M. White – June 28, 2004 LCLS Requirements Meeting In a project, we live or die by the schedule. After we’re “baselined” it is our plan for what we will accomplish and when, and it is the government’s plan for funding us. If we’re late, the cost goes up. We pay more for people to work longer than planned, plus the value of the money gets escalated. Being late means maybe having to give up or postpone some things. DOE probably can’t find more money. They have a schedule too. Too late and the project may be cancelled.

M. White – June 28, 2004 LCLS Requirements Meeting To Succeed: Plan Well. Stick to the Plan. The requirements must be clearly defined. The responsibilities and interfaces must be clearly defined. Use talented and experienced designers. Use experienced reviewers. There’s no glory in reinventing the wheel, so use what we can from other people and projects. There are enough challenges as it is without solving old problems over again. Do not make cosmetic changes late in the game.

M. White – June 28, 2004 LCLS Requirements Meeting The Exception The exception is if we are building something that we know won’t work. It’s better to be a little late on something that works than on time with something that doesn’t.

M. White – June 28, 2004 LCLS Requirements Meeting We’re here to make sure we all know and agree on what we’re doing…. The prototype was constructed and tested, and many of the drawings are close to final. At this stage, changes will cost time and money, proportional to the degree of the modifications. If the requirements have changed significantly since we began, or if they were misunderstood and the present system won’t work, changes must be made. If there is a disagreement based on personal preference and both methods will work, consider whether it is important enough to potentially result in loss of something else down the road.

M. White – June 28, 2004 LCLS Requirements Meeting Else we go in circles

M. White – June 28, 2004 LCLS Requirements Meeting Acquisition Strategy The undulators were designed and prototyped by APS, based on the combined experience of many people over many years. This decreased the technical and schedule risk to LCLS. Our design and assembly procedures will be furnished to the assembly vendors; any changes by the vendors will require our approval. As a direct result of the US funding system, we will procure some critical long-lead parts early and furnish them to the assembly vendors.

M. White – June 28, 2004 LCLS Requirements Meeting Long Lead Procurements Long lead procurements are those undulator components that are expected to have long delivery times. Orders are to be placed as soon as there is money next FY in order to maintain the schedule. We assume that there will be money by November 1st Large and/or complex procurements take months to prepare, and require significant effort from procurement and project staff. High-value procurements need DOE signoff.

M. White – June 28, 2004 LCLS Requirements Meeting Schedule from 50,000 feet UN30_28430 Undulator System Requirements Frozen 03/31/04 (not?) UN30_28420 Strongback Motion Spec 04/01/04 (not?) UN30_FINIM Finish Undulator Magnet Systems 07/24/07 UN30_28440 All Undulator Magnets Ready for Installation 08/06/07

M. White – June 28, 2004 LCLS Requirements Meeting Long Lead Procurement Issues Affecting Titanium Strongbacks: Change in gap size and which direction the gap faces Change in # of survey monuments and methodology Change in support and alignment philosophy Are PZTs needed? Relationship between quads, BPM, and undulator needs to be settled for BBA. Magnet Blocks No pending changes are known. Magnet Poles Internal review was held – change to wingless pole design, canted spacers is being implemented.

M. White – June 28, 2004 LCLS Requirements Meeting Titanium Strongbacks UN33_00270 Internal Design Review - Undulator Systems 04/29/04  UN33_00280 Incorporate Comments from Internal Des Rev. 04/30/04 05/13/04 UN33_10002 Prepare for Final Design Review 05/14/04 06/11/04 UN33_10010 Prep Bid Package - Ti Strongback 05/14/04 07/14/04 UN33_10004 Final Design Review - Und Sys and Ti Strongback 06/14/04 MSC_UN005 CRIT: Contract - Ti Strongback 06/15/04 – error in P3. UN33_10006 Incorporate Comments from Final Des Rev. 06/15/04 07/13/04 UN33_10020 Release RFP - Ti Strongback 07/15/04 UN33_10030 Vendor Prep Proposal - Ti Strongback 07/16/04 08/13/04 UN33_10040 RCV: Proposal - Ti Strongback 08/13/04 UN33_10050 Evaluate Proposal - Ti Strongback 08/16/04 08/20/04 UN33_10060 AWARD: Contract - Ti Strongback 11/01/04

M. White – June 28, 2004 LCLS Requirements Meeting Magnet Blocks MSC_UN010 CRIT: Start Procurement of Magnet Blocks 07/06/04 UN33_20010 Prep Bid Package - Magnet Blocks 07/06/04 07/26/04 UN33_20020 Release RFP - Magnet Blocks 10/04/04 UN33_20030 Vendor Prep Proposal - Magnet Blocks 10/05/04 11/01/04 UN33_20040 RCV: Proposal - Magnet Blocks 11/01/04 UN33_20050 Evaluate Proposal - Magnet Blocks 11/02/04 11/08/04 UN33_20060 AWARD: Contract - Magnet Blocks 11/09/04 UN33_20070 Vendor Fab/Assy - 1st Half Magnet Blocks 11/10/04 03/03/05 UN33_20080 RCV: From Vendor - 1st Half Magnet Blocks 03/04/05 UN33_20090 Vendor Fab/Assy - 2nd Half Magnet Blocks 03/07/05 06/20/05 UN33_ % magnet blocks delivered 06/21/05 UN33_20100 RCV: From Vendor - 2nd Half Magnet Blocks 13/20 06/21/05

M. White – June 28, 2004 LCLS Requirements Meeting Magnet Poles MSC_UN015 CRIT: Start Procurement of Magnet Poles 06/14/04 UN33_30010 Prep Bid Package - Magnet Poles 06/14/04 07/02/04 UN33_30020 Release RFP - Magnet Poles 10/04/04 UN33_30030 Vendor Prep Proposal - Magnet Poles 10/05/04 11/01/04 UN33_30040 RCV: Proposal - Magnet Poles 11/01/04 UN33_30050 Evaluate Proposal - Magnet Poles 11/02/04 11/08/04 UN33_30060 AWARD: Contract - Magnet Poles 11/09/04 UN33_30070 Vendor Fab/Assy - 1st Lot Magnet Poles (1-10) 11/10/04 02/16/05 UN33_30080 RCV: From Vendor - 1st Lot Magnet Poles (1-10) 02/17/05 UN33_30082 Vendor Fab/Assy - 2nd Lot Magnet Poles (11-20) 02/17/05 05/19/05 UN33_30086 RCV: From Vendor - 2nd Lot Magnet Poles (11-20) 05/20/05 UN33_30087 Vendor Fab/Assy - 3rd Lot Magnet Poles (21-30) 05/20/05 08/22/05 UN33_ % magnet poles received 05/20/05 UN33_30088 RCV: From Vendor - 3rd Lot Magnet Poles (21-30) 08/23/05 UN33_30090 Vendor Fab/Assy - 4th Lot Magnet Poles (31-33) 08/23/05 11/22/05 UN33_30100 RCV: From Vendor - 4th Lot Magnet Poles (31-33) 11/23/05

M. White – June 28, 2004 LCLS Requirements Meeting And then… After the long lead items are awarded, there is a lag time, during which the vendors procure their materials, make the objects, and secondary vendors are machining parts. Then it’s time to award the undulator assembly work. The schedule is very tight on that, and we really cannot afford to delay without putting the schedule at risk.

M. White – June 28, 2004 LCLS Requirements Meeting Decisions In these 2 days, we need to make decisions about the critical issues so we can proceed. We can leave room for options, but it must be clear to us what options are likely. Flexibility is expensive. In a Project, Every Day Counts!

M. White – June 28, 2004 LCLS Requirements Meeting Magnets are Cool Magnets are Fun They Make Good Toys For Everyone