Project Management Independent Project Review for the DESI

Project Management Independent Project Review for the DESI CD-2 Plenary P 2 2015 -07 -28 Henry Heetderks (LBNL) Project Manager Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory v 1

DESI is a $72 M Stage IV Dark Energy Experiment DOE TPC Base Contingency on DOE Non-Federal Funding Total $42. 5 M $12. 1 M $17. 5 M $72. 1 M For comparison, this is about 43% the size of the LSST camera Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 2

Outline • Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status Dark Energy Spectroscopic Instrument • Summary U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 3

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 4

DESI a low cost Stage IV dark energy experiment is a re-purposing of an existing 4 m telescope • Starting with the existing Mayall telescope at Kitt Peak, AZ • The existing corrector is removed Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 5

And replaced with a new 3. 2 degree FOV corrector with a focal plane with 5, 000 robotic positioners DESI Corrector Each positioner guides a single fiber which carries galaxy light to one of a set of ten 500 channel spectrographs C 2 fully generated AOS (Tucson AZ) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 6

Along with the 5, 000 fibers are ten guider / focus modules and 62 illuminated fiducials Guider / Focus Module Focal Plane Assembly 5000 fiber positioners Corrector Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Positioner H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 7

The full focal plane is comprised of ten identical “petals, ” each with 500 positioners and 1 guider Fiber Spool Box The 500 fibers are collected in a “spool box” into a single cable which is conducted down the telescope structure and into the spectrograph room where it terminates in a slithead plugged into one of ten 500 channel spectrographs Fiber Conduits Service Rails Fiber / Wire Fanouts Focal Plane Petal Fiducial Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Fiber Cable Exit Guider 500 x Fiber Positioner Assemblies + Positioners H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 8

The spectrographs are a 3 arm design with a collimator, two shutters, and Hartman doors • Development of a full prototype unit began in late 2013 • Cameras are being assembled • The cryostat has been prototyped with additional units in construction • Gratings procured and extensively tested • Prototype mechanisms constructed and tested • Dichroics are on order Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 9

Spectrograph subsystems are well into the prototype testing phase • Prototype cryostat • Detector electronics are past final design with 10 production units manufactured • Prototype cameras in fabrication Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 10

The Block Diagram shows the subsystems described above schematically Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 11

The following plenaries and breakouts will show: • A comprehensive understanding of the instrument design requirements and system engineering issues and risks for a complex, fiber- fed, widefield, multi-object spectrograph, including: • Ghosting and stray light analysis • Non-common path optical errors between fiber viewing and sky viewing • Spectral resolution • Optical cross-talk and sky background subtraction • Optical fabrication tolerances • Design and heritage of opto-mechanical structures • Plans and heritage for the alignment, integration, testing activities Need to note the plenary or breakout talk which addresses each of these Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 12

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 13

The DESI Project Office Reports to OHEP and to the LBNL Laboratory Director Blue text indicates member of IPT Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 14

Key Managers and Support Staff have been Selected and the Organization is Defined Blue text indicates member of IPT Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 15

Integrated Project Team (IPT) is led by the Federal Project Director (FPD), and consists of members from both DOE and the project team. • Team Includes • Federal Project Director • Project Scientists • Project Manager • Instrument Scientist • System Engineer • Project Safety Officer • FPD works with the DOE program manager in HEP to ensure that the project execution is consistent with program goals and objectives. Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 16

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 17

Product oriented WBS organized to ensure scope is fully covered WBS 1. 1 1. 2 1. 3 1. 4 Title Key Deliverables Managing Institution Management Project Office, PMCS, Performance, EH&S LBNL Corrector and ADC Optical Design, Lens Cells & Alignment Assembly Cage & Ring Assembly Corrector Mechanical Structure with Barrel Components UCL FNAL Focal Plane Assembly Fibre System with Spectrograph Slit Assy Spectrographs Focal Plane Assembly w/ Trackers, Positioners LBNL 5, 000 Fibers from positioner to spectrographs DU Ten 500 channel 3 arm spectrographs LBNL 1. 7 Instrument Control System Hardware and S/W controlling all instrument functions, guiding, positioning, data collection OSU 1. 8 Data System Targeting, Data Analysis pipeline, Archiving LBNL 1. 9 System Level Assembly, Assembly of the Instrument, Installation into the LBNL Integration and Testing Mayall telescope, and commissioning of the system 1. 5 1. 6 • DESI-1264 contains the WBS Dictionary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 18

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 19

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 Generated WBS dictionary and prepared BOE sheets to WBS level 3 Refined the MS Project schedule task durations and linkages (~3, 000 activities with ~ 1, 200 milestones) to accommodate funding profiles and project constraints • MS Project schedule imported into Primavera P 6/Cobra and control accounts set up in LBNL’s certified EVMS system (DESI-0898) – – MS Project WBS codes translated to P 6 WBS and Activity Codes Resource allocations modified to fit P 6 format CAM’s identified; control account plans and work authorizations signed DESI preliminary Baseline Schedule defined • EVMS data generated March thru June (DESI-1248) – We are ready formal reporting into PARS-2 on approval of the baseline Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 20

Simplified Top Level Schedule shows interactions between major subsystems Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 21

DESI Top Level Schedule Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 22

The Critical Path runs through the development of the Focal Plane and Fiber system (1) WBS 1. 4 WBS 1. 5 WBS 1. 4 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – BO 5. 1 July 2015 CD-2 DOE Review Slide 23

The Critical Path runs through the development of the Focal Plane and Fiber system (2) WBS 1. 4 WBS 1. 9 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – BO 5. 1 July 2015 CD-2 DOE Review Slide 24

Activities Defining the Critical Path • WBS 1. 4 Focal Plane – Petal Assembly – Spool Boxes • WBS 1. 5 Fiber Systems – Fiber Cable Production – Slit Assembly • WBS 1. 4 Focal Plane Integration • WBS 1. 9 System Level Assembly, Integration and Testing – Assembly of the DESI Subsystems – Commissioning Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 25

Level 2 Milestones are distributed evenly over the project duration and give a good indication of status WBS Description Scheduled Finish 1. 04. 01 1. 06. 09 1. 07. 14 1. 05. 03 1. 02. 04 1. 08. 04 1. 02. 05 1. 06. 03 1. 02. 06 1. 02. 04 1. 02. 07 1. 09. 02 1. 05. 06 1. 06. 03 1. 02. 04 1. 04. 02 1. 02. 07 L 2: Actuator Down-Select L 2: Prototype Detectors and FEE Delivered to Cryostat Supplier L 2: ICS Preliminary Design Complete L 2: Splicing Testing & Validation Complete L 2: 50 Km Fiber Received and Verified L 2: All Interface Control Documents Completed and Approved L 2: Fused Silica Lenses Ground and polished L 2: Preliminary Spectro pipeline running end-to-end on DESI Sims L 2: Fused Silica lenses Coated L 2: EM Spectrograph Fully Verified L 2: Lens cells completed and shipped to FNAL L 2: ADC Lenses Ground and Polished L 2: Receive cells and barrel from FNAL L 2: Mayall Facility Preparations Complete L 2: First Fiber Cables with Spool boxes Fabrication Complete L 2: Scope alternative for additional spectrographs L 2: ADC Lenses Coated L 2: Focal plate structure ready for integration L 2: Lens Installation into Cells Complete 18 Jun-14 A Oct-15 Nov-15 Dec-15 Feb-16 Apr-16 Jul-16 Oct-16 Jan-17 Feb-17 Apr-17 Jul-17 Aug-17 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 26

Level 2 Milestones (PEP Table 8 -- 2) WBS Description 1. 05. 08 1. 02. 08 1. 05 1. 07. 14 1. 09. 03 1. 03. 07 1. 09. 03 1. 02. 09 1. 05. 09 1. 04. 09 1. 07. 14 1. 06. 07 1. 04. 10 1. 09. 03 1. 06. 07 1. 09. 04 1. 08. 02 1. 09. 04 L 2: First Science Slithead (with fiber from cable) Fabrication L 2: Lens Alignment in Barrel Complete L 2: PFA manufacture Complete L 2: ICS Prototype Development Complete L 2: Mayall Shutdown Begins 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: Corrector Installed L 2: Corrector Assembled and Ready for Installation L 2: end to end fiber test complete, deliver to I&T L 2: Focal plate loading and testing complete L 2: ICS Complete L 2: Unit 6 Spectrograph Test and Calibration Complete L 2: FPS delivered at Mayall, unpacked, and verified L 2: Focal Plane Assembly Installed L 2: Unit 10 Spectrograph Test and Calibration Complete L 2: Start of Commissioning L 2: All DOE Equipment Delivered and Verified L 2: Target Selection Pipeline Operational at Scale L 2: All Commissioning Tasks Complete Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Scheduled Finish Sep-17 Oct-17 Nov-17 Dec-17 Jan-18 Mar-18 May-18 Jun-18 Sep-18 Nov-18 Feb-19 Mar-19 Jun-19 Jul-19 Oct-19 H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 27

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 28

Non-Federal Funding has enabled DESI to begin critical long lead activities in the current constrained funding climate Non-Federal $17, 475 K • DOE Project Funding DOE $54, 628 K • Non-Federal DESI Funding – Foundation support for corrector fabrication – Foreign collaborator in-kind support – Common Fund (foundation contributions and collaborator university inkind and cash contributions as “buy-in, ” held and managed by UCB) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 29

Early non-DOE funding in early phase has allowed DESI to begin and buy down risk Annual Cost Profile Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Annual FTE Profile H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 30

Project Cost Summary (TY$K) (PEP Table 6) WBS 1. 01 1. 02 1. 03 1. 04 1. 05 1. 06 1. 07 1. 08 1. 09 WBS Title Total $K Project Management, System Engineering, QA, and Safety 5, 834 Corrector and ADC Assembly 342 Cage & Ring Assembly with Barrel Components 1, 542 Focal Plane Assembly 4, 736 Fibre System with Spectrograph Slit Assembly 933 Spectrographs 9, 408 Instrument Control System (ICS) 1, 206 Data System 2, 294 System Level Assembly, Integration and Testing 5, 782 Direct Total Estimated Cost (TEC) 32, 077 TEC Contingency (36%) 11, 473 TEC 43, 550 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 (13%) OPC TPC (includes 31% contingency) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 2, 897 2, 930 4, 600 10, 427 651 11, 078 54, 628 H. Heetderks – BO 5. 1 July 2015 CD-2 DOE Review Slide 31

DOE cost is roughly split between labor and materials and support of the Mayall operations NOAO 7 530 15% Labor 19 657 39% Nonlabor 22 848 46% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 32

Funding Profile from PEP Table 10 shows expected support from DOE 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. 25 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. Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 33

Base Cost vs. Proposed Funding Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – BO 5. 1 July 2015 CD-2 DOE Review Slide 34

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 Ten spectrograph slitheads for science, plus three calibration slitheads 1. 9 Commissioning Support Cost 1, 526 1, 122 Fibre positioner subassemblies 1. 4. 6 Guide focus arrays 1, 390 1. 6. 7 Spectrograph testing 1, 938 1. 6. 8 30 Cryostats, with detectors installed 1, 810 650 Total U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory United Kingdom: Science and Technology Facilities Council 48 1. 4. 4 Dark Energy Spectroscopic Instrument Funding Source 8, 484 Switzerland: École Polytechnique Federale de Lausanne University of Barcelona France: Aix Etoile Marseille, Centre National de la Recherche Scientifique Commissariat à l’Energie Atomique, Saclay (France) $K H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 35

DESI Common Fund and In-Kind Support WBS Deliverables 1. 2 Fabrication of Corrector Lens 1. 3 Procure Barrel and Shroud 350 ADC Rotator 127 Hexapod 420 Early Fiber Positioner Support 260 Fiber Positioners 824 1. 4 Cost 4, 486 Fiber View Camera 175 Optical Fiber 281 PFA Procurement and Fab 140 76 Fiber Cable Procurement 1. 6 CCD Wafers 96 Contract Oversight 96 275 1, 157 Spectograph Mechanisms 33 Stray Light Analysis Total Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Common Fund University of Michigan Contribution Common Fund 150 Dichroics Blue CCD’s 1. 9 Moore, Heising-Simons, Common Fund 45 Fiber Spool Boxes and Guides 1. 5 Fund Source Imaging Technology Lab Subsidy Ohio State University Contribution Common Fund 8, 991 Then Year $K (escalated) H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 36

Funding Summary: DOE + non-DOE Then Year $K (escalated) DOE Funded WBS Description 1. 1 Management 1. 2 Corrector 1. 3 OPC TEC Non-DOE TPC 5, 341 5, 834 11, 174 94 342 436 6, 012 Cage& Barrel 505 1, 542 2, 046 897 1. 4 Focal Plane 600 4, 736 5, 336 3, 344 1. 5 Fibre System 55 933 988 1, 619 1. 6 Spectrograph 651 9, 408 10, 059 5, 522 1. 7 Instr. Control 114 1, 206 1, 320 1. 8 Data System 75 2, 295 2, 370 1. 9 AI&T 2, 993 5, 782 8, 775 U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory non-DOE Total 17, 475 Total DESI Funding 72, 041 DOE Base Total 42, 504 Contingency 12, 124 DOE TPC 54, 628 Dark Energy Spectroscopic Instrument 81 H. Heetderks – BO 5. 1 July 2015 CD-2 DOE Review Slide 37

Project Basis of Estimate Total Cost – Source of Estimate In-house estimate based on prior experienc e; 4, 8% In-house estimate based on drawings; 14, 7% Firm Quote (sole or <2 yr); 23, 9% PM or NOAO Pass. Thru; 27, 4% Lo. E or Recent Firm Quote (<1 yr); 29, 1% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Material Cost – Source of Estimate In-house estimate based on prior on experien drawings ce; 2, 3% 7. 2% NOAO Pass. Thr u; 32, 0% Firm Quote (sole or <2 yr); 41, 2% Recent Firm Quote (<1 yr); 17, 2% H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 38

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 39

EVMS timely reporting of project status allows issues to be identified before they threaten scope, cost, or schedule • EVM System based on Primavera P 6 / Cobra • Current P 6 schedule contains 3016 lines, 1836 tasks, and 1180 milestones • Control Accounts established at WBS Level 3 • CPR’s generated for March through May with variances responded to and reports submitted. The June CPR is currently in process. • 3 BCR’s submitted to date with two approved and implemented to address major structure changes recommended by the DR panel; the last is pending and will be completed following the review Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 40

EVMS CAM’s are in most cases the relevant Level 2 Manager and have responsibility for both DOE and non-Federally funded activity WBS Level 2/3 CAM DOE Cost Non-Federal Cost Total Cost($K) 1. 1 Management H. Heetderks (LBNL) 11, 210 1. 2 Corrector H. Heetderks (LBNL) 437 6, 012 6, 456 1. 3 Ring, Cage & Barrel G. Gutierrez (FNAL) 1. 4 Focal Plane J. Silber (LBNL) 2, 059 897 2, 956 3, 219 1, 610 4, 890 1. 4. 6 Positioners G. Tarle (U of Mich) 2, 141 1, 734 3, 824 1. 5 Fibre C. Poppett (LBNL) 997 1, 619 2, 623 1. 6 Spectrographs P. Jelinsky (LBNL) 10, 077 5, 522 15, 625 1. 7 Instr. Control K. Honscheid (OSU) 1, 349 1, 353 1. 8 Data System S. Bailey (LBNL) 2, 390 2, 448 1. 9 AI&T & Commission R. Besuner (LBNL) 5, 861 1. 9. 2, 3 NOAO AI&T D. Sprayberry (NOAO) 2, 965 Totals with no Contingency (Then year $K) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 42, 705 11, 210 81 5, 944 2, 965 17, 475 58, 409 H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 41

Cost Progress Report (CPR) shows status for Current Period and Cumulative Totals Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 42

Variance Reporting and Analysis is now performed by all CAM’s at WBS Level 3 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 43

EVMS variances at WBS level 2 for the entire project will be address in individual breakout sessions • The May report shows a mix of actual schedule slips and errors in data entry • Both types of anomaly will be corrected by BCR prior to CD-2 baseline Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 44

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 45

DESI has an Active Risk Management Process • Risk Management plan is released (DESI-0324) – More detailed discussion in Management Breakout • The Risk Registry currently tracks 67 active risks 0376) (DESI- • 28 Risks have been retired • The component of contingency needed to offset the listed risks with 90% confidence is calculated from a Monte Carlo over the risk items (Detailed discussion in Management Breakout) • The following slide shows a summary of the Major Risks Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 46

Summary of Leading Risks (from DESI-0376) Risk description Prob. Level DOE funding profile shifted or CR (R 101, -02) ML 20% H Plan assumes 3 mo CR / Schedule Float Foreign funding less than expected (R 1 -07, -09) ML 20% H Carefully maintain relations / Contingency, Drop to threshold KPP Corrector lens blank fab or polishing takes longer than planned (R 2 -02, -03) MH 25% H Early start, careful vendor choice and monitoring / schedule float Production rate of Positioner Fibre Assembly is inadequate (R 5 -06) MH 25% H Careful design & prototyping / Additional staff, tooling, Contingency, Schedule Float Grating Efficiency/Wavefront does not meet specification (R 6 -03) ML 20% H Early procurement, vendor choice / Accept degraded performance, Contingency, additional gratings MSL equipment problems cause CCD’s to be late (R 6 -05) ML 20% H Process wafers early during MSL up time / Schedule float Accidental damage to lens (R 2 -10, -11, -12, -13) L 5% M Careful Procedures/ schedule float, Contingency Lens Coating Failure (R 2 -05) L 5% M Careful choice of vendor, establish close working relation / Accept Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Mitigation / Response H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 47

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 48

Reviews Performed Prior to CD-1 • Corrector Optics Preliminary Design Review • Corrector Optics Final Design Review • Corrector Optics Delta Review (DESI-0785) • Corrector Barrel Preliminary Design Review • Review and Downselect of Positioner Designs • Spectrograph Camera RFP Review • Spectrograph Camera Preliminary Design Review • Spectrograph Camera Delta Preliminary Design Review • Spectrograph Cameras Final Design Review • Spectrograph System Preliminary Design Review Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 49

CD-1 IPR Review Recommendations have been addressed • IPR Final Review Panel Report is Posted DESI-1017 – 21 Recommendations • DESI Project Response Posted as DESI-1018 – All Recommendations are addressed – Additionally we address 16 recommendation-like comments Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 50

CD-2 Laboratory Directors Review Recommendations have been addressed • LDR Final Review Panel Report is Posted DESI-1309 – 29 Recommendations – Most far reaching recommendation involved revising the order and content of the talks – The panel was also concerned with the status of the EVMS activity. The Laboratory has brought in significant added resources to address this. • DESI Project Response Posted as DESI-1307 – All Recommendations have been addressed – Responses will be shown in Level 2 breakout talks Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 51

Technical Preliminary Design Reviews have been held for all major subsystems • All major elements addressed • Reviews covered requirements, design, analysis and breadboard testing, readiness for early procurements • Total of 31 reviewers and 49 speakers • Primarily external reviewers Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 52

Technical Preliminary Design Reviews have been held for all major subsystems WB S Topic 1. 2 Lens Cell Design Date of Review Panel Report 2/27/15 DESI-1298 Response Responsible Person Reviewers (External reviewers in blue P. Doel Bobby Besuner, Joe Silber, Michael Lampton, Gaston Gutierrez, Giuseppe Gallo T. Miller Darren De. Poy, Gary Poczulp, Justin Wolfe G. Gutierrez / P. Doel Kurt Krempetz, Rich Stanek, Tom Diehl, Bobby Besuner, Joe Silber, David Sprayberry, Peter Doel DESI-1299 1. 2 1. 3 Corrector Lens Coating 3/2/15 Corrector Barrel 5/26/15 DESI-1019 DESI-1045 DESI-1224 DESI-1267 text) 1. 4 Focal Plane Assembly 3/26/15 DESI-1163 DESI-1164 J. Silber Ken Fouts, Joe Saba, Paul Turin, Tom Diehl 1. 5 Fibre System 5/20/15 DESI-1129 DESI-1181 J. Allington-Smith / C. Poppett Matt Bershady, Nick Macdonald, Andreas Kelz DESI-1130 P. Jelinsky Stephen Smee, Bruce Bigelow, Robert Barkhouser, David Schlegel 1. 6 Spectrograph System 5/22/15 1. 7 Instrument Control System 3/9/15 DESI-1047 K. Honscheid Kurt Biery, Don Holmgren 1. 8 Data Systems 3/17/15 DESI-1050 S. Bailey 3/19/15 DESI-1050 DESI-1075 R. Besuner Craig Tull, David Brown, Kyle Barbary Tim Abbott, Roberto Tighe, James Little, Chuck Gessner, Mark Warner, Eric Hansen 1. 9 Integration, Test, and Commissioning DESI-1161 DESI-1151 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory • PDR’s are addressed in the individual breakout talks H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 53

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 54

Environmental Health & Safety is the responsibility of every DESI team member • A PHAR has been developed by the DESI Safety Officer and the PM working with each Level 2 Manager The PHAR identifies project specific hazards and organizes them by Level 2 WBS Mitigations and controls as specified by LBNL Pub 3000 are shown Specified controls are then incorporated into procedures and processes by which DESI’s work is accomplished • • • Safety hazards related to activities at LBNL are similar to those that have been routinely dealt with on other projects at the laboratory and so are controlled and mitigated with measures specified in the appropriate sections of LBNL Pub 3000 The most critical hazards are those related to handling the 2000 Kg barrel and ring assemblies and the associated activities working at height. Handling of the barrel and other structural elements will be done at the Fermi National Accelerator Laboratory, at the University College London (UCL), and at the Mayall telescope on Kitt Peak Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 55

At other venues local safety rules apply • Barrel sections and other structural elements will first be measured and assembled at FNAL. The FNAL safety office works with the FNAL technical management to ensure that proper handling procedures are developed and followed. • Assembly of the barrel sections and installation and alignment of the lenses will occur at UCL. The University has an active safety program with a safety officer assigned to the DESI project. • The completed corrector and other structural elements will be transported to Kitt Peak (KNPO) where they will be installed into the Mayall telescope. • Lifting of the structural elements and the corrector into the telescope is the most hazardous operation that will be performed on the DESI project – Marty White, the LBNL Safety Officer, maintains close relationship with KNPO Safety Officer, Tammie Lavoie (Talk in BO 5. 5) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 56

At the LBNL, Personnel Safety and Machine Protection (Equipment Safety) are handled in separate programs • LBNL Pub-3000 is defining document for personnel safety • LBNL Pub-3111 specifies requirements on machine protection • Equipment Safety for Desi is addressed as part of the System Engineering task • DESI-0928 defines the plan for ensuring that DESI equipment is properly protected – Specifies the hazard analysis process – Defines impact definitions – Lists risk reduction and mitigation methods • DESI-1331 contains the Machine Protection Hazard Registry • Level 2 managers will include a discussion of machine protection in their breakout talks Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 57

The Machine Protection Hazard Registry lists all identified hazards to the DESI equipment • • The first 4 of 35 machine hazards identified are shown below Unmitigated risk level, mitigation method, verification method, and mitigated risk are shown Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 58

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 59

CD-2 Readiness • Instrument subsystem designs are at or beyond preliminary design, have been PDR’d and meet technical requirements • Baseline documents (functional, design, cost & schedule) developed • Programmatic Documents in Place – WBS Dictionary - scope of project defined (DESI-0398) – Risk Registry – risks defined and managed (DESI-0376) – Cost Estimate – detailed Basis of Estimates developed (DESI -0399) – Schedule – At CD-2 maturity (DESI-1258) – Management plan drafted (PEP: DESI-1262) – EVMS reporting established (DESI-1248) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 60

CD-2 Documents Checklist Preliminary Design Report completed Instrument Technical Design Report (TDR) DESI-1125 Science Technical Design Report (sci. TDT) DESI-1125 Project Execution Plan (PEP) (DESI-1262) Preliminary Hazard Analysis Report (DESI-0380) Integrated Safety Management Plan (PUB-3000, PUB-3140) Quality Assurance Plan (LBNL/PUB-3111) Risk Management Plan (DESI-0324, -0376) National Environmental Policy Act (NEPA) Categorical Exclusion (DESI-0831) Acquisition Strategy (AS) released (DESI-0382) Integrated Project Team (IPT) charter (DESI-0312) • The above documents are all available on Doc. DB Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 61

• Technical Overview • Project Organization • WBS Overview • Schedule • Cost Summary • Earned Value Management • Risk Management • Major Reviews • EH&S • CD-2 Preparation Status • Summary Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 62

Summary • DESI has a strong and experienced team • The project scope is well defined and organized • Preliminary design complete; we are at final design in many areas • Project risks are well defined and are actively being mitigated • Detailed cost estimates have created a robust baseline cost • The resource loaded schedule is established and linked to the laboratory financial system in a certified EVMS system • We have completed 3 months of EVMS reporting with month 4 in process • Project Hazards are well defined [see p. HAR (-0380)]; Safety Plan in place • Required documents prepared and under review • The DESI project is ready for CD-2 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 63

Project Level (Henry) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory M. Levi - P 1 July 2015 CD-2 DOE Review Slide 64

Project Level (Henry) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory M. Levi - P 1 July 2015 CD-2 DOE Review Slide 65

Project Level (Henry) – EVMS Status Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory M. Levi - P 1 July 2015 CD-2 DOE Review Slide 66

Project Level (Henry) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory M. Levi - P 1 July 2015 CD-2 DOE Review Slide 67

Project Level (Henry) Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory M. Levi - P 1 July 2015 CD-2 DOE Review Slide 68

Project Level (Henry) – EVMS Status Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory M. Levi - P 1 July 2015 CD-2 DOE Review Slide 69

Contingency is estimated at WBS level 4 using standardized cost estimate accuracy classes $K WBS 1. 01 – Project Management (incl $4, 600 k passthru) Project Funded Average % Contingency 11, 174 3% 436 14% 1. 03 – Cage & Barrel 2, 048 32% 1. 04 – Focal Plane 5, 336 27% 1. 05 – Fiber System 989 28% 1. 06 – Spectrograph 10, 059 20% 1. 07 – Instrument Control 1, 320 30% 1. 08 – Data Systems 2, 370 29% 1. 09 – AI&T, Commissioning (incl $2, 930 k passthru) 8, 775 14% 1. 02 – Corrector Total Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 42, 504 July 2015 CD-2 DOE Review Slide 70

Project Basis of Estimate Total Cost – Source of Estimate In-house estimate based on prior experienc e; 4, 8% In-house estimate based on drawings; 14, 7% Firm Quote (sole or <2 yr); 23, 9% PM or NOAO Pass. Thru; 27, 4% Lo. E or Recent Firm Quote (<1 yr); 29, 1% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Material Cost – Source of Estimate In-house estimate based on prior on experien drawing ce; 2, 3% s; 7, 2% NOAO Pass. Thr u; 32, 0% Firm Quote (sole or <2 yr); 41, 2% Recent Firm Quote (<1 yr); 17, 2% M. Levi - P 1 July 2015 CD-2 DOE Review Slide 71

Total Project (DOE Only) NOAO 7 530 15% Nonlabor 22 848 46% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Labor 19 657 39%

Fraction Project vs. Non-Project Percentage Split on Total Project between DOE and Non-DOE - $K Non-Doe 16 697 23% DOE 54 628 77% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory

Project Funded Collaborators SLAC 131 0% OSU 1 656 4% UOM 2 141 5% FNAL 3 793 9% NOAO 7 565 18% LBNL 27 219 64% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory