1. LUSI MANAGEMENT OVERVIEW
Thomas Fornek
Project Manager
April 20-22, 2009

2. Provided Material Location Items
Items
Project Management Documents
PEP, Risk Registry, Schedules, Detailed Cost Estimate, February Monthly Report
Procurement Documents
APP Status Log, Statements of Work, Specifications
Interface Control Documents
Instrument Team Documents
October meeting reports
Update of CD-2 Responses to Recommendations
Design Status
Design Review Reports

3. PART 1
LUSI STATUS REVIEW

4. LUSI WBS Organization WBS TITLE 1.1 Project Management 1.2.
X-ray Pump Probe Instrument (XPP)
1.3
Coherent X-ray Imaging Instrument (CXI)
1.4
X-ray Correlation Spectroscopy Instrument (XCS)
1.5
Diagnostics and Common Optics (DCO)
1.6
Controls and Data Acquisition (CDA)

5. Project description (1)
Near Experimental Hall
X-ray Transport
Far Experimental Hall 1 3 2 4 5 6
XCSMono
AMO
SXR
XPP
XCS
CXI H6
Part of LCLS
Installation
Part of LCLS
FES
ARRA Funds
Beam Transport
LCLS
Offset Monochromator
Exp. Chamber
Detector
LUSI H6

6. Project description (2)
CXI
WBS 1.3
X-ray transport tunnel (200 m)
XCS
WBS 1.4
XPP
WBS 1.2
LCLS
SXR
XCS Offset Monochromator
WBS 1.5 H6
LCLS AMO

7. LUSI Integrated Project Team
DOE-HQ
H. Kung, Acquisition Executive
T. Brown, Program Manager
DOE-SSO
H. Joma
DOE Federal Project Director
DOE-SSO Support
Instrument Team
Leaders
LCLS Directorate Support
ES&H, QA, Finance, EVMS, Procurement…
SLAC
T. Fornek
LUSI Project Manager
Deputy – R.M. Boyce
Technical Configuration Control Committee (Scope Decisions)
Installation Manager
B. Poling
WBS 1.2 XPP IIT
D. Fritz
(Instr. Scientist)
J. Langton
( Lead Eng)
N. van Bakel
(Detectors)
WBS 1.3 CXI IIT
S. Boutet
(Instr. Scientist)
P. Montanez
( Lead Eng)
N. van Bakel
(Detectors)
WBS 1.4 XCS IIT
A. Robert
(Instr. Scientist)
E. Bong
(Lead Eng)
N. van Bakel
(Detectors)
WBS 1.5 Diagnostics & Common Optics
Y. Feng
(Lead Scientist)
E. Ortiz
(Lead Eng )
WBS 1.6
Data Acquisition & Controls
G. Haller
(Lead)
P. Anthony
(Alternate)

8. LUSI Cost Baseline Baseline Oct 2008 February 2009 Base Cost (BCWS)
$42.10 M
$42.37 M
Contingency
$13.00 M
$12.73 M
TEC
$55.10 M
OPC
$4.90 M
TPC
$60.00 M

9. Interface/Stakeholder Management
Weekly LUSI Project Meetings
Weekly Meetings with DOE-SSO
Teleconferences every two weeks with DOE-HQ
LCLS-SSRL Joint User’s Meeting in Oct. 08
Coherence Workshop in October 2008
Team Leader Meetings (XPP, CXI and XCS) in October 2008
Team Leader Representatives at FIDRs
XPP Completed in February
CXI, XCS planned for June
Weekly Meetings Started between XPP and Controls
Detectors
Weekly Telecon with BNL
Weekly Telecon with Cornell
Interface Meetings with LCLS XFD every two weeks
LCLS/LUSI management meetings in the off weeks
CD-3 Dates are important. I am pretty sure you will be asked how much you can advance them if there is more funding.
are the CD-3 dates set by manpower limitation? BA limits? both? do you need early BA to achieve CD-3 deliverables?
or did you set CD-3 to coincide with arrival of BA needed to procure instruments?
note change in wording of 2nd yellow box

10. Critical Decision Milestones
CD-0 - Mission Need - Approved Aug 2005
CD-1 - Alternative Selection and Cost Range – App’d Sep 2007
CD-2 - Approve Performance Baseline – Approved October, 2008
CD-3 - Approve Start of Construction
Baseline, April, 2010
CD-4 - Approve Start of Operations
Baseline, August, 2012
Baseline utilizes tailored approach with long lead procurement approvals and XPP Early Science Instrument Procurement Approval:
XPP goniometer/detector positioner and CXI 1 micron mirror system (Approval received December 19, 2008)
XPP Early Science Procurement Approval Received March 12, 2009
XCS goniometer/detector positioner and Large offset monochromator (Review scheduled for April 23, 2009)

11. Other Major Accomplishments
Purchase Order for the XPP Goniometer Placed (3/31)
Purchase Order for the XPP Robot Placed (4/3)
Procurement Review of the CXI 1 micron Mirror System Completed (Added 0.1 micron mirror as an option)
Major CCB Actions
BCR to move XCS Monochromator closer to sample approved by the Technical Configuration Control Committee (TCCC) and the LUSI Change Control Board
Pending CCB Actions
Add Large Offset Monochromator into XPP Scope
Approved by TCCC

12. Project Completion
TEC Overall Completion – 16% (based on costs to date)
TPC Overall Completion – 24% (based on $47.22M EAC)
Design Completion
XPP Instrument Design through FIDR
CD-3 Ready
CXI Instrument FIDR in June
75% CD-3 Ready Now
Instrument configuration is solid
XCS Instrument FIDR in June
90% CD-3 Ready Now
Diagnostics and Common Optics Design
Harmonic Rejection Mirror PDR in June
Controls and Data Acquisition
85% CD-3 Ready Now
Inherited Designs from LCLS comprise many items
Procurement is just starting
Installation not started

13. Cost and Schedule Performance
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.

14. CPR

15. LUSI Project Summary Schedule
Early Dates Reflect ARRA
Facilitated Schedule Advancement

16. Risk Management
LUSI Follows the LCLS Risk Management Plan and uses the LCLS Risk Registry
LCLS Project Management Document
Risk Registry Updated April, 2009
Major Risks
Annual funding - Continuing Resolutions (Retired)
Foreign procurements – Dollar fluctuation, sole source
Loss and/or availability of critical personnel (Exercised)
Ability to place procurements
CXI mirror delivery, performance
XPP, XCS Monochromator delivery, performance
XPP, XCS Detector delivery, performance

17. Cost and Schedule Contingency
Available Contingency is $12.73M
Bottoms-up” contingency estimate is $9.65M on $39.22M ETC
Contingency is managed at the project level
Annual comprehensive ETC and contingency update
Float
100 working days to CD-4 (Final Instrument Readiness Review Held March 6, 2012)
Critical Path
XPP
Diffractometer (Contract issued)
Monochromator (Pending BCR)
CXI
1 micron K-B mirror system
XCS
Diffractometer
Monochromator
XCS Detector (Dec 2011 RFI)

18. Long Lead & Major Procurements
Advance Procurements
XPP Goniometer/Detector Mover System $ K
Goniometer Order Placed for $427.5K
Robot Detector Positioner Placed for $74.8K
About $230K remaining misc procurements
CXI 1.0 Micron KB Mirror System $ K
Bids Received – Under Evaluation
Other Major Procurements
CXI 0.1 Micron KB Mirror System $ K
XCS Diffractometer System $ K
XCS Detector Mover $ K
XCS Large Offset Monochromator $1,160K
XPP Large Offset Monochromator (Not yet in scope) $1,160K
XPP Ti-Sapphire Power Amplifier $ 245K

19. LUSI MOUs
Brookhaven National Laboratory – Detector Systems for XPP and XCS Instruments
XPP Detector System:
Estimated Delivery – January, 2010
XCS Detector System:
Estimated RFI – December, 2011
Lawrence Livermore National Laboratory – Injector System for CXI
Coating for Mirrors (future)
DESY
Split and Delay System
Long-Term Loan arrangement

20. Staffing (FTE)

21. Control Account Managers
WBS
Control Account Mgr
Cntrl
Accts
Work Pkgs
Budget
1.1 PM
T. Fornek 6 12
$5.5M
1.2 XPP
J. Langton (WO Detect) 10 44
$4.5M
1.3 CXI
P. Montanez 11 45
$9.5M
1.4 XCS
E. Bong (WO Detect) 41
$5.7M
1.5 D&CO
E. Ortiz 39
$4.8M
Monos
E. Bong
$1.7M
1.6 Cntrls & DAQ
G. Haller 20
289
$7.2M
Detectors
N. Van Bakel 8 9
$3.5M

22. Procurements

23. ES&H ES&H performance to date Safety integrated with design reviews
6090 Hours worked with no DART or recordable incidents
Safety integrated with design reviews
Instrument readiness process will follow precedent set by AMO instrument
SLAC & LCLS safety management resources employed by LUSI

24. Responses to Previous Reviews
Detailed Responses are provided in the back-up material
Initial responses were made prior to CD-2 approval
Responses have been updated twice since CD-2 approval
Update 1 of the responses covered XPP, Diagnostics/Common Optics and Controls/Data Acquisition and were reviewed at the XPP “Early Science” Procurement Readiness Review

25. Responses to Previous Reviews (2)
CD-4 Deliverables
These are detailed in PEP and Instrument Presentations
Science Team Engagement
Team Leader Meetings were held in October for XPP, CXI and XCS
Meeting notes in back-up info
XPP (TR )
CXI (TR )
XCS (TR )
Coherence Workshop Held in October, 2008
Two Team leaders participated in XPP FIDR held in February, 2009
Team Leaders to attend CXI and XCS FIDRs
Plans for Team Leader Transition to Ops (Draft LOUs)

26. BA Plan & Obligation Profile
Baseline BA Profile 08 Q1 Q2 Q3 Q4 09 10 11 12
.5M
6.5M
8.0M
9.5M
21.5M
40.5M
50.5M
55.1M

27. In Conclusion (Current Baseline)
Technical Scope
Accomplishments and plans adequate to meet baseline objectives
Project scope is reasonable and managed by change control
Project Management
LUSI Project is being managed effectively
Project Team, Stakeholders and Instrument Team interactions effective
Issues identified and resolved in a timely manner
Resources and Risks
Resources are adequate
Risks are identified and mitigated in a reasonable manner
Contingency is managed to reduce risks
Responses to prior reviews are documented and updated as needed

28. PART 2
PLANS FOR
ARRA FUNDS

29. ARRA FUNDING TOPICS Funding Profile Schedule Advancement
Moves FY10, FY11 and FY12 into this FY ($33.6M)
ARRA funds have special reporting and Buy American requirements
Need to segregate these charges from standard appropriations
LUSI still to receive $7.8M remaining from $15M FY09 appropriation (Not ARRA funds)
Standard reporting and Buy American requirements
Schedule Advancement
CD-3 is critical (Project needs to be able to spend funds)
LUSI is near the CD-3 level of design completion – Remaining FIDRs in June
Technical Scope
Current project scope is solid
LUSI has prioritized scope adds – Contingency needs to be managed aggressively
How much risk is reasonable
Procurements
Resources and Risks
Staffing – Project needs to plan for higher staffing level than indicated
Contingency usage
Reduce risk
Schedule risks
Attention to vendors
Alternatives – second detectors

30. Prelude LUSI is in a good position to utilize ARRA funds
We still remember CD-2 baseline development and what we had to do to meet CD-2 funding limitations
We also started thinking about earlier funding in January
$2M in this FY, $3M next FY as a proposal to DOE
We have a current baseline with well-defined scope, scope adds and cost
LUSI would like to keep current CD-4 in place
We will add Level 2 milestones for XCS Early Science and Project Ready for CD-4
Project efficiency is measured by how much earlier CD-3 and CD-4 are accomplished
Think about using this review as “partial credit” for CD-3 review
Approve CD-3 design readiness process
Identify areas needing follow-on effort for CD-3

31. LUSI ARRA Modified Funding Profile
ARRA Modified Profile Moves FY10-FY12 Funds into FY09
LUSI Funding Profile (AYM$) With ARRA Funds
Prior
Yrs
FY07
FY08
FY09
FY10
FY11
FY12
Total
Pre ARRA
0.50
6.00
15.00
13.50
5.10
55.10
MIE
21.50
MIE (ARRA)
33.60
OPC
3.40
1.50
4.90
2.00
48.60
60.00
Until Recently, We thought
This might only be $10M

32. BA Plan & Obligation Profile
ARRA BA Profile 08 Q1 Q2 Q3 Q4 09 10 11 12
.5M
6.5M
8.0M
9.5M
55.1M

33. 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.

34. Technical Scope LUSI current scope is solid
Prioritized scope contingency list
Priority
Scope Addition
Est Cost
Decision Date
Comments 1
XPP Large Offset Mono
$1,400K
Now
Pending BCR
Through TCCC 2
XCS Early Science Detector
$400K 3
CXI Second Full Detector
$379K 4
CXI Cryogoniometer
Priorities may change based on TCCC input
Complete List Available in Management Break-out Talk

35. Technical Scope Adds Based on ARRA
In-Process BCR to include a Large Offset Monochromator into XPP Scope (Not in February Data)
Planning a BCR to add an “Early Science” XCS Detector (XPP copy) and another CXI detector
Copy of XPP detector enables XCS early science
Second CXI detector is for the 0.1 micron sample chamber
Both of these detectors mitigate risk since the detectors can be used for any instrument
Contingency will be $11,000,000 after XPP Mono
Work Remaining will be $37,493,617
Contingency will be 29% on work remaining
This is reasonable for a project at CD-3

36. Procurements LUSI utilizes LCLS procurement team
LUSI/Photon Systems has a separate meeting
Hiring of buyers is in process
Procurement discussion in Management Breakout
XPP and related DCO procurements are already progressing without funding restraints (Partial Procurement Authorization)
CXI Mirror Systems
1 micron mirror system authorized
0.1 micron identical, Review in process
Need CD-3 ASAP for early use of funds for procurements
Risk is low due to solid scope

37. Procurements and Dollars – Current
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.

38. Procurements and Dollars – Accelerated
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.

39. ARRA vs BASELINE Staffing (FTE)
Creating 6 jobs earlier in project

40. Staffing
Human Resources is starting trial process of allowing more than one hire per requisition
LUSI has been very aggressive in pushing hiring – even prior to ARRA
CXI has a contract in place for outside design services
LUSI is working with LCLS/EPD to place standing contract for photon systems related design services on a Task Order basis

41. Six Month Look Ahead
XCS Advance Procurement Review for Diffractometer, Large Angle Detector Positioner System and Large Offset Monochromator – April 23
XCS Advance Procurement Approval for these items - May
CXI Final Instrument Design Review – June
XCS Final Instrument Design Review – June
Ready for CD-3 – July
CD-3 Review – July/August
CD-3 Approval – October

42. In Conclusion Funding Schedule Advancement Scope Management
No more funding constraints – Yeah!
Schedule Advancement
CD-3 is critical to allow funding remaining procurements
Three instruments to LCLS ops by end of FY11
Scope Management
Plans to aggressively add scope from priority list are reasonable
Project scope is reasonable and managed by change control
Procurements
Procurement durations need to be improved/controlled
Resources and Risks
Resource planning is reasonable
ARRA funds reduce funding related risks
Schedule risks drive project – Need CD-3