collab 6/20/05 #1 edmedm martin cooper, los alamos co-spokesperson for the edm project for...

Collab 6/20/05 #1

EDM

Martin Cooper, Los AlamosCo-spokesperson for the EDM Project

for presentation to

The EDM CollaborationRaleigh, NC

March 3, 2006

Collaboration Business

Collab 6/20/05 #2

EDM Outline

News from DOE and NSFShort-term expectations from subsystem managersSelection of additional members of the integrated project teamSelection of the subsystem managersElements of the conceptual design report (CDR)Elements of the preliminary project execution plan (PPEP)“Project plan” for CD-1Technical design part of the CDRCDR writing assignmentsGuidelines for improving the work breakdown structure (WBS)WBS development responsibilitiesThe interplay between CD-1 and R&DDeciding the approximate date of CD-1Other assignmentsScheduling collaboration and other meetings from now until CD-1

Collab 6/20/05 #3

EDM Accomplishments

Fill in important vacant positions on the integrated project teamDefine the subsystemsSelect the subsystem managers where possibleGain consensus on the CD schedule tempered by project riskGet advice on the funding profileGet agreement by the subsystem managers on providing the WBS and technical parts of the CDR as defined laterGet some other help in producing the CDR

Collab 6/20/05 #4

EDM News from DOE

Collab 6/20/05 #5

EDM Telephone

CD-1 Priorities• Funding Profile – 1 week due date• Federal Project Director – Eugene Colton• Gantt Chart for CD-1 – In progress

Collab 6/20/05 #6

EDM Oak Ridge Visit

• The UCN beam line building of the FNPB is likely to be increased in size

• Exercise – Evaluate the consequences of trying to match the given profile and get a CD schedule

• What are CD-2 or preliminary design drawings?• Obtain a copy of the FNPB preliminary design drawings• Jan says there is no problem producing such drawings

for EDM in a year

Collab 6/20/05 #7

EDM The Exercise

• Put in CD-0, CD-1, CD-2a, CD-2b, CD-3a, CD-3b, CD-4 as milestones.

• Break the “Design” step into P-Design for 30% of cost & time as and F-Design for 70%

• Put in all the predecessors and dependencies to the CDs• Release the requirement on up-front funding for capital

equipment• Slide the CDs around to fit DOE’s FY’07 and FY’08

budget recommendations• Note the lead time requirements build a spike in FY’09

and a stretch out due to long lead-time procurements

Collab 6/20/05 #8

EDM Funding Profile

Funding Plan with EscalationCollaboration Review: $17,209kDOE Guidance: $18,300kDOE Guidance 2: $18,300kExercise: $18,150k

0

1000

2000

3000

4000

5000

6000

7000

8000

FY'07 FY'08 FY'09 FY'10 FY'11 FY'12

Fiscal Year

$k(A

ctu

al Y

ear)

Collaboration

DOE Guidance

DOE Guidance 2

Exercise

Collab 6/20/05 #9

EDM Exercise CD Schedule

DatesCD1 - Q4, 2006CD2 - Q4, 2007CD3 - Q4, 2008CD4 > Q4, 2012

Project is delayed 1 year

Project Office~$500k/yearTotal now ~$17,600

Collab 6/20/05 #10

EDM DOE Headquarters Visit

• Exercise allocation of >$7 M is not possible in 2009• LANL has a poor project management record• LANL must keep the cost of the project office down• Jehanne built in a $1300K cushion - do not eat into that

yet• I do not have the resolution to know about changes at

the few hundred k level. Then what about $1 M shifts in fiscal years. Only FY’07 is inflexible at $1.3 M

• Do you want to delay CD-1 by a year or so and use project funds for more R&D to reduce the risk

• Answers before the retreat in two weeks• Keep the CDR short• NSF participation is crucial

Collab 6/20/05 #11

EDMShort-term Expectations for Subsystem Managers

Short term means from now until the CD-1 review• A technical description of the subsystem for the CDR• An improved WBS and WBS dictionary• Identification of facilities• A “fast start” meeting• Presentation at a CD-1 rehearsal/vetting• Presentation at the CD-1 review• Recruitment of work package leaders• Reports at collaboration meetings• Reports

Collab 6/20/05 #12

EDM Coffee Break

• Enjoy!

Collab 6/20/05 #13

EDMSelection of the Integrated Project Team

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EDM Organization Chart

DOE Office of Nuclear Physics

Dennis KovarAcquisition Executive

DOE Office of Nuclear Physics

Jehanne Simon-GilloProgram Manager

Los Alamos Site OfficeEugene Colton

Federal Project Director

NSF Nuclear PhysicsBrad Keister

Program Director

DOE/NSFLANL/EDM

LANL Physics DivisionJack Shlachter

Division Leader

LANL EDMMartin Cooper

Contract Project Manager

EDM SpokespersonsMartin Cooper, LANL

Steve Lamoreaux, LANL

Integrated Project Team

Subsystem Managers

Work Package Leaders

EDM Safety Officer

Collab 6/20/05 #15

EDM Integrated Project Team

DOE Federal Project Director (Chair) Eugene Colton

DOE Site Contracting Officer TBD

DOE Program Manager for EDM Jehanne Simon-Gillo

DOE Science Program Manager Gene Henry

NSF Program Manager Brad Keister

LANL Contract Project Manager Martin Cooper

LANL Deputy Contract Project Manager John Tapia

LANL Project Controls Joe Onstott

LANL Procurement Operations Manager TBD

LANL Chief Engineer Jan Boissevain

LANL ESSH Lead P-25 Safety Officer

Technical Coordinator Paul Huffman

ORNL Operations Manager Vince Cianciolo (Acting)

Collab 6/20/05 #16

EDM Selection of the Subsystem Managers

Collab 6/20/05 #17

EDM A Team Approach

• People at many institutions have expertise• Even if another institution has responsibility, they need to

take advice from those with expertise• To insure that all expertise is brought to bear on work,

there will be internal reviews as the work goes forward, e.g.– Preliminary design reviews– Final design reviews– Reviews of acceptance tests

Collab 6/20/05 #18

EDM WBS Subsystem Managers

Neutron Beam Line and Shielding TBD (WK)

Cryostats, Refrigerators, and Related Equipment Paul Huffman

3He Systems: Atomic Beam Source, Storage Volume, Purifier, Valves, and Transfer volumes

Steve Williamson

Magnets and Magnetic Shielding Brad Filippone

High Voltage, Measuring Cells, Light System, SQUIDs Takeyasu Ito

Electronics, Computers, Slow Controls, Simulations, Data Analysis

TBD (CM)

Conventional Construction Walt Sondheim

Collab 6/20/05 #19

EDM CD-1

Collab 6/20/05 #20

EDM CD-1 Documents

Gamma Ray Energy Tracking In-beam Nuclear Array (GRETINA)

• Conceptual Design Report (73)• Preliminary Project Execution Plan (35)• Risk Management Plan (11)• Acquisition Strategy (12)• Activity Hazard Document (23)• Full WBS and WBS Dictionary as support documents• Background risk descriptions as support documents• Conceptual drawings as support documents

Collab 6/20/05 #21

EDM Conceptual Design Report

• 1. Introduction (1)• 2. Background (2)• 3. Functional Requirements and Performance (3)• 4. Technical Design (overview plus 6 subsystems) (34)• 5. Cost and Schedule (overview plus 6 subsystems) (10)• 6. Resources (1)• Appendix A: A technical issue (1)• Appendix B: Proposed acceptance tests (1)• Appendix C: Cost Estimate Table (17)

Collab 6/20/05 #22

EDM Preliminary Project Execution Plan

• 1. Introduction (1)• 2. Mission Need (1)• 3. Functional Requirements (2)• 4. Technical Scope (6 subsystems plus alternative analysis)

(2)• 5. Management Organization (5)• 6. Schedule and Cost Scope (7)• 7. Change Control (2)• 8. Analysis, Assessments, and Plans (2)• 9. Project Controls and Reporting Systems (1)• 10. Participation of Other Institutions (1)• Appendix A: WBS Dictionary (4)

Collab 6/20/05 #23

EDM Risk Management Plan

• 1. Introduction (1/2)• 2. Responsibilities (1-1/2)• 3. Risk Management Plan

– 3.1 Risk Assessment (1/3)• 3.1.1 Risk Identification (1/3)• 3.1.2 Risk Analysis (1/3)

– 3.2 Risk Handling (1)– 3.3 Risk Monitoring (1/3)

• 4. Contingency Allowance and Schedule Float (1/3)• 5. Risk Registry (1)• 6. References (1/10)

Collab 6/20/05 #24

EDM Acquisition Strategy

• 1. Desired Outcome and Requirements Definition (1)• 2. Cost and Schedule Range (3)• 3. Major Applicable Conditions (1/2)• 4. Risk and Alternatives (Technical, Location, and

Acquisition Approach) (2)• 5. Business and Acquisition Approach (1)• 6. Management Structure and Approach (3)

Collab 6/20/05 #25

EDM Activity Hazard Document

• 1. Introduction (1)• 2. Approach (1)• 3. Hazard Analysis (1)

– 3.1 Hazard Analysis Form– 3.2 Periodic Activity Hazard Review

• Appendix – Activity Hazard Forms (6)

Collab 6/20/05 #26

EDM Lunch

• Enjoy!

Collab 6/20/05 #27

EDM “Project Plan” for CD-1

Collab 6/20/05 #28

EDM CD-1 Project Plan Part 1

Collab 6/20/05 #29


Collab 6/20/05 #30


Collab 6/20/05 #31

EDM Technical Design Part of the CDR

• Keep it short

Collab 6/20/05 #32

EDM CDR Writing Assignments

• CDR– CDR Editor – Martin Cooper– CDR Assistant Editor - ?– Technical Subsections – Subsystem managers

• PPEP– PPEP Editor – John Tapia– PPEP Assistant Editor – Joe Onstott

• Risk Management Plan – Eugene Colton• Acquisition Strategy – John Tapia• Activity Hazard Document – Eugene Colton• Full WBS and WBS Dictionary

– Developers – Subsytem managers– Editor – Joe Onstott

• Background risk descriptions – Martin Cooper• Conceptual drawings – Jan Boissevain

Collab 6/20/05 #33

EDM Guidelines for Improving the WBS

Take it to the next level!

Collab 6/20/05 #34

EDM Project Management Tools

• Microsoft Project is the official program of the collaboration

• Subsystem managers should buy Microsoft Project• Work Package managers may need Microsoft Project• Joe Onstott may translate input from subsystem

managers into PRIMAVERA if needed, but his communications to the collaboration will be through Microsoft Project

Collab 6/20/05 #35

EDM Modifications to the WBS

• The management team will rework the structure of the WBS to create some “permanent” set of level 1 tasks

• Use of “lag” for schedule contingency (float)??• Avoid unnecessarily early milestones?

Collab 6/20/05 #36

EDM Resource Loading

• The subsystem managers will be responsible for identifying the required staffing

• Identification will be by 10 * (level 1 WBS number) + number of type of person

• Example - 3He Spin-Holding Coil– Physicist 61 – Any of faculty/staff, postdoc, or student– Engineer 61– Technician 61– Technician 62

• A map will be made later to connect names with numbers

• Overloaded names or blanks will show the shortfall

Collab 6/20/05 #37

EDM Restructuring and Splitting Tasks

• Some tasks have become vestigial as project has developed and should be eliminated

• Some new tasks will need to be added• Example of creating the next level

– 3He Spin-Holding Coil 3He Spin Coil Support Structure– 3He Spin Coil Windings

Collab 6/20/05 #38

EDM Design

• Design Developmental Tests• Preliminary Design• Final Design• Drawing Production

Collab 6/20/05 #39

EDM Procurement

• Procurement Write specifications• Identify and qualify vendors• Place order• Vendor performs• Acceptance tests• Procurement Technique development• Acquire supplies• Construct• Test components

Collab 6/20/05 #40

EDM Install

• Install Pre-fit subassemblies• In-field modifications• Assemble the device• Test the device• More in-field modifications• Final acceptance test

Collab 6/20/05 #41

EDM Integration and Commissioning

• This WBS level 1 task needs to be fleshed out in more detail by the technical coordinator and the operations manager

Collab 6/20/05 #42

EDM Identify Milestones

• Milestones need to be identified throughout the project to monitor progress

• The project office will identify the high level milestones

Collab 6/20/05 #43

EDM Cost and Schedule Methodology

• To be worked out by the project office with concurrence of the subsystem managers

• The FNPB template will be used• The FNPB contingency calculation will be used

Collab 6/20/05 #44

EDM WBS Development Responsibilities

• Oversight and coordination will be by the project office• The WBS subsystems are the responsibility of the

subsystem managers• The subsystem managers should identify work package

leaders where possible• The work package leaders should provide input to the

subsystem managers on the WBS

Collab 6/20/05 #45

EDM CD Schedule

Collab 6/20/05 #46

EDM Interplay between CD-1 and R&D

• CD-1 does not require all R&D to be completed• CD-2 requires all R&D to be completed and a fixed

baseline established• CD-1 requires a risk analysis• The collaboration must decide what level of risk it wishes

to put forward for review• DOE asks, “Would you like to delay CD-1 and use

project money to complete more R&D in FY’07 to reduce the risk? However, the TPC cannot grow.”

Collab 6/20/05 #47

EDM R&D Priorities

Highest Priority1. 3He relaxation time from T = 0.5-4.0 K at the proper concentration, including

a SQUID NMR signal2. Neutron storage time at ~4 K in a cell coated with deuterated polystyrene3. Light collection design with the expectation of ~40 photoelectrons4. Reliable valves5. Understanding the geometric phase systematic error6. 4He dielectric strength at low pressures or for a presurized superfluid

Moderate priority1. Surface HV breakdown of acrylic and the Kerr effect2. 3He evaporator3. 3He injector volume test4. Beamline and measurement cell neutronics Monte Carlo

Quite Useful1. Magnet development2. Atomic magnetometers3. Laser induced flourescence

Collab 6/20/05 #48

EDM CD Schedule

Proposed CD schedule (There is a lot of float in CD4 date):

Funding Profile

CD-0 Approve Mission Need Q1 2006

CD-1 Approve Preliminary Baseline Range Q4 2006

CD-2 Approve Performance Baseline Range Q4 2007

CD-3 Approve Start of Construction Q1 2008

CD-4 Approve Start of Operations Q4 2013

Collab 6/20/05 #49

EDM Deciding the Approximate Date of CD-1

• I am of two minds– Do not lose momentum and keep as much construction money

as possible– Reduce the risk by further R&D

• John Tapia thinks we should delay CD-2 by an extra quarter

• We can tailor CD-2 and CD-3• How does this decision interact with the funding profile?• What change to the funding profile to we recommend up

to $1 M?

Collab 6/20/05 #50

EDM Funding Profile

Funding Plan with EscalationCollaboration Review: $17,209kDOE Guidance: $18,300kDOE Guidance 2: $18,300kExercise: $18,150k

0

1000

2000

3000

4000

5000

6000

7000

8000

FY'07 FY'08 FY'09 FY'10 FY'11 FY'12

Fiscal Year

$k(A

ctu

al Y

ear)

Collaboration

DOE Guidance

DOE Guidance 2

Exercise

Collab 6/20/05 #51

EDM Funding Profile

Fiscal Year CoolaborationFunding Profile

DOE FundingProfile

FY07 2,400 1,300

FY08 6,800 3,500

FY09 5,000 4,450

FY10 2,200 5,000

FY11 800 3,000

FY12 0 1,050

Estimated totalproject costs:

17,200 18,300

Collab 6/20/05 #52

EDM Coffee Break

• Enjoy!

Collab 6/20/05 #53

EDM Other Assignments

Collab 6/20/05 #54

EDM Work hard on the R&D

• The R&D is the only way we can reduce the risk• It needs to be finished ASAP

Collab 6/20/05 #55

EDM Get the NSF to fund EDM

• Martin Cooper, Brad Filippone, Doug Beck, Ricardo Alarcon, Dima Budker (possibly Lee Roberts, IUCF, …) need to convince the NSF to support EDM in a major way

• May need to convince the NSF that the neutron EDM is sufficiently more exciting than atomic EDM experiments

• Possible briefing of the head of the Physics Division at the NSF

• Need to create a nice package for the NSF

Collab 6/20/05 #56

EDM Assistant CDR Editor

• For the pre-proposal, Peter Barnes and Martin Cooper worked closely

• For the cost and schedule review, Peter Barnes and Vince Cianciolo played major roles

• Please volunteer

Collab 6/20/05 #57

EDM The Next Collaboration Meetings

• Subsystem managers fast start• At ORNL• At LANL tied to the CD-1 rehearsal• At LANL tied to the CD-1 review?