1. 1 BROOKHAVEN SCIENCE ASSOCIATES Transition to Operations Erik D. Johnson, Deputy ALD for Programs NSLS-II Project Advisory Committee February 8-9, 2011

2. 2 BROOKHAVEN SCIENCE ASSOCIATES Outline Transition to Operations Planning Challenges for NSLS-II Facilities TOP (FTOP) Photon Sciences Approach to Transition to Operations Planning Project TOP (PTOP) Some NSLS-II PTOP elements Summary

3. 3 BROOKHAVEN SCIENCE ASSOCIATES Transition to Operations Plan A comprehensive plan to manage the smooth turnover of NSLS-II facility from construction phase to operations (FY12-FY15) Identifies and integrates transition activities (scope) Aligns schedule and key milestones Documents overall resource plan Describes organization, including roles & responsibilities Catalogs supporting documents Draft documents being prepared To be revised and updated through out transition period

4. 4 BROOKHAVEN SCIENCE ASSOCIATES Key questions for Transition to Operations From several different perspectives ask: What do you have? Validation of attainment of project scope Analysis of safety performance/ hazards Who is responsible for operating it? What organization accepts responsibility for operations What is the span of their responsibility What will it take to operate it? Operating procedures, training, documentation Financial planning (Operation, Maintenance, Improvement)

5. 5 BROOKHAVEN SCIENCE ASSOCIATES Special Challenges for NSLS-II Must consider broader context for PSD operations Currently Operate NSLS (Until sometime FY14) 59 beamlines currently in operation Active user community (~2200/yr) Hosted on a mix of facility and PRT beamlines NSLS-II even with additional ‘off-project’ beamlines will not have the capacity of NSLS at CD-4 Need to plan for transition of user community as well as facility - a bit outside of the ‘usual’ TOP issues Coordinate disposition of project scope with Portfolio

6. 6 BROOKHAVEN SCIENCE ASSOCIATES Photon Sciences Directorate Approach Recognize that PSD maintains a Portfolio of activities Projects, Programs and Facility Operations PSD now a matrix managed organization Establish standard process for transfer of projects to Facility Operations (FTOP) Many elements moving in and out of the portfolio Define interfaces, interdependencies and coordination requirements TOP documentation specific to each project (PTOP) Work under the umbrella of the standard process and feed into FTOP Tailor PTOP documents specific to the needs of each project

7. 7 BROOKHAVEN SCIENCE ASSOCIATES NxtGen Transition to Operations Relationship of TOPs Coordination of PSD Portfolio Organization interfaces How to accept project scope Project Closeout Project scope disposition Required Prior to CD-4 Photon Sciences Portfolio Transition to Operations Plan NEXT Transition to Operations NSLS-II Transition to Operations Plan Children (Project TOP) Parent (Facility TOP)

8. 8 BROOKHAVEN SCIENCE ASSOCIATES Content of FTOP FTOP Goals PSD Portfolio & Planning Including planning assumptions and management strategy Transition Scope, Phase, and Deliverables Schedule and Key Milestones Resource Planning Management Organization ESH & QA

9. 9 BROOKHAVEN SCIENCE ASSOCIATES Drivers for creation of a Project TOP Required by DOE O 413.3 Appendix A-16 Project Closeout Outlined in the NSLS-II Project Execution Plan Section 7 of base document, and appendices A,B and C The TOP is a pre CD-4 requirement Issue a Project Transition to Operations Plan that clearly defines the basis for attaining initial operating capability, full operating capability, or project closeout, as applicable. The plan will include documentation, training, interfaces, and draft schedules

10. 10 BROOKHAVEN SCIENCE ASSOCIATES DOE Guidance for TOP TOP in the context of closeout (DOE G 413.3-16) 2. Completion criteria (Verify KPP’s) 3. Readiness assessment 4. Commissioning Plan 5. Transition to Operations Plan 6. Quality Assurance Plan 7. EMS System Revision 8. Safeguards, Security and Safety Plans 9. Post CD-4 Approval Requirements

11. 11 BROOKHAVEN SCIENCE ASSOCIATES DOE G 413.3-16 Project TOP elements Suggested elements (not requirements ) 14. Facility Support, Op’n & Maint Training 15. EMS and QA Documentation plan 16. Safeguards and Security Documents 17. Permits/Licenses 18. Authorization and Notification 19. Project Transfer to operations 20. Business Functions 21. Project Information and Records Turnover 22. Transition to Operations Reporting 23. User/Operating Staff Planning 24. Lessons Learned 25. Project De-staffing Plan 1. Project Description 2. Planning Management 3. DOE Orders and Guidance 4. Key transition Phase Steps 5. Strategy 6. Operation Cost 7. Organization/Stakeholder Interface 8. Transition Team 9. Configuration Control 10. KPP’s and Completion criteria 11. Schedule and Key Milestones 12. Readiness Reviews 13. Operations and Maintenance Management

12. 12 BROOKHAVEN SCIENCE ASSOCIATES Transition of NSLS-II Project Scope Project Scope Operations Assignments Project Management DOE/BES, BNL, PSD Conventional Facilities PSD, BNL-F&O, ITD Accelerator Facilities PSD AS Ops, XF Ops Experimental Facilities PSD XF Ops R&D Facilities PSD/ BNL PTOP FTOP CD-4

13. 13 BROOKHAVEN SCIENCE ASSOCIATES Project Performance and Completion Criteria Defined in the Critical Decision Approvals and also refined in Global requirements Document Defined minimum goals for each stage of commissioning, prerequisite to starting next stage Start-up Test Plan Defined criteria for completion of commissioning stages NSLS-II Project Key Performance Parameters Key ParametersPerformance Conventional FacilitiesBuilding Area >340,000 GSF Accelerator FacilitiesElectron Energy 3.0 GeV Stored Current 25 mA Experimental FacilitiesBeamlines installed and ready for commissioning with X-Ray Beam 6

14. 14 BROOKHAVEN SCIENCE ASSOCIATES NSLS-II Project Transition to Operations Planning PEP (Appendix B7) views two phases of transition to operations Conventional Facilities and Technical construction ES&H perspective for both CF and AS/XF Beneficial Occupancy Readiness Evaluation –Phased occupancy of building that evaluates CF deliverables –Validates safety functions (fire protection, alarms, egress …..) Authorization Basis Documentation (SAD and ASE) –Defines envelope for utilization of project scope –Foresees transition to NSLS-II facility operations (FTOP)

15. 15 BROOKHAVEN SCIENCE ASSOCIATES Conventional Facilities Transition Activities Serve as a template for PTOP feeding to FTOP Integrating O&M in start-up and commissioning Eventual stewards gain experience with equipment Equipment vendors interface with ultimate owners Verify technical performance is achieved Independent Commissioning Contractor Internal design and O&M staff involved in validation Oversee occupancy/ASD installation phase operational requirements Again foresees ultimate utilization of the facility

16. 16 BROOKHAVEN SCIENCE ASSOCIATES NSLS-II Project Closeout Report Target date: October 2014 Technical, scope, cost and schedule baseline accomplishments Financial closeout, including a final cost report Closeout approvals Contract closeout status Adjustments to obligations and costs Photographic documentation Baseline change control log not required for NSLS-II Project Permits, licenses, and/or environmental documentation Deactivation, decontamination and decommissioning planning

17. 17 BROOKHAVEN SCIENCE ASSOCIATES Facility Transition to Operations Manager Lead the integrated transition management team Develop transition plans and documentation Manage implementation and execution of the transition plans Serve as the single point of contact for all matters relating to the implementation of transition plans Ensure ES&H and QA goals are achieved for transition activities Identify and manage transition related risks Identify and ensure timely resolution of critical issues which impact transition activities Hold regularly scheduled transition meetings Participate in project closeouts and operational readiness assessments Keep PSD management informed in timely manner

18. 18 BROOKHAVEN SCIENCE ASSOCIATES Summary Establishing Transition to Operations Planning Process for Photon Sciences Directorate Formalizing coordination of TOP elements Working documents to be finalized by early summer Many elements for NSLS-II TOP described in detail in subsequent presentations Authorization Basis Plan (S. Hoey) Accelerator Start-up / Test / Commissioning (F. Willeke) Beamline Transition to Operations (Q. Shen) PS Portfolio and Future Planning (S. Dierker)