LBNE Working Group Meeting December 20, :00– 5:00 PM Snake Pit

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM2 Agenda 1.Purpose of Working Group Meetings [Dean Hoffer] 2.Project Report [Jim Strait/Elaine McCluskey] a)Overview of the Project Scope b)Project Status (including design, schedule, estimates, risks and PM documents preparations for CD-1) c)Funding Limitations d)Staff Re-allocation Post-Decision 3.Overview of requirements for CD-1 [Dean Hoffer] 4.Preparations for Director's Independent Conceptual Design and CD-1 Readiness Review [Dean Hoffer] 5.Discuss Next Meeting [Dean Hoffer/All]

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM3 Fermilab’s Project Management System Lifecycle

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM4 Purpose of Working Group Meetings Mentor Project Teams in Project Management Processes and DOE Requirements Guide projects through CD-0,1, 2 and 3 process Ensure projects are ready for Director’s and DOE Reviews Facilitate open communication to address problems –Meetings include project office personnel, Control Account Managers, Directorate that oversee the project, the DOE Federal Project Director, DOE OHEP Program Manager, OPMO, ES&H, Procurement and other support personnel –For LBNE, BNL and LANL Management included

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM5 Typical DOE Acquisition Management System for Line Item Projects Figure 1 from DOE O 413.3A Pre-conceptual Planning Conceptual Design Preliminary Design Final Design Construction

Summary of Major Requirements Table OPMO-Dean Hoffer20-Dec-2011 LBNE WGM6

Critical Decision OPMO-Dean Hoffer20-Dec-2011 LBNE WGM7 S-4 Under Secretary of Science (Brinkman, acting) SC-1 Director, Office of Science (Brinkman)

Review Requirements for $750M or More OPMO-Dean Hoffer20-Dec-2011 LBNE WGM8 ICE – Independent Cost Estimate ICR – Independent Cost Review SC-28 Office of Project Assessment (Lehman)

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM9 Matrix Link OPA Project Decision Matrix procedures/Project_decision_matrix_11_2010_m.pdf

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM10 OPMO Website and Procedures OPMO Main Webpage: OPMO Procedures: –FRA Earned Value Management System Description –12.PM-001 Project WBS, OBS, RAM –12.PM-002 Control Accounts, Work Packages, Planning Packages –12.PM-003 Work Authorization –12.PM-004 Project Scheduling –12.PM-005 Cost Estimating –12.PM-006 Monthly Status and Reporting –12.PM-007 Change Control –12.PM-008 EVMS Surveillance & Maintenance

2.Project Report [Jim Strait/Elaine McCluskey] a)Overview of the Project Scope b)Project Status (including design, schedule, estimates, risks and PM documents preparations for CD-1) c)Funding Limitations d)Staff Re-allocation Post-Decision OPMO-Dean Hoffer20-Dec-2011 LBNE WGM11

CD-1 Requirements OPMO-Dean Hoffer20-Dec-2011 LBNE WGM12

CD-1 Requirement Matrix OPMO-Dean Hoffer20-Dec-2011 LBNE WGM13

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM14 Critical Path to get through CD-1 Complete Conceptual Design and documenting it in the Conceptual Design Report (CDR) Developing a Resource Loaded Schedule (RSL) and Cost Estimate (includes BOEs and risk driven cost and schedule contingency) Developing Required Project Management Documents (i.e. PEP, PMP, CDR, Acquisition strategy, Preliminary Hazard Analysis, Configuration Management Plan, Value Management Plan, Risk Management Plan, etc.)

CD-1 Documents Preliminary Project Execution Plan (PEP) Acquisition Strategy Preliminary Project Management Plan (PMP) Conceptual Design Report (CDR) Baseline Range and Resource Loaded Schedule Configuration Management Plan Preliminary Hazard Analysis Report Assumptions Document Preliminary Risk Management Plan and Risk Assessment QA Program Value Management Documentation OPMO-Dean Hoffer20-Dec-2011 LBNE WGM15

Director’s Review There are two parts –Independent Design Review Technical evaluation of the Conceptual Design Report (CDR) –CD-1 Readiness (“Approve Alternative Selection and Cost Range”) Evaluate Cost, Schedule, Risk Management, Quality Assurance, ES&H, and Project Management Organization/Process OPMO-Dean Hoffer20-Dec-2011 LBNE WGM16

Preparations for CD-1 Director’s Review Scope - Focus on Conceptual Design and readiness to Approve Alternative Selection and Cost Range (schedule/ cost estimate/ labor resources) Duration estimated at approximately 4+ Days (will be determined by agenda) Charge – Dean to draft Agenda – Jim/Elaine to draft Target Date of Review Week of March 5 Need to get confirmation of Director/Deputy Director availability to schedule OPMO-Dean Hoffer20-Dec-2011 LBNE WGM17

Review Logistics Preparations Establish Review Committee Team –Will use some of the independent reviewers used on LBNE internal reviews for Director’s Review Team Create Review Website (OPMO’s and LBNE’s) –LBNE’s Review Documents to be posted 2 week’s prior to start of review. This includes drafts of presentations. Reserve Meeting Rooms –Initially reserved when review date determined –Firm reservations after draft agenda OPMO-Dean Hoffer20-Dec-2011 LBNE WGM18

OPMO-Dean Hoffer20-Dec-2011 LBNE WGM19 Next Meeting If weekly, December 27 from 3:00 – 5:00 PM (CT) Potential Agenda Items –Review Draft Charge –Review Draft Agenda