[Eicatjlab_all_personnel] [EXTERNAL] Planning All Scope on the EIC Project

[Petrone, Alyssa]

Sent on Behalf of Cathleen Lavelle, EIC Project Support Division Director

Dear EIC Project Team:

We are working to clarify the EIC project performance baseline.  It is important to add all scope and updated estimates to P6 to have a clear picture “traceability” on where we are as a project pending the technical decisions. A retreat will be scheduled to discuss a path forward and to come to a decision on the revised technical scope for the project.

We continue to develop the EIC project performance baseline.  It is important that CAMs and L2 Managers ensure that the scope for existing activities, durations, logic, labor and non-labor costs are still required and updated as necessary, and that all missing scope is added to the plan.  This will provide a clear picture regarding where we stand, with traceability to where changes have occurred.  This process has been ongoing since the beginning of CY24 and needs to be completed by May 31. Further clarification of the process follows below.

It is understood that several areas of scope are in flux, pending decisions on technical approaches aimed at reducing project risk.  The areas of scope where this is the case have been communicated previously via e-mail and meetings. Once the scope in these areas is clarified, a follow-on effort will focus on capturing the associated updates in P6 at an appropriate degree of granularity.

This P6 baseline will be presented as a preview at the Director’s review in late October and the DOE IPR on January 7-9, 2025.

We have laid out a plan for how to bring all the work scope into P6 while ensuring we have traceability of the changes.

The current plan for Schedule Development Phase 1* (described in detail below) that both Elliott and Kevin have been working on with labor and procurement changes to P6 through the CD-2 timeframe will continue and complete by the end of May for a review in early June.

In parallel, Schedule Development Phase 2 will include a “lite” CCB process for changes to the baseline plan that either add scope or add items from the scope/cost change list.  This will include incorporating the anticipated technical decisions into the baseline plan in P6 once these decisions are final.  It is important to remove scope which is not relevant any longer as a result of other technical solutions have been found.

The process to incorporate these changes will be the same and is described below:

1 – A simplified PCR form will be completed for each change to be added to P6.

Link: to form: PCR Template_CCB Lite.xlsx (sharepoint.com)<https://urldefense.proofpoint.com/v2/url?u=https-3A__brookhavenlab.sharepoint.com_-3Ax-3A_r_sites_eRHIC_L2ManagersReport_-5Flayouts_15_Doc.aspx-3Fsourcedoc-3D-257B9D2EA21B-2D238A-2D4459-2DBF2D-2DA57F9C53E674-257D-26file-3DPCR-2520Template-5FCCB-2520Lite.xlsx-26action-3Ddefault-26mobileredirect-3Dtrue&d=DwIGaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=d0KG5O9luo0FhuYP-_C2VbpBNln9iudksZOBnX13nypLFx5Y3VKB85tQJ8VLc-jR&m=vrKsiH4RZzG4cw8hRG3PotzXCrYeFXB8IGpYHLtMSsZXe9Cj-sOJ1ynE3bitdMQz&s=xZEbNQJm4EtNQttDCsvQgrbBaAXzhcClQFlTSiRy8jo&e= >.  It is expected that each CAM will work with Project Controls to generate the PCR for CCB-lite and we will schedule CCBs regularly to address all changes timely. The change form will require at a minimum:

  *   Description of the Change
  *   Justification for the Change
  *   Planning package (high level activities e.g. Final Design, Procurement, Receipt of Material, Assembly, Test, Ready for Installation) Planning packages do not require a P6 file they can be a rough set of activities defined in Excel
  *   Period of Performance Start and Finish dates for planning package
  *   Target Cost Estimate
  *   Any additional detail backup information

2- Complete the form and send to C. Lavelle for coordination and approval through CCB- lite as soon as possible. All changes will be reviewed and processed through a CCB-lite for approval and entered into P6 as highest priority.  Complete all changes by August 1.      
3- Once all changes are in P6 a review/scrub of the estimate will be performed by senior leadership by August 15

4 – Any resulting changes will be incorporated into P6 and P6 frozen by September 15
5 – Run and Post Review Reports by October 8      

6– Director’s Review – assume October 22,23,24

7– Changes incorporated by November 30

8- Run Reports for IPR by December 15

9– Post Reports for IPR by December 20

              *Schedule Development Phase 1: (Currently on going)

     *   Update all duration and logic to expect realistic dates based on currently known information
     *   Add appropriate PDR/FDR milestones
     *   Add appropriate procurement strings and break procurements as needed to represent how procurement will occur
     *   Utilize the Resource Comparison Tool to analyze near term resource ramp up
     *   Analyze float and links outside of WBS including other systems and installation
     *   Travel and workshops strategies need to be standardized based on management guidance
     *   EIC specific software licenses should be included in L2 management WBSs

Labor Activities:

     *   Labor resources and roles should be updated to reflect expected need
     *   Make sure fabrication support activities are added and resource loaded
     *   Make sure the procurement effort has technical support

Non-Labor Activities:

     *   When procurements are broken into smaller pieces or reorganized as part of the existing scope the new estimates should be added to the working file even if it results in increased cost
     *   When the updated nonlabor estimate is based on new quotes is should be done in a side file and brought to CCB

Thanks,
Cathy

Cathleen Lavelle, PMP
Project Support Division Director
Electron-Ion Collider
Brookhaven National Laboratory
Building 1005S
lavellec at bnl.gov<mailto:lavellec at bnl.gov>
631-344-2774 office


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