DOE Review of the LCLS Project

1
DOE Review of the LCLS Project

• LCLS Project Management
• M. Reichanadter / SLAC
• LCLS Chief Engineer

2
Review Documentation

• LCLS Project Review weblink has all review
  information
• http//www-ssrl.slac.stanford.edu/lcls/doe_reviews
  /2006-february/index.htm
• Thumb drives, hardcopy binders for plenary and
  breakout presentations.
• Project Documentation
• Estimate to Complete (ETC) with contingency
  assessment on remaining work.
• LCLS Summary Schedule and Schedules according to
  WBS Level 2
• L1, L2 and L3 Milestones baseline dates and
  milestone performance.
• Nov-Dec 2005 Monthly Report progress/issues,
  CPR, milestones, BCRs
• LCLS Preliminary Safety Assessment Document
  (PSAD)
• Responses to Recommendations from the May05 DOE
  Review
• Facilities Advisory Committee October 2005
  Physics Presentation
• Risk Management Plan/Registry risk
  identification and risk handling plans.
• WBS Dictionary - WBS organization and scope
  description.
• Anything else? See Helen ODonnell.
• X3368, heleno_at_slac.stanford.

3
Outline

• Project Status
• Funding, Obligations Costs
• Cost and Schedule Performance
• Project Critical Path Milestones
• Procurements
• Organization Integration
• Issues Ahead
• Plans for the next six months
• Summary

4
Project Status-1

• SLAC has aligned the lab for the LCLS
  project/science.
• More visibility into SLAC Ops and Photon Science
• Director daily briefings, Project Management
  Oversight Group (PMOG), additional support from
  Stanford Construction Project Management (CPM).
• ISMS, construction/contractor procedures
  extensively revised.
• LCLS _at_ ANL, LLNL and SLAC is peak staffing for
  design/procure/construct phase.
• SLAC Staff Strengthened (CF, ESH, Integration,
  Controls in particular)
• LCLS Procurements well advanced.
• Most major technical procurements under contract.
• CM/GC under contract (17Oct05).
• LCLS System Integration performing well.
• ISEMS integrated into the LCLS work processes
• Integration team strengthened with many new
  faces.
• LCLS Change Control Board working well.
• Technical Specifications continue to mature.

5
Project Status-2

• LCLS preparing for construction phase.
• Title 2 Design (Jacobs) has submitted 100 design
  package.
• CM/GC (Turner) is on-board. Phase1
  (preconstruction)
• Turners schedule and procurement plan meet LCLS
  milestones
• Jacobs and Turner cost estimates reconciled to
  7
• Initiated Owner-Architect-Constructor (OAC)
  meetings
• Construction planning integrated with SLAC
  operations
• FFTB, SPEAR-3, BaBar, emergency and normal
  traffic
• On-going outreach with University and local
  community
• Phase construction contracts to ensure scope fits
  TPC
• Adequate contingency remains to address project
  risks
• PSAD, HA, FHA, NEPA, Davis-Bacon approved. Lab
  and contractor ISEMS plans in place
• S20 and MMF provide good feedback for main
  construction
• LCLS is ready for CD-3b

6
Funding, Obligations BCWS

• Planned work and obligations fall within the DOE
  funding profile.
• The goal of the PO is to manage LCLS work
  activities to maximize the effectiveness of
  available funds.
• Phase-fund construction contracts.

7
Earned Value Status Jan06

• Process 4M of BCRs in Jan06 business.
• TEC 20 Complete
• Total cum obligations 72.2M

8
Cost and Schedule Performance

• LCLS showing OK cost and schedule performance to
  date.
• SPI is at 0.92
• CPI is at 1.01
• CPI tracking well with baseline.
• Trending indicates slight lag in schedule, and
  slight underrun.
• LCLS in the green

9
Cost and Schedule Variances
Cost Performance PM _at_ .92CPI Higher than
anticipated start-up costs related to the project
staffing. Prorated budget. Expect slow recovery
now that full team is in place.
Variances are reviewed at the monthly cost and
schedule meetings. Work-arounds are immediately
developed.
10
LCLS Critical Path

• LCLS Critical Path Jan06
• Constr Start Undulator B.O. Undulator
  Install First Light
• 213d (10-1/2 months) schedule float to CD-4
• Unchanged from last review
• LCLS summary schedule (with Critical Path
  identified) are in backup documentation
• Key schedule issues
• Awarding construction contracts on time
• Technical component readiness for installation
• System integration needs good coordination
• Preparation for SLAC shutdowns also to be
  well-planned
• Apr06 FFTB Shutdown ( 3-1/2 mos. prep for
  Turner)
• Aug06 SLAC Shutdown (4 mos. Install Injector
  some Linac)
• Jul07 (3 mos. Install Linac)

11
Recent L3 Milestone Performance

• Prerequisite for start of construction
• Full list of LCLS L1-L3 milestones in backup
  documentation

12
Upcoming L3 Milestones

• LCLS to realize key deliverables in FY06
  (undulators, laser, S20, MMF)

13
Contingency Allocation to Date

• CF 30M allocated to CF. Interim FY04 effort
  and T2 design increase (Cont Res), MMF and S20,
  CM/GC and 60 reconciled estimate.
• Over time, LCLS has identified offsets in other
  areas of the project.
• Guidance on scoping decisions
• No impact on CD-4, little or no impact on
  science, preservation of expansion capability,
  items that can be restored later.

14
Contingency Performance

• Dec05 CF BCR for 60 cost reconciliation.
• January pending business.
• Maintain 27 contingency on WR until 1st group
  of CF bids are in (Apr06).

15
LCLS Procurements are well advanced

• LCLS using a stand-alone procurement group
• 1 Manager, 3 Buyers, co-located in B280
• Uses all approved SLAC/DOE procurement policies /
  procedures
• G. Desaulniers provides periodic consulting
  support
• Weekly technical/procurement staff meetings
• Procurements monitored via Status Sheet.
• APP, Est Cost vs Actual, SOW/Specs, RFP/Req
• Award Date, PO, Delivery Date
• All major LLPs are under contract.
• Injector - Drive Laser, beamline devices, RF Gun
  (SLAC)
• Linac - BC1/BC2 Magnets, RF X-Band (SLAC)
• Undulator - Strongbacks, Magnet Poles/Blocks, 1st
  Art.
• CF - S20 Facility, MMF Facility
• CM/GC contract awarded 17Oct 2005 (Turner)
• CM/GC awards and manages the construction
  subcontracts.

16
Awarded Contracts

• 38 of LCLS contracts awarded.
• By end of FY06, 80 of contracts will be awarded.
• At that point, cost risk is down.
• Remaining contracts have some specialty
  components but most are commodities. (vacuum,
  cabling, etc.)
• Cost Risks
• CF subcontracts
• Schedule performance
• System Integration

17
LCLS Organization Chart (Jan06)

• LCLS has strengthened its senior level expertise.
• CF, ESH, Integration in particular.
• PMOG, CM/GC also added.
• Recently hired Controls Manager
• Dedicated Procurement Group

18
LCLS Staffing
FY2009 annualized rate

• SLAC _at_ 108 FTEs (Dec05)
• At Peak Staffing Level
• Does not include additional staff
• A/E (Jacobs)
• Turner (CM/GC)
• PMCS Team
• Consultants
• Indirect Support

FY05 Funding
Award Title I
Treading water. CR or full-funding?
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ISEMS _at_ LCLS

• Personnel
• Management Commitment
• Qualified and Competent staff
• Training
• Work Processes
• Procurement
• Work Planning Execution
• Review by PD/CE
• Technical Design Reviews
• Incorporate ISEMS into design
• Documentation
• Safety Documents
• Technical Reports
• Work Planning

LCLS Safety Walk Through                        
                                      Laboratory
Director Jonathan Dorfan conducted a safety walk
through of the LCLS project facilities
accompanied by John Galayda (LCLS). Pictured
above (right to left) are David Saenz (LCLS),
Gary Meadows (XL Construction), Michael
Scharfenstein (LCLS), Jonathan Dorfan (DO) and
Javier Sevilla (LCLS). (John Galayda took the
picture)
20
System Integration Engineering

• System integration people/processes are in place
• ESH, System Mgrs, Physics Liaisons, Deputy CE,
  QA Mgr, IT Mgr
• Recent hires of Controls Manager and PPS/BCS Mgr
  will improve controls integration
• ISEMS, CCB, CPR, design reviews, technical specs,
  risk registry
• Recent schedule risk to Injector shutdown
  readiness indicates an opportunity for
  improvement.
• System engineering processes are working
• Technical specifications drive the process. Flow
  down from PRD
• Interaction between physics liaison and
  engineering teams
• Risk Registry develops path forward.
• Design reviews help vet solutions.
• Recent examples of solved problems
• SLC-EPICS Interface, Undulator stands, Undulator
  tunnel HVAC

21
Technical Baseline Requirements

• LCLS Specs
• Defines the LCLS technical baseline.
• Approved specs posted to website.
• Under revision control.
• Continue to document design specs, particularly
  ESDs in Inj, Lin, and Und.
• Physics support recently added to Photon System.

22
LCLS Issues

• System Integration Planning
• Laser controls integration in S20
• Improving. Controls Manager, PPS/BCS Manager
  will help.
• Readiness for shutdowns
• Improving. Deputy CE conducting weekly
  installation meeting
• Undulator integration and MMF coordination
• Improving. Assistant Undulator Manager will
  help.
• Construction Safety Coordination
• SLAC and LCLS entering a new work phase.
• Good University Technical Representative (UTR)
  team in place with experienced manager (Bob Law).
• Construction Procurements
• Cost risk. Phase procurements (see Galayda
  talks)
• Turner manages the subs, but still a large demand
  on the LCLS procurement group (funding transfers,
  change orders, etc.)
• Arranging for SLAC procurement support to cover
  heavy demand times

23
Plans for the Next Six Months (last review)

• Advance the Design
• Complete staffing and co-location of LCLS team at
  3 labs. Done
• Continue to push ISMS into LCLS work processes.
  Approved ISMS
• Continue to define technical requirements. 70
  Complete
• Complete Title II on schedule (Nov30) Complete on
  Feb17.
• Put in place interim CM. Decided not to do this.
• Procurements and procurement staffing
• Procurement staffing and organization in place
  Done
• Laser, Inj Und Materials, S20 and MMF all well
  advanced. Done
• Award CM/GC Sep30. Done. Awarded Oct17.
• Prep for Constr (CD-3b) Construction Prep Done.
• LCLS ISMS established, add ESH staff to PO Done
• Establish LCLS Construction Safety Plan Done
• S20 and MMF construction. Both on schedule, cost
  and no injuries.
• Start construction March 2006! Ready
• Maintain cost, schedule and contingency control.
  Track monthly. Decoupled procurements to ensure
  scope matches TPC.

24
Plans for the Next Six Months (Feb06)

• Obtain DOE CD-3b approval to start construction
• PSAD, PEP, FHA, Readiness Review
• A/E 100 Complete, CM/GC preparing for
  construction
• Start LCLS construction phase (GC-Turner)
• 100 cost estimates from Turner and Jacobs
• Award construction subcontracts
• Execute the FFTB removal safely and on schedule.
• Continue performance on cost, schedule,
  milestones and procurements.
• Conduct LCLS EVM certification review
• Continue to proactively manage risk (RR).
• Take B.O and commission S20 and MMF
• Install begin drive laser commissioning in S20
• Strengthen System Integration Engineering
• Continue to document specs and advance design
  through review. Mature design reduces risk
• Utilize POC staff for uniformity and quality
  across LCLS

• Roadmap to LCLS EVM Certification
• Sep05 LCLS conducted an assessment of EVMS.
  Positive comments. Good recommendations.
• Mar1-2, 06 LCLS to conduct an EVMS review
  using an external review team.
• Mar27-31 06 OECM EVM certification through
  DCMA.

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Summary

• The Project has made good performance thus far
  (20 complete)
• SLAC is organized and aligned to support the LCLS
• FY05 shutdown went well
• LCLS Management Systems, configuration control
  working well
• Cost and schedule contingencies are adequate for
  stage of the project.
• Overall milestone performance is good, but 06
  will be a challenging year.
• Critical path is understood. Look for
  opportunities to improve schedule.
• LCLS is fully staffed up at all Labs
• Procurements and procurement staffing
• Procurement staffing and organization in place
• Laser, Injector components, Undulators, S20 and
  MMF all well advanced.
• CM/GC phased procurement plan shaping up.
• LCLS ready for CD-3b
• ESH _at_ SLAC/LCLS strengthened, PSAD, HA, FHA,
  Davis-Bacon all approved.
• T2 100 Complete. CM/GC on-site
  (pre-construction planning)
• MMF/S20 to be completed safely, on-time, on cost
• Phased CF procurements to ensure scope matches
  TPC.