[Eicatjlab_all_personnel] [EXTERNAL] CD-3B/Status Director's Review Prep Update

[Yeck, Jim]

Dear EIC Project Team:

Thank you for participating in the CD-3B/Status Director's Review Prep Kickoff Meeting last Friday.  If you were not able to attend you can listen to the recording here<https://urldefense.com/v3/__https:/bnl.zoomgov.com/rec/share/pHcAGQIL5QSc4npR959SJtjIrQrzDYFelIwEJtcV1v12Q3m95RV8tk2yNJEk5qoi.gcyy988hvaO4p54k?startTime=1725645720000__;!!P4SdNyxKAPE!AtlR_2uK4aLBW_IZ71yNuVK1j6UT3ImhVZ1XoHm_IpGqxdGQaUht2hqkumWCrfHYYIfutdH1Honqno5TqYSzeQ$>, Passcode: d+W30&Yv.  We focused on the goals and key messages for the upcoming review. I want to highlight a few important points to help you prepare your presentations.

Review Goals
The main purpose of this Director's review is to help us prepare for the DOE Office of Project Assessment (OPA) CD-3B and Status Review on January 7-9, 2024.  The Director's Review subcommittees and agenda are organized to be like what we expect for the DOE OPA Review.  The DOE committee will evaluate progress on CD-3A Long Lead Procurements, our CD-3B, Long Lead Procurement proposal, and our plans for securing CD-2 and CD-3 in the future.  The subcommittee POCs and the speakers should work with their respective subcommittees to ensure that the committee members develop a clear understanding of project status and plans. The information we prepare and share with the committee members should be organized in a manner that is easy to navigate. POCs are highly encouraged to contact the SC Chairs before the review.  Our goal is to help the committee perform an effective evaluation of our readiness.  We need a clear understanding of any areas that need improvement prior to the January DOE review.

Context for CD-2 Plans
Funding Uncertainty:   We continue to adapt to funding realities, some quite positive, including IRA and NYS, as well as the slower than desired ramp-up in our annual EIC appropriation.  DOE provided $390M, including the $138M IRA funding which enabled our CD-3A long-lead procurements.  We also received a $100M grant from New York State for building construction.   Our goal is to deliver the EIC facility as efficiently as possible within the DOE annual funding constraints.  We are also motivated to achieve CD-2 in the time frame that RHIC operations concludes at the end of 2025 and to immediately start construction.  Our longer-term plans assume DOE peak annual funding of $300M per year.   If history is a guide, we can expect that it will take longer to reach $300M/year than we currently assume and that we will begin FY25 under a Continuing Resolution.  We will present discuss different funding scenarios and the implications of these scenarios at the review.   We will also discuss the possibility of delivering the EIC facility in two phases that would enable collisions and early science prior to completion to the full project scope.  These scenarios are currently under discussion with our various stakeholders and there is general enthusiasm for plans that enable the delivery of early science as soon as possible.

Status of CD-3 LLPs and Proposal for CD-3 LLPs:  All major updates were frozen in P6 as of September 1.  A proposed CD-3B list was extracted from P6 and posted on our EIC Main SharePoint page.  People responsible for CD-3A and/or CD-B scope need to include slides in your presentations specific to 3A and 3B.   The slides model what was presented at the DOE CD-3A review, with CD-3A focusing on status and CD-3B focusing on the proposal.  We are on track with finalizing all related documents.  Cathy Lavelle started work on the CD-3B justification form and will be in contact with the people who need to provide more information.

P6:  As we prepare to establish the project baseline, we need to address scope not currently included in P6 and to scrub scope already in P6.  There are also important technical decisions pending that will be addressed within the next six months and the impact of possible phasing of the facility scope.  The current P6 file is a snapshot capturing where we are today and there is a major effort ahead in 2025 to prepare a P6 file that is consistent with the quality needed for a performance baseline and CD-2.   You should be able to describe the scope in your area of responsibility that is in P6 and plans for addressing future updates, e.g., TCCB, CCB Light, CCB, etc..  If your scope will be impacted by potential phasing, this can also be identified.  The Dry Runs will be used to ensure messaging is consistent amongst all the speakers on these topics.

Prep Schedule

  *   Sept 1- All major updates frozen is P6 (Complete)
  *   Sept. 6th -Team Prep Kickoff Meeting (Complete)
  *   Sept 13 - Speakers post draft presentation outline on the prep site
  *   Week of Sept 16 - Page Turns
  *   Sept 19 - Supporting Document Owners send drafts to Luisella Lari for review
  *   Sept 24 - Supporting Document Owners post final draft to the prep site
  *   Sept 27 - Speakers post draft talks to the prep site
  *   Sept 30 - October 3- Dry Runs
  *   Oct 7 - Pre-Review Meeting w/ Committee
  *   Oct 8 - Site and supporting docs are released to the review team
  *   Oct 11 - Speakers post final draft talks for QA to the prep site
  *   Week of October 14 (tentative)-Dress Rehearsals
  *   Oct 15- Presentations are posted on the review site

Prep site: https://urldefense.proofpoint.com/v2/url?u=https-3A__brookhavenlab.sharepoint.com_sites_eRHIC_Prep-5FCD-2D3B&d=DwIFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=d0KG5O9luo0FhuYP-_C2VbpBNln9iudksZOBnX13nypLFx5Y3VKB85tQJ8VLc-jR&m=qCF8m7SyjhuaiWoyJ13Qy_t40nSK2cXcfp7BMeYm8DVPdYOWAGXglCDXTNKEF2mS&s=BL8AUXF24R6Pycjdg-Efvt-bmMXp-vhR3BLtsYoQApU&e= 

There is a lot of work ahead, but we have done this before and know the routine.  If you have a question, seek out an answer.

Sincerely,
Jim


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