper, LANL Steve Lamoreaux, LANL Integrated Project Team Subsystem Managers Work Package Leaders EDM Safety Officer

Collab 6/20/05 #15 EDMEDM Integrated Project Team DOE Federal Project Director (Chair)Eugene Colton DOE Site Contracting OfficerTBD DOE Program Manager for EDMJehanne Simon-Gillo DOE Science Program ManagerGene Henry NSF Program ManagerBrad Keister LANL Contract Project ManagerMartin Cooper LANL Deputy Contract Project ManagerJohn Tapia LANL Project ControlsJoe Onstott LANL Procurement Operations ManagerTBD LANL Chief EngineerJan Boissevain LANL ESSH LeadP-25 Safety Officer Technical CoordinatorPaul Huffman ORNL Operations ManagerVince Cianciolo (Acting)

Collab 6/20/05 #16 EDMEDM Selection of the Subsystem Managers

Collab 6/20/05 #17 EDMEDM A Team Approach People at many institutions have expertise Even if another institution has responsibility, they need to take advice from those with expertise To insure that all expertise is brought to bear on work, there will be internal reviews as the work goes forward, e.g. –Preliminary design reviews –Final design reviews –Reviews of acceptance tests

Collab 6/20/05 #18 EDMEDM WBS Subsystem Managers Neutron Beam Line and ShieldingTBD (WK) Cryostats, Refrigerators, and Related EquipmentPaul Huffman 3 He Systems: Atomic Beam Source, Storage Volume, Purifier, Valves, and Transfer volumes Steve Williamson Magnets and Magnetic ShieldingBrad Filippone High Voltage, Measuring Cells, Light System, SQUIDsTakeyasu Ito Electronics, Computers, Slow Controls, Simulations, Data Analysis TBD (CM) Conventional ConstructionWalt Sondheim

Collab 6/20/05 #19 EDMEDM CD-1

Collab 6/20/05 #20 EDMEDM CD-1 Documents Gamma Ray Energy Tracking In-beam Nuclear Array (GRETINA) Conceptual Design Report (73) Preliminary Project Execution Plan (35) Risk Management Plan (11) Acquisition Strategy (12) Activity Hazard Document (23) Full WBS and WBS Dictionary as support documents Background risk descriptions as support documents Conceptual drawings as support documents

Collab 6/20/05 #21 EDMEDM Conceptual Design Report 1. Introduction (1) 2. Background (2) 3. Functional Requirements and Performance (3) 4. Technical Design (overview plus 6 subsystems) (34) 5. Cost and Schedule (overview plus 6 subsystems) (10) 6. Resources (1) Appendix A: A technical issue (1) Appendix B: Proposed acceptance tests (1) Appendix C: Cost Estimate Table (17)

Collab 6/20/05 #22 EDMEDM Preliminary Project Execution Plan 1. Introduction (1) 2. Mission Need (1) 3. Functional Requirements (2) 4. Technical Scope (6 subsystems plus alternative analysis) (2) 5. Management Organization (5) 6. Schedule and Cost Scope (7) 7. Change Control (2) 8. Analysis, Assessments, and Plans (2) 9. Project Controls and Reporting Systems (1) 10. Participation of Other Institutions (1) Appendix A: WBS Dictionary (4)

Collab 6/20/05 #23 EDMEDM Risk Management Plan 1. Introduction (1/2) 2. Responsibilities (1-1/2) 3. Risk Management Plan –3.1 Risk Assessment (1/3) Risk Identification (1/3) Risk Analysis (1/3) –3.2 Risk Handling (1) –3.3 Risk Monitoring (1/3) 4. Contingency Allowance and Schedule Float (1/3) 5. Risk Registry (1) 6. References (1/10)

Collab 6/20/05 #24 EDMEDM Acquisition Strategy 1. Desired Outcome and Requirements Definition (1) 2. Cost and Schedule Range (3) 3. Major Applicable Conditions (1/2) 4. Risk and Alternatives (Technical, Location, and Acquisition Approach) (2) 5. Business and Acquisition Approach (1) 6. Management Structure and Approach (3)

Collab 6/20/05 #25 EDMEDM Activity Hazard Document 1. Introduction (1) 2. Approach (1) 3. Hazard Analysis (1) –3.1 Hazard Analysis Form –3.2 Periodic Activity Hazard Review Appendix – Activity Hazard Forms (6)

Collab 6/20/05 #26 EDMEDM Lunch Enjoy!

Collab 6/20/05 #27 EDMEDM “Project Plan” for CD-1

Collab 6/20/05 #28 EDMEDM CD-1 Project Plan Part 1

Collab 6/20/05 #29 EDMEDM CD-1 Project Plan Part 2

Collab 6/20/05 #30 EDMEDM CD-1 Project Plan Part 3

Collab 6/20/05 #31 EDMEDM Technical Design Part of the CDR Keep it short

Collab 6/20/05 #32 EDMEDM CDR Writing Assignments CDR –CDR Editor – Martin Cooper –CDR Assistant Editor - ? –Technical Subsections – Subsystem managers PPEP –PPEP Editor – John Tapia –PPEP Assistant Editor – Joe Onstott Risk Management Plan – Eugene Colton Acquisition Strategy – John Tapia Activity Hazard Document – Eugene Colton Full WBS and WBS Dictionary –Developers – Subsytem managers –Editor – Joe Onstott Background risk descriptions – Martin Cooper Conceptual drawings – Jan Boissevain

Collab 6/20/05 #33 EDMEDM Guidelines for Improving the WBS Take it to the next level!

Collab 6/20/05 #34 EDMEDM Project Management Tools Microsoft Project is the official program of the collaboration Subsystem managers should buy Microsoft Project Work Package managers may need Microsoft Project Joe Onstott may translate input from subsystem managers into PRIMAVERA if needed, but his communications to the collaboration will be through Microsoft Project

Collab 6/20/05 #35 EDMEDM Modifications to the WBS The management team will rework the structure of the WBS to create some “permanent” set of level 1 tasks Use of “lag” for schedule contingency (float)?? Avoid unnecessarily early milestones?

Collab 6/20/05 #36 EDMEDM Resource Loading The subsystem managers will be responsible for identifying the required staffing Identification will be by 10 * (level 1 WBS number) + number of type of person Example - 3He Spin-Holding Coil –Physicist 61 – Any of faculty/staff, postdoc, or student –Engineer 61 –Technician 61 –Technician 62 A map will be made later to connect names with numbers Overloaded names or blanks will show the shortfall

Collab 6/20/05 #37 EDMEDM Restructuring and Splitting Tasks Some tasks have become vestigial as project has developed and should be eliminated Some new tasks will need to be added Example of creating the next level –3He Spin-Holding Coil  3He Spin Coil Support Structure – 3He Spin Coil Windings

Collab 6/20/05 #38 EDMEDM Design Design  Developmental Tests Preliminary Design Final Design Drawing Production

Collab 6/20/05 #39 EDMEDM Procurement Procurement  Write specifications Identify and qualify vendors Place order Vendor performs Acceptance tests Procurement  Technique development Acquire supplies Construct Test components

Collab 6/20/05 #40 EDMEDM Install Install  Pre-fit subassemblies In-field modifications Assemble the device Test the device More in-field modifications Final acceptance test

Collab 6/20/05 #41 EDMEDM Integration and Commissioning This WBS level 1 task needs to be fleshed out in more detail by the technical coordinator and the operations manager

Collab 6/20/05 #42 EDMEDM Identify Milestones Milestones need to be identified throughout the project to monitor progress The project office will identify the high level milestones

Collab 6/20/05 #43 EDMEDM Cost and Schedule Methodology To be worked out by the project office with concurrence of the subsystem managers The FNPB template will be used The FNPB contingency calculation will be used

Collab 6/20/05 #44 EDMEDM WBS Development Responsibilities Oversight and coordination will be by the project office The WBS subsystems are the responsibility of the subsystem managers The subsystem managers should identify work package leaders where possible The work package leaders should provide input to the subsystem managers on the WBS

Collab 6/20/05 #45 EDMEDM CD Schedule

Collab 6/20/05 #46 EDMEDM Interplay between CD-1 and R&D CD-1 does not require all R&D to be completed CD-2 requires all R&D to be completed and a fixed baseline established CD-1 requires a risk analysis The collaboration must decide what level of risk it wishes to put forward for review DOE asks, “Would you like to delay CD-1 and use project money to complete more R&D in FY’07 to reduce the risk? However, the TPC cannot grow.”

Collab 6/20/05 #47 EDMEDM R&D Priorities Highest Priority 1. 3 He relaxation time from T = K at the proper concentration, including a SQUID NMR signal 2.Neutron storage time at ~4 K in a cell coated with deuterated polystyrene 3.Light collection design with the expectation of ~40 photoelectrons 4.Reliable valves 5.Understanding the geometric phase systematic error 6. 4 He dielectric strength at low pressures or for a presurized superfluid Moderate priority 1.Surface HV breakdown of acrylic and the Kerr effect 2. 3 He evaporator 3. 3 He injector volume test 4.Beamline and measurement cell neutronics Monte Carlo Quite Useful 1.Magnet development 2.Atomic magnetometers 3.Laser induced flourescence

Collab 6/20/05 #48 EDMEDM CD Schedule Proposed CD schedule (There is a lot of float in CD4 date): Funding Profile CD-0 Approve Mission NeedQ CD-1 Approve Preliminary Baseline RangeQ CD-2 Approve Performance Baseline RangeQ CD-3 Approve Start of ConstructionQ CD-4 Approve Start of OperationsQ4 2013

Collab 6/20/05 #49 EDMEDM Deciding the Approximate Date of CD-1 I am of two minds –Do not lose momentum and keep as much construction money as possible –Reduce the risk by further R&D John Tapia thinks we should delay CD-2 by an extra quarter We can tailor CD-2 and CD-3 How does this decision interact with the funding profile? What change to the funding profile to we recommend up to $1 M?

Collab 6/20/05 #50 EDMEDM Funding Profile

Collab 6/20/05 #51 EDMEDM Funding Profile Fiscal YearCoolaboration Funding Profile DOE Funding Profile FY072,4001,300 FY086,8003,500 FY095,0004,450 FY102,2005,000 FY ,000 FY12 01,050 Estimated total project costs: 17,20018,300

Collab 6/20/05 #52 EDMEDM Coffee Break Enjoy!

Collab 6/20/05 #53 EDMEDM Other Assignments

Collab 6/20/05 #54 EDMEDM Work hard on the R&D The R&D is the only way we can reduce the risk It needs to be finished ASAP

Collab 6/20/05 #55 EDMEDM Get the NSF to fund EDM Martin Cooper, Brad Filippone, Doug Beck, Ricardo Alarcon, Dima Budker (possibly Lee Roberts, IUCF, …) need to convince the NSF to support EDM in a major way May need to convince the NSF that the neutron EDM is sufficiently more exciting than atomic EDM experiments Possible briefing of the head of the Physics Division at the NSF Need to create a nice package for the NSF

Collab 6/20/05 #56 EDMEDM Assistant CDR Editor For the pre-proposal, Peter Barnes and Martin Cooper worked closely For the cost and schedule review, Peter Barnes and Vince Cianciolo played major roles Please volunteer

Collab 6/20/05 #57 EDMEDM The Next Collaboration Meetings Subsystem managers fast start At ORNL At LANL tied to the CD-1 rehearsal At LANL tied to the CD-1 review?