Office of Nuclear Physics Collaboration Meeting 5/19/08 #1 nEDM Reworked Schedule Kim Selvage Project Controls Analyst

Office of Nuclear Physics Annual Review 8/1/07 #2 The Reworked WBS  Number of activities reduced by 339  Each subsystem has about 100 activities  1.9 now has activities that have been identified to take place after CD-4  Consistency added in naming activities P-Preliminary F-Final O-Operating  All logic ties and resources transferred to the activity level

Office of Nuclear Physics Annual Review 8/1/07 #3 Resource Changes  Added a cost loaded resource dictionary More realistic but also more complicated A resource rate can be updated easily  Several rate corrections made Approximately $350K increase  Duplicate resources consolidated  Over allocation can now be identified  Added NSF/DOE Coding by activity

Office of Nuclear Physics Annual Review 8/1/07 #4 Change is Good. Really!!  The better our baseline, the easier the effort to update the schedule and accurately predict the outcome.  Understand that everyone will have different degrees of change. The impact will be different for each subsystem.

Office of Nuclear Physics Annual Review 8/1/07 #5 Overview of Changes by Subsystem  Test Cryostat (new activity, $140K) He Spin-Holding Coil – new activities  1.6 Rate Correction ($52K)  1.8 More labor hours added. ($590K) Missing ODC added. ($345K)  1.10 Rate Correction ($296K)

Office of Nuclear Physics Annual Review 8/1/07 #6 Transfer of Dollars (Base $s)  Laser induced fluorescence Deleted $37,037  Liquid helium refrigerator for precool from 4 K to 1.5 K (WP) Moved $’s $77,658 to Construction of refrigerator by vendor  Cryovessel Assembly, Testing and Operation Infrastructure (WP) Duplicate activity deleted $467,801  First Dilution Refrigerator (WP) Moved $97,665 to R&D Dual Use Cryostat Dilution Refrigerator  O- Transport Conventional Shield and Degaussing System had $34,515 moved to +1.9 O- Transport Conventional Shield and Degaussing System

Office of Nuclear Physics Annual Review 8/1/07 #7 CD-1 vs Current Schedule Finish of nEDM Project New Guidance Current 9/7/143/19/15

Office of Nuclear Physics Annual Review 8/1/07 #8 CE Budget Profiles ($k) FY’06FY’07FY’08FY’09FY’10FY’11FY’12FY’13FY’14Total DOE Guid. 1801,2002,5001,1004,0006,0003, ,105 DOE Use 1801,2002,1251,4754,0002, ?11,795 DOE G-U ,7002, ,310 NSF R&D/E 200 NSF Mgmt NSF TPC 2002,5102,1502,4507,310 NSF Prop. 2,5502,2002,5007,250 NSF Use 2002,5502,2001, ,450 NSF P-U 01, TPC1801,4002,1253,9856,1503, ,105

Office of Nuclear Physics Annual Review 8/1/07 # He Systems Steve Williamson (Illinois) 1.2 Polarized Neutron Beam Line & Shielding Wolfgang Korsch (Kentucky) 1.1 Research & Development Martin Cooper (LANL) 1.6 Central Detector Systems Takeyasu Ito (LANL) 1.8 Infrastructure Walt Sondheim (LANL) 1.9 Assembly & Commissioning Paul Huffman (NCSU) 1.7 Electronics, Computers, Simulations, Data Analysis Jim Miller (Boston) 1.5 Magnets and Magnetic Shielding Brad Filippone (Cal Tech) 1.3 Cryostats, Refrigerators and Related Equipment David Haase (NCSU) 1.10 Project Management Martin Cooper (LANL) Organizational Chart nEDM Project Martin Cooper (Contractor Project Manager) Kim Selvage (Project Controls Analyst) Key Green: logic reviewed, resource loaded schedule Yellow: still needs to work out a few issues Orange: refined the intersystem logic

Office of Nuclear Physics Annual Review 8/1/07 #10 Operation Tasks  “O-” added to task name  Identifies activities that will happen after CD4  By moving them to the bottom of the schedule, individual Subsystems will have a more accurate finish date  Will not be part of CD-2/3a Schedule

Office of Nuclear Physics Annual Review 8/1/07 #11 Snapshot of Operations

Office of Nuclear Physics Annual Review 8/1/07 #12 Known Issues that Need to be Resolved  7 day workweek converted to 5 day workweek  Over allocation of several people Examples on next slide  Need FY08 Rate Table Needs to be costed  Need to match funding profile  Need to update the Resource Dictionary with current workforce  Separate O’s into a subproject

Office of Nuclear Physics Annual Review 8/1/07 #13 Over allocated Resources Boston - Jim Miller Caltech - Brad Plaster Caltech - Engineer - Boissevain Duke - Faculty - Haiyan Gao Duke - Grad Student - Qiang (Alan) Ye Duke - Staff - Dutta UIUC - Draftsman - D1 UIUC - Engineer - Bartoszek UIUC - Grad Stud - Yoder UIUC - Technician - Eric Thorsland IU - Staff - Long LANL - Tech - Gomez LANL-TSM Sondheim LANL-TSM Cooper NCSU - Cryogenic Tech 1 NCSU - Cryogenic Tech 2 NCSU - Elect Tech - Patrick Mulkey NCSU - Electrical Eng - Bret Carlson NCSU - Faculty - David Haase NCSU - Mech Eng - Matthew Busch NCSU - Software Engineer NCSU - Student Tech ORNL - Engineer-Rick Allen ORNL - Staff - Procurement ORNL - Technician 1 ORNL - Technician 2 SFU - Faculty - Mike Hayden Berk - Grad Student - Sushkov Yale - Staff - Lamoreaux

Office of Nuclear Physics Annual Review 8/1/07 #14 In Closing…  The changes have made a better baseline  Still need to make many more changes  Draft version is available

Office of Nuclear Physics Collaboration Meeting 5/19/08 #15 nEDM Preparing for CD-2/3a Kim Selvage Project Controls Analyst

Office of Nuclear Physics Annual Review 8/1/07 #16 CD2/3a Work List  Complete R&D to establish technical feasibility  Calculation of forecasted sensitivity based on R&D  Build schedule and work packages to be baselined from R&D results  Identify Work Package Leaders  Build Cost Book  Complete preliminary engineering and selected cryogenic final engineering  Convert preliminary documents to final documents  MOUs between LANL and collaborating institutions  Establish NSF support of the project and integrate it with the DOE support

Office of Nuclear Physics Annual Review 8/1/07 #17 Steps  Update your rate table  Develop your WBS in the MS Project Schedule  Link your activities – Revise your logic  Logically group your activities into Work Packages  Document your changes

Office of Nuclear Physics Annual Review 8/1/07 #18 Rate Tables  CD-1 used FY06 rate table  CD-2/3a will use a current FY08 rate table All institutions will submit their current information Escalation will take place FY09 out WP will be updated as well as the schedule Approximately 60 procurements > $25K

Office of Nuclear Physics Annual Review 8/1/07 #19 Example of Procurement <$25K  V2 Valve, V4 Valve, V5 Valve$70, Procure V4 Valve Bodies and Seat$15, Procure V2 Valve Body and Seat$10, Procure V5 Valve Bodies and Seat$15, Procure V2 Valve Actuator$10, Procure V4 Valve Actuator$10, Procure V5 Valve Actuator$10,000

Office of Nuclear Physics Annual Review 8/1/07 #20 FY2010 Field Budget Call Escalation Factors

Office of Nuclear Physics Annual Review 8/1/07 #21 Resources in Schedule  Schedule is resource loaded Duplicate resources combined Do not enter resources or procurements in schedule Project Office will enter the resources and procurements based on your work packages Define how the costs will be spread over the duration of the activity by selecting an accrual method –Prorated –Start –End

Office of Nuclear Physics Annual Review 8/1/07 #22 Revising Logic  Do not put predecessors/successors on summary tasks  When to use FS and SS  Lag vs. Constraints Discussion

Office of Nuclear Physics Annual Review 8/1/07 #23 The Small Version of the Big Picture Development Feedback

Office of Nuclear Physics Annual Review 8/1/07 #24 Performance Baseline SSM Effort (9/19)  Work Breakdown Structure in MS Project  Verify FY08 Rate Table  Work Packages Contingency Analyses  Risk Table  WBS Dictionary  Cost Books (NEW)

Office of Nuclear Physics Annual Review 8/1/07 #25 Cost Book Needs  The Basis-of-Estimate (BOE) shall contain supporting information substantiating each cost data item vendor quotes engineering calculations graphs figures  (BOE code) which characterizes the uncertainty associated with the estimate. The categories established for the project in decreasing order of confidence include: CP, catalog prices for off-the-shelf items; VQ, vendor quotations based on finished drawings, followed by vendor quotes on preliminary drawings; HD, historical data from previous experience with similar components and efforts; and EE, engineering estimates based on the estimator’s judgment and experience.

Office of Nuclear Physics Annual Review 8/1/07 #26 Cost Book Example

Office of Nuclear Physics Annual Review 8/1/07 #27 WP Leaders Verified  Each Subsystem Manager will receive a worksheet Fill out the WP Managers The WP Manager should not be a limited term employee How will you handle when a person moves from one institution to another? Return to Kim on Tuesday The WP managers will work with the Subsystem Managers

Office of Nuclear Physics Annual Review 8/1/07 #28 Work Packages  Designed to allow you to estimate burdened costs and generate work packages in preparation for CD-2/3a and beyond.  This process will also establish the contingency on each activity.  Current labor and overhead rates will be loaded into a linked rate table. You can estimate total costs using easy-to-use drop down menus and entry fields.

Office of Nuclear Physics Annual Review 8/1/07 #29 Section 1. Set Up Activity Sheets  For each activity in the MS Project schedule If work package contains > 20 activities, break into multiple work packages Do not add additional activity sheets to the workbook  Enter estimated duration  Start and end dates will be entered by the project office at a later date  Estimate contingency according to the rules contained in the PEP

Office of Nuclear Physics Annual Review 8/1/07 #30 Contingency Refresher  Re-evaluate current work packages  Durations and cost in the work package No contingency Currently the duration in the Microsoft Project Schedule is with contingency  With some exceptions, the contingency will decrease due to R&D advancements

Office of Nuclear Physics Annual Review 8/1/07 #31 Risk Factors

Office of Nuclear Physics Annual Review 8/1/07 #32 Risk Weights

Office of Nuclear Physics Annual Review 8/1/07 #33 Section 2. Estimate Labor Costs  Specific Person Assign name, institution, labor type and hours  Generic resources in the Project schedule Assign TBD, institution, labor type and hours  Graduate students, scientific staff and professors should not have a cost associated with them. Capture their effort both here and in the schedule for planning purposes.

Office of Nuclear Physics Annual Review 8/1/07 #34 Duration and Work Effort Comparison

Office of Nuclear Physics Annual Review 8/1/07 #35 Section 3. Estimate Other Direct Costs (ODC)  Enter cost type, base estimate and purchasing institution. travel, supplies and small equipment purchases  Check accuracy and completeness of your ODC estimate make sure that you have included appropriate amounts of ODC for each institution participating in the activity

Office of Nuclear Physics Annual Review 8/1/07 #36 Section 4. Estimate Major Procurements  Estimate the burdened cost of all procurements over $25k Write a brief description of the item Enter a base estimate (best guess until you have a quote) Assign institution that will initiate the purchase  Institutions may have different overhead rates for small and large procurements. Be sure to enter procurement costs in the section with the appropriate overhead rate.  Submit vendor quotes labeled by WBS electronically to the project office for purchases greater than $25K or as requested by Project Office Will provide reviewers with a better understanding of how cost estimates on largest ticket items were determined Some purchases might be grouped

Office of Nuclear Physics Annual Review 8/1/07 #37 Section 6. Assumptions  Assumption - A condition or statement assumed to be true for the purposes of planning that if proved false could significantly alter the project's ability to complete the activity as expected. Example: you may assume that your institution will assign a lower overhead to the project because of its scientific importance. If the institute eventually decides against offering the lower rate, the estimated cost of the activity could increase significantly.

Office of Nuclear Physics Annual Review 8/1/07 #38 Section 6. Constraints  Constraint - A restriction or limitation that must be met by the activity in order to satisfy project requirements. Example: the EDM Project Manager may assign a budget constraint to a particular piece of equipment in order to complete the project within DOE's funding profile. Example: an activity on the critical path may have to be started or finished on a certain date in order to meet a Critical Decision point or other high level milestone.  Use this section to document constraints that the project office needs to know

Office of Nuclear Physics Annual Review 8/1/07 #39 Section 6. Dependencies (Links)  Dependency - A relation between activities, such that one requires input from the other. Example: completion of an activity may require that another activity from outside of your WBS element be completed first. Document any dependencies of which you are aware in the activity sheets Refer to the master schedule to identify the logical relationships that have been defined to this point

Office of Nuclear Physics Annual Review 8/1/07 #40 Complete the Work Package Sheet  Once you have finished a sheet for each activity in the work package, the last step is to complete the work package. Enter a work package title WBS number at the Summary level Max. 3-4 sentence description of the work scope –The detail will go into the WBS Dictionary Milestones Assumptions pertaining to the overall work

Office of Nuclear Physics Annual Review 8/1/07 #41 Milestones  The following definitions from the planning guidance apply to entering milestone levels: Level 1DOE –Critical Decisions Level 2PEP Milestone –1 to 2 per Year Level 3Work Package –1 to 2 per Quarter Level 4Activity (Lowest Level) –Your internal milestones to manage DOE PO NSF

Office of Nuclear Physics Annual Review 8/1/07 #42 Risk  Need to rework contingency  Document risk  Contingency >30% needs to be documented on the work package section 6.  A risk log will be created from the WP documentation  The work packages and the schedule can easily show the amount with and without contingency  Schedule contingency dropped from 12 months to 8 months

Office of Nuclear Physics Annual Review 8/1/07 #43 High Contingency Activities WBSTask NameCont % Test entire central detector system Fabricate Dressed Spin Coils Procure end cap Procure Optics Construction of the volume and dummy end cap for testing Prototyping Procure V1 valve Prototyping F-Design Purifier Concen Measure Eqpt Procure Purifier Concen Measure Eqpt F-Design Pressurizer Bellows Procure Pressurizer Bellows F-Design V1 Valve Actuators Procure V1 Valve Actuators Fabricate B0 Field and Gradient Field Coils Cold Test of B0 Coil Package Procure Capacitor Procure Electrodes54

Office of Nuclear Physics Annual Review 8/1/07 #44 High Contingency Continued Procure Connecting Line Procure Penetrations Procure Cells Coatings High Field B0 Test Warm Test of Dressed Spin Coil Test 3He Spin-Holding Coil at CIT Warm Test of B0 Coil Package (Low Field) Procure Conventional Shield and Support Structure Procure Magnets F-Design HV Monitor P- Magnetic Field Design F- Magnetic Field Design Construction of refrigerator by vendor Collection System Sensor Instrumentation Prototyping base Procure Ferromagnetic Shield Procure Ferromagnetic Shield45

Office of Nuclear Physics Annual Review 8/1/07 #45 Performance Baseline PO Effort (10/24)  Change Log submitted from SSM effort  Work Breakdown Structure  WBS Dictionary  Work Packages  Contingency Analyses  Cost Books  Resource Loaded Schedule  Critical Path Schedule  Rework Schedule

Office of Nuclear Physics Annual Review 8/1/07 #46 Sample Change Log

Office of Nuclear Physics Annual Review 8/1/07 #47 Changes  What has been added to the schedule  Use the change log to identify requested external links  Document deleted activities  Document new activities

Office of Nuclear Physics Annual Review 8/1/07 #48 Change Control  “Who can do what and at what authority”

Office of Nuclear Physics Annual Review 8/1/07 #49 Sample Baseline Change Log

Office of Nuclear Physics Annual Review 8/1/07 #50 What The Project Office Needs  New Rate Table in FY08 dollars  New/Revised WBS  Microsoft Project with Internal Logic  WBS Dictionary  New/Revised Work Packages  Change log  Cost backup documentation