LBNL Status and Restart Planning Soren Prestemon Ian

LBNL Status and Restart Planning Soren Prestemon, Ian Pong, Dan Cheng, Paolo Ferracin Update to LBNL Management on Impact of Curtailment of Operations Shelter-in-Place

PMO Questions 1. 2. 3. 4. 5. 6. 7. 8. 9. Staffing – how many of your staff are not able to work due to the current shelter-in-place orders Are there concerns about retention, and ability to re-start work quickly when it is safe to do so? Are you able to maintain hiring plans? What schedule delay results, if any, and is there a cost impact? Design work and reviews – can these continue remotely? Even if these can proceed, will there be schedule delays and additional costs due to reduced efficiency? Procurements, vendors and supply chain – are existing awards being delayed by the vendors, and if so what impacts do you predict? Can these be mitigated? Can specifications, RFP/RFQs continue to be developed and awards made? Do you or your vendors anticipate supply chain problems, and can these be mitigated? Fabrication and R&D at LBNL and collaborating institutions – can any work continue? How many FTEs are impacted and what will be the expected cost and impact on schedule? On-site vendors – are they de-mobilized? If so, what is the impact? Will they be able to re-start work quickly when it is safe to do so? ES&H – are your project work areas safe and secure, and your staff able to get adequate support to ensure they have a safe work environment? Management – are you able to use LBNL systems to maintain monitoring and control of costs and schedule, including earned value if used? Are you able to adequately assess progress? Are risks being identified, updated, and mitigated? Do you expect delays in CD milestones or changes in project execution plans? Do you have guidance from your funding program, or lead Lab? Have you been requested to provide an impact report or statement? Are there specific requests for PMO to assist with, either directly or in working with other areas at LBNL to support your project? LBNL Status and Restart Planning 2

LBNL roles in AUP US HL-LHC Accelerator Upgrade Project: 302. 2 MQXFA Magnets Fabrication 302. 2 L 2: G. Ambrosio (M. Baldini) Control Account Magnet Design, Integration and Coordination 302. 2. 01 L 3/CAM: G. Ambrosio (M. Baldini) Strand Procurement and Testing 302. 2. 02 L 3: L. Cooley (V. Lombardo) CAM: V. Lombardo Cable Fabrication 302. 2. 03 L 3/CAM: I. Pong (TBC) Coil Parts, Materials, and Tooling Procurement 302. 2. 04 L 3/CAM: M. Yu (A. Nobrega) US-Hi. Lumi Document 104 Coil Fabrication at FNAL 302. 2. 05 L 3/CAM: A. Nobrega (M. Yu) LBNL Status and Restart Planning Coil Fabrication at BNL 302. 2. 06 L 3/CAM: J. Schmalzle (M. Anerella) Structure Fabrication and Magnets Assembly 302. 2. 07 L 3/CAM: S. Prestemon (D. Cheng) 3

Staffing is based on ability to perform work remotely § Staffing: § How many of your staff are not able to work due to the current shelter-in-place orders? § Majority of project staff are matrixed; some can continue to contribute, some cannot, a few who cannot contribute to the project are able to contribute to other programs § About ~6 FTE technicians on AUP are unable to work § About 1 FTE QA Engineer on AUP will soon be unable to work § Are there concerns about retention, and ability to re-start work quickly when it is safe to do so? § Potentially, in particular for key technicians whose experience and expertise are vital to the project. § Are you able to maintain hiring plans? What schedule delay results, if any, and is there a cost impact? § Cabling: Hiring for engineering QA support for Cabling was completed before COVID-19 and those staff are in place. A support technician for cabling was also on-boarded shortly before the shelter in place order. § Structures: Additional hiring for technician support is underway; delays based on current shelter in place orders are tolerable. LBNL Status and Restart Planning 4

Staffing – 302. 2. 03 Team Members Normally Charging to AUP Normal Times Shelter-in-Place 17 th to 31 st March 1 st – 14 th April 15 th April – 1 st May ~90% ~70% Elizabeth Lee 100% ~90% Mike Naus 80% ~40% + EG training? EG training + Admin? ~100% 0% (Admin Leave) 0% (Admin + Sick? ) 0% (Training Budget) 0% (Admin Leave) 0% (Admin + Sick? ) ~20% 0% (Admin Leave) 0% (Admin + Sick? ) Jonathan Lee ~25% ~20% ? ? Edward Stafford ~25% ~3% 0% ? ? L 3 and CAM Ian Pong Engineers Technicians Andy Lin Carlos Perez (new hire in March) Juan Rodriguez Intern Students LBNL Status and Restart Planning 5

Staffing – 302. 2. 07 Team Members Normally Charging to AUP Normal Times Shelter-in-Place 17 th to 31 st March 1 st – 14 th April 15 th April – 1 st May L 3 and CAM Soren Prestemon ~20% Dan Cheng 100% 20% Paolo Ferracin ~20% starting April Engineers / QA / Proc. /Des. Heng Pan 75% ~50% ~25% Katherine Ray 50% 50% Mike Solis 35% 30% 25% John Wirdzek 25% 25% Ahmet Pekedis 100% 0% (Admin Leave) 0% (Admin + Sick? ) Joshua Herrera 100% 0% (Admin Leave) 0% (Admin + Sick? ) Juan Rodriguez 50% 0% (Admin Leave) 0% (Admin + Sick? ) Jordan Taylor ~20% (other/ Admin Leave) 0% (other/Admin Leave) 0% (Admin + Sick? ) New hire, 50% (training) 0%(Admin Leave / other) 0% (Admin + Sick? ) Technicians Robert Memmo LBNL Status and Restart Planning 6

302. 2. 07 Procurements Continue as planned § Procurements, vendors and supply chain: § are existing awards being delayed by the vendors, and if so what impacts do you predict? § Major awards, i. e. for the primary components needed for magnet structures, are continuing since the vendors have been deemed essential. § There are potential issues associated with component acceptance and vendor payments. These are currently being evaluated and will likely be addressed differently on a case-by-case basis. § Some fabrications are internal to LBNL and are currently delayed. Since the production process at all of the labs is on hold, these delays are consistent with (i. e. do not add to) the delays associated with cable/coil/magnet assembly/magnet test. § Braiding Master Agreement: bottle neck is at LBNL, no cables can be sent till ~3 weeks after we can return to work § Can these be mitigated? § The delays associated with internal fabrications would be difficult to mitigate, and we do not see them as critical at this time. Maintaining production of the major structure elements is of high priority. § Yes! Even very restricted lab access would enable specific, critical, QC tasks on Cabling to advance. § Can specifications, RFP/RFQs continue to be developed and awards made? § We are continuing with all awards per our P 6 schedule. In particular, we are proceeding with the placement of ~$3 M worth of POs under Master Agreements. § Do you or your vendors anticipate supply chain problems, and can these be mitigated? § We have not yet seen supply chain problems, but we are closely monitoring the situation as these may arise with the upcoming POs. LBNL Status and Restart Planning 7

Fabrications at LBNL are stopped § Fabrication and R&D at LBNL § Can any work continue? § At LBNL, work is continuing on design, QA/QC, documentation (including Engineering Change Notes, Non-conformace reports, Interface Control Documents, etc. ) § At LBNL, work on cable fabrication and on magnet assembly is on hold. § How many FTEs are impacted and what will be the expected cost and impact on schedule? § As noted in “Staffing”, ~7 FTE of technical staff are directly impacted. The cost impact is currently negligible as those staff are either performing work on other projects, or are on Admin leave. But Admin leave is fast running out. § The impact on schedule is direct: fab and assembly work schedule delay is directly proportional to the time we are in shelter-at-home mode of operation. § This delay is essentially the same at all participating laboratories (FNAL, BNL, LBNL; and likewise CERN). LBNL incurred ~1 week additional schedule delay as our shelter-in-place order began roughly 7 days before FNAL and BNL. Further schedule delay offsets will depend on when the three labs resume normal operation, and external dependencies. LBNL Status and Restart Planning 8

On site vendors – impact to project § On-site vendors § are they de-mobilized? If so, what is the impact? § In-so-far as LBNL machine shops are classified as on-site vendors, yes, they are de -mobilized and that impacts various smaller-scale fabrications that are needed by the project. Since all assembly work is on-hold, we do not anticipate the delay in inhouse fabrications to add any delay to our assembly work. A potential issue relates to res-start activities and priorities (see below). § Will they be able to re-start work quickly when it is safe to do so? § We have placed web-job orders (WJO) for on-site machine shop work. If the shops are able to perform those fabrications upon restart of LBNL operations, we do not expect further project impact. However if a significant backlog of WJO are being placed, there could be a significant impact if AUP orders are not prioritized. LBNL Status and Restart Planning 9

EH&S issues and response § ES&H: § Are your project work areas safe and secure? § All technical areas were brought to a safe and stable situation prior to lab closure. In particular care was taken to protect from earthquake and possible sprinkler system failure. § Are your staff able to get adequate support to ensure they have a safe work environment? § Staff who can work are doing so via telecommuting. We are working with staff to identify and address possible ergo-issues. LBNL Status and Restart Planning 10

ES&H - work areas safe and secure! LBNL Status and Restart Planning 11

LBNL Communication flow related to COVID-19 § Laboratory communication of response to COVID-19 § Regular calls from COO & Lab Director to lab management – Division Dir. /Dep. § Typically Monday / Wednesday / Friday, plus ad-hoc calls with new updates § AUP-relevant attendees: Symons, Schenkel, Patel, Prestemon § Regular calls from Accelerator Technologies and Applied Physics Div. Director to Program heads and Deputies § Typically 2 -3 times/week § AUP-relevant attendees: Patel, Prestemon, Ferracin § Regular calls from Engineering Division Director to EG Supervisors § Typically 3 -times/week § AUP-relevant attendees: Prestemon LBNL Status and Restart Planning 12

Timeline § Lab went into warm shutdown mode March 17 th § Lab on warm standby through May 3 rd § Actual restart date will come from lab management, based on DOE, state of California, and local county § Admin leave authorized for up to 320 hours (8 weeks / 40 work days) § We are working under some assumptions when planning restart activities: § that restart will be “limited” and ramp up over time § That work will be prioritized and approved at the Division level, within guidelines provided by lab management § That for a sizeable period of time the lab will strive to reduce on-site footprint (i. e. telecommuting will be highly encouraged where possible) LBNL Status and Restart Planning 13

Laboratory priorities for restart work are being defined § The lab has a dedicated Restart Planning Group that is tasked with developing guidelines for work restart § AUP-relevant member: Patel § Priorities will include, for example: § Address staff who are on Admin leave (i. e. must be on-site to perform work) § COVID-related work, DOE priority projects, 413. 3 b projects, etc. § Guidelines from RPG will be folded into our work planning process § Divisions have significant say in what work they prioritize initially § AUP is one of two (independent) top priorities for ATAP § Within AUP, priorities are: Cable QC => magnet assembly => cable fab § We expect these will be able to proceed in parallel and as soon as lab opens LBNL Status and Restart Planning 14

Example cable QC planning: Ian Pong B 58 basement exp. space (RRR) § § § Who: ◦ Mike Naus 064457, EG matrixed to ATAP When: ◦ As soon as employees are allowed back to perform experiments Frequency: ◦ Roughly 50% time Activities and Locations: ◦ RRR samples heat treatment and measurements, in 58 A-0002, covered by WPC AA-0057 & AA-0109 ◦ Metallography, in 77 A-0103, covered by WPC AA 0076 Reasons: ◦ His primary responsibilities are RRR and metallography, both of which are activities holding Cables close to critical path ◦ That both activities can be performed alone (and he has been trained to do so) and he commutes by a private vehicle means the necessary social distance can be maintained ◦ He will be running out of telework activities for AUP next week B 47 upstairs office space LBNL Status and Restart Planning B 77 A highbay (metallography) 15

Example: magnet assembly planning (Dan Cheng) § Detailed review of work instructions for key areas is underway to identify staff flow, tooling handling, PPE needs, etc. 1 3 4 2 LBNL Status and Restart Planning 16

Primary work areas for MQXFA Assembly 1 4 2 3 L o c. COIL AND COIL PACK ASSEMBLIES PERSONNEL REQUIRED 1 COIL AND COIL PACK ASSEMBLIES 1, 2 -3 AT VARIOUS POINTS 2 SHELL-YOKE ASSEMBLY STACKING 1 -4 DEPENDING ON OPS. 3 MASTER KEY AND BLADDER PREP 2, BUT SEPARABLE 4 MAGNET INTEGRATION 2 -5 AT DIFFERENT OPS 1 3 1 1 4 2 B 77 A-105 highbay LBNL Status and Restart Planning 17