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1 BROOKHAVEN SCIENCE ASSOCIATES

Transition to Operations

Erik D. Johnson, Deputy ALD for ProgramsNSLS-II Project Advisory Committee

February 8-9, 2011


Outline

• Transition to Operations Planning• Challenges for NSLS-II Facilities TOP (FTOP)• Photon Sciences Approach to Transition to Operations Planning• Project TOP (PTOP)• Some NSLS-II PTOP elements• Summary


Transition to Operations Plan

A comprehensive plan to manage the smooth turnover of NSLS-II facility from construction phase to operations (FY12-FY15)

• Identifies and integrates transition activities (scope) • Aligns schedule and key milestones • Documents overall resource plan • Describes organization, including roles & responsibilities• Catalogs supporting documents

•Draft documents being prepared•To be revised and updated through out transition period


Key questions for Transition to Operations

From several different perspectives ask:• What do you have?

• Validation of attainment of project scope• Analysis of safety performance/ hazards

• Who is responsible for operating it?• What organization accepts responsibility for operations• What is the span of their responsibility

• What will it take to operate it?• Operating procedures, training, documentation• Financial planning (Operation, Maintenance, Improvement)


Special Challenges for NSLS-II

Must consider broader context for PSD operations• Currently Operate NSLS (Until sometime FY14)

• 59 beamlines currently in operation• Active user community (~2200/yr)• Hosted on a mix of facility and PRT beamlines

• NSLS-II even with additional ‘off-project’ beamlines will not have the capacity of NSLS at CD-4

• Need to plan for transition of user community as well as facility - a bit outside of the ‘usual’ TOP issues

Coordinate disposition of project scope with Portfolio


Photon Sciences Directorate Approach

• Recognize that PSD maintains a Portfolio of activities• Projects, Programs and Facility Operations• PSD now a matrix managed organization

• Establish standard process for transfer of projects to Facility Operations (FTOP)

• Many elements moving in and out of the portfolio• Define interfaces, interdependencies and coordination requirements

• TOP documentation specific to each project (PTOP)• Work under the umbrella of the standard process and feed into FTOP• Tailor PTOP documents specific to the needs of each project


NxtGen Transition to Operations

Relationship of TOPs

Coordination of PSD Portfolio• Organization interfaces• How to accept project scope

Project Closeout• Project scope disposition• Required Prior to CD-4

Photon Sciences Portfolio Transition to Operations Plan

NSLS-II Transition to Operations Plan

Children (Project TOP)

Parent (Facility TOP)


Content of FTOP

•FTOP Goals

•PSD Portfolio & Planning

• Including planning assumptions and management strategy

•Transition Scope, Phase, and Deliverables

•Schedule and Key Milestones

•Resource Planning

•Management Organization

•ESH & QA


Drivers for creation of a Project TOP

• Required by DOE O 413.3 • Appendix A-16 Project Closeout

• Outlined in the NSLS-II Project Execution Plan• Section 7 of base document, and appendices A,B and C

• The TOP is a pre CD-4 requirement• Issue a Project Transition to Operations Plan that clearly

defines the basis for attaining initial operating capability, full operating capability, or project closeout, as applicable.

• The plan will include documentation, training, interfaces, and draft schedules


DOE Guidance for TOP

• TOP in the context of closeout (DOE G 413.3-16)

2. Completion criteria (Verify KPP’s)

3. Readiness assessment

4. Commissioning Plan

5. Transition to Operations Plan

6. Quality Assurance Plan

7. EMS System Revision

8. Safeguards, Security and Safety Plans

9. Post CD-4 Approval Requirements


DOE G 413.3-16 Project TOP elements

Suggested elements (not requirements ) 14.Facility Support, Op’n & Maint Training

15.EMS and QA Documentation plan

16.Safeguards and Security Documents

17.Permits/Licenses

18.Authorization and Notification

19.Project Transfer to operations

20.Business Functions

21.Project Information and Records Turnover

22.Transition to Operations Reporting

23.User/Operating Staff Planning

24.Lessons Learned

25.Project De-staffing Plan

1. Project Description

2. Planning Management

3. DOE Orders and Guidance

4. Key transition Phase Steps

5. Strategy

6. Operation Cost

7. Organization/Stakeholder Interface

8. Transition Team

9. Configuration Control

10.KPP’s and Completion criteria

11.Schedule and Key Milestones

12.Readiness Reviews

13.Operations and Maintenance Management


Transition of NSLS-II Project Scope

Project Scope Operations Assignments

Project Management DOE/BES, BNL, PSDConventional Facilities PSD, BNL-F&O, ITDAccelerator Facilities PSD AS Ops, XF OpsExperimental Facilities PSD XF OpsR&D Facilities PSD/ BNL

PTOP FTOP

CD-4


Project Performance and Completion Criteria

Defined in the Critical Decision Approvals and also refined in•Global requirements Document

• Defined minimum goals for each stage of commissioning, prerequisite to starting next stage

•Start-up Test Plan • Defined criteria for completion of commissioning stages

•NSLS-II Project Key Performance ParametersKey Parameters Performance

Conventional Facilities Building Area >340,000 GSF

Accelerator Facilities Electron Energy 3.0 GeV

Stored Current 25 mA

Experimental Facilities Beamlines installed and ready for commissioning with X-Ray Beam 6


NSLS-II Project Transition to Operations Planning

• PEP (Appendix B7) views two phases of transition to operations • Conventional Facilities and • Technical construction

• ES&H perspective for both CF and AS/XF• Beneficial Occupancy Readiness Evaluation

– Phased occupancy of building that evaluates CF deliverables– Validates safety functions (fire protection, alarms, egress …..)

• Authorization Basis Documentation (SAD and ASE)– Defines envelope for utilization of project scope– Foresees transition to NSLS-II facility operations (FTOP)


Conventional Facilities Transition Activities

Serve as a template for PTOP feeding to FTOP• Integrating O&M in start-up and commissioning

• Eventual stewards gain experience with equipment• Equipment vendors interface with ultimate owners

• Verify technical performance is achieved• Independent Commissioning Contractor • Internal design and O&M staff involved in validation

• Oversee occupancy/ASD installation phase operational requirements• Again foresees ultimate utilization of the facility


NSLS-II Project Closeout Report

• Target date: October 2014• Technical, scope, cost and schedule baseline accomplishments• Financial closeout, including a final cost report• Closeout approvals• Contract closeout status• Adjustments to obligations and costs• Photographic documentation• Baseline change control log

• not required for NSLS-II Project• Permits, licenses, and/or environmental documentation• Deactivation, decontamination and decommissioning planning


Facility Transition to Operations Manager• Lead the integrated transition management team• Develop transition plans and documentation• Manage implementation and execution of the transition plans• Serve as the single point of contact for all matters relating to the

implementation of transition plans• Ensure ES&H and QA goals are achieved for transition activities• Identify and manage transition related risks• Identify and ensure timely resolution of critical issues which impact

transition activities• Hold regularly scheduled transition meetings• Participate in project closeouts and operational readiness assessments • Keep PSD management informed in timely manner


Summary

• Establishing Transition to Operations Planning Process for Photon Sciences Directorate

• Formalizing coordination of TOP elements• Working documents to be finalized by early summer• Many elements for NSLS-II TOP described in detail in

subsequent presentations• Authorization Basis Plan (S. Hoey)• Accelerator Start-up / Test / Commissioning (F. Willeke)• Beamline Transition to Operations (Q. Shen)• PS Portfolio and Future Planning (S. Dierker)