Project Management W. J. Foyt Jan ’07 Lehman Review Current Status - Organization Staffing OPC Obligations vs. Funding MIE Obligations vs. Funding Projected Obligations CD-1 to CD-3 What If - FY 2008 Continuing Resolution Path to CD-2a Criteria for CD-2 Approval Action Items

Jan ’07 Lehman Review January review had 37 recommendations 35 of the 37 have been responded to Remaining two: Prepare a detailed plan for accomplishing CD-2 pre-requisites Conduct a DOE Review to ensure readiness for CD-1 and to evaluate plans for accomplishing CD-2

Current Status Organization-

Current Status Staffing – Management – all positions filled. LCLS matrixing staff in the areas of ES&H, Project Controls, QA Scientific – all positions filled Engineering / Design / Drafting ME– 3 openings. Offer extended to two, recruiting continues for remaining position. Design / Drafting –matrixed staff from SLAC Software Development – matrixed staff from SLAC Technical Support - matrixed staff from SLAC

Current Status Obligations vs. Funding (k$)– FY 2007 OPC Funding 1,500 FY 2006 Carry forward 2,245 Funding available 3,745 Obligations as of 6/30/07: Labor 1,221 MS&T 282 Detector R&D 1,144 Total 2,647 Balance 1,098* * 488k of balance reserved for BNL

MIE Obligations vs. Funding

Obligations CD-1 to CD-3 Management / Engineering /Design:

What If A FY 2008 Continuing Resolution (CR): March plan permits minimal carry forward Assume a 3 month CR 1st qtr FY ‘08 projected burn rate 1380k$ Projected shortfall ~700k$ Managing shortfall would require delaying XPP detector ~5 months. Maintaining detector schedule would require an additional 650k$ in FY 07.

What If Management of possible FY ’08 CR:

Path to CD-2 Criteria for CD -2 Approval Resource loaded schedule TPC and project schedule WBS and dictionary Risk Management Prel. Design & Review System functions & req’ts Hazard analysis Value Mgt / Engineering Project Controls / EVMS Project Execution Plan Start-up test plan Acquisition Strategy Integrated Project Team QA Plan Security Vulnerability Assessment Report

Path to CD-2 Resource loaded schedule – Status: Plans: Project measuring performance against Mar.1, 2007 plan Plan is resource loaded but not baselined Plan reflects two instruments (XPP & CXI) which are to produce science when LCLS is operational Plan is consistent with the project’s cost estimate Plans: XPP and CXI will be baselined and presented for CD-2a approval in Dec. 2007 3rd instrument (XCS) to be baselined in Oct. 2009

Path to CD-2 Total Project Cost and Project Schedule – The project’s cost plan of 60M$ is consistent with funding profile: Status: Plans: Tentative plans to modify FY ’11 and ‘12 profile by -/+500k should have minimal impact on overall schedule.

Path to CD-2 Total Project Cost and Project Schedule (cont’d)– DOE milestones – Status: CD – 0 Aug. 2005 Plans: CD – 1 July 2007 CD – 2a Dec. 2007 CD – 2b Oct. 2009 CD – 3a July 2008 CD – 3b Mar. 2010 CD – 4a Feb. 2010 CD – 4b Mar. 2012 With the exception of CD-1 and CD-2, the above dates are DOE approval dates. Submission of the CD package for approval is planned 6 weeks prior.

Path to CD-2 Total Project Cost and Project Schedule (cont’d)– Project Milestones – Status: Preliminary level 2 and 3 milestones identified as part of project’s P3 schedule. Plans: Level 2 and 3 milestones being refined and dictionary prepared. During baseline Level 4 milestones will be identified and added to dictionary.

Path to CD-2 Total Project Cost and Project Schedule (cont’d)– Critical path - Status: The critical path has been identified for the March 1 plan portion of the 1st two instruments. Plans: Review schedule logic and validate critical path Critical path for complete instrument to be developed

Path to CD-2 Work Breakdown Structure and Dictionary - Status: Plans: WBS incorporates all of the project work and is consistent with the resource loaded schedule. Dictionary defines elements down to level 5. Plans: WBS will be updated during baseline as required.

Path to CD-2 Risk Management – Status: Plans: 19 potential risks summarized as the ‘Risk Registry’ Each has been quantified and possible mitigation plans identified. 2 rated as High: R-2 Delay in DOE yearly funding for the project (continuing resolution) R-12 Delay in adding appropriate staff could hamper design activities 13 rated as Medium 4 rated as Low Plans: At baseline all project risks will be re-evaluated and updated as necessary The registry will be monitored monthly and updated at least quarterly.

Path to CD-2 Preliminary Design and Review – Status: Plans: The Conceptual Design Report, basis for preliminary design, is complete. No design reviews have been held Plans: Complete Preliminary Design Reviews will: evaluate the adequacy & completeness of drawings & specifications determine consistency with system functions & reqts. ensure all safety aspects have been addressed if necessary, revise cost estimate to meet preliminary design and incorporate into baseline.

Path to CD-2 System Functions and Requirements – Status: Plans: Draft Physics Requirements Documents (PRD) are ~25% complete Draft Interface Control Documents (ICD) are ~ 20% complete Preparation of Engineering Specification Documents (ESD) in process Plans: Finalize PRDs Complete ESDs and ensure all physics requirements have been met. Finalize Interface Control Documents (ICD) Verify by concept review process

Path to CD-2 Hazard Analysis - Status: Plans: Preliminary Hazards Analysis Report (PHAR) modified and re-issued in July 2007 Plans: ES&H personnel will ensure that all scope, schedule and costs necessary for safety are incorporated into the baseline Based on the project’s preliminary design, the Preliminary Hazards Analysis Report (PHAR) will be updated to reflect new design information and if applicable, new hazards Revised report will be approved by DOE-SSO.

Path to CD-2 Value Management / Engineering – Status: Plans: Executed LUSI Value Management Plan Conducted with internal and external reviewers 3 alternative solutions identified Final report pending Plans: LUSI Value Management principles will be applied to all LUSI engineering tasks

Path to CD-2 Project Controls / EVMS – Status: Plans: Performance measured against resource loaded March plan Project milestones and critical path identified LUSI utilizes existing LCLS EVMS, policies, procedures and project controls staff LCLS Project Controls analyst matrixed to LUSI Plans: On site EVMS training to be provided to Project staff 1st two instruments baselined in Dec.’07 Earned Value (EV) reporting begins in FY 08. BNL (Detectors) and LLNL (Injector) plans to be baselined. EV to be reported against these plans.

Path to CD-2 Project Execution Plan – Status: Plans: DOE-SSO comments incorporated Draft forward to DOE-HQ for review/comments Plans: Update to incorporate DOE-HQ comments, reflect any changes from CD-1 Review and forward for approval

Path to CD-2 Start-up Test Plan – Status: Plans: Outline of Plan in development Plans: Start-up Test Plan will be closely coordinated with LCLS’s transition to Operations plan

Path to CD-2 Acquisition Strategy – Status: Plans: DOE-SSO comments incorporated Draft forward to DOE-HQ for review/comments Plans: Update to incorporate DOE-HQ comments, reflect any changes from CD-1 Review and forward for approval

Path to CD-2 Integrated Project Team (IPT)– Status: Plans: IPT identified in PPEP, section 3.0 June 2007 updated to reflect LUSI Deputy Federal Project Director DOE-SSO weekly meetings with LUSI Management Bi-weekly teleconference – DOE-HQ, DOE-SSO, LCLS Project Director, LUSI Management Plans: Integrated Project Team will be adjusted as required Frequency of communications may be modified depending on criticality of issues

Path to CD-2 QA Plan Status: Plans: LCLS QA Coordinator, matrixed to LUSI, developed Quality Implementation Plan (QIP) specific to project. QA coordinator reports directly to LUSI Project Director and ensures compliance to plan. QA coordinator attends all design reviews. Plans: QIP will be monitored by QA Coordinator Coordinator to be involved in all design reviews

Path to CD-2 Security Vulnerability Assessment Report – Status: Plans: Report issued in Dec. 2006 Plans: Report to be reviewed prior to baseline completion for any material changes.

Path to CD-2 Actions items - Unit pricing for ~75% of material costs to be validated Re-evaluate risk assessment (contingency) for major cost drivers Certify labor rates Escalation rates to be reviewed On site training of staff Establish procurement guidelines for BCWS BNL plan for XPP detector to be baselined LLNL plan for particle injector to be baselined Review schedule logic & certify critical path Review/establish earning rules for BCWS Synchronize ACWP reporting for BNL and LLNL Confirm SLAC accounting feed to EVMS Refine EVMS processes and procedures Preliminary baseline reconciled to funding profile Verify baseline costs = funding profile Submit plan for baseline approval