Project X Working Group Meeting

1. Project X Working Group Meeting January 15, 2008 2:00 PM Snake Pit

2. Agenda • Planning for ICD Cost Review • DOE 413.3A Requirement • Office of Science Approval Matrix Requirement • Temple Conversation with Lehman • Holmes Conversations with Procario • Director’s ICD Cost Review • Draft Charge [Temple and All] • Draft Committee [Temple and All] • Quick walkthrough of CD-0 Prerequisites for Project X [Temple] • Resource and Schedule Forecast • Project X’s CD-0 Prep Status [Kerby, McCluskey] • Discussion on Additional Review Preparations [Holmes and All] • Possible Schedule for the ICD Cost Review • If time permits - Project Timeline [Dean and All] • Next Meeting – Third Thursdays [Dean] • Status of Action Items 15-Jan-09 Project X WGM

3. DOE O 413.3Actions Authorized by Critical Decision Approvals 15-Jan-09 Project X WGM

4. 15-Jan-09 Project X WGM

5. Lehman Comments on CD-0 IPR - 1 • “That’s a technical review.” • For OHEP would probably reference HEPAP priorities and excerpt something from a HEPAP report. That’s what was done for NSLS-II. They did NOT HAVE a separate Mission Need IPR. 15-Jan-09 Project X WGM

6. Lehman Comments on CD-0 IPR - 2 • Lehman talked with Procario early in the new year • Said had shared these comments with Mike • And noted that they could do a “Technical Review” if that is what is desired by OHEP • Temple relayed this input to Holmes who said he’d follow-up with Procario 15-Jan-09 Project X WGM

7. Draft Charge 15-Jan-09 Project X WGM

8. Tentative Committee 15-Jan-09 Project X WGM

9. Quick Walkthrough • The following is a quick walkthrough of CD-0 Requirements for Project X mostly slanted to near term actions to prepare for Director’s Cost Review of the Initial Configuration Document. • I’ve highlighted slides that were shown and discussed in the September 25 Project X WGM Meeting. 15-Jan-09 Project X WGM

10. CD-0 Prerequisites for Project X • Perform Pre-conceptual Planning activities that focus on the Program’s strategic goals and objectives, safety planning, and design. • Prepare a Mission Need Statement that documents a mission requirement that cannot be met through other than material means. Additionally, the Mission Need Statement will document the potential hazards and their safety, security, and risk implications. • DOE G 413.3-17 Mission Need Statement Guide http://www.directives.doe.gov/pdfs/doe/doetext/neword/413/g4133-17.pdf • Mission Need Statement Review. The Office of Program Analysis and Evaluation within the Office of the Chief Financial Officer will review the Mission Need Statement and provide a recommendation to the Program Secretarial Officer • Perform Mission Validation Independent Project Review (Lehman Review). A Mission Validation Independent Project Review is a limited review prior to CD-0 for Major System projects. It validates the mission need and the cost range. A Value Study may also be conducted, as appropriate, to assist in CD-0. 15-Jan-09 Project X WGM

11. Other Pre CD-0 Work • Develop estimate to request Project Engineering and Design (PED) funds. PED funds are requested at CD-0 using a Project Data Sheet as “design only” funds for preliminary and final design. PED funds are not to be used for construction, long-lead procurement, or major equipment items. PED funding requests are developed from historical data or parametric estimates. • The objectives for the use of PED funds are to: • Improve the accuracy of the project cost estimate and support establishment of the Performance Baseline • Improve the DOE’s planning, programming, and budgeting process for the acquisition of projects • Provide funds for Value Management (VM) activities • PED funds can be made available at CD-1 15-Jan-09 Project X WGM

12. Approach • Planned Approach - describe what has been considered or what will be analyzed as potential strategies • Assumptions • Constraints • Technical Risks • Safety Risks • Cost Risks • Schedule Risks • Legal Risks Identify these risks as input to OHEP as they write the MNS Develop Cost Risks for Cost Review 15-Jan-09 Project X WGM

13. Resource and Schedule Forecast • Rough Order of Magnitude Cost Estimate Range - (-50 percent to +100 percent, for example) of project cost and schedule based on the upper bound of the rough order of magnitude estimate. • Estimated Cost - resource planning funding profile with a breakout of project engineering and design funds and an explanation of funding needs to proceed from Critical Decision-0 to Critical Decision-1. • Rough Order of Magnitude Schedule Estimate - identify the estimated dates (fiscal year only) for meeting subsequent Critical Decisions 15-Jan-09 Project X WGM

14. Project X CD-0 Prep Status • See Presentation by Jim Kerby and Elaine McCluskey 15-Jan-09 Project X WGM

15. Possible Schedule for the ICD Cost Review • Initial Thoughts • Week of Feb 16 • Week of Mar 16 15-Jan-09 Project X WGM

16. Timelines • If there’s time, I’d like to get an update of current thinking about these possibilities. • Nearly 3 months have gone by since the September 25 WGM. • Do we know enough to say one of these is more real than the other? 15-Jan-09 Project X WGM

17. Timeline Scenarios • Construction Start FY13; PED FY11 • Construction Start FY14; PED FY12 • Assumes: April deadline for CD-0 approval and one budget cycle (18 months) for PED funds availability Construction start = CD-3b approval and one budget cycle (15-18 months) after CD-2 15-Jan-09 Project X WGM

18. Case #1TimelineCD-0 Spring 09, PED funds FY11 15-Jan-09 Project X WGM

19. Case #2TimelineCD-0 Fall 09, PED funds FY12 15-Jan-09 Project X WGM

20. Next Meeting • Recurring WGM to be Monthly • Third Thursday of each month from 2:00 PM - 4:00 PM in the Snake Pit (WH2NE) 15-Jan-09 Project X WGM

21. Action Items 15-Jan-09 Project X WGM