Management

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Management

• Brent Fultz
• California Institute of Technology

• Report from the Baseline Review
• Project Execution Plan
• Purpose of IDT

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Baseline Review March 14, 2002, Caltech

• First of its kind for SNS IDTs -- Technical and
  Management Review
• Jim Richardson (Chm), Steve Bennington, Collin
  Broholm, Richard Boyce, Jon Kapustinsky, David
  Lichty, Toby Perring, Frans Trouw
• Report from Committee received Sept, 2002.
  Generally very favorable.
• We agree with most of the points.
• We began response immediately after the
  review.
• DOE (Iran Thomas) wants a written response before
  Dec. 1.

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Issues from ARCS Baseline Review

• Detectors inside vacuum
• Shielding
• Moderator poison depth
• Disk chopper
• Soller Collimators
• Software Plan
• Project management
• - Project Execution Plan
• - Memorandum of Agreement (Caltech-SNS)
• - Budget Authority
• - Role of IDT
• - Reporting Requirements

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Proposed
D
O
E
9/2001
9/2006
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Project Execution Plan -- Now a BES Requirement

• Concept Given that a project plan exists, how
  does it get executed?
• Who does what? responsibilities / authority
• (mostly inter-institutional, some
  intra-institutional)
• select measures of progress, approvals, funding
• identifies policy documents (MOA, construction
  standards, IP, ESH)
• technical baseline for scope, cost, schedule
• control of changes to baseline (cost, schedule,
  scope)

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Project Execution Plan -- Advice from IDT

• ARCS IDT can help on
• - Milestones
• - Control of Changes in Cost, Configuration,
  Schedule
• - Role of Executive Committee
• - Close of Project
• ARCS IDT should know about
• - Budget Authority
• - MOA
• - Contingency management

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Milestones Level 2

• Division of Materials Sciences and Engineering
  Approval
• Software Baseline Design January, 2003
• Confirm Detector in Vacuum Design February,
  2003
• Place Guide Procurement February, 2003
• Place Vacuum Vessel Procurement December, 2003
• Begin Installation August, 2004
• Software Beta Release March, 2005
• Software Release 1.0 January, 2006
• Operational Readiness Review April, 2006
• Complete Installation September, 2006
• Commissioning Completed November, 2006
• End ARCS Project November, 2006

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Project Schedule
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Change Control Thresholds
DOE MSE Div. Change Control Board
Technical Changes in Key
Parameters Changes in Design Parameters -
2.5 m secondary flight path Not Affecting the
Key Parameters - detectors to 140o e.g.,
deletion of frame overlap chopper, - guide in
primary flight path switching of Fermi
choppers Schedule Any Delay in Level 1
Milestone Any Delay in Level 1 or 2 Milestone
Cost Any Increase in Total Project Cost Any
Increase gtk 75 at WBS Level 2
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Contingency Management
What Is It? Best guess estimate of ARCS hardware
is 10 M We are allowing for up to 12 M ARCS
contingency is 20 (calculated by summing
contingencies on all 220 tasks in WBS) 20 is
reasonable, but not large.
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Project Execution Plan -- How is Contingency
Managed?
Requirement -- No carryover of funds between
budget periods. Approach -- Budget everything we
can within the budget period. Optimistic --
Best estimate is that we should end up 20 ahead
on funds, perhaps ahead of schedule. Enlarge
scope of project later. Pessimistic -- Less
work completed than we thought. Descope project
later. Comment DOE expectation is on time and
on budget (neither below nor above)
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Project Execution Plan -- How is Contingency
Managed?
Problem -- Rate of spending is not arbitrary.
Possibilities - work with BES to change BA
profile (issue in Review) - phased funding of
detector contract - large commitments near
boundaries of budget periods - launder money
through subcontracts to National Labs
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Role of IDT

• Past
• IDT was essential in preparing the proposal
  (large group)
• Executive Committee
• Fultz, Abernathy, McQueeney, Beyermann,
  Nagler?, Osborn
• Change Control Board
• Abernathy, Fultz, McQueeney, ?
• Future
• Later, near end of ARCS project in 2006, IDT will
  
• organize scientific program
• negotiate for beamtime (maybe)
• friendly users during commissioning, testing
  instrument and
• sample environments (Big role-- this may be
  2 years)

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Role of IDT
Present Problem How to engage the IDT during
construction? Secure funds for sample
environments Test single crystal goniometer
on Pharos Use Pharos data to test ARCS
software (maybe with LRMECS, HRMECS, Mari, MAPS)
Sign in CCCP Restaurant
It is an insult to tip the waiter (bribe the
IDT) Waiter Go ahead sir, insult me.
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Project Closure

• Readiness Review in Early 2006 (safety)
• Transition of Documentation
• Transition to Operations
• Expect a role for IDT during commissioning
• Software Release for ARCS
• Report Lessons Learned
• ARCS project ends when money ends -- Nov. 2006

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Post Project

• Role of IDT in formulating inelastic PAC
• Expect a Big role for IDT during commissioning
• Software Distribution to SEQUOIA, CNCS
• Hardware maintenance by SNS
• both spectrometer and sample environment
  equip.
• Doug will be at Oak Ridge
• Software maintenance by SNS
• maintain open-source coalition

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Summary and Request for Comments

• PEP in draft form comments needed soon.
• key parameters, change control thresholds,
  
• contingency management, milestones
• close of project,
• Present and future of IDT?
• executive committee membership, commissioning,
  beamtime allocation, other funds