January LEReC Review 12 – 13 January 2015 Low Energy RHIC electron Cooling Kerry Mirabella Cost, Schedule, Personnel

January Outline Since the July 2014 review Cost by WBS Contingency by WBS Major Procurements High Priority Items How LEReC will be controlled –Monthly status –Milestones Risk Summary 2

January Since the July 2014 Review July - DOE review August – subsystem leads estimate contingency by task September –Resource loaded schedule completed for presented baseline with SRF gun –Contractor and Deputy Project Manager are assigned to charge the project –List of High Priority Items* submitted –New AIP – RHIC Accelerator Design Infrastructure Upgrade (RADTIU) proposed November - High Priority Items & RADTIU approved December - New Project Controls personnel (Khianne Williams) begins work 3 * Equipment to be installed during the FY15 RHIC shutdown.

January Contingency Guidance 4

January Contingency examples 5

January Costs by WBS 6

January Contingency estimates by WBS 7

January Organizational Chart

January Resources 9 Total hours = C-AD hours = % of the labor is within the C-A department. Personnel have been identified and will be available when needed.

January Major Procurements 10 Defined as purchases near, or over $100k direct. Major procurements total $2,498K unburdened.

January High Priority Items 11 We received permission to purchase the items above so that they can be installed in Status will be provided at each monthly telecon with ONP.

January Assumptions for cost and schedule The following assumptions were made within the schedule. –LEReC is fully approved by 3 February –RHIC does not run at all in FY17, in the other FYs RHIC shuts down July each year and restarts January next year. The cost and the funding plan shown in the Execution plan is based on the above. Changes to the assumptions or funding plan may change the cost, schedule and milestones. 12

January Resource loaded schedule (RLS) Tasks for the Infrastructure Upgrade AIP remain in the LEReC RLS at no cost. They are off-project tasks but will be monitored as their status is linked to the timely completion of LEReC. The DC Gun is off-project scope. We are adding tasks in the schedule relating to the fabrication/installation of a stand for the Gun, as well as milestones whose dates we will take from the purchase order. The 9 MHz cavity is being developed off-project, but the LEReC RLS includes dates for its installation. The LEReC AIP will use equipment from the Energy Recovery Linac (ERL). The RLS uses a milestone date detailing when the ERL will be shut down and we may begin extraction of components. 13

January Project Schedule 14 There are currently over 1400 lines in the schedule, and 9 months of float from the planned early finish date to the Project Complete reporting milestone in 3QFY18.

January Critical path 15 The compensating solenoids are the current critical path. Funds were committed on Dec 24 th when Purchasing received our requisition, specs and statement of work. Purchase order # assigned Dec 29.

January Critical Tasks On-project Instrumentation for cooling section Warm cavities Off-project SRF gun testing Repair of SRF cavity HTS solenoid leads DC gun construction 16

January How the Project will be Statused 17 status requests in excel put the schedule in everyone’s hands each month. Highlighted cells point out the info needed now.

January Communication and Reporting Plan Alexei Fedotov, CPM, leads weekly meetings with the LEReC team to discuss progress, risks and concerns. Cost/schedule/status will be reviewed monthly and reported to ONP via and discussed in detail during monthly telecons. The standard BNL accounting system will be the basis for collecting cost data. The CPM will lead quarterly overall cost, schedule and technical performance reviews and report the results to the ONP. ONP may, at their discretion, conduct progress reviews with a committee of experts. Technical performance will be monitored throughout the project to insure conformance to approved functional requirements. Design reviews and performance testing of the completed systems will be used to ensure that the equipment meets the functional requirements. Schedule performance will be monitored via milestones. 18

January Milestones for reporting progress 19

January Milestones for us 20 There are 9 months of float from the early finish date to the Project Complete date.

January Risk 21

January Risk 22

January Summary Total cost is $8.3M Total contingency (bottom-up plus risk) is 26.1% Risks have been identified and are being addressed. The major risk to the project is the performance of the SRF gun, and as mitigation, a parallel effort (off project) with Cornell for a DC gun is in progress. KPPs/UPPs are defined and understood The schedule will continuously evolve and be statused. Personnel requirements were estimated. A dedicated team of people has been assigned to the project. 23