1. NSLS-II 2016 PMI Project of the Year
PMI Rochester Professional Development Day
3 May 2017
Erik D. Johnson
BNL NSLS-II
Peer Recognition for Excellence in Project Management

2. National Synchrotron Light Source - II
Project at completion -
10,000 times brighter than NSLS with
ultra‐low emittance and
exceptional beam stability
Delivers world leading capability to image single atoms
Total Project Cost (TPC) = $912M, TEC= $791.2M; OPC=$120.8M
$150M ARRA accelerated funding profile (did not increase TPC)
LINAC, 3.0 GeV Booster, 500mA Storage Ring 791.5m circumference
7 Insertion Device Beamlines (capability for over 58 beamlines)
Various buildings totaling 628,000 gross square feet (~58,000 m2)
Completed 6 months early, added $68M scope from CD‐2 baseline
Why and How?

3. Brookhaven National Laboratory
RHIC
NSRL
BLIP
BNL Scientific Data and Computing Center
Interdisciplinary Energy Science Building
CSI (NSLS site)
ATF
CFN
NSLS-II
Long Island Solar Farm

4. Mission Drivers U.S. Department of Energy
The mission of the Department of Energy is to
assure America’s security and prosperity
by addressing its energy, environmental and nuclear challenges
through transformative science and technology solutions.
Office of Science mission is
the delivery of scientific discoveries and major scientific tools to transform our understanding of nature and to advance the energy, economic and national security of the United States.

5. Office of Science FY17 Request: $5.7B
Largest Supporter of Physical Sciences in the U.S.
Research: 42%, $2.4B
~40% of Research to Universities
> 20,000 Scientists Supported
Funding at >300 Institutions including all 17 DOE Labs
Facility Operations: 36%, $2.06B
>30,000 Scientific Facility Users
$1.8B Mission Innovation
Office of Science FY17 Request: $5.7B
Slide Courtesy of Stephen W. Meador –
Office of Science Director of Office of Project Assessment

6. SC PM Culture
Projects are typically ‘build to cost’ with a goal of maximizing science capability Project designs consider potential enhancements and future upgrades—programs and projects take a long view Facility users (and science community) are engaged throughout the project lifecycle Project advisory committees (technical, ESH, management) are thoughtfully appointed and valued SC peer reviews are regular, recognized by the science community, and facilitate sharing of lessons learned SC expectation that PM systems be rigorous and performance be continually improved
Slide Courtesy of Stephen W. Meador –
Office of Science Director of Office of Project Assessment

7. NSLS-II Mission Need Early 2000’s
Office of Basic Energy Sciences Advisory Committee (BESAC)
Development of nanoscale materials – as well as the methods to characterize, manipulate, and assemble them – critical for developing future energy technologies
At the time, no light source facility on Earth was capable of addressing this challenge
Needed a highly optimized x-ray source to deliver extremely high brightness and flux; exceptional beam stability; suite of advanced instruments, optics and detectors to capitalize on these special capabilities.
~1 nm spatial resolution
~0.1 meV energy resolution
Single Atom sensitivity

8. NSLS-II Scope Accelerator Systems Conventional Facilities
Storage Ring (~ ½ mile in circumference)
Linac and Booster Injection System
Conventional Facilities
Ring Building and Service Bldgs (400,000 gsf)
5 Laboratory/Office Bldgs (190,000 gsf)
Experimental Facilities
Initial suite of seven insertion device beamlines
Capable of hosting at least 58 beamlines
Research & Development
Advanced optics &
accelerator components

9. NSLS-II Floor Plan
L- LINAC
B- Booster
RF- RF facility
1-5 – Pendant #

10. Injector and Storage Ring
LINAC
BOOSTER
STORAGE RING
INSERTION DEVICE

11. Beamlines and Endstations

12. Overall Schedule
Early completion including all scope additions at the end of December 2014

13. Stakeholder Relations
Sponsor – DOE Office of Science - Basic Energy Sciences
Project Execution Plan formalizing relationships and expectations
Core group – Integrated Project Team with members from DOE HQ, the local DOE site office, BNL NSLS-II Staff
Met frequently – weekly calls with DOE
IPT known for robust frank dialogue on project issues
User Community
As an open access user facility NSLS-II maintained ongoing dialogue with users through workshops (more than 20 before CD-2)
User participation in project Advisory teams
External Stakeholders and Staff
Engagement with the community at large –
BNL Executive Round Table
BNL Community Advisory Council
Frequent outreach to the public during the project

14. Project Organization Closely Aligned with the WBS
Accelerator
Experimental
Conventional
Very helpful in execution of the three major sub projects

15. Project Controls Stood up a Project Controls Organization for NSLS-II
Cost Estimate Data Base – captured basis of estimate
Set up robust EVMS communication and tracking
Integrated Project Database (IPD)
Captures performance, variance analysis
Tools and information used to develop the integrated project baseline as well as monitoring performance against the baseline during execution

16. Monthly Cost At its peak NSLS-II was spending ~$1M each day
Risk management and mitigation is really important!

17. Risk Management Tracked and managed risk very carefully
Integrated top-down risk registry yielded 28 key risks
Registry was owned and updated by the CAMS as work progressed

18. Risk Management Tracked and managed risk very carefully
Integrated top-down risk registry yielded 28 key risks
Registry was owned and updated by the CAMS as work progressed

19. Risk Management Tracked and managed risk very carefully
Integrated top-down risk registry yielded 28 key risks
Registry was owned and updated by the CAMS as work progressed

20. Risk Management
Baseline changes were tracked as the project progressed
EAC was tracked independently, including projections of risk that was anticipated to materialize
Scope was added only if available contingency remained above 25% of remaining work
Had planned for the mature facility scope on a technically limited schedule
Adjusted to anticipated budget and funding profile
When ARRA funds became available plans were ‘ready’
Advanced portions of conventional work by 1 year
Risk mitigation was ~15.7% of planned work
Left $68.1M for scope enhancements

21. Contingency Obligation History
Scope Additions:
$68.1M
(CD-2 BAC $719M)
Added 9% to CD-2 plan
Cost Plan ~ $787.1M
Total Utilization:
$191.6M from CD-2
Utilization for mitigation:
EAC $910.6M
Plan $787.1M
$123.5M $M
Contingency utilization for mitigation was 15.7% of Planned work ($123.5M/$787.1)

22. Lessons Learned
Catalogued successes and opportunities for improvement
Developed “Project Execution Guide” to capture “how to” information
Project reviews are the most important management tool to ensure that the project is staying on track.
If you are not required to have them, you should inflict them on yourself.
From CD-1 to completion NSLS-II had 54 major reviews
Resulted in 1,359 recommendations – all tracked to closure

23. Producing High Impact Science
General User Operations
CSX-1, CSX-2, XPD, HXN, SRX, IXS, CHX, LiX, AMX, FMX, ISS
Science Commissioning
XFP, TES, CMS
Technical Commissioning
ESM, ISR, SMI, NYX, SIX
Completion in FY17
BMM, QAS, XFM
Completion in FY18
SST-1, SST-2, PDF, FXI, FIS, MET
CSX and CMPMSD
NSLS-II
ABBIX
NEXT
BDN
NPB
High coherent flux facilitated the first ever speckle and XPCS measurement of charge stripes in a cuprate X.M. Chen, et al. PRL (2016)
19 beamlines in operations or commissioning
Only 2 years beyond CD-4!

24. Keys to NSLS-II Project Success
Basic Energy Science’s (project sponsor) unwavering commitment
Top Priority for Brookhaven National Laboratory
Strong and continuing interaction with the Stakeholder Community
Technical capabilities of the Project Team
Excellent Integrated Project Team
Adherence to sound project management principles
Consistent and frequent peer review (54 major reviews!)
Openness of the project team to taking and acting upon advice
“The NSLS-II project exemplified the value of strong partners executing complex projects as well as the wide-ranging benefits that diligent exercise of sound project management principles can yield.”
Dr. Harriet Kung Dr. Doon Gibbs
Associate Director of Science for Basic Energy Science Laboratory Director
U.S. Department of Energy, Office of Science Brookhaven National Laboratory
Project Management Institute: 2016 Project of the Year Submittal