DUSEL Beamline Working Group Meeting March 09, :00 AM – Snake Pit (WH2NE) By Dean Hoffer - OPMO

OPMO09-Mar-09 DUSEL Beamline WGM 2 Outline Reviews and preparing for them DOE vs. Director’s Reviews Review Preparations –Determine Review Dates –Developing Agenda –Presentations –Document Preparations Conducting Review Post Review Actions

OPMO09-Mar-09 DUSEL Beamline WGM 3 DOE and Director’s Reviews DOE –Independent Project Reviews (IPRs) –External Independent Reviews (EIRs) –Status/Progress Reviews Director’s –Technical, Project Management, Cost, and Schedule –Design Reviews

OPMO09-Mar-09 DUSEL Beamline WGM 4 Independent Project Reviews (IPRs) Normally Conducted by SC-1.3 (Lehman Reviews) May be conducted prior to CD-1, 2, 3 Normally 2 – 3 days long depending on size of project Look at Technical Scope, Project Management, Cost, and Schedule

OPMO09-Mar-09 DUSEL Beamline WGM 5 External Independent Review (EIR) –External Independent Reviews are performed by OECM with contractor reviewers –A week long review –EIR conducted prior to Project Performance Baseline (CD-2) for project $100M or greater –Additional EIR conducted prior to Construction/ Execution Readiness (CD-3) for project for Major System Projects ($750M or greater)

OPMO09-Mar-09 DUSEL Beamline WGM 6 Status/Progress Reviews These reviews are performed after receiving CD-3 and conducted through CD-4 Generally performed every 6 or 12 months depending on size of project and health of the project Duration generally 1-2 days depending on size of project and health of the project Purpose is to assure project is acceptably progressing per plan

OPMO09-Mar-09 DUSEL Beamline WGM 7 Director’s Technical, Project Management, Cost, and Schedule Requested by Associate or Deputy Director Purpose is to assure the project meets the requirements for CD-1, 2, and 3 and is prepared for the DOE IPRs/EIRs Normally 2 – 3 days long depending on size of project

OPMO09-Mar-09 DUSEL Beamline WGM 8 Director’s Design Reviews Purpose is to determine if a product (drawings, analysis, or specifications) is correct and will perform its intended functions or meet requirements In past have taken credit for design reviews as part of the Technical, Project Management, Cost, and Schedule. Now it looks like there will need to be a separate reviews, especially for large projects Design Reviews are conducted by individuals external to the project and ahead of CD- 1, 2 and 3 IPRs

OPMO09-Mar-09 DUSEL Beamline WGM 9 Review Preparations Determining Review date –When does the project need the review done to meet the CD milestone? –When can the project be prepared and ready to pass a review? –Director’s Reviews are usually scheduled 4-6 weeks before a scheduled DOE review.

OPMO09-Mar-09 DUSEL Beamline WGM 10 Review Preparations Developing an agenda –Plenary Session What talks should be given? Who should give the talks? How long should they be? How much detail should be in the plenary talk vs. in the breakout session? –Breakout Sessions How many breakout sessions are needed? Who should lead the breakout session? What breakout presentations should be prepared and who will give them? What documents should be available in the breakout room? Will video or audio conferencing be needed because project members will not be able to physical attend the review?

OPMO09-Mar-09 DUSEL Beamline WGM 11 Review Preparations Project Presentations –Consistent slide format Same PowerPoint template Same type of information covered in each presentation (i.e. scope, schedule, cost, risk, etc.) –Dry Run When to schedule to allow sufficient time to make changes before posting? Who should attend to give feedback to presenters?

OPMO09-Mar-09 DUSEL Beamline WGM 12 Review Preparations Project Document Preparations –Develop Work Breakdown Structure (WBS) –Develop WBS Dictionary –Development fully Resource Loaded Schedule (RLS) Latest schedule changes have been incorporated? Does the obligation profile fits within funding guidance? Is the schedule mechanically sound (predecessor, successors, durations, etc)? –Develop Basis of Estimate (BOEs) –Implement Risk Management –Develop MOUs and SOWs –Implement Earned Value Management System –Bottoms-up/Top-down estimate of direct and indirect costs in then year dollars

OPMO09-Mar-09 DUSEL Beamline WGM 13 Review Preparations –Project’s Review Material made available to review team All materials to be posted on project’s review webpage (target is 2 weeks before review, but minimum of 1 week prior) Materials also made available on memory sticks for reviewers (materials to be organized and easily to find) Some limited number of paper copies of materials made available in the reviewers home base room and in breakout sessions (project to work with chair to determine what materials needed)

OPMO09-Mar-09 DUSEL Beamline WGM 14 Conducting Review Review team consists of 8-22 people Review conducted over 2 – 3 days Charge directs scope of review with list of charge questions Review consists of plenary presentations, and breakout sessions by discipline area Closeout presentation and final report generated to answer the charge Findings, Comments and Recommendations are generated

OPMO09-Mar-09 DUSEL Beamline WGM 15 Post Review Actions Project to take Comments and Corrective Actions identified in final report and determine actions to be taken and track actions to closure Next Director’s review to confirm that the prior review’s Recommendations have been addressed

OPMO09-Mar-09 DUSEL Beamline WGM 16 Questions?