Teaming Between the Project Manager and Project Controls: EMSL Recovery Act

Project a Case StudyScott Tingey, EMSL Chief Operating Officer

Gregg Andrews, Senior Project Controls Specialist

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Presenters

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Gregg Andrews– Senior Project Controls Specialist

EMSL Recovery Act PC Lead

Scott Tingey– EMSL Chief Operations Officer

EMSL Recovery Act Project Mgr

Battelle Memorial Institute

Started in 1923 through Gordon Battelle’s will~22,000 employees Donates > 20% of annual revenueManages 7 National Laboratories History of breakthroughs in Science:

1940’s improved materials used on the armor plating in WW II

1959 Xerox copiers enter the market

1974 Compact disc technology

Not for profit

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Pacific Northwest National Laboratory

Battelle assumed management of the laboratory in 1965

DOE contract GOCO

~ 4,900 employees

Business volume > $1.1 B

Richland campus includes unique laboratories and specialized equipment

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Environmental Molecular Sciences Laboratory

The William R. Wiley Environmental Molecular Sciences Laboratory (EMSL) commissioned in 1996Research focus primarily on molecular sciencesA national scientific user facilityEMSL Focus:

EnergyEnvironmentHealthNational Security

FY12 operating budget ~$39M and capital budget of ~$2.5M

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• Biofuels• Energy

Storage• Solar Power

• Contaminant Cleanup• Carbon Sequestration• Vehicle Emissions

• Biomarkers • Nanoparticle toxicity• Drug Development

• Explosives Detection• Advanced Materials• Forensics

EMSL Project Management Structure

Chief Operations OfficerHistorically has been someone from Operations

Project Controls – bring expertise in:Integrated schedule & budgetingEarned Value Management techniquesRisk assessment & managementDOE Order 413.3

Project Management OfficeDevelops project management expertiseAssigns project managersEvaluates and accepts risk for the laboratory

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EMSL Uses Tailored Approach to Project Management

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Small projects (less than $2M)

Managed mostly by technical staff Limited project controls support provided

Titan ETEM

Mid-sized projects ($2M – $10M)

Project manager selected based on riskIncreased project control supportDetailed schedules and monthly reports

Helium Liquefier

Facility modification projects

Partnership with F&O and EMSL PMO

Extensive project

controls

Detailed

documentation8

EMSL Uses Tailored Approach to Project Management

Large Projects (> $10M)Certified project managerIntegrated project teamDetailed documentationDOE project management Order 413.3BRigorous project controls

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HRMAC Spectrometer

Recovery Act

American Reinvestment and Recovery Act signed into law in February 2009Expires in 5 years (Feb 2014)Primary objective of ARRA to save and create jobs; promote economic recovery$787B invested nationwide:

1. California – $31.6B ($856 per resident)2. New York - $16.9B ($684 per resident)3. Texas - $16.7B ($856 per resident)8. Washington $8.4B ($1,260 per resident)

DOE allocated $36B10

1 Billion Dollars

Recovery Act Project – EMSL Ready to Respond

Office of Science client indicates opportunity to accelerate capital refresh planEMSL responds at funding level of $60M

Accelerate capital planning from 7 years to 18 monthsExisting plans mold priority list of instrumentsList of 36 items are approvedInstruments valued from $4.9M to $90K; avg value $1.5M

Project management process already in place

Approved by sponsorAllows for tailoring Follows DOE Order 413. 3BProject controls capability matrixed to EMSLTools in place

Experienced project manager available

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EMSL Recovery Act Team

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Communication with sponsorDrafts entire PMPDrives Schedule & budget development

Drives development of entire monthly report

Shared responsibility for communicating with sponsorReviews & approves PMPSets strategy for scheduleTypically delegates PC leadReview & approve Monthly reportsSets strategy for risk mgt plans

PNNL Approach to PM/PC R2A2s

Typical PM Responsibilities

Single point of contact with customerWrites PMPDrives schedule developmentTypically delegates to senior CAMWrites Monthly reportsDevelops risks mgt plansCommunicates with Senior Mgt

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Typical PC Responsibilities

Communicates with CAMsWrites small sections of PMPImplements PM toolsMonthly performance statusingDevelops sections of Monthly reports

Project Manager and Project Controls Teamed to:

Build trust

Enable project controls to lead (e.g., delegation)

Provide direct communication with the client based on question

Role based decisions authority

PM sought advice and input from project controls on significant issues

Project controls consider deputy to PM14

Project Manager and Project Controls Relationship – How it developedPC developed sense of what was

important to project manager

Trust developed through day-to-day decisions and discussions

Developed positive relationship with CAMs, facility mod leads, and Contracting Officers

Discussed important issues and actions before delegation

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Project Manager and Project Controls Relationship – How it worked Project Manager

Retained final decisionAccountable to EMSL senior mgmt and DOE

Project ControlsResponsible for coordinating the development of the baseline plan (work scope, schedule, budget, and risks)Generated status reports for CAMs and DOEProvided advice and feedback on challenges and issues

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Dr. Allison Campbell, EMSL DirectorMichael Kluse, PNNL Laboratory Director

EMSL Recovery Act Project

Planning phaseIdentify CAMs and Contracting OfficersWBS developmentCAM’s prepare WBS dictionariesSchedule development (P3)Resource loading (in-house pricing)

Vendor pricing estimatesLabor estimatesFacility mod estimates

Prepare control account agreementsPrepare Project Execution Plan and Risk Management PlanSeveral iterations with each CAM

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EMSL Procurement of Capital Equipment Funded by American Recovery and Reinvestment Act (ARRA) Funding

ProjectSM Tingey

ARRA Major Item of Equipment Instruments

SM Tingey

WBS 1.0

(Item #1) Transmission Electron Microscope System

T Thevvthasan

WBS 1.1

(Item #2) High Resolution Imaging X-ray Photoelectron Spectrometer (XPS) System

T Thevvthasan

WBS 1.2

(Item #3) Atom Probe Tomography System

T Thevvthasan

WBS 1.3

(Item #4) Electron MicroProbe (EMP) System

T Thevvthasan

WBS 1.4

(Item #5) Radiological/Environmental Wide-Bore Nuclear Magnetic Resonance (NMR) System

DW Hoyt

WBS 1.5

(Item #7) High-Field (15 Tesla) Fourier Transform Ion

Cyclotron Resonance Mass Spectrometry (FTICR MS)

SystemL Pasa Tolic

WBS 1.7

(Item #10) Advanced Mass Spectrometry Capability

L Pasa Tolic

WBS 1.10

(Item #12) Ultra-High Vacuum (UHV) Scanning Tunneling Microscope/Atomic Force

Microscope (STM/AFM) System

T Thevvthasan

WBS 1.12

(Item #16) Advanced Helium Ion Microscopy System

T Thevvthasan

WBS 1.16

(Item #20) Catalysis/Solids Wide-Bore Nuclear Magnetic Resonance (NMR) Systemem

DW Hoyt

WBS 1.20

(Item #26) Integrated, In-situ Optical Spectroscopy (IR,

Raman) CapabilityT Thevvthasan

WBS 1.26

ARRA Non-Major Item of Equipment Instruments

SM Tingey

WBS 2.0

(Item #6) Environmental Scanning Electron

Microscope (SEM) SystemT Thevvthasan

WBS 2.6

(Item #8) Multi-Spectral Cellular Imaging Capability

HS Wiley

WBS 2.8

(Item #9) Next-Generation Metabolomics

Characterization CapabilityL Pasa Tolic

WBS 2.9

(Item #11) Geochemistry Atomic Force Microscope

(AFM)NJ Hess

WBS 2.11

(Item #13) Scanning Probe Infrared (IR) Spectroscopy

SystemT Thevvthasan

WBS 2.13

(Item #14) Biomolecular Imaging/Mass Microscope

SystemL Pasa Tolic

WBS 2.14

(Item #17) High-Performance Elemental/Isotopic Mass Spectrometry Capability

DW Koppenaal

WBS 2.17

(Item #18) Ion Mobility Spectrometry – Mass

Spectrometry (IMS-MS) Proteomics Systems

L Pasa Tolic

WBS 1.18

(Item #19) Console/Control System Upgrades for Nuclear Magnetic Resonance (NMR)

SystemsDW Hoyt

WBS 1.19

(Item #21) Microfluidics/Microfabrication

CapabilityDR Sisk

WBS 2.21

(Item #22) In-situ and Bioreactor Nuclear Magnetic Resonance Probe Capability

DW Hoyt

WBS 2.22

(Item #23) EMSL Archive Storage Capability

DE Cowley

WBS 2.23

(Item #24) Particle Accelerator &

Instrumentation UpgradesT Thevvthasan

WBS 2.24

(Item #30) Instrument Development/Machine Shop

UpgradesML Rosbach

WBS 2.30

(Item #31) Software Development Capability for

NWChemDE Cowley

WBS 2.31

(Item #33) Microbial Transcriptome Analysis

SystemsHS Wiley

WBS 2.33

(Item #34) Environmental/Radiological

Chambers/GloveBox Systems

NJ Hess

WBS 2.34

(Item #36) Combined Scanning Electron /Focus Ion

Beam Microscope for Radiological Materials

DR Baer

WBS 2.36

(Item #37) X-ray Photoelectron Microscope for

Radiological MaterialsDR Baer

WBS 2.37

(Item #41) Metallomics Mass Spectrometry Capability

DW Koppenaal

WBS 2.41

EMSL Recovery Act Project

Execution phasePM issues charge letterMonthly status from CAMsMonthly reporting at control account levelReporting to DOE

Report against delivery/acceptance milestones (e.g., 50% accepted or in acceptance)Monthly cost and schedule variance report to BERBi-weekly conference call with BER and PNSOMonthly report to PNSOAd hoc reporting

Corrective actionsBaseline change requests

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EMSL Recovery Act Project

Once a week mtg with CAMs:

Technical progressContracting issuesFacility modificationsCosting 60-day look ahead

Managing ContractsDedicated Contracting OfficersDelivery schedulesDamages goodsConsideration when contract terms not met

Routine estimate at completions; more frequent near project finish19

EMSL Recovery Act Project

Closeout phaseEnsure instrument acceptanceEnsure facility modifications are completeClose charges codesClose contract with vendorsAddress outstanding accrualsIdentify items with warranties extending below finish dateConduct readiness reviewIssue closure letter and obtain signatures

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Lessons Learned

Key take-ways – the good stuffStrategic planning brings confidence from sponsorIdentifying the appropriate CAMsDedicated support staff on large projectsEarly involvement of project controlsControl Account Agreements clarified expectations

Key take-ways – needs improvementWork closely with ES&H (especially with vendors)Vigilance or workload is vitalReceiving procedures to ensure safe arrival of goodsClarity in contract language

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Questions?

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