Management Brent Fultz California Institute of Technology Report from the Baseline Review Project Execution Plan Purpose of IDT

Baseline Review March 14, 2002, Caltech First of its kind for SNS IDTs -- Technical and Management Review Jim Richardson (Chm), Steve Bennington, Collin Broholm, Richard Boyce, Jon Kapustinsky, David Lichty, Toby Perring, Frans Trouw Report from Committee received Sept, Generally very favorable. – We agree with most of the points. – We began response immediately after the review. DOE (Iran Thomas) wants a written response before Dec. 1.

Issues from ARCS Baseline Review Detectors inside vacuum Shielding Moderator poison depth Disk chopper Soller Collimators Software Plan Project management - Project Execution Plan - Memorandum of Agreement (Caltech-SNS) - Budget Authority - Role of IDT - Reporting Requirements

Proposed DOE 9/2001 9/2006

Project Execution Plan -- Now a BES Requirement Concept: Given that a project plan exists, how does it get executed? Who does what? responsibilities / authority (mostly inter-institutional, some intra-institutional) select measures of progress, approvals, funding identifies policy documents (MOA, construction standards, IP, ES&H) technical baseline for scope, cost, schedule control of changes to baseline (cost, schedule, scope)

Project Execution Plan -- Advice from IDT ARCS IDT can help on: - Milestones - Control of Changes in Cost, Configuration, Schedule - Role of Executive Committee - Close of Project ARCS IDT should know about: - Budget Authority - MOA - Contingency management

Milestones Level 2 Division of Materials Sciences and Engineering Approval Software Baseline Design January, 2003 Confirm Detector in Vacuum Design February, 2003 Place Guide Procurement February, 2003 Place Vacuum Vessel Procurement December, 2003 Begin Installation August, 2004 Software Beta Release March, 2005 Software Release 1.0 January, 2006 Operational Readiness Review April, 2006 Complete Installation September, 2006 Commissioning Completed November, 2006 End ARCS Project November, 2006

Project Schedule

Change Control Thresholds DOE MSE Div. Change Control Board Technical Changes in Key Parameters:Changes in Design Parameters m secondary flight path Not Affecting the Key Parameters: - detectors to 140 o e.g., deletion of frame overlap chopper, - guide in primary flight path switching of Fermi choppers Schedule Any Delay in Level 1 Milestone Any Delay in Level 1 or 2 Milestone Cost Any Increase in Total Project Cost Any Increase >$k 75 at WBS Level 2

Contingency Management What Is It? Best guess estimate of ARCS hardware is 10 M$ We are allowing for up to 12 M$ ARCS contingency is 20 % (calculated by summing contingencies on all 220 tasks in WBS) 20% is reasonable, but not large.

Project Execution Plan -- How is Contingency Managed? Requirement -- No carryover of funds between budget periods. Approach -- Budget everything we can within the budget period. Optimistic -- Best estimate is that we should end up 20% ahead on funds, perhaps ahead of schedule. Enlarge scope of project later. Pessimistic -- Less work completed than we thought. Descope project later. Comment: DOE expectation is on time and on budget (neither below nor above)

Project Execution Plan -- How is Contingency Managed? Problem -- Rate of spending is not arbitrary. Possibilities: - work with BES to change BA profile (issue in Review) - phased funding of detector contract - large commitments near boundaries of budget periods - launder money through subcontracts to National Labs

Role of IDT Past: IDT was essential in preparing the proposal (large group) Executive Committee: Fultz, Abernathy, McQueeney, Beyermann, Nagler?, Osborn Change Control Board: Abernathy, Fultz, McQueeney, ? Future: Later, near end of ARCS project in 2006, IDT will organize scientific program negotiate for beamtime (maybe) friendly users during commissioning, testing instrument and sample environments (Big role-- this may be 2 years)

Role of IDT Present Problem: How to engage the IDT during construction? Secure funds for sample environments Test single crystal goniometer on Pharos Use Pharos data to test ARCS software (maybe with LRMECS, HRMECS, Mari, MAPS) Sign in CCCP Restaurant: “It is an insult to tip the waiter” (bribe the IDT) Waiter: “Go ahead sir, insult me.”

Project Closure Readiness Review in Early 2006 (safety) Transition of Documentation Transition to Operations Expect a role for IDT during commissioning Software Release for ARCS Report Lessons Learned ARCS project ends when money ends -- Nov. 2006

Post – Project Role of IDT in formulating inelastic PAC Expect a Big role for IDT during commissioning Software Distribution to SEQUOIA, CNCS Hardware maintenance by SNS both spectrometer and sample environment equip. Doug will be at Oak Ridge Software maintenance by SNS maintain open-source coalition

Summary and Request for Comments PEP in draft form — comments needed soon. key parameters, change control thresholds, contingency management, milestones close of project, Present and future of IDT? executive committee membership, commissioning, beamtime allocation, other funds