Report to the
LCLS Facilities Advisory Committee
Mark Reichanadter
LCLS Deputy Project Director
Project Management
Project Progress / Status
Revised Project Baseline Overview
Procurement Status
Risk Management and PM Issues
Summary
October 29-31, 2007
LCLS FAC Meeting
Mark Reichanadter
reich@slac.stanford.edu
Progress to Date
LCLS Status on Approved Baseline
TPC $379M (TEC $315M, OPC $64M)
% Comp (Aug07): Planned: 67.8% Actual: 57.7%
LCLS Status @ Level 2
Injector TPC complete. All commissioning goals met.
Linac recovering from CR effects. Installing equipment.
Undulator accepting deliverables. Prep for installation
XTOD has a mature design. Procurements underway.
XES in design, planning procurements
Conventional Facilities in construction
Injector S20 Facilities, MMF in operations
>98% of all civil construction under contract
FEH Hutches, Office space renovation still in design
October 29-31, 2007
LCLS FAC Meeting
2
Mark Reichanadter
reich@slac.stanford.edu
LCLS Progress on Approved Baseline
LCLS Project Performance (TEC)
• TEC SPI = 0.85
• TEC CPI = 0.92
350,000
300,000
AYK$
250,000
BCWS (TEC)
BCWP (TEC)
200,000
ACWP (TEC)
BAC
150,000
BA
100,000
OBL-S (TEC)
EAC
• EAC up-trend
BCWP downtrend, due to CR
• $ total burn rate
~$7-8M per/mo
• SLAC labor portion
burns ~ $2.5M/mo
50,000
0
09
bFe 8
-0
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O
08
nJu 8
0
bFe
7
-0
ct
O
07
nJu 7
0
bFe 6
-0
ct
O
06
nJu 6
0
bFe 5
-0
ct
O
05
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-0
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O
October 29-31, 2007
LCLS FAC Meeting
3
Mark Reichanadter
reich@slac.stanford.edu
LCLS TEC Earned Value (through Aug07)
Cum Work Scheduled (BCWS)
Cum Work Performed (BCWP)
Cum Actual Costs (ACWP)
Cum Cost + Com to Date
Estimate at Complete (EAC)
% Contingency on EAC
$207.4M
$176.1M
$191.7M
$233.5M
$303.9M
10.9%
•% contingency/ETC dropped from ~22% to 10.9% since Oct06 due to CR
and funding uncertainties. Project team working on unplanned work (CR
scenarios, replanning project, review preparation, etc.)
October 29-31, 2007
LCLS FAC Meeting
4
Mark Reichanadter
reich@slac.stanford.edu
Cost and Schedule Variance Trend
LCLS TEC Cost and Schedule Variances
5,000
0
AYK$
(10,000)
(15,000)
(20,000)
SV
(25,000)
CV
(30,000)
(35,000)
• CV and SV show significant degradation
•Redirected staff to address directed rebaseline
•Delay and acceleration costs due to CR uncertainty
•Defer XT and XE procurements until FY09
October 29-31, 2007
LCLS FAC Meeting
5
Mark Reichanadter
reich@slac.stanford.edu
7
l-0
Ju
7
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Ap
07
nJa
6
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ct
O
6
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6
r- 0
Ap
06
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5
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5
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(5,000)
CR Funding Uncertainty Time-Line
LCLS CD-2 TPC Funding Profile
AYM$
Continuing
Resolution
LCLS funded incrementally at
~$86M level.
FY07 planned funding $122M
Funding
Uncertainty
A S O N D
2006
Possible year-long CR
No funding restoration
until FY09
Hold on all LCLS
Procurements
October 29-31, 2007
LCLS FAC Meeting
J
120
100
80
60
40
20
0
FY02
FY03
FY04
F M A M
2007
FY05
FY06
FY07
FY08
J
J
A
S
Funds arrive at ANL
Budget passed. LCLS
funded at $114M level
6
DOE-BES directs LCLS
to revise baseline plan.
Mark Reichanadter
reich@slac.stanford.edu
FY09
CR Impacts and Mitigation Actions
Impact:
FY07 funding uncertainties for six months
$8M FY07 funding reduction, no restoration until FY09
Mitigation:
Directed to develop revised plan with reduced FY07
funding profile.
Defer selected procurements from FY07 to FY09.
Accelerate shutdown procurements to recover schedule
Cost: $41.0M
Project extended by 16 months
Staffing costs, no changes to scope
Project is funding limited in FY08
October 29-31, 2007
LCLS FAC Meeting
7
Mark Reichanadter
reich@slac.stanford.edu
Mitigation – Defer Procurements and Replan
Beam Transport Hall
Undulator Hall
Near Experimental Hall
Far Experimental Hall
X-Ray Transport Tunnel
Defer Photon equipment
and FEH hutches until FY09
October 29-31, 2007
LCLS FAC Meeting
8
CD-4 LCLS Operations
in FEH - July 2010
Mark Reichanadter
reich@slac.stanford.edu
Revised Baseline Plan
Revise LCLS baseline to deliver technical scope
on cost and on schedule
Address effects of the CR and FY07 funding reduction
Shift photon and FEH procurements from FY07 to FY09
Update remaining work (ETC) using current estimates
No changes in scope or technical capabilities
Update overhead rates and escalation
Update OPC to reflect LCLS transition to operations
Update cost/schedule contingencies and risk planning
October 29-31, 2007
LCLS FAC Meeting
9
Mark Reichanadter
reich@slac.stanford.edu
Revised ETC, BAC @ L2
WBS
ACWP through Remaining Work
%
Jun07
(ETC)
Complete
Budget at
Completion
1.1 Project Management
16.69
5.41
76%
22.10
1.2 Injector
20.07
0.10
99%
20.17
1.3 Linac
15.01
12.89
54%
27.90
1.4 Undulator
29.49
14.56
67%
44.05
1.5 X-ray Transport
13.86
10.70
56%
24.56
1.6 X-ray Endstations
1.77
6.69
21%
8.46
1.9 Conventional Facilities
59.09
73.29
45%
132.38
1.X Controls
1 LCLS Total Base Cost
18.17
174.15
22.07
145.72
45%
54%
40.24
319.87
2 LCLS Other Project Cost
LCLS Total Project Cost (TPC)
October 29-31, 2007
LCLS FAC Meeting
LCLS Total Estimated Cost (TEC)
352.00
Available Contingency
32.13
% Contingency on Cost to Go (ETC)
22.1%
17.11
42.89
28.5%
60.00
LCLS Total Other Project Costs (OPC)
68.00
Available Mgmt Reserve
8.00
% Mgmt Reserve on ETC
18.7%
191.26
188.61
10
45.5%
Revised baseline
presented to
Lehman in Sep07
and EIR in Oct07.
420.00
Mark Reichanadter
reich@slac.stanford.edu
BASIS OF ESTIMATE LCLS PROJECT: TEC
Basis of Estimate on Remaining Work (TEC)
Catalog/Construction
Database
0%
Significant portion of ETC
is contracts in hand.
Reduce cost risk.
Engineering Estimates
(Similar Items or
Procedures)
29%
Under Contract/Bids in
Hand
45%
Vendor Quote Estimate
(Dwgs/Sketches/Specs)
9%
Engineering Estimate
(Analysis)
5%
Expert Opinion (Allowance)
0%
October 29-31, 2007
LCLS FAC Meeting
Engineering Estimates
(Dwgs, Sketches/Specs)
12%
11
Mark Reichanadter
reich@slac.stanford.edu
Revised TEC Funding & Obligations
LCLS TEC Funding and Commitments
400
Project is fundinglimited in FY08
350
300
(AY$M)
250
BCWS
200
Commitments
DOE Funding
150
100
50
0
FY07
October 29-31, 2007
LCLS FAC Meeting
FY08
FY09
FY10
12
Mark Reichanadter
reich@slac.stanford.edu
LCLS Schedule & Milestones
Major Milestones
Sept 2009 – Initiate Early Experimental Operations
FY09 Funding – Pop-Up Cameras – install – NEH commission
Total float ~49 working days to L2 milestone
Near CP – BPMs, Undulator vacuum system, Undulator testing
July 2010 – Photons in FEH (CD-4, Project Complete)
FY09 Funding – Pop-Up Cameras – install – FEH commission
Includes 2 months to process DOE project closeout activities
Total float to CD-4; ~101 working days to CD-4
Near CP – XT/XE procurements, FEH Hutches
LCLS schedule includes integrated Turner Schedule
“Early-occupancy” dates meet LCLS requirements
Turner earned-value tracked by site walks, OAC meetings
LCLS installation schedules integrated with Turner
RM Boyce providing oversight on global integration
October 29-31, 2007
LCLS FAC Meeting
13
Mark Reichanadter
reich@slac.stanford.edu
Rebaseline Timeline
Sep5 – PMOG Meeting
Review revised baseline plan
Cost and schedule contingencies considered adequate
Response to Jul07 Lehman recommendations ~reasonable
Sep7 – EIR Pre-Briefing Documentation Complete
Sep18 – Mini-Review (Lehman) with DOE-BES
Endorsed revised cost and schedule baseline.
Expressed concern over not enough management staffing
Oct 9-12 – OECM on-site EIR (w/LMI)
Validated reasonableness of cost and schedule baseline.
~10-12 findings in Out-Brief, EIR Draft not yet received
Developing Corrective Action Plan (CAP) to address findings
~mid-Nov – ESAAB to approve new LCLS baseline
LCLS to ‘retire’ old baseline and start reporting on new baseline
October 29-31, 2007
LCLS FAC Meeting
14
Mark Reichanadter
reich@slac.stanford.edu
LCLS Procurements
LCLS using co-located procurement group (7 staff)
Procurement Manager – D. Pindroh
B. Miller ~rolled-off, J. Dee (Negotiator) roll-off ~early 08.
Weekly status meetings monitor Critical and APPs
~$30M of $190M of procurements yet to be awarded
Space Renovation, 2 FEH Hutches, Install Contracts
Field Change Order Process monitored closely
<4% FCO’s on work accomplished
This is working well. Same organization to procure LUSI
Procurement Issues
DOE SSO to approve all SLAC procurement actions >$100K
Use detailed tracking document. Added to risk registry.
Turner Claim. May go to arbitration.
Support from SLAC Counsel and Stanford Attorney
Additional time sink on CF & PO staff. Tracked in risk registry.
October 29-31, 2007
LCLS FAC Meeting
15
Mark Reichanadter
reich@slac.stanford.edu
Technical Requirements Summary
Requirements Document
Total No.
Documents
Number
Approved
Number in
Sign-Off
% Complete
Comments
Global Requirements Document (GRD)
1
1
0
100
Complete
Physics Requirements Documents (PRDs)
85
78
1
92
Electron Beam Systems
XTOD
XES
Conventional Facilities
61
15
7
2
61
11
4
2
0
0
0
0
100
73
57
100
Engineering Specification Documents (ESDs)
143
111
0
77
Management
Controls
Injector
Linac
Undulator
XTOD
XES
Conventional Facilities
3
21
31
22
19
20
15
12
3
20
31
21
14
10
0
12
0
0
0
0
0
0
0
0
100
95
100
95
74
50
0
100
Room Data Sheets (RDSs)
54
54
0
100
Interface Control Documents (ICDs)
14
12
0
86
Injector
Linac/Controls
Undulator
XTOD
XES
3
5
1
2
3
3
5
1
2
1
0
0
0
0
0
100
100
100
100
33
October 29-31, 2007
LCLS FAC Meeting
16
Mark Reichanadter
reich@slac.stanford.edu
Project Management Risks & Mitigations
Contingency Analysis
Rebaseline project. Need a baseline to measure against
Implement contingency management plan through FY08
Control Account Mischarges (at SLAC)
Effective use of project tools to track actual costs
Timely closure of control accounts
SSO Prior Approval of Bids & Contracts >$100K
Track weekly active procurements
Installation Schedules
Track weekly installation status, Integrate installation schedules
Safety Incident or Accident
Implement ISM plan, work authorization processes
Lessons learned at the completion of major activities
Owner-Directed Changes to Conventional Facilities
Implement weekly walk-arounds by Photon Systems, LUSI staff
System Managers and LUSI Staff review shop drawings
October 29-31, 2007
LCLS FAC Meeting
17
Mark Reichanadter
reich@slac.stanford.edu
Project Management Staffing
LCLS management responsibilities expanding
Year-long CR + Rebaseline effort
SLAC Transitioning to multi-program (BES-driven)
LCLS Directorate Formed
LUSI integrated into LCLS
LCLS includes Operation and Science
Insufficient management staffing to meet requirements
Identified as an Action Item in DOE Sep07 Mini-Review
LCLS adding key staff to Project Office
Considerable assistance from SLAC Acting Director, P. Drell
Emphasis on project management and integration resources
Final staffing plan to be completed by early November
Needed for ESAAB approval
October 29-31, 2007
LCLS FAC Meeting
18
Mark Reichanadter
reich@slac.stanford.edu
Summary
Despite FY07 CR and rebaseline LCLS making satisfactory progress.
TPC/TEC 58%/62% complete. Milestone performance reasonable.
Injector complete, steady progress in civil construction.
LCLS has prepared a revised baseline to address the FY07 CR effects.
TPC of $420M and delayed CD-4 (16 month extension)
ESAAB scheduled for Nov07.
Revised ETC allows the project to complete its commitments to DOE.
No changes to scope or technical capabilities
Cost and schedule contingencies are adequate
Contingency remains tight in FY08. Need to manage carefully.
Challenges ahead:
Maintain construction progress, refocus on building the project
Major installation push through FY08.
Preparation for LCLS transition to operations and LUSI
Continue to add staff to prepare for LCLS Experiment Support and Operations.
October 29-31, 2007
LCLS FAC Meeting
19
Mark Reichanadter
reich@slac.stanford.edu