DESI Project Management Laboratory Directors Review for the

DESI Project Management Laboratory Director’s Review for the DESI CD-2 Plenary P 8 2015 -06 -17 Henry Heetderks (UCB) Project Manager H. Heetderks Director’s Review for the DESI CD-2 P-8

Outline • DESI Project Organization • DESI WBS Overview • DESI Schedule • Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 2

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 3

DESI Project Org Chart H. Heetderks Director’s Review for the DESI CD-2 P-8 4

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 5

Level 2 WBS and Responsible Organization WBS Description Level 2 Lead Organization 1. 1 Project Management LBNL 1. 2 1. 3 Corrector and ADC University College Assembly London with UC Berkeley Cage & Ring Assembly with FERMILAB Barrel Components 1. 4 Focal Plane Assembly 1. 5 Fibre System with Durham University (UK) Spectrograph Slit Assembly with LBNL 1. 6 Spectrographs LBNL 1. 7 Instrument Control System Ohio State University 1. 8 Data System Level Assembly, Integration and Testing LBNL with Univ. of Utah 1. 9 Major Level 3 Contributors H. Heetderks University of Michigan, Institut de Fisica d'Altes Energies of the University of Barcelona, Swiss National Foundation Aix Marseille University (AMU), Commissariat à l’Energie Atomique, Saclay, Ohio State University LBNL with NOAO Director’s Review for the DESI CD-2 P-8 6

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 7

Development of the DESI Project Schedule • Developed the resource loaded project schedule in MS Project for CD-1 — — — • Generated WBS to level 5+ Identified major subsystems and selected managers at WBS level 2 Iterated schedule to insure Level 1 milestones were met Generated WBS dictionary and prepared BOE sheets to WBS level 3 Refined the MS Project schedule task durations and linkages (~2, 300 activities with ~ 1, 000 milestones) to accommodate funding profiles and project constraints The MS Project schedule was imported into Primavera P 6/Cobra and control accounts set up in LBNL’s certified EVMS system — — MS Project WBS codes translated to P 6 WBS and Activity Codes Resource allocations modified to fit P 6 format CAM’s identified and control account plans and work authorizations signed DESI preliminary Baseline Schedule defined as of 1 April, 2015 • We have reported EVMS for April and May — We are ready formal reporting into PARS-2 H. Heetderks Director’s Review for the DESI CD-2 P-8 8

DESI Control Account Mangers WBS Description CAM Institution 1. 1 1. 2 1. 3 1. 4. 6 1. 5 1. 6. 5, 6 1. 7 1. 8 1. 9. 2 1. 9. 3 1. 9. 5 Project Management Corrector and ADC Assembly Cage, Ring & Barrel Focal Plane Assembly Fiber Positioners Fiber system Spectrographs Spectrograph Mechanical Systems Instrument Control System Data System Level AI&T NOAO Mayall Preparation NOAO Installation & Commisioning NOAO Mayall Operations H. Heetderks P. Doel G. Gutierrez J. Silber G. Tarle C. Poppett P. Jelinsky P. Martini K. Honscheid S. Bailey R. Besuner D. Sprayberry UCB UCL FNAL LBNL U of M UCB OSU LBNL UCB NOAO H. Heetderks Director’s Review for the DESI CD-2 P-8 9

DESI Top Level Schedule H. Heetderks Director’s Review for the DESI CD-2 P-8 10

DESI Top Level Schedule H. Heetderks Director’s Review for the DESI CD-2 P-8 11

Level 2 Milestones as shown in PEP (1) WBS Level 2 Milestone 1. 4 1. 6 1. 5 1. 7 1. 5 1. 1 1. 8 1. 2 1. 6 1. 2 1. 4 1. 2 1. 5 1. 7 L 2: Actuator Down-Select L 2: Prototype Detectors and FEE Delivered to Cryostat Supplier L 2: Splicing Testing & Validation Complete L 2: ICS Preliminary Design Complete L 2 F: 50 Km Fiber Received and Verified L 2: All Interface Control Documents Completed and Approved L 2: Preliminary pipeline running end-to-end on DESI sims L 2 F: Fused Silica Lenses Ground and polished L 2: EM Spectrograph Fully Verified L 2 F: Lens cells completed and shipped to FNAL L 2: Focal plate structure ready for integration L 2: Fused Silica lenses Coated L 2 F: First Fiber Cables with Spoolboxes Fabrication Complete L 2 F: First Science Slithead (with fiber from cable) Fabrication L 2 F: ADC Lenses Ground and Polished L 2: Receive cells and barrel from FNAL L 2: ADC Lenses coated L 2: PFA manufacture Complete L 2: ICS Prototype Development Complete H. Heetderks Director’s Review for the DESI CD-2 P-8 PEP Actual 2014 -09 -08 2015 -11 -01 2016 -01 -01 2015 -10 -30 2016 -02 -18 2016 -04 -08 2016 -05 -03 2016 -06 -01 2016 -12 -01 2016 -09 -08 2016 -09 -30 2016 -10 -01 2016 -11 -23 2016 -12 -13 2017 -02 -01 2017 -02 -03 2017 -06 -01 2017 -07 -11 2017 -10 -11 2014 -09 -10 12

Level 2 Milestones as shown in PEP (2) WBS Level 2 Milestone 1. 9 1. 2 1. 6 1. 2 1. 3 1. 9 1. 2 1. 5 1. 7 1. 9 1. 4 1. 9 1. 6 1. 9 1. 8 1. 6 1. 9 PEP L 2: Mayall Shutdown Begins; Plans & Training Complete L 2 F: Lens Installation into Cells Complete L 2: Scope alternative for additional spectrographs L 2 F: Lens Alignment in Barrel Complete L 2: Full Assembly and Verification of Ring, Cage and Barrel L 2: Mayall Disassembly Complete L 2: Telescope Ready for DESI Hardware Installation L 2 F: Corrector Assembled and Ready for Installation L 2: End to end fiber test complete, deliver to I&T L 2: ICS Complete L 2: Corrector Installed L 2: Focal plate loading and testing complete L 2: FPS delivered at Mayall, unpacked, and verified L 2: Focal Plane Assembly Installed L 2: Unit 6 Spectrograph Test and Calibration Complete L 2: Telescope Closed Loop Operation Verified L 2: Start of Commissioning L 2: Target Selection Pipeline Operational at Scale L 2: Unit 10 Spectrograph Test and Calibration Complete L 2: All DOE Equipment Delivered and Verified L 2: All Commissioning Tasks Complete H. Heetderks Director’s Review for the DESI CD-2 P-8 Actual 2017 -11 -30 2018 -01 -01 2018 -01 -05 2018 -02 -13 2018 -04 -15 2018 -04 -03 2018 -05 -03 2018 -07 -02 2018 -08 -30 2018 -09 -30 2018 -12 -01 2019 -01 -01 2019 -02 -13 2018 -11 -01 2019 -06 -01 2019 -05 -01 2019 -07 -02 2019 -04 -01 2019 -10 -02 2019 -10 -12 13

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 14

DESI is Receiving Funding from DOE and Other Sources • DOE Project Funding • Other DESI Funding — Foundation support for corrector fabrication — Foreign collaborator in-kind support — Common Fund (foundation contributions and collaborator university in-kind and cash contributions as “buy-in”) — NOAO funding to support Mayall telescope modifications prior to DESI delivery and NOAO planning for DESI installation H. Heetderks Director’s Review for the DESI CD-2 P-8 15

Project Cost Summary (TY$K) (From PEP) WBS Title 1. 1 1. 2 1. 3 1. 4 1. 5 1. 6 1. 7 1. 8 1. 9 Project Management, System Engineering, QA, and Safety Corrector and ADC Assembly Cage & Ring Assembly with Barrel Components Focal Plane Assembly Fibre System with Spectrograph Slit Assembly Spectrographs Instrument Control System (ICS) Data System Level Assembly, Integration and Testing Direct Total Estimated Cost (TEC) TEC Contingency (45%) TEC FY 15 Design Studies (WBS 1. 01 -1. 09) Mayall Preparation , NOAO Pass-Thru Mayall Operations (WBS 1. 09. 05), NOAO Pass-Thru Subtotal - Total Estimated Cost (OPC) OPC Contingency OPC TPC (includes 31% contingency) H. Heetderks Director’s Review for the DESI CD-2 P-8 Total $K 5, 829 - 1, 646 4, 967 944 8, 940 1, 212 2, 298 6, 685 32, 522 -32, 522 1, 583 2, 967 4, 600 9, 149 -- 9, 149 41, 672 16

From PEP Table 11: Project Requested Funding Profile for DESI (TY$M)* Fiscal Year OPC FY 15 3. 378 FY 16 0. 5 FY 17 1. 0 FY 18 2. 4 FY 19 3. 8 Total 11. 078 TEC 0. 250 4. 8 13. 5 17. 9 7. 1 43. 550 Total Project Cost 3. 628 5. 3 14. 5 20. 3 10. 9 54. 628 *FY 13 R&D funding was through the LBNL Physics Division (PD) Big. BOSS research budget ($2. 0 M), FY 14 was through the LBNL PD research budget ($2 M), and future project R&D ($1. 1 M) for DESI. H. Heetderks Director’s Review for the DESI CD-2 P-8 17

DESI DOE Funding Profile • Base cost taken from the resource loaded P 6/Cobra • Contingency on DOE cost is $12, 956 K: $7, 000 K from estimate uncertainty plus $2, 200 K from risk assessment, and $2, 800 K from $1. 4 M/yr burn rate X 24 months schedule float to CD-4 Then Year $K FY 15 FY 16 FY 17 Direct OPC 3, 378 453 862 Direct TEC 250 4, 347 Total Base 3, 628 Contingency($K) Contingency (%) TPC H. Heetderks FY 18 FY 19 TOTAL 1, 596 2, 526 8, 815 11, 638 11, 901 4, 721 32, 857 4, 800 12, 500 13, 497 7, 247 41, 672 0 500 2, 000 6, 803 3, 653 12, 956 0 10. 4 16 50. 4 31. 1 3, 628 5, 300 14, 500 20, 300 10, 900 54, 628 Director’s Review for the DESI CD-2 P-8 18

Foreign In-Kind Contributions to the DESI Instrument WBS Deliverables 1. 2 ADC 1&2 lens fabrication and coating, design and fabrication of lens cells, installation of lenses in the barrel 1. 5. 6 Ten approximately 38 -meter long fibre optic cables each with 500 fibres 1. 5. 7 Cost Ten spectrograph slitheads for science, plus three calibration slitheads 1. 4. 4 Fibre positioner subassemblies 1. 4. 6 Guide focus arrays Funding Source 1, 526 1, 222 600 1, 390 United Kingdom: Science and Technology Facilities Council Switzerland: École Polytechnique Federale de Lausanne University of Barcelona 1. 6. 7 Spectrograph testing 1, 661 France: Aix Etoile Marseille, Centre National de la Recherche Scientifique 1. 6. 8 30 Cryostats, with detectors installed 1, 710 Commissariat à l’Energie Atomique, Saclay (France) Total 10, 262 $K 19 H. Heetderks Director’s Review for the DESI CD-2 P-8

DESI Common Fund Support WBS Deliverables 1. 2 Fabrication of corrector lenses 1. 3 1. 5 1. 6 1. 4 1. 6 1. 9 Procure Barrel and Shroud ADC Rotator Hexapod Fiber Dichroics DALSA Wafer Fabrication Focal Plane Structure Positioners Spectrograph Blue Enhanced Detectors NOAO In-Kind Total H. Heetderks Cost 2, 100 1, 150 1, 101 350 127 420 370 115 96 300 789 1, 025 275 570 6, 616 Funding Source Moore Foundation Heising-Simons Foundation Other common fund University of Michigan contribution Ohio State University contribution Imaging Technology Laboratory $K Director’s Review for the DESI CD-2 P-8 20

DOE + non-DOE Cost Then Year $K (escalated) DOE Funded WBS Description OPC TEC 1. 1 Management 1. 2 Corrector 1. 3 Cage& Barrel 1. 4 Focal Plane 1. 5 Fibre System 1. 6 Spectrograph 1. 7 Instr. Control 1. 8 Data System 1. 9 AI&T 1, 602 192 1, 149 1, 604 520 1, 973 543 620 1, 712 3, 049 30 2, 130 2, 965 230 8, 206 967 1, 639 435 DOE Base Total Contingency Total Project Cost (TPC) H. Heetderks Direct TPC Non-DOE (Foreign and Common Fund) 4, 650 222 5, 607 3, 280 220 4, 568 3, 187 749 2, 036 10, 178 4, 840 1, 510 2, 257 2, 147 570 29, 564 non-DOE Total 16, 460 10, 995 40, 558 Director’s Review for the DESI CD-2 P-8 21

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 22

DESI has an Active Risk Management Process • Risk Management plan is released (DESI-0324) — Detailed discussion in Management Breakout • The Risk Registry currently tracks 55 risks (DESI-0376) • The component of contingency needed to offset the listed risks is calculated from a Monte Carlo over the risk items • The following slide shows a summary of the Major Risks H. Heetderks Director’s Review for the DESI CD-2 P-8 23

Summary of Leading Risks Risk description Prob. DOE funding profile shifted or CR (R 1 -01, -02) ML (0. 20) H H Plan assumes 3 mo CR/ Reduce scope Foreign funding less than expected (R 1 -05, -06, -07, -08, -09) Corrector lens blank fab or polishing takes longer than planned (R 2 -03, -04) Barrel alignment procedure requires large CMM (R 3 -03) ML (0. 20) H H MH (0. 25) H H /Cost reduction, other funding, Contingency, Drop to threshold KPP Early start, schedule float/ Contingency MH (0. 25) H H External Vendor, Procedures, Contingency, schedule Float Production rate of Positioner Fibre MH Assembly (R 5 -06) (0. 25) H H /Additional staff, tooling, Contingency, Schedule Float Grating Efficiency/Wavefront does ML not meet specification (R 6 -03) (0. 20) H H Accidental damage to lens (R 2 -10, -11, -12, -13) L (0. 05) M M /Accept degraded performance, Contingency, additional gratings Procedures, schedule float/ Contingency Problems in scaling positioner production (R 4 -10) ML (0. 10) M M H. Heetderks Impact Risk Level Mitigation/Response Early prototyping and preproduction/ Contingency Director’s Review for the DESI CD-2 P-8 24

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 25

Technical Reviews • We are performing technical reviews of all major elements • Reviews cover requirements, design, budget, schedule, hazards, risk, staffing, production planning • Reviews occur at the preliminary and final design and production readiness stages as appropriate • Include both internal and external reviewers • Reviews held so far: — Corrector Optics Final Design Review — Spectrograph Cameras Preliminary Design Review — Corrector Optics Delta Review (DESI-0785) — Review and Downselect of Positioner Designs — Spectrograph Cameras Final Design Review — Corrector Barrel Preliminary Design Review H. Heetderks Director’s Review for the DESI CD-2 P-8 26

Laboratory Director’s Review • Project Management Recommendations: — — • Clearly state top-level Science Requirements Present Fo. M forecasts as function of survey parameters Need more analysis to support targeting strategy Show profile of funded and contributed DA effort Establish MOU’s for uncosted DA work -- Done; see SRD -- Done ; see CDR -- Done ; see BO 5 -- In Process Corrector and Optics Recommendations: — — • -- Done; see org chart -- Done; see PEP, P 2 -- Done; see CDR -- Done; EH&S talk BO 4. 3 Science Recommendations: — — — • Name Key Scientists Revise KPP’s to ensure Stage IV is met Clearly Define Deliverables to achieve CD-4 Involve L 2 Managers in EH&S planning Show requirements flow down for CD-1 Review Consider additional shutter in Spectrograph Clarify responsibility and funding for Mayall work Use consistent units in SRD -- Done; BO 1. 1, BO 4. 2 -- In current design; BO 2. 1 -- This review; P 7 -- Done; see SRD Instrument Recommendations: — — Perform downselect on positioner Show technical requirements flowdown at CD-1 rev Develop a draft ICD between DESI and Mayall Include operations and maintenance in requirements H. Heetderks -- Done; see DESI-0715 -- This Review; P 3 -- Done; I&T Taskforce Report -- Done; see DESI-0778 Director’s Review for the DESI CD-2 P-8 27

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 28

Systems Engineering Activities • Baseline Design Development — Starting Point is Science Requirements (documented in SRD) — Trades and alternatives (Value Engineering) — Lower level instrument requirements are developed and captured in controlled documents — Configuration Management System is based on Doc-DB (developed for and used by DES) — Currently ~700 documents and drawings in Doc-DB — Process is described in detail in the System Engineering talk in the Management Breakout • Resource tracking — Mass, Power, Cooling (DESI-0457, -0458, -0459) • Quality Assurance • Interface Development and Management (DESI-0379) • Throughput tracking (DESI-0347) H. Heetderks Director’s Review for the DESI CD-2 P-8 29

DESI Interface Matrix: DESI-0379 Populated cells show type of interface and DESI document number of ICD. Letter code indicates type of interface M -- Mechanical C -- Command/Monitor/Telemetry T -- Thermal D -- Data Number gives DESI document # for that interface 30 H. Heetderks Director’s Review for the DESI CD-2 P-8

System Throughput Tracking (DESI-0347) • Primary reflectance • Glass absorption and reflection • Vignetting • Blur • Lateral fibre errors • Fibre system -- Focal Ratio Degradation • Fibre system -- Wavelength Dependent Attenuation • Spectrograph parameters 31 H. Heetderks Director’s Review for the DESI CD-2 P-8

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Documentation • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 32

LBNL Environment, Health & Safety • Integrated Safety Management (ISM) Core Functions: • • • Define the Scope of Work Analyze the Hazards Develop and Implement Hazard Controls Perform Work within Controls Provide Feedback and Continuous Improvement H. Heetderks Director’s Review for the DESI CD-2 P-8 33

DESI EH&S Approach • At LBNL Pub-3000 is defining document • DESI p-Hazard Assessment Report specifies controls — Ergonomic, Electrical, Cryogens, etc. — The DESI Safety Officer works with Level 2 managers to analyze hazards and develop procedures and controls • At other venues (e. g. Mayall) Local safety rules apply — DESI Safety Officer will work with counter parts to ensure practices meet LBNL requirements • The DESI Safety Officer is available to assist anyone on the project in dealing with less common hazards • Lessons Learned will be shared among collaborators — E. g. DECam H. Heetderks Director’s Review for the DESI CD-2 P-8 34

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-2 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 35

CD-2 Readiness Programmatic WBS Dictionary - scope of project defined (DESI-0398) Risk Registry – risks defined and managed (DESI-0376) — Instrument Cost Estimate – detailed Basis of Estimates developed (DESIsubsystem 0399) designs are at or Schedule – past CD-2 maturity (DESI-0397) beyond Long lead procurements defined (See BO 4. 1) preliminary Management plans drafted (DESI-0381, -0382) design, have been PDR’d and Technical meet technical Major requirements & interfaces defined (DESI-0379) requirements Corrector Requirements and final design (DESI-0478) Focal Plane Requirements (DESI-0810) — Baseline Positioner Requirements (DESI-455) documents Fibre Requirements (DESI-581) (functional, design, cost & Spectrograph Requirements and Prel. Design (DESI-0613) schedule) Internal Interfaces In Process developed Technical design maturity exceeds CD-1 requirement (Conceptual Design) & provides sufficient information to develop a solid cost estimate range Design Reviews held on Corrector, Barrel, Positioners & Spectrograph CD-2 criteria complete H. Heetderks Director’s Review for the DESI CD-2 P-8 36

CD-1 Documents Checklist CD-0 Approve Mission Need Acquisition Strategy (AS) released (DESI-0382) Preliminary Project Execution Plan (p. PEP) released (DESI-0381) Federal Project Director (FPD) identified Integrated Project Team (IPT) identified and defining doc released (DESI-0312) Risk Management Plan Developed and in operation (DESI-0324, -0376) Conceptual Design Complete and Reviewed (DESI-0315) Conceptual Design Report Released (DESI-0315) Preliminary Hazard Analysis Report Released (DESI-0380) Integrated Safety Management Plan in place Quality Assurance Program (QAP) in place National Environmental Policy Act (NEPA) strategy developed Independent Project Review Complete H. Heetderks Director’s Review for the DESI CD-2 P-8 37

• DESI Project Organization • DESI WBS Overview • DESI Schedule • DESI Cost Summary • Risk Management • Technical Reviews • Systems Engineering • EH&S • CD-1 Preparations Status • Summary H. Heetderks Director’s Review for the DESI CD-2 P-8 38

Summary • DESI has a strong and experienced team • The project scope is well defined and organized • Project risks are well defined and are actively being mitigated • Detailed cost estimates have created a robust cost range • A resource loaded schedule has been developed • Project Hazards are well defined (see p-HAR); Safety Plan is in place • Required documents have been prepared and are under review • The DESI project is ready for CD-1 H. Heetderks Director’s Review for the DESI CD-2 P-8 39