LBNF LongBaseline Neutrino Facility BOE Update Plan Beamline

LBNF Long-Baseline Neutrino Facility BOE Update Plan Beamline Integration Meeting 10 March 2021 Jonathan Lewis

Likely Schedule • 31 May 2021: Load cost and schedule data for review - Last chance for BCR mid-May • July 2021: CD 1 RR director’s review • September 2021(? ): Start practice baseline for CD 2 • October 2021: CD 1 RR DOE review - Unlikely to have data update • April: CD 2/3 b DOE Review - 3 b likely to include target shield pile and long-lead items for kickers and horns 2 03. 10. 21 J. Lewis | BOE Updates LBNF

Preparation Step 1: Update Estimates • Estimates are supposed to be refreshed annually - Review to make sure all make sense • Update where possible - All COTS parts should be updated to FY 21 - Can’t keep going back to vendors for new budgetary quotes - Stuck if estimates based on builds that have not been repeated for many years • Report on Estimate to Complete worksheet - For M&S costs, report year of estimate and direct cost • Escalation will now be done by P 6/COBRA • Estimates that combine data from multiple fiscal years are a special case. - Escalate to FY 21 -- Details to follow • For items that have documentation Supporting Document is “BOE Support Data” • For items without documentation, include a descriptive comment if possible - Highlight all changes with a yellow background 3 03. 10. 21 J. Lewis | BOE Updates LBNF

Preparation Step 2: Review Schedule • Check that labor and durations make sense - Have we been underestimating work so far? • Check schedule logic - Verify predecessors • Remove unnecessary ones even if they don’t change the start date • Make sure logically required ones are present even if they don’t change the start date - Use Schedule Reader tool • Info is in Doc. DB-22198 • I will send out download info - Include tasks including real logic for non-DOE work • Use SVTs (tasks with no resources) • Make sure we have sufficient milestones to track progress - Active periods should have at least 2 per year per L 4 - Non-DOE work should have at least 4 per year 4 03. 10. 21 J. Lewis | BOE Updates LBNF

Preparation Step 3: Documentation • Each BOE will have 4 principal documents - BOE Form • Prepared by CAM and Tech Manager - BOE Report • Prepared by Project Controls - BOE Schedule • Prepared by Project Controls - BOE Support Details • Prepared by CAM and Tech Manager • One BOE per L 4 area - Exceptions • Horns and modules can be separate (7→ 2) • Separate HPS and stripline - Four docs listed above are only “main” documents in Doc. DB • All others are “Other Files” 5 03. 10. 21 J. Lewis | BOE Updates LBNF

Important Considerations • Documentation must be standalone - Reviewers will study our documentation before the review without the help of project staff • Drilldowns at the review will be questions based on what they find - Documents must be written at a basic level • Assume no technical knowledge • 8 th grade level - Must be easy to trace costs through the BOE • See spreadsheet template for examples • One activity per sheet • Supporting files (e. g. vendor quotes) within same Doc. DB - Remove any files that don’t directly support labor and M&S calculations • Example: technical design information - Web links in BOE Form or support data must have the correct format • https: //docs. dunescience. org/cgi-bin/private/Retrieve. File? docid=9999&filename=myname. typ • Must use private access • Avoid extraneous commands (e. g. version, date) 6 03. 10. 21 J. Lewis | BOE Updates LBNF

Evaluating Estimates • Good reference for making estimates is here - See section 3. 2 “Making the point cost estimate” • Issues to consider • • • 7 Assumptions Scope Benchmarking Standards Estimate Structure 03. 10. 21 J. Lewis | BOE Updates LBNF

Characteristics of a Quality Estimate 1. 2. 3. 4. 8 CREDIBLE - when the assumptions and estimates are realistic. It has been cross-checked and reconciled with independent cost estimates, the level of confidence associated with the point estimate has been identified, 2 and a sensitivity analysis (i. e. , an examination of the effect of changing one variable relative to the cost estimate while all other variables are held constant in order to identify which variable most affects the cost estimate) has been conducted; WELL-DOCUMENTED - when supporting documentation includes a narrative explaining the process, sources, and methods used to create the estimate and identifies the underlying data and assumptions used to develop the estimate; ACCURATE - when actual costs deviate little from the assessment of costs likely to be incurred; COMPREHENSIVE - when it accounts for all possible costs associated with a project, is structured in sufficient detail to ensure that costs are neither omitted nor duplicated and has been formulated by an estimating team with composition commensurate with the assignment. 03. 10. 21 J. Lewis | BOE Updates LBNF

BOE Form • Describes overall methodology for estimates - Can include brief overview of scope • Only to provide context for estimates • No technical calculations or discussions of requirements, specifications, etc. - One master BOE form per BOE • Can use same format for supporting documents for individual activities - Shield pile does this - Since escalation is being removed from estimates, remove table from Form - Helpful to include explanation of small activities (i. e. not covered in support data) in comments in P 6 • These can be entered in Estimate Update • Will be included in P 6 and regurgitated in BOE report 9 03. 10. 21 J. Lewis | BOE Updates LBNF

Support Data • Master spreadsheet for all supporting data - Template in Doc. DB-22231 • Support required for major activities - M&S with values >$25 k - Labor > 250 hrs • Index - First sheet - One line per activity • Activity ID, Activity Name, Type, FY, M&S $, Labor hours, link - Type can be Labor, Materials, Non-labor • Links either to a tab in the spreadsheet or an external file - External file can be a quote or a BOE form • If it is a quote and the value is not the total, include the line number in the link. 10 03. 10. 21 J. Lewis | BOE Updates LBNF

Support Data: Detail Sheets • One sheet per activity - Activity ID and Name at top - Link back to index at top • Clear calculation of values • Can include images of quotes, catalog pages, etc. if needed • If activity includes estimates from multiple years, escalate to FY 21 - Use table from Utility sheet in template • VLOOKUP is your friend • If you require multiple layers of calculation, put supporting tables below with links from the top table 11 03. 10. 21 J. Lewis | BOE Updates LBNF