FY 09 PPA Budget Kick Off Rafael Alva

FY 09 PPA Budget Kick Off Rafael Alva Charlotte Chang Oct 22, 2008

Managing All HEP funds @ SLAC • Current OHEP organizational structure coupled tightly with the “colors” of HEP funding • http: //www. science. doe. gov/hep/staff/HEPOrg. Chart 021408. pdf – KIPAC (Roger Blandford) » Majority of HEP funding is for Non. Accelerator Based Activities – EPP Division (David Mac. Farlane) » Mostly funded by Accelerator Based Research and Detector Operations – Accelerator R&D Division (Tor Raubenheimer) » Mostly funded by the Accel R&D and ILC R&D funding • LINAC related operations has transitioned from HEP to BES - LCLS » Began in 2006 and Completed by Oct 2008 » John Seeman’s organization 2

OHEP Organization KA 11 KA 1201 KA 13 KA 1501 KA 1502011 KA 1503 KA 1102053 KA 140103 KA 1202012 KA 14 KA 1502021 3

4

5

SLAC HEP Costing Structure Total HEP Funds ~87 M in FY 09 Lab wide Indirect LDRD and IGPP ~45% Direct Program Support (DPS) Includes PPA Organizational Costs; HEP Legacy costs; Costs of activities benefiting all HEP Programs Program Costs Examples of Programs ATLAS and LARP Accelerator Based Research and Operations: Ba. Bar, LCD Non. Accelerator Based: GLAST and LSST Theoretical: KIPAC and EPP Accelerator R&D; ILC R&D… 3

SLAC HEP Programs 7

Distributions of PPA DPS 8

SLAC HEP Planning Functions • Roles and Responsibilities – PPA: Steve Kahn/David Mac. Farlane/Rafael Alva • Overseeing all HEP funds • Planning Analysts: – Natalie Cramar: PPA DO, PPA Travel Commitment Files, SCCS/TIS in Ops Directorate – Regina Franco (60%): Ba. Bar Groups & Collaboration; ATLAS – Linda Price: GLAST ISOC, GLAST Physics, LSST, SNAP, PPA EE & ME, EXO, LCD and KIPAC Physics & Computing – Dora Yu: Accel Research Depts, including AARD, ACD, Beam Physics, ATR, LC and Test Facilities 9

10

PPA Budget Planning Specifics q Planning Principles 1. q Prioritized Bottoms up Budget A. Activity based – has to be realistic & justifiable. B. List items by Priority 1 -3, 1 being the highest 2. By Charge Numbers, where charge numbers represent activities, and 3. By Names Desired Outcome of budgeting and Planning Exercise 1. Transparency 2. Ability to make difficult decisions 3. Ability to reallocate & prioritize based on program driven needs and schedules 11

Budget Planning Specifics – FY 09 – Net decrease in dollars to fund Programs – • Higher increase in Lab Wide Indirect – New Rates: IGPP and LDRD, 1% respectively • Funding required to fix lab’s M&O issues (SII ~2 Mil) – Headcount actions continue to require Directorate approval: – replacement – extension – additions – Charges to Linac Ops – Need to go through the BES/LCLS Work. Scope budget planning Process 12

Budget Planning Specifics – FY 09 (cont’d) - M&S requires a Program Driven and a prioritized bottoms-up approach => Program Directors work with supporting departments to define the scope of work and understand the resources required to carry out the work => Bottoms up and prioritized approach to travel budget planning v Travel is controlled by DOE v Cannot swap between M&S and Travel v Conference Approval – long lead time – 75 Days v Mandatory Planning Tool: PPA Travel Logs v Not in the log – delayed approval 13

FY 09 Budget Planning (Cont’d) – New LDRD Proposals • PPA will have a few approved LDRD proposals • New Proposals call in late spring 2009 – Other Important factors to consider Ø Ø Identify possible non-DOE/HEP funding Identify Financial Plan Transfers via MOAs ü long lead time ü Might need Subcontracts Ø Purchased Equipment, CEPs and GPP/Infrastructure ü Include in the Budget Template ü Same Due Date, Nov 15 Ø Tasks and activity schedules q Needs in 09 for long-lead procurements 14

PPA Budget Templates 15

Budget Templates Cont’d – Travel Planning Ø New DOE Office of Science approval requirements for attending “events” 16

FY 09 Budget Planning Process and Schedule *Baseline budget (BA 0. 0) will consist of the following: 1) all current staff with appropriate labor distribution for the year 2) Approved incoming new hires 3) M&S: 08 based - irrelevant; relevant 09 specifics to be provided by Programs/depts. When What Who Oct 22, 2008 Kick Off Budget Process Programs/Depts Funded by HEP Funding PPA & Non. PPA Depts Oct 29, 2008 FY 08 Costs available; Budget Templates available upon requests PPA Planning Office Oct 23 – Nov 7, 2008* FY 09 Preliminary Baseline budget (BA 0. 0) Meetings PPA Planning Office and Dept/Prgm Heads 17

FY 08 Budget Planning Process and Schedule When Nov 7, 2008 Nov 14, 2008 What When Who Initial Budget Requests Submitted to Planning Office Programs and Dept Heads Initial Budget Roll up for PPA Planning Office 18 What Who Nov 21, 2008 PPA Directors Review PPA Directorate Dec 1 -5, 2008 1: 1 Bgt Meetings with PPA Directors PPA Dir & Planning/ Div/Dept Heads Dec 17, 2008 Distribution PPA Prelim BA 1. 0 Planning (CR) Offices

Questions and Answers • FY 09 • Linac Ops Transition Completed • Long CR – 5/12 of funding thru Feb 28, 09 • Transitioning to new programs: ATLAS, FACET, Super B…. Communications needed at ALL levels ! 19