Office of Science PtiPerspective on Project Management

Daniel R. Lehman March 10, 2010 PresentationDirector, Office of Project Assessment Title Office of Science, U.S. Department of Energy www.science.doe.gov/opa/

1 • Office of Science—Mission and Organization • Office of Project Assessment • Unique Features of SC Projects • SC Project Management Activities • FdFedera l PPjtroject Direc tor EEttixpectations • Lessons Learned • Final Thoughts

2 Topics 2 Our mission is to deliver the remarkable discoveries and scientific tools that transform our understanding of energy and matter and advance the national, economic and energy security of the United States.

Deliver = Project Management

3 SC Mission 3 3 Nobel Prizes in 6 Years with X-Ray Crystallography The prize-winning work used all four SC/BES synchrotron radiation light sources

2009 Prize in Chemistry: Venkatraman Ramakrishnan, Thomas Steitz, and Ada Yonath) "for studies of the structure and function of the ribosome.” Used all 4 light sources.

Venkatraman Ramakrishnan Thomas Steitz Ada Yonath

2006 Prize in Chemistry: Roger Kornberg "for his studies of the molecular basis of eukaryypotic transcription.” Used SSRL macromolecular cryygpystallography beamlines. 2003 Prize in Chemistry: Roderick MacKinnon for “structural and mechanistic studies of ion channels.” Used NSLS beamlines X25 and X29. SC Mission 4 The 4 BES Synchrotron Light Sources Serve Nearly 10,000 Users

NSLS-II 2015 APS 1996 ALS 1993

SSRL10,000 1974 & 2004

9,000

8,000 APS ALS 7,000 SSRL 6,000 NSLS NSLS 1982 5,000 ber of Users ber 4,000 Num 3,000

2,000

1, 000

0 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 00 01 02 03 04 05 06 07 08 09 10 11 Fiscal Year SC Mission 5 Office of the Secretary Dr. Steven Chu, Secretary Federal Energy Regulatory Deputy Secretary* Chief of Staff Department Staff Daniel B. Poneman Commission and Support Offices

Assistant Secretary Assistant Secretary for Policy and for Congressional and Office of the Office of the Office of the International Affairs Intergov’t Affairs Under Secretary Under Secretary Under Secretary for Nuclear Security/ for Science General Health, Safety Administrator for Counsel and Security National Nuclear Security Administration Kristina M. Johnson Steven E. Koonin Chief Financial Economic Impact Thomas P. D’Agostino Officer And Diversity

Assistant Secretary Deputy Administrator Chief Information Inspector for Energy Efficiency Office of Science for Defense Programs Officer General and Renewable Energy

Deputy Administrator Assistant Secretary Advanced Scientific Chief Human Hearings and for Defense Nuclear for Environmental Computing Research Capital Officer Appeals Nonproliferation Management

Deputy Administrator Assistant Secretary Intelligence and Basic Energy Sciences Management for Naval Reactors for Fossil Energy Counter Intelligence

Deputy Under Secretary Assistant Secretary Biological and Advanced Research for Counter-terrorism for Nuclear Energy Environmental Research Public Affairs Projects Agency-Energy

Associate Administrator Civilian for Defense Nuclear Radioactive Waste Fusion Energy Science Security Management Energy Information Associate Administrator Administration Electricity Delivery for Emergency High Energy Physics and Energy Reliability Operations Bonneville Power Southeastern Power Associate Administrator Administration Administration for Infrastructure Legacy Management Nuclear Physics and Environment Southwestern Power Western Area Power Administration Administration Associate Administrator Workforce Development for Management For Teachers/Scientists and Administration

Jun 09 *The Deputy Secretary also serves as the Chief Operating Officer. DOE 6 Office of the Director (SC-1) William F. Brinkman

Deputy Director Deputy Director Deputy Director for Field Operations (SC-3) for Science Programs (SC-2) for Resource Management (SC-4) George Malosh Patricia Dehmer Jeffrey Salmon

Ames SO Chicago Office of Lab Adv. Scientific Workforce Office of Budget Cynthia Baebler Office CRComp. Researc h(SCh (SC-21) Office of Roxanne Policy & Development (SC-41) Michael Strayer Business Policy Argonne SO Purucker Evaluat. for Teachers/ Kathleen Klausing J. Livengood (A) (SC-32) Scientists and Ops D. Streit Basic Energy (SC-27) (SC-45) Office of Grants/ Cont. Berkeley SO Sciences (SC-22) Wm. Valdez Thomas Phan Office of Support (SC-43) Aundra Richards SC Harriet Kung Safety, Martin Rubenstein Integrated Security Brookhaven SO Support andId In fra. Biological & Environ. Business Mgmt Michael Holland Center (SC-31) Office of Office of Scientific and Research (SC-23) Sys. & Serv. M. Jones Project Tech. Info. (SC-44) Fermi SO (SC-45.1) Anna Palmisano Assessment Walt Warnick M. Bollinger (A) Thomas Phan (A) (SC-28) Oak Ridge Fusion Energy Human Capital Oak Ridge SO Office Daniel Lehman Office of SC Project Sciences (SC-24) Resources Johnny Moore Gerald Direction (SC-46) Boyd Edmund Synakowski Vicki Barden (SC-45.2) Princeton SO Thomas Phan (A) Jerry Faul High Energy Projects are Physics (SC-25) Pacific NWest SO Dennis Kovar Michael Weis sponsored by

Stanford SO 7 SC Program Nuclear Physics FY 2010 Appropriation: Paul Golan (SC-26) Offices Timothy Hallmon AitlApproximately $4.9 billion Thomas Jeff. SO James Turi (in blue) (A) Acting

Office of Science 7 Results of Peer Reviews are reported directly to Office of SC Management Science Office-Wide Oversight Management

Office of Project Assessment Programs

Safety, Advanced Basic Biological & Fusion High Nuclear Security and Scientific Energy Environment. Energy Energy Physics Infrastructure Computing Sciences Research Sciences Physics Research (SC-31) (SC-21) (SC-22) (SC-23) (SC-24) (SC-25) (SC-26)

Project Management Support

Office of Project

Assessment 8 National

Laboratories 9 Over the past 10‐years (1999 to 2009) SC has successfully completed over 90% of its projects

Project Performance Cost Performance # of # of Success Initial Final TPC Success Completed Successful Rate Baseline ($B) Rate Projects1,3 Projects2 (%) TPC3 (%) ($B)

Total SC 33 31 94% $2.68 $2.72 99% Projects

1—Excludes cancelled project—NCSX 2—Two projects not successful—NuMI and GLAST 3—Includes Directed Change due to Congressional change of funding profile for SNS

Current SC Projects 10 FY 2010 SC Program Funding Categories

Other* FY 2010 Appropriation: 10% Approximately $4.9 billion

Capital Asset Projects 13% Operations, Non-Project R&D 77%

* Others include Program Direction, SBIR/STTR, Safeguards and Securities, Congressionally Directed Projects, and Workforce Development

SC Annual Budget 11 • SC Laboratories are Not‐for‐Profit • SC contracts are rigorously managed, but the working relationship is a partnership

• R&D is not a project phase, but a means for optimizing design concepts

• Facility users engaged throughout the project lifecycle

• Conceptual Design Reports establish reasonableness of design

• Project designs consider future upgrades—programs/projects take a long view

• Projects are “built to the baseline” with a goal of maximizing science capability

• Lehman (peer) reviews are conducted regularly and facilitate application of lessons learned from other projects

• Clear line of authority and accountability for projects Unique Features of

SC Projects 12 DOE/Program Office AiitiAcquisition EEtixecutive

DOE HQ Program Manager

DOE Federal Project Director

M&O* Project Manager

*Management and Operating Contractor Integrated Project

Team 13 • Conduct Project Reviews, and about every 6 months on large SC projects ((30~30‐35 reviews per year—large and small projects)

• Engage SC Federal Project Directors (FPDs) to ensure experience and qualifications of FPDs and contractor project managers are appropriate

• Maintain a Watch List of SC projects—Conducts monthly meetings with senior SC management

• Maintain website used by SC Community—Includes information such as review dates, project documents/procedures, and other resources

• Supports OECM activities such as the PMDCP/FPD Certification and PM Improvements such as the Project Management Order Revision

SC PM AAiiictivities

(in addition to DOE systems) 14 • The overall SC objective is to select competent and capable FPDs to successfully manage SC ppjrojects • FPDs role is to be the “Owner’s Representative” for the assigned project • FPDs serve as the single point of contact between DOE and the contractor, typically as a Contracting Officer’s Representative • FPDs lead the Integrated Project Team and are responsible and accountable within DOE for ensuring the success of the assigned project • FPDs add value to the successful completion of the project

SC FPD

Expectations 15 Location: Argonne National Laboratory

Purpose: One of only three third‐generation, hard x‐ray (20 to 100 KeV) synchrotron radiation light sources in the world to study the structure and properties of materials

Total Project Cost: $798.8 million

Start/End Dates: May 1988/August 1996

Features: • 1,104‐meter (0.7 mi) circumference • 7 GeV • 450 permanent staff • 68 beamlines for experimental research APS received the Information: www.aps.anl.gov PMI Project of the Year Award, 1997 Advance d Pho ton Source (APS) – Successful 16 SNS Site, Spring 1999

SlliSpallation Neutron Source

(SNS) – Successful 17 Location: Oak Ridge National Laboratory

Purpose: To provide neutron beams with up to 10 times more intensity than any other source in the world (1.4 million watts of beam power on the target)

Total Project Cost: $1.4 billion

Start/End Dates: August 1996/June 2006 (actual)

Operating Costs: ~ $182.9 million (FY 2010)

Featur es: • 80 acre site • 400 permanent staff • Initial suite of instruments for material science investigations SNS received the Excellence Award in Project Management, 2006 Information: www.sns.gov

SlliSpallation Neutron Source

(SNS) – Successful 18 Location: SLAC National Accelerator Laboratory

Purpose: When completed, the LCLS will provide laser like radiation in the hard X‐ray region, ten billion times greater in peak power and peak brightness than any existing coherent hard X‐ray light source. The LCLS will be used to better understand disciplines ranging from atomic physics to structural biology. Far Experiment Hall Total Project Cost: Near Experiment Hall $416 million (forecast)

Start/End Dates: May 2003/July 2010 (planned)

Expected Annual Operating Costs: Photon ~ $120 million Beam Lines

Features: • ~1.5 miles in length • 450‐500 permanent staff • 6 experimental stations for instruments

Information: http://lcls.slac.stanford.edu/

Linac Coherent Light

Source (LCLS) – Successful 19 • Project’s purpose and benefits must be clear and effectively communicated to all stakeholders (e.g., users) • Project team’s success depends on establishing and nurturing strong working and personal relationships • Front‐end planning is an essential mechanism for identifying and addressing risk in all project phases • Stable project funding is essential to maintain project momentum • Project reviews provide necessary “Checks and Balances” to keep the project on track and build credibility.

Summary of

Lessons Learned 20 • Sound baselines are important; stable funding is critical • Projects too often have optimistic rather than realistic view of events • PjtProjects slow to lklook outtidside for soltilutions (defensive routines)

Management, Management, Management!

Final Thoughts 21