1. Tom Fornek Project Manager April 20-22, 2009
LUSI WBS 1.1
Tom Fornek
Project Manager
April 20-22, 2009

2. Outline WBS 1.1 Performance Risks and Contingency Usage
Re-baseline Plans
Other Topics

3. Cost & Schedule Performance – WBS 1.1
The x-ray pump-probe instrument will take advantage of the ultrashort pulse duration of the LCLS to take snapshots of a photo-induced phenomena.
In general, the experiments performed as this endstation will use an ultrafast laser pulse to initiate a transient response in a system. The system will be probed using various x-ray scattering techniques. The time evolution of the response will be mapped by variably delaying the arrival time of the x-ray pulse with respect to the pump laser pulse.
The success of this end station will depend upon the ability to accommodate a wide variety of laser excitation techniques, samples, sample environments and x-ray scattering methods.

4. Cost & Schedule Performance – WBS 1.1
A large invoice was paid in Jan for several months of support
The x-ray pump-probe instrument will take advantage of the ultrashort pulse duration of the LCLS to take snapshots of a photo-induced phenomena.
In general, the experiments performed as this endstation will use an ultrafast laser pulse to initiate a transient response in a system. The system will be probed using various x-ray scattering techniques. The time evolution of the response will be mapped by variably delaying the arrival time of the x-ray pulse with respect to the pump laser pulse.
The success of this end station will depend upon the ability to accommodate a wide variety of laser excitation techniques, samples, sample environments and x-ray scattering methods.

5. CPR

6. ARRA Risks Ability to place procurements in a timely manner
Procurement talk this breakout
Foreign Procurements
Strict “Buy American” Policy
Use standard appropriation for foreign buys
Accounting and Reporting Complexity
LUSI has set-up duplicate accounts
Allows tracking ARRA funds separately from standard FY09 appropriation
Staffing Availability
LUSI has been aggressively seeking staff
Project is in reasonable shape
Change Control Delays
LUSI has processed 21 BCRs to date
Process for major changes takes some time, but is not onerous
Technical decisions reviewed by the Technical Configuration Control Committee
John Arthur, Jerry Hastings, John Galayda, Tom Rabedeau

7. Standard/ARRA Accounts

8. Standard/ARRA Schedule Items
Detailed Schedules Available in Back-up Information

9. Re-baseline Plans
LUSI split the scope for XPP and CXI into “Early Science” scope and CD-4 required scope to match funding profile and satisfy thirst for early science in the CD-2 Baseline
This was not done for XCS
ARRA funds don’t help much for the “Early Science” scope of XPP and CXI since we were already trying to deliver this scope as early as possible
ARRA funds do allow advancing the CD-4 version of XPP and CXI
We are not planning on changing the “Early Science” scope or milestones for XPP or CXI but:
The instruments at “Early Science” will include more components due to early funding
We now plan to split the scope of XCS to provide an “Early Science” version of the instrument
This provides an XCS instrument one year earlier
Not yet in the revised ARRA baseline

10. Early Science / CD-4 Deliverables
These Items were scheduled early to have a functional instrument early within funding constraints
These Items were delayed due to funding constraints – ARRA funding allows advancement
CONTINGENCY
ARRA
TYPICAL TWO-PHASE APPROACH TO INSTRUMENT DELIVERY
Page 10

11. LUSI Cost Baseline Baseline Oct 2008 MIE + ARRA Base Cost (BCWS)
Contingency
$13.00 M
$14.41 M
TEC
$55.10 M
OPC
$4.90 M
TPC
$60.00 M
Effect of Reduced
Escalation Effect
& Early Completion

12. LUSI SCOPE PRIORITY LIST
Contingency Usage
Priority
LUSI SCOPE PRIORITY LIST
Est. Cost
Decision
Date
Comments 1
XPP Large Offset Monochromator
$1,400,000
Now
Pending BCR – Through TCCC 2
XCS “Early Science Detector
$400,000
Could be used for XPP SAXS later 3
CXI Second Full Detector
$379,000
Cost and timing concerns 4
CXI Cryo-goniometer
$800,000 5
XCS SAXS
$600,000
July, 2009
Design should be started early 6
XCS SAXS Chamber
$100,000 7
CXI X-ray Focusing Lenses (2)
$300,000
Coordinate with XPP & XCS lens purchase 8
CXI Second Detector Stage
$220,000
August, 2009 9
CXI Wavefront Sensor w/fast Direct Detection Detector
$80,000 10
General Purpose Sample Environment Cryostat
$160,000
April, 2010 11
Populating the Inside of the 0.1 micron CXI Sample
Chamber 12
CXI Pump Laser System (FEH Laser)
June, 2010 13
General Purpose Monochromator
$350,000
Sept., 2010 14
XPP SAXS 15
XPP SAXS Chamber 16
eTOF
$150,000 17
XPP Laser
TOTAL
$7,439,000

13. Contingency MIE ARRA TOTAL Funds Available $21,500,500 $33,600,000
$55,100,000
Planned Budget
$15,075,183
$25,618,536
$40,693,721
Contingency
$8,424,817
$7,981,462
$14,406,279
Percent Contingency
43%
31%
35%
Percent Contingency will be reduced to 26% - 28% overall once pending and planned BCRs are processed.

14. BUDGET

15. ARRA Milestones
LUSI still needs to complete the ARRA schedule and incorporate any comments from this review. These dates will also be affected by future scope additions.

16. Schedule Advancement Milestone Current Baseline Advanced CD-3
April 2010
October 2009
XPP Early Science
October 2010
CXI Early Science
August 2011
June 2011
XCS Early Science (New) NA
Project Ready for CD-4 (New)
March 2012
CD-4
August 2012
XCS “Early Science” allows for a functioning XCS instrument one year earlier than original schedule
These dates are based on a draft of a revised schedule. Once we finalize the ARRA plans and incorporate any review comments, we will process a BCR to change the schedule.

17. Re-baseline Plans LUSI has started the re-baseline process
This is a Level 2 baseline change since we are leaving CD-4 as is or moving it forward
We will incorporate a new L2 milestone for an “Early Science” version of the XCS instrument
We will incorporate a new L2 milestone for Project Ready for CD-4
A draft PEP revision has been prepared
After this review, LUSI will incorporate our plans plus review comments into baseline

18. Impact of Stimulus funding
Major Benefits of Stimulus Funding
XCS instrument one year earlier
Complete the current CD-4 version of XPP early
Complete the current CD-4 version of CXI early
Allow procurement of all remaining components earlier than planned
Retire funding risks
Reduce escalation

19. Summary LUSI Total Project Cost remains at $60M
Procurements occur earlier – Total Procurements the same
Total FTEs remain the same – Personnel needed earlier
Roll-off earlier too
Instrument “Early Science” dates not affected much – Yet!
LUSI will be making an on-going effort to improve “Early Science” dates
Improve deliveries
Refine “Early Science” scope
Biggest gains are
XCS one year earlier
$1M+ gain from less escalation

20. Other Topics Lessons Learned Engineering and Management
EIR Lines of Inquiry

21. Lessons Learned - SNS
LUSI has reviewed the SNS Instrument Beamline Construction Lessons Learned – Many items were already incorporated
System Integration
Design
Procurement
Scheduling
Construction
Project Management
LCLS has started a Beamline Lessons Learned Document

22. Lessons Learned (1) System Integration Design Criteria
Baseline Scope Review
Design Guide
Naming
P&ID
Radiation Shielding Configuration
CD-4 Parameters Drawing
Subject Matter Experts involved early in design
Integration of electrical systems
System Integration Review
Plan for Instrument Operation Early
PPS Beam Sweep Plan early
Plan for Shielding Configuration Control
Complete Shielding Early
Confirm “As-built” conditions early

23. Lessons Learned (2) Design Shielding Documentation
Keep SLAC RP involved – Follow LCLS procedures
Documentation
Don’t wait for “just in time delivery” – strains resources
Integration of PPS and non-PPS cabling
Mechanical Interferences
We are working on processes to minimize this
Vacuum Compatibility
LCLS standards exist
Ergonomic Features
Scientists and Engineers are very involved – experienced
Motional Control
Crane Design
Extra Vessel Penetrations

24. Lessons Learned (3) Procurement Scheduling Involve Procurement Early
Advanced Procurement Plans
Also plan for advanced procurements in PEP
Scheduling
PPS and Detectors
Allow appropriate installation time
Component Delivery History
Huber goniometers
Motion Control Testing

25. Lessons Learned – (4) Construction Project Management
Survey and Alignment
Involve Survey and Alignment early
Oxygen Deficiency (ODH) Detectors
Install when clean conditions exist
Project Management
Advance Procurement Approvals
IRR Procedures and Approach to IRR
Project Close-out
Takes longer than expected
LCLS Photon Systems
Scope Definition and Tracking needs more attention
Affects interfaces – Who is doing what

26. Engineering and Management (1)
WBS 1.1
Full-time Project Mgr this FY , ½ Time thereafter
½ Time Deputy
Full-time Admin this FY, ½ time thereafter
¼ time ES&H
2 FTE Equivalent PMCS
WBS 1.2
1 Full-time Lead Engineer/CAM
2 Full-time Design Engineers/Designers (Down to 1 by Sept)
Post CD total FTE-Years (Mgmt+Des+Eng)
WBS 1.3 (Most complex instrument)
2.5 Full-time Design Engineers
2 Full-time Designers
Post CD total FTE-Years (Mgmt+Des+Eng)

27. Engineering and Management (2)
WBS 1.4
1 Full-time Lead Engineer/CAM
3.5 Full-time Design Engineers/Designers
Post CD total FTE-Years (Mgmt+Des+Eng)
WBS 1.5 Diagnostic & Common Optics
1 Full-time CAM
2.5 Full-time Design Engineers
2 Full-time Designers
Post CD-2 9 total FTE-Years (Mgmt+Des+Eng)
WBS 1.6 Controls
1 Part-time CAM
3 Full-time Design Engineers
Post CD total FTE-Years (Mgmt+Des+Eng)

28. Engineering and Management (3)
More of the instrument concept development included in the TPC
LUSI has spent a considerable amount of time looking at the justifiable percentage of labor split between LUSI, EPD and XFD
LCLS Directorate is covering reasonable amounts of QA, ES&H and Finance
EFD covers engineer’s training time
XFD covers 75% of scientist’s time
Almost all instrument design is first of a kind
Leads to high engineering/design costs
Very little inherited design
Other facilities or Labs can build on the design effort of operating groups or just purchase existing designs – LUSI can’t do very much of this
Cost of Living in California increases Personnel costs
Purchases are nation-wide so these are not affected much
Detector effort is labor intensive
LUSI covering the PMCS and integration for detector effort at BNL

29. MGMT & ENG COMPARISON INSTRUMENT POST CD2 FTE-YEARS LUSI XPP 6.4
LUSI CXI
16.5
LUSI XCS
11.4
SING SNAP (Actuals)
12.7
SING SEQUOIA
9.9
SING TOPAZ 8
SING NOMAD
SING HYSPEC
10.4
MANAGEMENT
POST CD-2 FTE-YEARS
LUSI (3 Instruments + DCO + CDA + BNL)
14.7
SING (4 Instruments Remaining)
8.4
SING II (4 Instruments)
17.3

30. EIR Lines of Inquiry

31. Scope of EIR in Support of CD-3
Established Perfomance Baseline
We are re-planning to accommodate ARRA funds
Updated Project Execution Plan
Updates in process pending comments from this review
ANSI/EIA-748-A-1998 Compliant EVMS
SLAC EVMS certified
Independent Project Review/Cost Review
EIR lines of inquiry will be partially addressed by this status review

32. DOE 413.3A CD3 Requirements
The Quality Assurance Program must fully address all applicable Quality Assurance Criteria as defined in 10 CFR 830 Subpart A and DOE O 414.1C.
SLAC Document PM R0 released in July ’07. Consistent with DOE Order 414.1C and the SLAC Office of Assurance “Quality Implemention Procedure Requirements “SLAC-I-770-0A17S-001-R000”

33. DOE 413.3A CD3 Requirements Prepare Final Instrument Designs
Completed for XPP, DCO, CDA (CXI and XCS in June)
Conduct a Final Instrument Design Review
Update Hazards Analysis Report
Completed (PM R1)
Update the Preliminary Security Vulnerability Assessment Report.
CD-1 report still valid

34. CD-3 Scope of EIR EIR ELEMENT COMMENT CD3 Ready 1. Basis of Scope
PM (Structure) 
2. Basis of Cost and Schedule
Resource-loaded Schedule and Detailed Cost Estimate
3. Construction/Execution Planning
Instrument Break-outs (LCLS Std Procedures)
4. Funding Profile & Budget
Management Plenary
5. Critical Path
This presentation and Instrument Breakout
6. Hazards Analysis and Safety
ES&H Presentation
7. Risk & Contingency Management
This presentation and Management Plenary
8. Value Mgmt/Engineering
Engineering presentations
9. Acquisition Strategy/Plan
Approved September, 2007
10. Project Execution
Management Plenary, Management Breakout

35. EIR Lines of Inquiry EIR ELEMENT COMMENT CD3 Ready
11. Proj Cntrls/EVMS
LUSI uses SLAC certified system 
12. Integrated Project Team
This presentation & the PEP
13. Safeguards & Security
CD-1 Security Vulnerability Assessment still valid
14. Contract Management
Management Breakout
15. Start-up Planning and Operations Readiness
Management Break-out. (LUSI follows LCLS procedures)
16. Quality Control/Assurance
PM R0 released in July ’07
17. Sustainable Design
Not Applicable
N/A
18. New Technology & Tech Readiness
Instrument Breakouts
19. Incorporation of Lessons Learned