LBNE Working Group Meeting December 20, 2011 3:00– 5:00 PM Snake Pit

LBNE Working Group Meeting

December 20, 20113:00– 5:00 PM

Snake Pit

OPMO-Dean Hoffer 20-Dec-2011 LBNE WGM 2

Agenda

1. Purpose of Working Group Meetings [Dean Hoffer]

2. Project Report [Jim Strait/Elaine McCluskey]a) Overview of the Project Scope

b) Project Status (including design, schedule, estimates, risks and PM documents preparations for CD-1)

c) Funding Limitations

d) Staff Re-allocation Post-Decision

3. Overview of requirements for CD-1 [Dean Hoffer]

4. Preparations for Director's Independent Conceptual Design and CD-1 Readiness Review [Dean Hoffer]

5. Discuss Next Meeting [Dean Hoffer/All]


Fermilab’s Project

Management System Lifecycle


Purpose of Working Group Meetings

• Mentor Project Teams in Project Management Processes and DOE Requirements

• Guide projects through CD-0,1, 2 and 3 process• Ensure projects are ready for Director’s and DOE

Reviews • Facilitate open communication to address problems

– Meetings include project office personnel, Control Account Managers, Directorate that oversee the project, the DOE Federal Project Director, DOE OHEP Program Manager, OPMO, ES&H, Procurement and other support personnel

– For LBNE, BNL and LANL Management included


Typical DOE Acquisition Management System for Line Item Projects

• Figure 1 from DOE O 413.3A

Pre-conceptualPlanning

ConceptualDesign

PreliminaryDesign

FinalDesign Construction

Summary of Major Requirements Table


Delegation AllowedReviewed by SC-28 (OPA)

Approved by SC-1Reviewed by SC-28 Approved by SC-1

Reviewed by SC-28 Approved by SC-1



Reviewed by SC-28 Approved by SC-AD







CD-0--APPROVE MISSION NEED S-2

(CD-1 to 4 delegated, see below)

SC-1 SC-1 SC-AD SC-AD SC-AD

CD-1--APPROVE ALTERNATIVE SELECTION AND COST RANGE

S-4 SC-1 SC-1 SC-AD SC-AD SC-AD

CD-2 --APPROVE PERFORMANCE BASELINE S-4 SC-1 SC-2 SC-AD SC-AD SC-AD

CD-3--APPROVE START OF CONSTRUCTION SC-1 SC-1 SC-2 SC-AD SC-AD SC-AD

CD-4--APPROVE START OF OPERATIONS OR PROJECT COMPLETION

SC-1 SC-1 SC-2 SC-AD SC-AD SC-AD

Deviations

New Performance Baseline Approval S-4 SC-1 SC-2 SC-2 SC-2 SC-2

Directed Change

Program SC-AD SC-AD SC-AD SC AD SC AD SC AD

Project Prog. Mgr., SOM or FPD Prog. Mgr., SOM or FPD Prog. Mgr., SOM or FPD Prog. Mgr., SOM or FPD Prog. Mgr., SOM or FPD Prog. Mgr., SOM or FPD

Contractor Contractor Contractor Contractor Contractor Contractor Contractor

Mission Validation Independent Review SC-AD SC-AD SC-AD SC-AD SC-AD SC-AD

Design Review Prior to CD-1, CD-2, and CD-3 Team External to Project Team External to Project Team External to Project Team External to Project Team External to Project Team External to Project

Conduct Independent Project Review or External Independent Review prior to CD-0 to 3

ICE or ICR by OECM with OPA



Prior to CD-1 to CD-4 by SC-28

Prior to CD-2 & CD-3 Tailored by SC-28

Prior to CD-2 & CD-3 Tailored by SC-28

SC-AD Request Annual Peer Reviews by PMSO Post CD-2 SC-28 SC-28 SC-28 SC-28 SC-28

TailoredSC-28

Tailored

Performance Baseline Deviation Reviews after CD-2 SC-28 SC-28 SC-28 SC-28 SC-28 SC-28

EVMS Review--Certification Prior to CD-3 and Bi-annual Surveillance (annual by contractor)

SC-28 SC-28 SC-28 SC-28 SC-28 N/A

ORR/RA--Operational Readiness Review/Readiness Assessment Prior to CD-4

Team External to Project Team External to Project Team External to Project Team External to Project Team External to Project Team External to Project

Technology Readiness Assessment (TRA) prior to CD-2 and 3 by SAE or AE

N/A N/A N/A N/A N/A N/A

Project Definition Rating Index (PDRI) by OECM N/A N/A N/A N/A N/A N/A

Hazard Cat. 1,2,3 Nuclear Facility--Technical IPR Prior to CD-2

PSO PSO PSO PSO PSO PSO

Monthly PARS II Reporting (EVMS for Projects>$20 M)Monthly Project Status After

CD-0

Monthly or Quarterly Project Reporting (QPR) or Meeting after CD-0

SC-AD Invite SC-1 and SC-28



SC-AD to invite SC-28 SC-AD to invite SC-28 SC-AD to invite SC-28

TOTAL PROJECT COST (TPC) $750M or more Less than $750M to $400M Less than $400M to $100M Less than $100M to $50M* Less than $50M* to $20M Less than $20M to $10M**

DECISION / REQUIREMENTS1 / APPROVAL2

Prior to CD0, Approve Mission Need Statement

Prior to CD-1, Approve Acquisition Strategy

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If performance, scope, schedule, or cost baseline at CD-2 cannot be met, then SC-1 and SC-2 must be notified & a determination made to terminate the project or establish a new performance baseline.

Project changes caused by Policy Directives that have the force and affect of law and regulation, or Regulatory, or Statutory action and are initiated by entities external to the Department.

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Project Status After CD-0 and EV After CD-2

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Critical Decision


S-4 Under Secretary of Science (Brinkman, acting)SC-1 Director, Office of Science (Brinkman)

Review Requirements for $750M or More


ICE – Independent Cost EstimateICR – Independent Cost ReviewSC-28 Office of Project Assessment (Lehman)


Matrix Link

• OPA Project Decision Matrixhttp://science.energy.gov/~/media/opa/pdf/processes-and-procedures/Project_decision_matrix_11_2010_m.pdf

http://science.energy.gov/~/media/opa/pdf/processes-and-procedures/Project_decision_matrix_11_2010_m.pdf

http://science.energy.gov/~/media/opa/pdf/processes-and-procedures/Project_decision_matrix_11_2010_m.pdf


OPMO Website and Procedures• OPMO Main Webpage:

http://www.fnal.gov/directorate/OPMO/OPMOhome.htm• OPMO Procedures:

http://www.fnal.gov/directorate/OPMO/PolProc/home.htm– FRA Earned Value Management System Description– 12.PM-001 Project WBS, OBS, RAM– 12.PM-002 Control Accounts, Work Packages, Planning

Packages– 12.PM-003 Work Authorization– 12.PM-004 Project Scheduling– 12.PM-005 Cost Estimating– 12.PM-006 Monthly Status and Reporting– 12.PM-007 Change Control– 12.PM-008 EVMS Surveillance & Maintenance

http://www.fnal.gov/directorate/OPMO/OPMOhome.htm

http://www.fnal.gov/directorate/OPMO/PolProc/home.htm

2. Project Report [Jim Strait/Elaine McCluskey]a) Overview of the Project Scope

b) Project Status (including design, schedule, estimates, risks and PM documents preparations for CD-1)

c) Funding Limitations

d) Staff Re-allocation Post-Decision


CD-1 Requirements


CD-1 Requirement

Matrix



Critical Path to get through CD-1

• Complete Conceptual Design and documenting it in the Conceptual Design Report (CDR)

• Developing a Resource Loaded Schedule (RSL) and Cost Estimate (includes BOEs and risk driven cost and schedule contingency)

• Developing Required Project Management Documents (i.e. PEP, PMP, CDR, Acquisition strategy, Preliminary Hazard Analysis, Configuration Management Plan, Value Management Plan, Risk Management Plan, etc.)

CD-1 Documents

• Preliminary Project Execution Plan (PEP)• Acquisition Strategy• Preliminary Project Management Plan (PMP)• Conceptual Design Report (CDR)• Baseline Range and Resource Loaded Schedule• Configuration Management Plan• Preliminary Hazard Analysis Report• Assumptions Document• Preliminary Risk Management Plan and Risk Assessment• QA Program • Value Management Documentation


Director’s Review

• There are two parts– Independent Design Review

• Technical evaluation of the Conceptual Design Report (CDR)

– CD-1 Readiness (“Approve Alternative Selection and Cost Range”)• Evaluate Cost, Schedule, Risk Management,

Quality Assurance, ES&H, and Project Management Organization/Process


Preparations for CD-1 Director’s Review

• Scope - Focus on Conceptual Design and readiness to Approve Alternative Selection and Cost Range (schedule/ cost estimate/ labor resources)

• Duration estimated at approximately 4+ Days (will be determined by agenda)

• Charge – Dean to draft• Agenda – Jim/Elaine to draft• Target Date of Review Week of March 5

• Need to get confirmation of Director/Deputy Director availability to schedule


Review Logistics Preparations• Establish Review Committee Team

– Will use some of the independent reviewers used on LBNE internal reviews for Director’s Review Team

• Create Review Website (OPMO’s and LBNE’s) – LBNE’s Review Documents to be posted 2 week’s

prior to start of review. This includes drafts of presentations.

• Reserve Meeting Rooms– Initially reserved when review date determined– Firm reservations after draft agenda



Next Meeting

• If weekly, December 27 from 3:00 – 5:00 PM (CT)

• Potential Agenda Items– Review Draft Charge– Review Draft Agenda