Project Management Plenary Session P 2 Henry Heetderks

Project Management Plenary Session P 2 Henry Heetderks (LBNL) Project Manager DESI DOE CD-2 Review July 28 -30, 2015 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 2

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 3

The Block Diagram shows the subsystems schematically We have created a schematic representation of the instrument installed on the Mayall 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 System -- WBS 1. 0 1. 1. 1 – Project Management and Support Staff 1. 1. 2 – System Engineering 1. 1. 3 – Project Travel 1. 1. 4 – Supplies and Expenses 1. 1. 5 – Major Milestones 1. 1. 6 – Mayall Operations 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

WBS 1. 2 – Corrector Optics CAM: P. Doel (UCL), HDH (LBNL) Univ College London / LBNL Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 1. 2. 1 Corrector Activities Management (UCL) 1. 2. 2 Corrector baseline dev’t and perf char. (LBNL) 1. 2. 3 Lens manuf plan dev’t & vendor select (LBNL) 1. 2. 4 Lens procurement (LBNL) 1. 2. 5 Lens Coating Development (UCL) 1. 2. 6 Lens cell procurement (UCL) 1. 2. 7 Mounting lenses in cells (UCL) 1. 2. 8 Mount lens cells in barrel (UCL) 1. 2. 9 Ship, Assy, Test (UCL) H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 6

WBS 1. 3 -- Cage, Ring, & Barrel CAM: G. Gutierrez (FNAL) Fermi National Accelerator Lab Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 1. 3. 1 Cage and Barrel Management 1. 3. 2 Corrector Barrel Assembly 1. 3. 3 Cage & Ring Assembly 1. 3. 4 Hexapod 1. 3. 5 Cage Electrical Controller and Interface 1. 3. 6 Cage & Corrector GSE 1. 3. 7 Integration and Testing H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 7

WBS 1. 4 -- Focal Plane Assy CAM’s: J. Silber (LBNL), G. Tarle (Uof. M) LBNL with Others I&T LBNL Barcelona Group (Spain) / SLAC 1. 4. 1 Focal Plane System Mgnt (LBNL) 1. 4. 2 Focal Plate Structure (LBNL) 1. 4. 3 Fiber Positioner Development (LBNL) 1. 4. 4 Fibre Positioner Production (Mich) 1. 4. 5 Fibre View Camera (Yale) 1. 4. 6 Guide, Focus, Align’t Sens (Barcelona) 1. 4. 7 GFA Software (SLAC) 1. 4. 8 Thermal Enclosure (LBNL) 1. 4. 9 Focal Plane I&T (LBNL) 1. 4. 10 FPS Delivery and Verification (LBNL) Yale Michigan, EPFL (Switzerland) 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 8

WBS 1. 5 -- Fibre System CAM: C. Poppett (LBNL) Durham University with LBNL Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 1. 5. 1 Fibre. System Management (DU) 1. 5. 2 Proto. DESI Optical Fibre (DU) 1. 5. 3 Optical Fibre (DU) 1. 5. 4 Splicing System Procure and Train (LBNL) 1. 5. 5 Positioner Fibre Assy (LBNL) 1. 5. 5 Fibre Spool Box Assy (LBNL) 1. 5. 6 Fibre Cable (DU) 1. 5. 7 Proto. DESI Output Termination (DU) 1. 5. 8 Slit Assy Development (DU) 1. 5. 9 Fibre. Focal Plane I&T (LBNL) 1. 5. 10 Fibre Quality Assurance (DU) H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 9

WBS 1. 6 -- Spectrographs CAM: P. Jelinsky (LBNL) LBNL with CEA and AMU (France), Ohio State Univ. Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 1. 6. 1 Spectrographs Mech Management (OSU) 1. 6. 2 Requirements & Management (LBNL) 1. 6. 3 Spectrograph Components & Procurement(LBNL) 1. 6. 4 Engineering Requirements and ICD's (LBNL) 1. 6. 5 EM Spectrograph Subassys (OSU) 1. 6. 6 Spectr Prod Unit Subassy’s Procure (OSU) 1. 6. 7 Spectrograph Prod Units Fab and I&T (Var) 1. 6. 8 Cryostats (CEA) 1. 6. 9 Detectors and Electronics (LBNL) 1. 6. 10 Calibration System (AMU) 1. 6. 11 Spectrograph Support Rack (OSU) 1. 6. 12 Shipping, and Handling Equipment (OSU) 1. 6. 13 Spectrograph Test Equipment (LBNL) 1. 6. 14 Ship to Telescope Site and Verify (Various) H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 10

1. 7. 1 ICS Project Management 1. 7. 2 Infrastructure Software 1. 7. 3 Databases 1. 7. 4 Observation Control 1. 7. 5 Observer Console and User Interfaces 1. 7. 6 Guider, Focus, and Alignment Control 1. 7. 7 Fibre Position Control System 1. 7. 8 Instrument Monitor & Control System 1. 7. 9 Image Processing 1. 7. 10 Quick Look and Data QA Framework 1. 7. 11 Mayall Telescope Control Sys Int’f 1. 7. 12 Hardware and Software Licenses 1. 7. 13 Integration WBS 1. 7 -- Instrument Control System CAM: K. Honscheid (OSU) Ohio State University 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

WBS 1. 8 and WBS 1. 9 WBS 1. 8 -- Science Data Analysis LBNL, NYU, Univ of Utah, Durham Univ, Siena College, ETH Zurich, Brookhaven CAM: S. Bailey (LBNL) 1. 8. 1 Management of Data Systems 1. 8. 2 Target Selection Pipeline 1. 8. 3 Survey 1. 8. 4 Spectroscopic Pipeline 1. 8. 5 Data Transfer, Archive and Distribution 1. 8. 6 Data Systems Integration WBS 1. 9 -- System Level Assembly, Integration , and Test LBNL with NOAO CAM’s: R. Besuner (LBNL), D. Sprayberry (NOAO) 1. 9. 1 AI&T Management 1. 9. 2 Mayall Preparation 1. 9. 3 Install & Comm, NOAO 1. 9. 4 Install & Comm, non- NOAO 1. 9. 5 Mayall Operations 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

The DESI Level 2 Managers have extensive experience in their subsystem areas • DESI-1264 contains the WBS Dictionary Level 2 Heritage from Previous WBS Title Manager Projects 1. 1 1. 2 1. 3 Management Corrector and ADC Assembly Cage & Ring Assembly with Barrel Components Institution H. Heetderks EUVE, IMAGE, ISUAL, SNAP LBNL P. Doel DECam UCL G. Gutierrez DECam FNAL 1. 4 Focal Plane Assembly J. Silber STAR LBNL 1. 5 Fibre System with Spectrograph Slit Assy J. Allington. Smith GMOS DU 1. 6 Spectrographs P. Jelinsky EUVE, Galex LBNL 1. 7 Instrument Control System K. Honscheid DES, BOSS OSU 1. 8 Data System S. Bailey BOSS, e. BOSS LBNL 1. 9 System Level Assembly, R. Besuner Integration and Testing ISUAL, SNAP/JDEM LBNL 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

Key Managers and Support Staff have been selected and the Organization is defined If scope is affected DESI Baseline Change Control Board Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Blue text indicates member of Integrated Project Team Second Name is advising scientist H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 14

Proactive Management Strategy includes EVM System to deliver in scope, on time, and within budget • EVMS provides timely reporting of project status and cost and allows issues to be identified before they threaten scope, cost, or schedule • DESI’s Risk Management Process assures that risks are identified, mitigated, and managed, and potential costs accounted for • Open communication between team members insures that DESI development moves forward on schedule and in cost – Weekly status, schedule and costing meetings with level 2 managers (DESI Tech Board) -- Tech Board reviews schedule, serves as Risk Board and CCB – Weekly Engineering meeting – Weekly meeting with Project Office and Science Spokespersons – Regular technical meetings with the optics group, the focal plate effort, Spectrograph development, fibre activity, and Mayall interface – Weekly or bi-weekly meetings with major vendors – Ad hoc as well as weekly meetings with collaborators • We report status to DOE via a monthly teleconference, and to LBNL management via a bi-weekly meeting with the Associate Lab Director 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

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 16

Non-Federal Funding has enabled DESI to begin critical long lead activities in the current constrained funding climate Non-Federal $16, 616 • DOE Project Funding • Non-Federal DESI Funding DOE $54, 628 K – 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 17

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 Contingency is 23% on non-passthru OPC 2, 897 FY 15 Design Studies 2, 930 Mayall Preparation NOAO Pass-Thru (1. 09. 02) 4, 600 Mayall Operations NOAO Pass-Thru (1. 06) Subtotal - Total Estimated Cost (OPC) 10, 427 651 OPC Contingency (6%) OPC 11, 078 54, 628 TPC (includes 29% contingency) H. Heetderks – P 2 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 35% on non-passthru July 2015 CD-2 DOE Review Slide 18

Non-DOE funding in early phase has allowed DESI to begin and buy down risk 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

Non-DOE funding Accounts for half of labor in the first two years of the project Annual FTE (= Person Year) Profile Note that FY 15 has 6 months so staffing is near FY 16 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

Project FTE’s by labor category 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

P 6 data shows TPC is roughly split between labor and materials NOAO 7, 567 18% Nonlabor 15, 281 36% Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Labor 19, 657 46% H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 22

Funding Profile from PEP Table 10 shows expected support from DOE Project Requested Funding Profile for DESI (TY$K) Fiscal Year OPC FY 15 3, 378 FY 16 500 FY 17 1, 000 FY 18 2, 400 FY 19 3, 800 Total 11, 078 TEC 250 4, 800 13, 500 17, 900 7, 100 43, 550 3, 628 5, 300 14, 500 20, 300 10, 900 54, 628 Total Project Cost 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 23

Foreign In-Kind Contributions have been evaluated and contribute to risk based contingency analysis 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 1. 5. 7 1. 9 Cost Ten approximately 38 -meter long fibre optic cables each with 500 fibres Ten spectrograph slitheads for science, plus three calibration slitheads Commissioning Support 1, 499 764 Fibre positioner subassemblies 1. 4. 6 1, 390 1. 6. 3 Guide focus arrays Spectrograph Components and Procurement 1. 6. 7 Spectrograph Production Units Fabrication and I&T 910 1. 6. 8 30 Cryostats, with detectors installed Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory United Kingdom: Science and Technology Facilities Council 48 1. 4. 4 650 1, 028 Total Funding Source 1, 417 7, 706 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 25

Common Fund and US In-Kind Support provides the remainder of the non-federal funding 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 Spectograph Mechanisms Total U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory University of Michigan Contribution Common Fund 275 University of Arizona Contribution 1, 157 Ohio State University Contribution 33 Stray Light Analysis Dark Energy Spectroscopic Instrument Common Fund 150 Dichroics Blue CCD’s 1. 9 Moore, Heising-Simons, Common Fund 45 Fiber Spool Boxes and Guides 1. 5 Fund Source Common Fund 8, 991 Then Year $K (escalated) H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 26

Funding Summary: DOE + non-DOE Then Year $K (escalated) DOE Funded WBS Description 1. 1 Management 1. 2 Corrector 1. 3 OPC TEC 5, 341 Non-DOE TPC 5, 834 11, 174 94 342 436 Cage& Barrel 505 1, 542 2, 046 1. 4 Focal Plane 600 4, 736 5, 336 1. 5 Fibre System 55 933 988 1. 6 Spectrograph 651 9, 408 10, 059 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 5, 985 897 3, 344 1, 261 5, 129 81 non-DOE Total 16, 697 Total DESI Funding 71, 325 DOE Base Total 42, 504 Contingency 12, 124 DOE TPC 54, 628 Dark Energy Spectroscopic Instrument H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 27

Cost estimates were developed by a careful process and documented in BOE sheets (DESI-1341) Total Cost – Basis of Estimate $42, 505 K In-house estimate based on drawings; 14. 7% In-house estimate based on prior experienc e; 4. 8% 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 – Basis of Estimate $19, 657 K 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 28

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 29

Development of the DESI Project Schedule • Resource loaded project schedule developed in MS Project for CD-1 • Schedule imported into Primavera P 6/Cobra and control accounts set up in LBNL’s certified EVMS system (DESI-0898) • CAM’s identified; control account plans and work authorizations are ready to be signed when baseline is approved • DESI preliminary Baseline Schedule defined – EVMS data generated March through May with June in draft (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 30

Top Level Schedule shows interaction 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 31

Critical Path runs through the focal plane development and the instrument level I&T 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

The Critical Path calculated by P 6 runs through the development of the Focal Plane and Fiber system Petal Assembly and Spool Boxes WBS 1. 4 Production of Fibre Cable and Slitheads WBS 1. 5 Focal Plane Integration WBS 1. 4 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

The Critical Path calculated by P 6 runs through the development of the Focal Plane and Fiber system Focal Plane Integration WBS 1. 4 WBS 1. 9 System Installation and 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 34

Level 2 Milestones are reported in the PEP and are early finish dates taken from P 6 with a constant 3 month float 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 35

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 36

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 37

EVMS timely reporting of project status allows issues to be identified before they threaten scope, cost, or schedule • OPA certified EVM System based on Primavera P 6 / Cobra • Current P 6 schedule contains ~3, 000 lines • Ten 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 draft. • Four BCP’s submitted to date with two approved and implemented to address major structure changes recommended by the DR panel; two are 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 38

DESI CAM Structure ensures control and management at institutional and technical levels WBS Level 2/3 CAM DOE Cost Non-Federal Total Cost($K) 1. 1 Management H. Heetderks (LBNL) 11, 174 1. 2 Corrector H. Heetderks (LBNL) 436 5, 985 6, 421 1. 3 Ring, Cage & Barrel G. Gutierrez (FNAL) 1. 4 Focal Plane J. Silber (LBNL) 2, 046 897 2, 944 3, 195 1, 661 4. 856 1. 4. 6 Positioners G. Tarle (U of Mich) 2, 141 1, 683 3, 823 1. 5 Fibre C. Poppett (LBNL) 998 1, 261 2, 259 1. 6 Spectrographs P. Jelinsky (LBNL) 10, 059 5, 129 15, 188 1. 7 Instr. Control K. Honscheid (OSU) 1, 320 1. 8 Data System S. Bailey (LBNL) 2, 370 1. 9 AI&T & Commission R. Besuner (LBNL) 5, 810 1. 9. 2, 3 NOAO AI&T D. Sprayberry (NOAO) 2, 965 Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory 11, 210 81 5, 891 2, 965 H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 39

EVMS variances at WBS level 2 for the entire project will be addressed in individual breakout sessions • We have taken EVMS on line as early as possible to exercise the system and our Level 2’s and to get up on the learning curve • Identified inconsistencies are being corrected. Discussed in breakout. Note: SPI = Schedule Performance Index CPI = Cost Performance Index 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

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 41

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 (DESI 0376) • 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 42

Summary of Leading Risks (from risk registry DESI-0376) shows risks are identified and well controlled Risk description Level Mitigation / Response DOE funding profile shifted or CR > 3 mo (R 1 -01, -02) H Foreign funding less than expected (R 1 -07, -09) H Corrector lens blank fab or polishing takes longer than planned (R 2 -02, -03) H Production rate of Positioner Fibre Assembly is inadequate (R 5 -06) H Grating Efficiency/Wavefront does not meet specification (R 6 -03) H Impact $1, 200 K 6 months $500 K Carefully maintain relations / Contingency, Drop to threshold KPP 0 Early start, careful vendor choice and $225 K monitoring / schedule float 3 months Careful design & prototyping / $135 K Additional staff, tooling, Contingency, Schedule Float 1. 5 mo Plan assumes 3 mo CR / Schedule Float Early procurement, vendor choice / Accept degraded performance, Contingency, additional gratings $25 K $0 2 mo $1, 000 K 12 mo $225 3 mo MSL equipment problems cause CCD’s to be late (R 6 -05) H Process wafers early during MSL up time / Schedule float Accidental damage to lens (R 2 -10, -11, -12, -13) M Careful Procedures/ schedule float, Contingency Lens Coating Failure (R 2 -05) 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 1. 5 mo H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 43

Early project activities to retire risks in DESI subsystems • Prototype spectrograph – Q 3 FY 16 verification done – Validate design and performance – Validate cost for production units – Prove integration of parts from multiple suppliers • Proto. DESI – Q 1 FY 17 operations – Validate metrology procedure for focal plane components – Demonstrate telescope pointing/guiding driven by DESI guider – Demonstrate placement of positioner fiber tips on targeted stars and galaxies using all focal plane systems • Prototype petal – Q 4 FY 16 through Q 1 FY 17 testing – Validate assembly procedures and duration – Verify fit and function of a large number of components – Execute metrology procedures 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

Outlines • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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

Previous Review Recommendations have been addressed • CD-1 IPR Review – IPR Final Review Panel Report (DESI-1017) -- 27 Recommendations • Add commissioning to Project • Add NOAO transition funding to project – DESI Project Response Posted (DESI-1018) ü All Recommendations addressed • Directors Review Panel Report is Posted DESI-1309 – 29 Recommendations • Fully exercise the EVMS – DESI Project Response Posted as DESI-1307 • We were early in our conversion process at that time. The Laboratory has applied added resources and now the system is fully in place and functioning. ü All Recommendations addressed 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

Technical Preliminary Design Reviews have been held for all major subsystems • All major elements addressed • Reviews covered requirements, design, analysis and breadboard testing, safety, readiness for early procurements • Total of 31 reviewers and 49 speakers • 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 47

Technical Preliminary Design Reviews have been held for all major subsystems WBS 1. 2 1. 3 Topic Date of Review Panel Report Response Optical Corrector 10/29/14 Final Design Review DESI-393 Corrector Lens Coating 3/2/15 DESI-1019 Corrector Barrel 5/26/15 Responsible Person Reviewers (External reviewers in blue M. Sholl Lynn Seppala, Scot Olivier, Jay Elias, Dick Joyce, Brian Bauman, George Jacoby, Lynn Seppala 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-0569 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, David Schlegel DESI-1130 P. Jelinsky Stephen Smee, Bruce Bigelow, Robert Barkhouser 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, & 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 48

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 49

Environmental Health & Safety is the responsibility of every DESI team member starting with the PD • LBNL has a strong safety culture • See DESI Safety Officer M. White’s talk in BO 5. 4 • PHAR has been developed with input from all Level 2 Managers as well as PD, PM, and SE • DESI will build on lessons learned from DECam experience at FNAL and at NOAO / CTIO to develop procedures for DESI assembly • Each DESI venue has a safety program in place and so local safety rules will apply where procedures are performed • Marty White, the LBNL Safety Officer, maintains close communication with Kitt Peak Safety Officer, Tammie Lavoie 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

Safety is designed into hardware designs as well as processes and procedures • The DESI Safety Officer participates in technical and other design decisions to insure that personnel safety is addressed in hardware and process designs • DESI-0928 defines the plan for ensuring that DESI equipment is properly protected (Machine Protection) • The DESI System Engineer assures that all machine protection is properly incorporated into all hardware designs and procedures – An example showing how lifting points on sub-components have been designed to pass loads through the CG of the higher level assembly is shown in the system engineering talk Project See: BO 5. 4 White, BO 5. 5 Lavoie Dark Energy Spectroscopic Instrument U. S. Department of Energy Office of Science Lawrence Berkeley National Laboratory Assessment • Integrated Safety • Design and review process Management • Risk assessment • QA plan • p. HAR • Hazards Analysis plan • Machine Protection registry plan Facility • LBNL • Kitt Peak • Micro. Systems Lab • Policies • Critical Procedures Activity • Procedures • Work Planning & Control • Training • Sign-off • Authorizations H. Heetderks – P 2 July 2015 CD-2 DOE Review Slide 51

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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 52

DOE Order 413. 3 B requirements for CD-2 completed Preliminary Design Report completed -- Instrument at or beyond prel. design Instrument Technical Design Report (TDR) DESI-1125 Science Technical Design Report (sci. TDT) DESI-1125 Preliminary Design Reviewed (DESI-1309) Project Execution Plan (PEP) (DESI-1262) WBS Dictionary – scope of project defined (DESI-0398) Cost Estimate – detailed Basis of Estimates developed (DESI-0399) Schedule – At CD-2 maturity (DESI-1258) EVMS reporting established (DESI-1248) Integrated Safety Management Plan (PUB-3000, PUB-3140) Preliminary Hazard Analysis Report (DESI-0380) 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) 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 53

Outline • Project Organization, WBS, Management Strategy • Cost Summary • Schedule • 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

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 managed • 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 and being managed • Required documents are ready • 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 55