FY09 PPA Budget Kick Off

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FY09 PPA Budget Kick Off

• Rafael Alva
• Charlotte Chang
• Oct 22, 2008

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Managing All HEP funds _at_ SLAC

• Current OHEP organizational structure coupled
  tightly with the colors of HEP funding
• http//www.science.doe.gov/hep/staff/HEPOrgChart02
  1408.pdf
• KIPAC (Roger Blandford)
• Majority of HEP funding is for NonAccelerator
  Based Activities
• EPP Division (David MacFarlane)
• Mostly funded by Accelerator Based Research and
  Detector Operations
• Accelerator RD Division (Tor Raubenheimer)
• Mostly funded by the Accel RD and ILC RD
  funding
• LINAC related operations has transitioned from
  HEP to BES - LCLS
• Began in 2006 and Completed by Oct 2008
• John Seemans organization

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OHEP Organization
KA1501
KA11
KA1502011
KA1503
KA1201
KA1102053
KA13
KA140103
KA1202012
KA14
KA1502021
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SLAC HEP Costing Structure
Total HEP Funds 87M in FY09
Lab wide Indirect LDRD and IGPP 45
Direct Program Support (DPS) Includes PPA
Organizational Costs HEP Legacy costs Costs
of activities benefiting all HEP Programs
Program Costs Examples of Programs ATLAS and
LARP Accelerator Based Research and Operations
BaBar, LCD NonAccelerator Based GLAST and
LSST Theoretical KIPAC and EPP Accelerator RD
ILC RD
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SLAC HEP Programs
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Distributions of PPA DPS
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SLAC HEP Planning Functions

• Roles and Responsibilities
• PPA Steve Kahn/David MacFarlane/Rafael Alva
• Overseeing all HEP funds
• Planning Analysts
• Natalie Cramar PPA DO, PPA Travel Commitment
  Files, SCCS/TIS in Ops Directorate
• Regina Franco (60) BaBar Groups
  Collaboration ATLAS
• Linda Price GLAST ISOC, GLAST Physics, LSST,
  SNAP, PPA EE ME, EXO, LCD and KIPAC Physics
  Computing
• Dora Yu Accel Research Depts, including AARD,
  ACD, Beam Physics, ATR, LC and Test Facilities

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PPA Budget Planning Specifics

• Planning Principles
• Prioritized Bottoms up Budget
• Activity based has to be realistic
  justifiable.
• List items by Priority 1-3, 1 being the highest
• By Charge Numbers, where charge numbers represent
  activities, and
• By Names
• Desired Outcome of budgeting and Planning
  Exercise
• Transparency
• Ability to make difficult decisions
• Ability to reallocate prioritize based on
  program driven needs and schedules

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Budget Planning Specifics FY09

• Net decrease in dollars to fund Programs
• Higher increase in Lab Wide Indirect
• New Rates IGPP and LDRD, 1 respectively
• Funding required to fix labs MO issues (SII
  2Mil)
• Headcount actions continue to require Directorate
  approval
• replacement
• extension
• additions
• Charges to Linac Ops Need to go through the
  BES/LCLS WorkScope budget planning Process

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Budget Planning Specifics FY09 (contd)

• - MS requires a Program Driven and a prioritized
  bottoms-up approach
• gt Program Directors work with supporting
  departments to define the scope of work and
  understand the resources required to carry out
  the work
• gt Bottoms up and prioritized approach to travel
  budget planning
• Travel is controlled by DOE
• Cannot swap between MS and Travel
• Conference Approval long lead time 75 Days
• Mandatory Planning Tool PPA Travel Logs
• Not in the log delayed approval

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FY09 Budget Planning (Contd)

• New LDRD Proposals
• PPA will have a few approved LDRD proposals
• New Proposals call in late spring 2009
• Other Important factors to consider
• Identify possible non-DOE/HEP funding
• Identify Financial Plan Transfers via MOAs
• long lead time
• Might need Subcontracts
• Purchased Equipment, CEPs and
  GPP/Infrastructure
• Include in the Budget Template
• Same Due Date, Nov 15
• Tasks and activity schedules
• Needs in 09 for long-lead procurements

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PPA Budget Templates
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Budget Templates Contd Travel Planning

• New DOE Office of Science approval requirements
  for attending events

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FY09 Budget Planning Process and
ScheduleBaseline budget (BA0.0) will consist of
the following 1) all current staff with
appropriate labor distribution for the year 2)
Approved incoming new hires 3) MS 08 based -
irrelevant relevant 09 specifics to be provided
by Programs/depts.
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FY08 Budget Planning Process and Schedule
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Questions and Answers

• FY09
• Linac Ops Transition Completed
• Long CR 5/12 of funding thru Feb 28,09
• Transitioning to new programs ATLAS, FACET,
  Super B.
• Communications needed at ALL levels !