report to the lcls facilities advisory committee

M. Reichanadter

LCLS Project Management [email protected]

16-18 June 2008 FAC Meeting

Report to the LCLS Facilities Advisory Committee

•Project Management Status–Cost and Schedule Performance–Funding, Obligations & Costs–Milestones & Critical Path

•Procurement Status•Integration Management•Risks & Mitigations•Summary

Mark Reichanadter

LCLS Deputy Project Director

M. Reichanadter


16-18 June 2008 FAC Meeting2

Review DocumentationLCLS Project Review information:

http://www-ssrl.slac.stanford.edu/lcls/fac/2008-june/index.htmlThumb drives of presentations and back-up documents

Responses to Oct07 FAC RecommendationsApril 2008 Monthly ReportCurrent LCLS Risk Registry

Questions? Contact:Helen O’Donnell X3368, [email protected] Mitchell X5377, [email protected]

M. Reichanadter



Project StatusLCLS reporting against a new Baseline

Approved by DOE Deputy Secretary in JanuaryAddresses impacts of the FY07 CR TPC = $420M (TEC = $352M, OPC = $68M)CD-4 = July 2010TPC >78% Complete, TEC >82% CompleteContingency on TEC = $21.3M

35% on remaining work

Management Reserve on OPC = $9.5M35% on remaining work

FY08 contingency tight but is being managed

M. Reichanadter



TEC Project Status SummaryTechnical Systems well advanced

Injector & Linac complete through Sector 30Undulator components mostly in hand. XTOD in procurement phase. XES in final design.

Turner Construction >90% CompletePowering equipment & Tunneling activities complete.BO through NEH in June. BO through FEH in August.SLAC installing technical equipment prior to BO “co-occupancy”

LCLS Facilities turned over to OperationsInjector Facility (w/Drive Laser)Linac (w/BC-1, BC-2) through Sector 30Magnetic Measurement Facility

M. Reichanadter



LCLS Project Performance (Apr08)

5

1.1 Project Management 19,171 84.0% 22,822

1.2 Injector 20,239 100.0% 20,239

1.3 Linac 24,168 85.5% 28,257

1.4 Undulator 40,455 89.2% 45,355

1.5 X-ray Transport 20,827 75.8% 27,494

1.6 X-ray Endstations 2,734 30.0% 9,115

1.9 Conventional Facilities 113,902 83.7% 136,040

1.X Controls 28,926 69.9% 41,369

1 LCLS Total Base Cost 270,422 81.8% 330,691

352,000

21,309

35.4%

2 LCLS Other Project Cost 31,260 53.5% 58,463

68,000

9,537

35.1%

LCLS Total Project Cost (TPC) 301,682 77.5% 420,000

% CompleteWork

Accomplished

% Contingency on ETC

LCLS Total Other Project Costs (OPC)

Available Mgmt Reserve

% Mgmt Reserve on ETC

Total Budget at Completion

LCLS Baseline Performance - April 2008 (AYK$)

WBS

LCLS Total Estimated Cost (TEC)

Available Contingency

M. Reichanadter



Project Performance (Apr08)TPC

BCWS $304.5MBCWP $301.7MACWP $301.4MObligations (cum) $309.6M

TEC (Line Item)Remaining Work (ETC) $ 60.3M

~$14M is under contract

Est at Complete (EAC) $332.7MEAC includes variances and Pending BCRs

M. Reichanadter



TEC Remaining Work ~$60.3M

LCLS Scope of Work (AYM$)

XTOD, 6,667

XES, 6,381

CF, 22,138

CT, 12,443

UN, 4,900LN, 4,089IJ, 0

Work Complete, 270,422

PM, 3,651

M. Reichanadter



LCLS Earned Value Indices

• Not much trend data with the resetting of CPI & SPI.

LCLS Cost and Schedule Indices (TEC Only)

0.5

0.6

0.7

0.8

0.9

1.0

1.1

1.2

1.3

1.4

1.5

BCWP/BCWS(SPI)BCWP/ACWP(CPI)

M. Reichanadter



LCLS TEC ProgressLCLS SPAOF Chart

0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

FY03FY04

FY05FY06

FY07FY08

FY09FY10

(AY

$K)

Data for chart

BCWS

BCWP

ACWP

BA

OBLG

~$4.1M uncommitted BA on ~$24M of planned work

M. Reichanadter



FY08 Contingency Estimate

10

LCLS ProjectCumulative Obligations (TEC)

$255

$265

$275

$285

$295

$305

ACWP ACWP ACWP Estimate Estimate Estimate Estimate Estimate

Feb-08 Mar-08 Apr-08 May-08 Jun-08 Jul-08 Aug-08 Sep-08

Mil

lio

ns

Cumulative Obligations (TEC)

FY08 Budget Authority (TEC)

Cumulative BCWS (TEC)

Sep-08 remaining budget authority = $ 4.1 M

Estimate ~$1.4M draw on contingency

through 30Sep08

M. Reichanadter



FY09 CR Impact & Mitigation

11

•TEC base plan exceeds a strict 1/12th monthly CR allocation ~$2.6M.

Worst case: Delay procurements to match CR BA. Early science in FY09 is at risk.

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

Oct Nov Dec Jan Feb Mar

1 LCLS PROJECT TEC BCWS

TEC Proposed CR Funding

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

Oct Nov Dec Jan Feb Mar Apr

1 LCLS PROJECT TEC BCWS

TEC CR Funding (1/12 of 36.94M)

Assumes $0 carry-forward

•Preferred solution: Request $8.1M in Oct08, with $3.1M in subsequent months.

•Award schedule-critical procurements. Adequate contingency is available to address unexpected costs. Turner close out scheduled for Dec08.

M. Reichanadter



DOE (Level 2) Milestone Performance

L2 milestones include ~2 months float from early finish dates

LCLS DOE (Level 2) Milestones Baseline Date Actual VarianceDelivery of Undulator 1st Articles to MMF 3-Jul-06 15-Jun-06 -12 daysSector 20/Alcove Beneficial Occupancy 21-Jul-06 14-Apr-06 -70 daysMMF Qualified & Ready to Measure Prod Undulators 28-Aug-06 28-Aug-06 0 daysStart Injector Commissioning (Drive Laser) 29-Jan-07 15-Dec-06 -22 daysInjector Accelerator Readiness Review (ARR) Comp 31-Jan-07 30-Mar-07 42 daysStart Injector Commissioning(UV Beam to Cathode) 9-Apr-07 5-Apr-07 -2 daysLinac Water/Power Available 11-Jul-07 29-Mar-07 -74 daysLinac (Li20-Li30) Ready for Commissioning 1-Dec-07 1-Dec-07 0 daysStart Installation of Undulator Facility 16-May-08 On ScheduleBTH-UN-FEE-NEH-CUP Beneficial Occupancy 21-Jul-08 On ScheduleLinac (Li20-Li30) Commissioning Complete 30-Jul-08 2-Apr-08 -76 daysSafety Analysis Document (SAD) Approved 29-Aug-08 On ScheduleXT-FEH Beneficial Occupancy 22-Oct-08 On ScheduleXT Start FEE Installation 13-Jan-09 On ScheduleLCLS ARR Complete (BTH thru FEH) 17-Apr-09 On ScheduleStart Linac-to-Undulator (LTU) Commissioning 20-Apr-09 On ScheduleXT Start Tunnel Installation 27-May-09 On ScheduleStart Undulator Commissioning (1st Light) 6-Jul-09 On Schedule2-D Detector Shipped to SLAC 30-Jul-09 On ScheduleStart FEE Commissioning with Beam 6-Aug-09 On ScheduleFirst X-Rays into NEH - Initiate Early Ops 10-Sep-09 On ScheduleXE Start Installation in FEH 17-Sep-09 On ScheduleFirst X-Rays into FEH 26-Feb-10 On Schedule

M. Reichanadter



LCLS ScheduleCritical Path (CP) to CD-4

Undulator/FEE C.O. – install – FEL commission – Photons in FEH Total float 108 working days (~5months)

K-measurement = 108 days

Soft X-ray Mirror System = 109 days

Undulator Girder Assembly = 111 days

Pop-Up Camera System = 113 days

Space Renovation BO = ~90 daysRenovation of existing space (low risk). Construction planned in FY10 but can be advanced if necessary.

“Co-occupancy” installation of technical equipment prior to BO.Turner activities have priority. Co-mingled work is proceeding smoothly due to advance planning.

Track Turner EV in LCLS PMCS, site walk validation, OAC meetings

M. Reichanadter



LCLS Procurements

LCLS using co-located procurement group1 Manager2 Buyers (technical components)1 Contract Administrator (A/E, CM/GC contracts)1 Construction Buyer (Davis-Bacon contracts)

Administer field changes and submittals

2 P/T Consultants (price and change negotiations)Weekly technical/procurement staff meetings

Advance procurements monitored via APP’s

DOE increased SLAC authority to $500KStarting pre-planning of LUSI procurements.

M. Reichanadter



Recent Procurements >$100K

•Recent performance on estimating contracted work has been good.

•~$11M of large procurements remain (~4.5M Space Renovation, $2.8M D/B FEH Hutches)

Description Estimate Award Price Award Date Delta

Model VME-EVR-230 Event Receiver Module 175,920 175,920 21-Aug-07 0

Muon Shield Plates for Wall 2 214,500 282,110 19-Dec-06 -67,610

Quad Stands 471,450 251,612 28-J un-07 219,838

MCOR Power Modules 254,300 238,420 24-Apr-07 15,880

MCOR Power Modules 369,013 341,447 24-Apr-07 27,566

Intermediate Power Supplies 348,000 270,500 22-Feb-07 77,500

Double Bay Racks 130,000 132,125 5-Feb-08 -2,125

BYD Magnet 250,000 173,400 2-Nov-07 76,600

Commisioning Services - CUP 350,000 228,900 19-Oct-07 121,100

Substation 522 Project 1,900,000 1,852,097 10-J ul-07 47,903

install LTU Stands and grout 125,000 162,380 23-J an-08 -37,380

Cable Plant Phase 3 1,100,000 761,513 25-J ul-07 338,487

Cable Plant Phase 4 1,111,000 921,230 28-Feb-08 189,770

BTH Switchboard Installation 362,000 412,698 10-May-07 -50,698

BTH West Tunnel Upgrade 400,000 619,918 20-Nov-07 -219,918

Cable Plant Phase 5 468,000 398,503 10-Apr-08 69,497

M. Reichanadter



Integration Management

Integration Management Team (staff of 8)Directed by R Boyce

Meets weekly to review interfaces, resolve gaps, conflicts

Representation from all LCLS L2 WBS (includes LUSI)

Monitor installation readiness, planning and coordination

Design reviews continue to play important role in advancing design and vetting integrated solutions

Risk Registry now mostly a tactical documentPunch list managed by System Managers

Often involves integrated mitigation actions

M. Reichanadter



LCLS Technical Specifications

•LCLS technical specs flow down from GRD-PRDs

•LUSI beginning to finalize its design specs

•LUSI interface captured in ICDs + Interface Working Group

M. Reichanadter



Project Management Risks & Mitigations

Safety – Particularly construction and installationFully staffed in ES&H, construction safety and oversight (UTR’s)Regular inspections, enforced procedures, stand-downs, daily tool box meetingsAligned DOE, SLAC, Turner, Jacobs, Subcontractors

Cost – ContingencyPerform monthly analysis on EAC and projected ‘burn rate’Perform semi-annual contingency assessment & MC analysis

Cost – Control (Owner-directed changes)Regular walk-arounds with IMT and LUSI teams

Adhere to configuration controls (BCR, FCO and DCR)

M. Reichanadter



Project Management Risks & MitigationsSchedule – Installation Coordination

IMT facilitates integration and identify gaps/conflicts Weekly install meetings (w/Turner) +readiness reviews

Schedule – FY09 Continuing ResolutionRequest $8.1M ($5M above CR level) at beginning of FY09Defer less critical work until later in FY09Evaluate cost and contingency monthly

Management – TransitionsActively manage organizational interfaces

LCLS-LUSI, transition to Linac Ops, transition to LCLS Science Program

Project transitions are high priority to DOE and SLACRegular communication and access to key resourcesDOE-BES, DOE-SSO, SLAC Directorate• System Managers will address their risks and risk handling plans.

• Full lists of active risks and mitigation actions are LCLS Risk Registry.

M. Reichanadter



SummaryLCLS reporting on recently revised baseline

Overall, earned value making steady progressMilestone performance good so far

Cost and schedule contingencies adequate to address project risks

Monitor and manage FY08 contingency allocationRequest $8.1M in Oct08 ($5M above CR level) to maintain schedule to early science

Challenges ahead:Close out (Turner) construction projectSimultaneously manage install/commission activities Continue LUSI integration and transition to operations

M. Reichanadter



End of Presentation

report to the lcls facilities advisory committee

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