FY09 PPA Budget Kick Off
Rafael Alva
Charlotte Chang
Oct 22, 2008
1
Managing All HEP funds @ SLAC
• Current OHEP organizational structure coupled tightly
with the “colors” of HEP funding
•
http://www.science.doe.gov/hep/staff/HEPOrgChart021408.pdf
– KIPAC (Roger Blandford)
» Majority of HEP funding is for NonAccelerator Based
Activities
– EPP Division (David MacFarlane)
» Mostly funded by Accelerator Based Research and
Detector Operations
– Accelerator R&D Division (Tor Raubenheimer)
» Mostly funded by the Accel R&D and ILC R&D funding
• LINAC related operations has transitioned from HEP to
BES - LCLS
» Began in 2006 and Completed by Oct 2008
» John Seeman’s organization
2
OHEP Organization
KA11
KA1201
KA13
KA1501
KA1502011
KA1503
KA1102053
KA140103
KA1202012
KA14
KA1502021
3
PPA DO - Funded as PPA DPS
Small % funded by DPS
Mgmt & Administration
Planning
Safety Office
SLUO
Mainly funded by projects
Academic Recruiting & Grd Student Office
PPA EE
PPA ME
Funded by projects
*Headcount Control*
PPA SCCS Computing Infrastructure
Uspires
"Landlord" and Legacy
ASD (08)
KIPAC
EPP
ARD
GLAST Project (08)
Funding - AIP - KA12
Funding - Linac Ops - KC
Funding - Eq KA1202011
Funding - Power KA1202011
Funding - NASA, DOE & Foreign
NOTE: Not intended to cover 100% of all funding sources
Mgmt & Administration
Planning
Desktop Support
Mgmt & Administration
Planning
Desktop Support
Mgmt & Admin
Planning
Desktop Support
GLAST ISOC - KA13 & Foreign
GLAST Phy - KA13/nonDOE
KIPAC Phy - KA13 & 14/NonDOE
LSST - KA 13 & KA150302/NonDOE
SNAP - KA13
KIPAC Computing - KA13 & KA14
KIPAC Admin - KA13
BBR Collab - KA1202012
& Foreign
SLAC BaBar - KA1201
& KA1202012
ATLAS - KA11
EXO - KA13 & KA150302/SU
SiD - KA13 & KA150302
Theory - KA14 / SU
ACD - KA1501 &
KA14 SciDac
AARD - KA1501
ATR - KA1501
KA1502/Cern
Beam Phy - KA1501
KA1502
LARP - KA11
High Luminosity - KA1501
LC - KA1502/KEK
TF - KA1502
Foreign: International Collaboration
NonDOE: Other Federal Agencies, Industries and Private
4
HEP TO BES Trans ition
200
180
160
140
$
120
m
i
l
100
80
60
40
20
BES
5
HEP
20
16
20
14
20
12
20
10
20
08
20
06
20
04
20
02
20
00
0
SLAC HEP Costing Structure
Total HEP Funds ~87M in FY09
Lab wide Indirect
LDRD and IGPP ~45%
Direct Program Support (DPS)
Includes PPA Organizational Costs;
HEP Legacy costs;
Costs of activities benefiting all HEP Programs
Program Costs
Examples of Programs
ATLAS and LARP
Accelerator Based Research and Operations: BaBar, LCD
NonAccelerator Based: GLAST and LSST
Theoretical: KIPAC and EPP
Accelerator R&D; ILC R&D…
3
SLAC HEP Programs
FY 2008 Total M$ by Division
PPA Directorate
PPA DPS, 8
ARD, 27
Linac Ops, Incl.
ASD, 19
KIPAC, 19
EPP, 29
Total M$: 101
7
Distributions of PPA DPS
FY 2009 Total M$ by Activity
PPA DPS
Uspires, 0.5
Management,
2.0
SCCS, 1.4
Bgt, SLUO &
Safety, 0.7
Eng-EE & ME,
0.8
Grd Student
Support, 2.6
Total M$: 7,8
8
SLAC HEP Planning Functions
• Roles and Responsibilities
– PPA: Steve Kahn/David MacFarlane/Rafael Alva
• Overseeing all HEP funds
• Planning Analysts:
– Natalie Cramar: PPA DO, PPA Travel Commitment Files,
SCCS/TIS in Ops Directorate
– Regina Franco (60%): BaBar Groups & Collaboration;
ATLAS
– Linda Price: GLAST ISOC, GLAST Physics, LSST, SNAP,
PPA EE & ME, EXO, LCD and KIPAC Physics & Computing
– Dora Yu: Accel Research Depts, including AARD, ACD,
Beam Physics, ATR, LC and Test Facilities
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SIGNATURE AUTHORIZATION
(EFFECTIVE OCTOBER 10, 2008)
FOR ALL DEPTS IN PARTICLE PHYSICS AND ASTROPHYSICS (PPA)
Items
Dollar
Department/
Division
Directorate
Other
Limit
Authorization
Authorization
Authorization1
Required
(Yes/No)
Time Sheets & Effort Distribution Sheets
Supervisor
No
None
Travel, Domestic and Foreign2
Purchase Requisitions and Blanket Order
Releases
Capital Equipment Project Approvals
Department Head or
Account Holder
No
Harvey Lynch
< $ 5,000 Department Head or
Account Holder
≥ $ 5,000 Same as Above
≥ $50,000 Same as Above
No
None
Yes
Yes
Rafael Alva
Rafael Alva,
(Kahn or
MacFarlane)
Rafael Alva,
(Kahn or
MacFarlane)
Justification Required
Rafael Alva,
(Kahn or
MacFarlane)
Rafael Alva,
(Kahn or
MacFarlane)
Rafael Alva,
(Kahn or
MacFarlane)
Reviewed by R. Alva, Planning
Office first.
Consult Website - http://wwwgroup.slac.stanford.edu/bu/project
s.htm
Yes
All Proposals, including SBIRs
Department or Head
of Program
Yes
All Memorandum of Agreement (MOA)
Department
Head/Head of
Program
Department Head
Yes
(i.e. Equipment, Capital Equipment Project (CEP),
GPP/Infrastructure)
Personnel Reqs, incl. reqs for contractors &
Temp, incl. extensions & other personnel
actions
Stanford Dept Admin Funds,
A.k.a Unrestricted Fund (Food, Catering
etc.)
1
Yes
See Guide Memo https://wwwHarvey Lynch or
internal.slac.stanford.edu/ppa/Dept%20Admin%20 Kahn or MacFarlane
Funds.pdf
2
If ≥ $1 Mil, signed by P. Drell Conference & Workshop approval requires the submission of Conference Questionnaire
10
Special Approval Required for
Conf/Workshop travel
Dept head or Account Holder
needs to approve all travel prior to
Harvey.
Reviewed by R. Alva, Planning
Office first.
Reviewed by R. Alva, Planning
Office first.
Submit to Kathy Webb first before
routing to Directorate Signatures.
Justification Required and
advanced approval required
PPA Budget Planning Specifics

Planning Principles
1.

Prioritized Bottoms up Budget
A.
Activity based – has to be realistic & justifiable.
B.
List items by Priority 1-3, 1 being the highest
2.
By Charge Numbers, where charge numbers
represent activities, and
3.
By Names
Desired Outcome of budgeting and Planning Exercise
1.
Transparency
2.
Ability to make difficult decisions
3.
Ability to reallocate & prioritize based on program
driven needs and schedules
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Budget Planning Specifics – FY09
– Net decrease in dollars to fund Programs –
• Higher increase in Lab Wide Indirect
– New Rates: IGPP and LDRD, 1% respectively
• Funding required to fix lab’s M&O issues (SII ~2Mil)
– Headcount actions continue to require Directorate
approval:
– replacement
– extension
– additions
– Charges to Linac Ops – Need to go through the
BES/LCLS WorkScope budget planning Process
12
Budget Planning Specifics – FY09 (cont’d)
- M&S requires a Program Driven and a
prioritized bottoms-up approach
=> Program Directors work with supporting departments to define
the scope of work and understand the resources required to carry
out the work
=> Bottoms
up and prioritized approach to travel
budget planning
Travel is controlled by DOE
 Cannot swap between M&S and Travel
 Conference Approval – long lead time – 75 Days
 Mandatory Planning Tool: PPA Travel Logs
 Not in the log – delayed approval

13
FY09 Budget Planning (Cont’d)
– New LDRD Proposals
• PPA will have a few approved LDRD proposals
• New Proposals call in late spring 2009
– Other Important factors to consider


Identify possible non-DOE/HEP funding
Identify Financial Plan Transfers via MOAs
 long lead time
 Might need Subcontracts

Purchased Equipment, CEPs and
GPP/Infrastructure
 Include in the Budget Template
 Same Due Date, Nov 15

Tasks and activity schedules
 Needs in 09 for long-lead procurements
14
PPA Budget Templates
15
Budget Templates Cont’d – Travel Planning

New DOE Office of Science approval requirements for
attending “events”
16
FY09 Budget Planning Process and Schedule
*Baseline budget (BA0.0) will consist of the following:
1) all current staff with appropriate labor distribution for the year
2) Approved incoming new hires
3) M&S: 08 based - irrelevant; relevant 09 specifics to be provided by Programs/depts.
When
What
Who
Oct 22, 2008
Kick Off Budget Process
Programs/Depts Funded
by HEP Funding PPA & NonPPA Depts
Oct 29, 2008
FY08 Costs available;
Budget Templates available
upon requests
PPA Planning Office
Oct 23 – Nov 7,
2008*
FY09 Preliminary Baseline
budget (BA0.0) Meetings
PPA Planning Office and
Dept/Prgm Heads
17
FY08 Budget Planning Process and Schedule
When
Nov 7,
2008
Nov 14,
2008
What
Who
Initial Budget
Requests
Submitted to
Planning
Office
Programs
and Dept
Heads
Initial Budget
Roll up for
PPA
PPA
Planning
Office
When
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What
Who
Nov 21,
2008
PPA
Directors Review
PPA
Directorate
Dec 1-5,
2008
1:1 Bgt
Meetings with
PPA
Directors
PPA Dir &
Planning/
Div/Dept
Heads
Dec 17,
2008
Distribution
PPA
Prelim BA 1.0 Planning
(CR)
Offices
Questions and Answers
• FY09
• Linac Ops Transition Completed
• Long CR – 5/12 of funding thru Feb 28,09
• Transitioning to new programs: ATLAS,
FACET, Super B….
Communications needed at ALL levels !
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