Mu2e WGM R. Ray Mu2e Project Manager Sept. 14, 2012

DOE Mini-Review Currently scheduled for afternoon of Oct 16.  Schedule is tight to be ready by then. Will decide by 9/24 to go with this date or move back by a week or two. To be ready for the review we have to  Update RLS  Respond to Recommendations from Review targeted at mini Review. 7/3/12R. Ray - Mu2e WGM2

Recommendations Prepare at least one of the initial solenoid specification packages by the next mini review.  We will have 4 specification packages for the solenoid conductor by the review. Two are complete now and are on the street for bids. By the time of the review the bids will be back for 1 and the other 3 will be on the street. Prepare an initial plan for contract/procurement oversight of vendors by the next mini review.  Joe Collins working on this. Draft expected in a week. Explore the possibility of early procurement of superconductor by the next mini review.  This is now our baseline plan that is already being executed. Consider the possibility of initiating practice PS and DS coil winding by additional vendors and the lab by the next mini review.  Our plan has always been to qualify a second vendor. 7/3/12R. Ray - Mu2e WGM3

Recommendations Consider reducing the duration between preliminary design completion and final design start to support AE team continuity (evaluate within 3 months after CD-1 approval).  Done. Currently evaluating A&E firms. Consider accelerating the start of civil construction to take advantage of the recent aggressive construction market conditions (evaluate within 3 months after CD-1 approval).  Still working on this. Concern is how quickly we can be ready for CD-2, which will be required before we can break ground on the detector hall. Evaluate procuring the solenoids earlier. A draft procurement plan should be presented at a mini-review in 3 months for early procurement of the superconducting cable.  Solenoid schedule has been accelerated. Draft of the procurement plan exists. Needs a bit more work and is being put forward as a template for the lab. More importantly, the first phase of the plan is already being executed. 7/3/12R. Ray - Mu2e WGM4

Recommendations Prepare a detailed make/buy analysis for the solenoids before the next mini review.  Work being done on this front (see Mike’s talk). Will have a draft document by the time of the mini review. 7/3/12R. Ray - Mu2e WGM5

Recommendations To summarize: to satisfy the recommendations we still need  Contract/procurement oversight plan.  Understand potential for acceleration of civil construction  Finish solenoid conductor procurement plan  Finish make/buy draft document 7/3/12R. Ray - Mu2e WGM6

RLS Updates Many changes to the RLS are underway Changes to tailoring strategy  CD-3a prior to CD-2 for conductor  CD-2/3b for project baseline/civil construction o Still don’t completely understand this one o Requires site prep work, currently in a GPP scheduled for FY15, to be advanced.  CD-3c for solenoid construction and everything else that is ready o Will base this one off of the solenoids and will not wait for anything else  Possibly a CD-3d for everything that’s not ready for CD-3c Incorporated a standard set of procurement activities for all procurements over $100k.  Currently going through each procurement and validating the schedule logic RLS updates always take longer than expected. 7/3/12R. Ray - Mu2e WGM7

Schedule – New CD-3a 7/3/12R. Ray - Mu2e WGM8

Schedule – Accelerate Civil 7/3/12R. Ray - Mu2e WGM9 Detector hall can be ready. Not convinced we can be ready for CD-2. Need CD-2 to get CD-3 for building.

Solenoid Acquisition Oversight Committee It was suggested that we form a committee to advise the Project Manager about issues related to the acquisition of the solenoids. Idea endorsed by DOE. Should speed up approvals down the lone. We have a draft charge and a list of names for potential membership. Will forward charge and list of names to DOE (Bruce Strauss,Ted, Pepin, Paul) for comment and for suggestions of additional names. Will then proceed to form the Committee. Hope to have this in place by the mini review, though it is not required. 7/3/12R. Ray - Mu2e WGM10

Procurement Review As follow up to last month’s Procurement Review, Carl has formed a steering committee to address the recommendations. Doug is representing Mu2e on this committee One suggestion is to have a common format for Advanced Procurement Plans (APPs). We have written a draft APP for the solenoid conductor as a starting point. We have examples from other labs that vary considerably in form and content I think the audience for these are:  Procurement Department  Lab  DOE (FSO and in some cases Chicago Operations) 7/3/12R. Ray - Mu2e WGM11

Action Items Ted will work with Lehman’s Office to schedule the mini review sometime after October 1.  Done Ted to get clarification from Lehman’s office on what was meant by the recommendation of accelerating the start of civil construction.  Not sure we addressed this explicitly but we believe we understand the ground rules at this point. Ron/Doug to talk with similar type project outside of Fermilab on Procurement Support (FTEs) needs and how they estimated those needs.  Still to be done. 7/3/12R. Ray - Mu2e WGM12