# Presentation: 489838

## RSVP ReviewCloseout CommentsNovember 5, 2004

- RSVP Review Committee
- R. Larsen, S. Ecklund, J. Seeman,
- A. Marchionni, E. Metral, G. McMichael, R. Pasquinelli

##                                        CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         **essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; **
-         upgrade implementation plan, including resource loaded schedule;
-         as clearly identified and separately costed, any non-RSVP elements of the proposed plan;
-         technical, schedule and cost risks to the plan.
- [2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.
- [3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?
- [4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Presentations

- Team presentations:
- Booster
- AGS
- Electrical
- Mechanical
- Switchyard
- KOPIO, MECO infrastructure
- Beam development
- Schedule & Personnel
- Operations cost & schedule
- Management Issues

- The Committee was pleased to see the level of work represented by the presentations, which were clear and well integrated.
- Most detailed planning & cost work accomplished since July 2004.
- Some aspects of content need further development.

- RSVP Review Committee

- November 5, 2004

##                                                 CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams;** **
-         **upgrade implementation plan, including resource loaded schedule;**
-         as clearly identified and separately costed, any non-RSVP elements of the proposed plan;
-         technical, schedule and cost risks to the plan.
- [2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.
- [3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?
- [4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Implementation Plan & Resource Loaded Schedules

- The implementation plan for Booster, AGS and Switchyard was well detailed.
- The plans for experimental beams and Beam Development have questions concerning the experimental interfaces and schedule.
- Some resource analysis was shown, but resource loaded schedules are not yet developed.

- RSVP Review Committee

- November 5, 2004

## CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams;** **
-         upgrade implementation plan, including resource loaded schedule;
-       **  ****as clearly identified and separately costed, any non-RSVP elements of the proposed plan; **
-         technical, schedule and cost risks to the plan.
- [2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.
- [3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?
- [4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Non-RSVP Elements

- These elements appear to have been identified and excluded appropriately.
- Manpower support for operations requires integration with the existing RHIC matrix, which will be augmented with levels of manpower appropriate to the incremental RSVP levels.

- RSVP Review Committee

- November 5, 2004

##                                           CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams;** **
-         upgrade implementation plan, including resource loaded schedule;
-       **  **as clearly identified and separately costed, any non-RSVP elements of the proposed plan;
-         **technical, schedule and cost risks to the plan.**
** **
- [2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.
- [3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?
- [4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Technical, Schedule & Cost Risks

- The bulk of the Booster, AGS and Switchyard  upgrades are low technical risk.
- Achieving higher levels of intensity and cleaner extinction between pulses through additional RF magnets are critical to the experiments; these have been modeled but not been demonstrated and are higher technical risk.
- Changes in the experiments may pose additional technical risks beyond the control of the AGS team.

- RSVP Review Committee

- November 5, 2004

## Schedule Risk

- The risks were discussed during various presentations.
- The schedule risks for the bulk of AGS upgrades appears to be mostly in ramping up to needed manpower levels and finding appropriate people for temporary work, esp. engineers.
-  The start date of 2006 appears aggressive considering the unknowns of total project cost and funding.
- The Beam Development schedule is a draft and will be reexamined to attempt to reduce duration from five to three years.
- The overall schedule integrated with the experiments needs to be developed.
- The delivery of critical experimental components poses risks beyond the control of the AGS Upgrade team.

- RSVP Review Committee

- November 5, 2004

## Cost Risk

- Cost risks were not presented as a separate analysis by the team, but in subsequent presentations.
- The contingency levels of most estimates averaged less than 25% which indicates high confidence factor.
- This is appropriate for most parts of the AGS complex since the upgrade includes few technical uncertainties.
- Uncertainties of experiments can pose serious risk:
- KOPIO production angle, pit size
- MECO production solenoid, target etc.
- Overall cost growth in estimates is causing serious concern within the funding agency.

- RSVP Review Committee

- November 5, 2004

## Cost Growth

- The cost estimate has grown since January 2004 by $30M to a final total of $84M of which $32M is attributed to Beam Development.
- The latter is in reality Pre-Ops as opposed to construction and did not change since January.
- Therefore the construction segment appears to have more than doubled.
- Reasons:
- Magnet/PS/controls upgrades to reduce risk to RHIC
- ES&H requirements for caps over high-activation areas
- Growth in experimental beams costs
- Addition of Project Office

- RSVP Review Committee

- November 5, 2004

## CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams;** **
-         upgrade implementation plan, including resource loaded schedule;
-       **  **as clearly identified and separately costed, any non-RSVP elements of the proposed plan;** **
-         technical, schedule and cost risks to the plan.
- [2] **Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.**
- [3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?
- [4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Operations Plan, Resource-Loaded Schedule, Conflicts

- The plan was presented along with an incremental total manpower analysis.
- The resources were averaged and not leveled in detail.
- Conflicts with RHIC requirements have to be worked out in detail.
- Concerns about difficulties of finding skilled people & matrix management.
- Potential impacts on costs and schedules.

- RSVP Review Committee

- November 5, 2004

## CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams;** **
-         upgrade implementation plan, including resource loaded schedule;
-       **  **as clearly identified and separately costed, any non-RSVP elements of the proposed plan;** **
-         technical, schedule and cost risks to the plan.
- [2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.** **
**[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  **
- [4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Management Plans

- Integration, Communication major factors
- There is recent precedent at BNL for similar management issues, e.g. SNS and ATLAS.
- Lines of authority appear well understood though inherently complicated by dual lines of authority up the chain.
- Standing management meetings either exist already or will be set up alongside the current RHIC management structure.
- Operations will be well integrated with RHIC through liaisons, daily & weekly meetings.

- RSVP Review Committee

- November 5, 2004

## CHARGE TO THE COMMITTEE

[1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. Team should present:

        essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams; 
        upgrade implementation plan, including resource loaded schedule;
        as clearly identified and separately costed, any non-RSVP elements of the proposed plan; 
        technical, schedule and cost risks to the plan.

[2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa. 

[3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?  

[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.

[5] Summarize findings and recommendations in final closeout report. 

- [1] Review all elements of the proposed AGS Upgrade Construction Program for RSVP through presentations by the design team. **Team should present:**
-         essential aspects of the plan, including the proposed scope that has been verified with RSVP experimental teams;** **
-         upgrade implementation plan, including resource loaded schedule;
-       **  **as clearly identified and separately costed, any non-RSVP elements of the proposed plan;** **
-         technical, schedule and cost risks to the plan.
- [2] Review the proposed Operations Plan for RSVP, including plan and resource-loaded schedule; potential conflict with non-RSVP operations and vice-versa.** **
- [3] Examine the management structure of the AGS Upgrade Program for RSVP, including line authorities in the Brookhaven Laboratory and RSVP management.  Is there sufficient integration, interaction, communication, etc.?  Are responsibilities clear?
**[4] Explore with the design team possible reductions in scope, deferment, or future staging of elements of the proposed upgrade.   Identify and characterize attendant risks and trade-offs associated with each of these changes.  Explore all issues of joint concern to AGS, RSVP teams.**
- [5] Summarize findings and recommendations in final closeout report.

- RSVP Review Committee

- November 5, 2004

## Explore Reductions in Scope, etc.

- This was attempted throughout the meeting:
- Delete one of the experiments: *Unacceptable. Experiments have been sold as a package.*
- Defer AGS upgrades: *Bad strategy poses high risk to RHIC and would miss existing low activation “window of opportunity” in AGS.*
- Reduce or eliminate Beam Development program: *Possible cost reduction of ~14M$ without much compromise to program, if any, appears feasible. Team will investigate.*
- Additional cost reductions should be sought through “scrubbing” technical component design and costs, labor costs, system design improvements in both AGS and experiments.

- RSVP Review Committee

- November 5, 2004

## Recommendations

- Continue refining estimates with Lehman-like documentation (resource loaded & leveled schedules, cost books etc.) for future review.
- Schedule future cost scrubbing reviews of both AGS and experimental programs.
- Continue aggressive cost-reduction plan, such as design improvements to replacement components, reducing/eliminating Beam Development program, beam operations manpower levels etc
- Continue identifying, mitigating technical, schedule and cost risks.

- RSVP Review Committee

- November 5, 2004

## Conclusion

- The Committee is very pleased that a large effort over the past four months has shown impressive progress and dividends in the planning process.
- We look forward to seeing continued progress in planning and development, and ultimate success in securing full funding and staffing.
- Thanks to all the presenters for their diligent efforts in helping meet our Charge.
- Keep up the good work!

- RSVP Review Committee

- November 5, 2004