sPHENIX Director’s Review EVMS Implementation

1. sPHENIX Director’s ReviewEVMS Implementation Cathleen Lavelle April 9-11, 2019 BNL sPHENIX Director's Review

2. sPHENIX EVMS Implementation - Tailored • sPHENIX will follow the new BNL Project Management procedure for projects with TPC less than $50M. • Developed in response to S. Binkley SC memo assigning PM responsibility to Lab Directors. • New Procedure describes BNL PM process • Describes the tailored approach for EVMS. • Procedure Posted on website. • BNL SBMS PM Subject Area is being revised to incorporate the new procedure. • sPHENIX will be managed consistent with the principles of DOE order 413.3 B and implement a tailored EVM Process. sPHENIX Director's Review

3. sPHENIX EVMS tailored Implementation defined in BNL Procedure sPHENIX Director's Review

4. sPHENIX EVMS Readiness • sPHENIX has implemented tailored EVMS - 3 months before PD-2 as practice. • Monthly statusingof the activities using standard Earned Value methods. Perform Monthly cumulative variance analysis • Much of the project is detailed planned as Work Packages or planning packages (plans for procurement lead times). • Change Control has been implemented with the preliminary project baseline. Simplified process. Thresholds are defined in the PMP. • Monthly Reporting in PARSIIe is NOT required. • ETC/EAC frequency • Initially, EAC will equal the Baseline. • As the project progresses ETC will be assessed periodically. • A Comprehensive EAC is required on an annual basis. sPHENIX Detector Upgrade PD-2/3 Review

5. BSA Contractor Certification for BNL Site Received Sept 15, 2008 DOE PARS-II Certification August 2010 DOE Recertified BSA EVMS with Surveillance Reviews by OPA in 2011, 2014, 2016 Annual EVMS Internal Self Assessment Reviews Conducted DOE OPA EVMS Surveillance Review held Oct 2016, BNL Recertified April 2017. Internal Self Assessment Review Oct 2018 – US Atlas Phase 1, CFR DOE OPA EVMS Surveillance Review Jan. 2019 - Successful Review – No CARs DOE EVMS Certification BNL in place 10 years

6. BNL Manages Projects with Proven Systems and Software sPHENIX Director's Review

7. Control Account Manager Responsibilities • Develop baseline budget, schedule, and risks • Execute work to meet cost/schedule baseline requirements • Assess progress, provide monthly update, accruals • Actual start and finish dates or expected completion dates • Assessment of work accomplished – percent complete • Review actual costs (e.g. labor charges) • Review cost/schedule variances and changes to plan • Provide cause, impact, and corrective action for cost and schedule variances • Estimate Cost at Completion

8. Performance Measurement Baseline established • Resource loaded schedule is basis for: • Time-phased Cost and Obligations Plan to form • Performance Measurement Baseline (PMB) to assess project performance (Earned Value). • Practicing Earned Value since January. • Baseline Frozen • Processed 2 PCRs to implement 2 Contract Awards using P6/Cobra and IPD (Integrated Project Database).

9. Performance Analysis & Earned Value Reporting • Performance Analysis • Cost and schedule monthly statusing conducted. • Variances analysis, schedule milestone and critical path analysis performed • Supported by project management, CAMs, project controls, finance, and procurement professionals • Performance Reporting • Cost Performance Reports (CPR) and variance analysis reporting will be conducted monthly • Monthly cost/schedule status reports generated and reviews conducted regularly • Estimate at Complete calculated Change Control • Formal Change Control implemented, CCB established, process documented in PMP.

10. Monthly Reporting Calendar sPHENIX Director's Review

11. sPHENIX EVM Practice CPR (Cost Perf. Report) • Monthly Status • (2 months data) • Processed 2 PCRs • EV Reporting in Cobra • Data Reporting IPD. (Integrated Project Database) sPHENIX Detector Upgrade PD-2/3 Review

12. Variance Analysis Thresholds • Defined in PMP- Project Management Plan • Control Account Level – Level 2 WBS • Cumulative to date $100K and +/- 10% • Same for Cost or Schedule Variance • Variance Analysis requires explanation of: • Root Cause of the Variance • Impact on project/CA due to the variance • Corrective Action Plan

13. Baseline Change Control in IntegratedProject Database (IPDv2) Configuration Management Internal change process defined: Project Management Plan Change Control Process Project Change Requests (PCRs) Approvals Change Control Log Project Contingency Log Variance Analysis Thresholds for reporting variances Analysis, Approval and Reporting Change Control & Variance Reporting in IPD sPHENIX Director's Review

14. Project Management/EVMS Training • PM Training Intro – Web Based 45 mins. • EVMS 2 day Class for CAMs/PMs last Training Sept 25,26 • EVMS Refresher Training – Web based – 45 mins. • Optional Topical Courses (table) • Stony Brook Comprehensive PM Training • All sPHENIX CAMs attended • BNL EVMS 2 day class. • Additional Training on Monthly Status • Accurals conducted for L2 Managers.

15. sPHENIX Project Oversight

16. Quarterly Reporting to Policy and Operations CouncilMajor Projects – Cost/Schedule Performance Index (SPI/CPI) C. Lavelle/J. Anderson – Data as of March 31, 2018 Key

17. sPHENIX EVMS Implementation Summary • Performance Measurement Baseline Ready for Approval • EVMS preparation is complete – Project practicing tailored EV • PM/EVMS Proven Tools in place • sPHENIX Management and L2 managers (CAMs) Trained in EVMS • CAMs have strong ownership of their cost/schedule baseline • Established good working relationships with business office and procurement. • Monthly status and change control process of PMB will formally start after sPHENIX is baselined, approx. 2-3 months after PD-2 approval. sPHENIX Director's Review