# Presentation: 535641

## Technical Division FY2003 Budget Review

**Bob Kephart**
**November 6, 2002**

- FY03 TD Budget presentation

## Outline

**Mission and Overview of Tech Division**
**What we do **
**TD Organization and personnel**
**FY02 Closeout and Comments**
**FY03 Guidance**
**FY03 labor plan & SWF income from “outside” projects**
**FY03 SWF analysis for the Division **
**Available M&S (shortfall)**
**Plan for possible savings**
**FY03 Guidance implications for TD budget**
**Conclusions**

- FY03 TD Budget presentation

##  Technical Division Mission

**   **
**   ****The development, design, fabrication or procurement, and testing of accelerator and detector components.**
**The Technical division provides labor, expertise, and facilities for a variety of activities related to this mission.**
** **

- FY03 TD Budget presentation

## What we do:

**   ****Provide support for the FNAL accelerator complex**
**Build accelerator magnets and components**
- Repair conventional and SC magnets for the entire accelerator complex
- Design/build new magnets and devices as required by BD
- Magnets for accelerator improvements
- Magnets for  NUMI & Mini-Boone beam lines
- Solenoids for Electron Cooling
- Kicker Magnets (new) and other specialty magnets & devices
**Magnetic measurements**** **
- Operate Magnet Test Facility (MTF) including 1500W He refrigerator
- Design and build magnetic measurement equipment
- Measure both conventional and SC magnets on test stands
- Maintain historical database of magnetic measurements

- FY03 TD Budget presentation

## What we do: Support the accelerator complex 

**In FY02 TD took on many new  Run II responsibilities**
**Run II **** **
- RF engineers from TD are helping with Tev RF problems
- Measuring Tevatron dipole magnets to understand persistent current phenomenon (e.g.  Tune drifts, 150 GeV lifetime & losses)
- Recycler work (vacuum upgrade, shutdown, management, etc.)
- Instrumentation work (e.g. flying wires), software help
- Building Electrostatic Separators
**In the future**
- TD provides experienced technicians for shutdowns
- Study and Improve the AP2/debuncher apertures

- FY03 TD Budget presentation

## Funding BD work

**Funding from Technical Division Base Budget**
- Supports “average” rate of magnet repairs
- Magnet measurements and MTF Operations
- Support Material Control Dept: provides specialized procurement services for BD, vendor liaison, QC, inventory control for specialized materials. MC also manages the magnet spares pool for BD.
**Funding via Beams Division**
- Funds for “new” magnets & devices are provided by BD
- A “work list” that includes both repairs and new devices is maintained by TD. Priorities are established via regular meetings with BD.
- The list includes SWF and M&S estimates for each project & schedule
- Traditionally TD has charged against BD codes for this work
- We also charged BD for shutdown labor & for labor for specific tasks.
- Funding policy is changing (Steve). Plan is that funds will reside in TD

- FY03 TD Budget presentation

## What we do: Services and R&D

**Labwide Services**
- Machine shops, welders (charge-back system)
- Materials Development & engineering Labs: materials expertise, testing facilities, electron microscope, etc.      (e.g. CDF Si Detector wire bonds in magnetic field)
- Material Control (QC, CMM’s, etc for entire lab)
** ****R&D ****(ideally a growing part of the division effort)**
- SC magnets for future accelerators: HFM, super-ferric
- Linear Collider: NLC RF structures, girders, PM quads
- SCRF: CKM cavities, A0 3rd harmonic, HBPI...
**These activities are also supported by FNAL base funding to the TD ****(except for machine shop)**

- FY03 TD Budget presentation

## What we do: “Work for others”

**“****outside” projects  = Work for others **
**LHC** (IR Quads, management, accelerator science)
**CMS** (muon chamber production)
**Pierre Auger** ( engineering design/construction, project management)
**AHF** (Advanced Hydrodynamic Facility at LANL:design large aperture SC quads and conventional dipole magnets for 50 GeV proton machine)
**LARP** ( new: LHC Accelerator Research Project = design 2nd generation LHC quads using Nb3Sn technology,commissioning, instrumentation)
**Some projects provide SWF income to TD, ****but not all**
**Funding:**** ****These projects represent a significant part of the TD’s effort and provide substantial SWF “income”**
**In FY02 we got $ 2,938K in SWF income from these “outside” projects and “handled” their M&S funds**

- FY03 TD Budget presentation

## How is the Technical Division organized ?

**Matrix management**
- Labor and physical resources are managed by department heads
- Large Projects or activities have dedicated management but obtain the bulk of their resources from the departments

- FY03 TD Budget presentation

## Numbers indicate people (FTE in brackets)

- FY03 TD Budget presentation

## TD Personnel

- No significant change in the size of TD permanent Staff in last 4 yrs

- Load Leveling

- Load Leveling

- FY03 TD Budget presentation

## Slide 12

- FY03 TD Budget presentation

## FY02 Comments

**FY02 was already a “tight” year for TD. **
**I inherited a TD budget that had  ~ no management reserve and dept M&S budgets were at or near FY01 levels **
**Nevertheless in FY02 TD significantly ramped up efforts on Run II tasks to help the Beams Division with the luminosity “crisis” **
**Also increased TD effort on magnet repairs because we were falling behind ****(added an engineer + techs)**
**TD now has ~ 55 people working on Run II **

- FY03 TD Budget presentation

## FY02:SWF Contingency Used

**However, we spent less on Run IIb ES separators because project started late******** we redirected            $ ****327**** K of Run IIb funds to cover SWF for Run IIa  **
**SCRF R&D ramped up during the year ********we redirected $ ****158****K of SCRF R&D funds into SWF**
**We were able to add new “work for others” jobs that provided additional SWF to TD ****(AHF ****$107K**** and LARP ****$34K****)**** Total = $****141****K **
**Effectively used this $****626****K as SWF contingency to make up for SWF shortfalls in FY02**

- FY03 TD Budget presentation

## FY02 Comments

**In FY02 TD “sold” $4,400 K worth of labor to “outside” projects & other div/sections **
**$1,462K of this SWF income came from BD  work**
**In FY02 this corresponded to 27% of TD’s SWF**
**To make a sensible TD budget for FY03, it is crucial to understand what these numbers will be in FY03**

- FY03 TD Budget presentation

## FY02 Comments

**In FY02 a total of $ 5,024 – 159 = 4,865 K was available to fund  M&S for “inside” projects (HFM, NLC, SCRF, LFM, etc) and for TD department operations**
**Overall TD FY02 total operating obligations were $17,151K vs FY02 budget of  $17,101K  ******** we were $ 50.5 K  over budget as a division (0.3%) **
**But TD received 62.0 K for the fringe adjustment**
******net operating carry over into FY03 is $ 11.5 K**
**The equipment carry over was $11.3 K**

- FY03 TD Budget presentation

## FY02 “the handle”

**TD also “handles” additional M&S money for outside projects and Beams Division purchases**
**In FY02 we managed**
- $ 1,432 K of equipment M&S  for the LHC project
- $ 2,916 K of US Auger funds ($ 52 M project, 2/3 are non-US funds)
- $ 2,679 K  for Beams Division purchases via Material Control Dept
- $ 3,612 K of M&S and SWF flowed through machine shops. (This organization operates a charge back system such that it is intended to be cost neutral for the division.)
**The total M&S + SWF  “handled” by the Technical Division in FY02 was $ 28, 951 K**

- FY03 TD Budget presentation

## Establishing the FY03 Budget

**Our approach to establishing our budget starts with the TD staff **
- Start with TD staff as of Oct 2002
- Identify the required staffing levels to meet  FY03 goals
- Determine staff assignments consistent with these goals
- Identify the salary support required to support this staff
- Identify the SWF income from “outside” projects
- Estimate the SWF burden on the TD base budget
- Using the FY03 budget guidance, estimate the available M&S for “inside” projects and department operations
- Iterate and adjust as required

- FY03 TD Budget presentation

## FY03 Budget Guidance

**Comments:**
- We would like the $240 K of equipment in SCRF to appear as operating
- We assume that we will just pass SWF increases along to “outside” projects so only SWF supported by the TD base budget is affected
- A TD base budget that kept pace with SWF increases (4 % + 1.5% fringe increase) and inflation ( 3%) would have been                                                        $ 12,127 * 1.055 + (5,024 +262) * 1.03 = $ 18,239 K
-  FY03 budget guidance provides $ 1054 K less in real spending in the  Technical Division base budget vs. FY02

- FY03 TD Budget presentation

## FY03 Budget Guidance

**However, to understand the impact of the FY03 budget guidance on TD we first have to estimate the division’s income from “outside” projects in FY03 since they are typically such a large fraction of our Division SWF**
**We have constructed a TD labor plan for FY03**
**It includes all personnel in the TD**
**Labor estimates came from both project leaders and dept heads and we cross checked to insure we are not over/under estimating the #**
**1****st**** step to a resource loaded schedule for TD**

- FY03 TD Budget presentation

## Labor Plan:Address Budget & Luminosity Shortfalls 

**Goal = help with the Run II luminosity crisis but maintain the scientific and engineering resources in TD**
**Goal = Meet project commitments (LHC,CMS,Auger,AHF)**
**Goal = Meet NLC commitments and perform additional Accelerator R&D (HFM,SCRF,LARP) as budgets permit**
**Our Solution: **
- Be proactive in taking on as much Run II work as we can manage (Assuming we would receive adequate funding to support the Division)
- Reduced LC R&D and High Field Magnet programs in FY03
**Machine Shop personnel are not part of the solution since they operate as a cost neutral group in the TD**
- Establishing staffing levels for the shops is a separate exercise
- Adequate funding for MS SWF adjust shop charge-back rate

- FY03 TD Budget presentation

## FY03 TD labor plan

**Note: Machine Shop Labor & people on leave appear in the “unassigned” column (Machine Shop = cost neutral)**
**Next we need to estimate the Division’s  SWF “income”**

- FY03 TD Budget presentation

## FY03 income from outside projects

**Red**** = activities for which we will receive SWF funds in FY03  from sources “outside” the TD base budget**
**Work for “others” ****27%******** 30%**** of FY03 TD SWF budget !**

- FY03 TD Budget presentation

## FY03 SWF from “outside” Sources

**	****    ****99.7K      LARP ****(LHC Advanced Research Program)*******
**	****  ****323.9K      AHF ****(Advanced Hydrodynamic Facility)****#**
**	****  ****315.8K      CMS**
_**	**__**2526.8K   **_**   LHC ****(Quad construction, MTF tests, etc.)**
**	****3266.2K      TOTAL**
**LARP: DOE provisional guidance for FY03 is $ 750 K to be split by 3 labs (LBNL,BNL,FNAL). However, the program is not yet approved by DOE so only $ 300K is allocated now. This is a best guess. (up/down ?)**
**AHF: Work for Los Alamos to design SC quad + conventional dipole, Project not yet approved but R&D funds are provided by LANL. Started work in FY02. Work continues at FY02/12. Los Alamos would like to increase this but can’t until they have a budget. Note: AHF is NOT in the President’s FY03 budget at this time but they plan to continue R&D.**

- FY03 TD Budget presentation

## SWF for FY03 Beams Div. Projects

**	****1595.6K      New Magnets & Devices********* **
_**	**__**  **__**245.0K**_**      Shutdown ****(30 techs to BD for 6wk shutdown)**
**	****1840.6K      TOTAL**
**“****New Magnets and Devices” is the SWF to build agreed upon  items from the Beams Division/Tech Division project list. (see next transparency) **
**M&S associated with these devices is $437.6 K**
**Total required from BD is $ 2,278.2 K**** **

- FY03 TD Budget presentation

## BD FY03 project list

**Rich’s table here**

- FY03 TD Budget presentation

## FY03 SWF Analysis

**	****17,129K      Total SWF  in FY03 Labor Plan********* **
**	**** ****-1,841K      SWF to be sold to BD**
_**	**__** **__**-3,266K**_**      SWF to be sold to “outside” projects **
**	****12,022K      SWF burden on TD base budget**
**Estimated using TD Staff as of Oct 24, 2002                 ****(assumes 4% SWF increase for FY03, 1.5% fringe increase to 30%)**** **
**Includes salaries for 8.9 FTE contract techs ****(more on this later)**

- FY03 TD Budget presentation

## Compute available M&S in FY03

**	****17,185K      TD FY03 guidance **
**	****      ****-60K      TD FY03 equipment **
_**	**__**       **__**11K**_**      FY02 carry over **
**	****17,136K      FY03 operating available**
**  ****-12,022K      SWF burden on TD base budget**
_**      **__**- 600K**_**      SWF contingency****  ****(based on FY02) **
**       ****4514K      M&S available for base budget ****	****	****      ****	****      projects and TD dept. operations**
**Compared to Base Budget M&S of $4,866K available in FY02**

- FY03 TD Budget presentation

## M&S FY02 vs. FY03

**	****  ****4,866K   Assume M&S for FY03 same as FY02*******
**	**_**-4,514K**_**    estimated M&S available from previous slide**
**         ****352K = M&S shortfall in FY03**
**TD department operations and R&D projects absorbed inflation in FY02. In some places we cannot do this in FY03 **
**Our previous FY03 R&D plan was to significantly ramp up efforts on NLC, SCRF, and HFM in FY03. (LC effort by ~ factor of two). This is clearly not possible with this budget**
**Following the Director’s guidelines on SCRF we need to provide “modest” M&S support for our Peoples Fellow         (P Bauer) ******** $ 50 K M&S **
**Need to identify another $ 402 K of savings somewhere in the FY03 TD budget**

- FY03 TD Budget presentation

## Personnel Issues for FY03

**FY03 hires:  (Wish List)**
- Need a materials person to work on Nb3Sn issues
- Recommended by our DOE and internal review of HFM program
- We have a candidate, we even have a plan for partial salary support for the first year via  “Work for Others” (Supergenics)
- MTF is short of people for operations and instrumentation
- Material Control Dept has lost several people which we haven’t replaced, so has the Material Development Lab
- Auger is starting to produce beautiful data. To capitalize on our investment we should really have a  postdoc or Associate scientist working on data analysis
- A postdoc in the division working on accelerator R&D makes sense
- FY03 TD Labor Plan assumes we hire no summer students
**Clearly we don’t know how to finance these hires**
**Instead our plan is to “lose” a number of people from TD to make the FY03 budget guidance work**

- FY03 TD Budget presentation

## Contract Technicians

**Currently we have 10 contract employees on the TD payroll ****(labor plan included 8.9 FTE’s in FY03)**
**Two contract technicians are assigned to CMS muon chamber production. This will end in March 03 Retraining time is estimated to be >2 months ******** plan to keep them until end of project in March ****(1 FTE)**** **
**We need to retain 1 contractor  on LHC travelers            ****(1 FTE)**** ****(perhaps this person could be replaced by a PPD tech ?)**
**Two contract techs are assigned to the ES separator project.  Project was to finish in March. Beams Division says they want to stop this project to save money ******** assuming we send them home in Dec vs. March we will use ****(0.5 FTE)**** in FY03 on this task**

- FY03 TD Budget presentation

## Contract Technicians

**To save money we plan to send the other 5 contractors home Nov 15 and either eliminate their function or replace them with other TD workers (1.5/12 x 5 = ****0.6 FTE**** in FY03)**
**Net savings will be 8.9-****3.1**** = 5.8 FTE**
**Contract workers cost us $ 48 K per year in SWF**
**Can generate $ 278 K of savings**
**These people were doing useful things ! The  “cost” will be in reduced TD labor for magnet repair, shutdown work, 25% of HFM workforce, manage TD drawings & documentation, etc.**

- FY03 TD Budget presentation

## Possible Savings 

**$ 278 K       SWF savings from sending contract techs home **
**$ 115 K       Estimated SWF reduction due to “forced” ****	****	****	****         vacations ****(assumes no union participation)**
**	****	****         ****Connee’s estimate = $165 K x 0.7=  $ 115 K*******
**$ 208 K        Estimated savings from attrition & early retirement **
**                      ****Estimate from LaDaune & Connee assumes linear attrition of ****	****            5 people in FY03 + 2 early retirements (3 more possible in  ****	****            ****	****            the machine shop)   ****$ 297 K x 0.7= $ 208 K *******
- $601 K          Possible savings   If all of these things happen I can 	          fund M&S at the ~ same level as last year and have    	          $601-402 = 199K for M&S contingency
- * We do not save on forced vacation or attrition if the person works on an outside project (30% of SWF) since we have to replace this effort to earn the income from the project

- FY03 TD Budget presentation

## M&S assignments FY03 vs. 02

- Does not include M&S for “outside” or BD magnet projects

- FY03 TD Budget presentation

## Bottom Line

**Conclude that with **_**ALL**_** these savings we just manage with this budget**
**However, this budget  depends crucially on the assumptions about SWF income from outside projects and Beams Division**
**Caveats:**
- Income from outside projects has much bigger downside errors compared to upside errors (TD base SWF budget funds downside errors)
- I am not confident that $600 K correctly reflects the downside exposure to our planned SWF income in FY03
- Attrition assumes we don’t replace people from “outside” projects. However, I  may be forced to replace the lost person in order to meet project goals and/or to get the project income

- FY03 TD Budget presentation

## Consequences of this budget

**In past years the Technical Division was developing a powerful and growing accelerator R&D effort. (NLC, SCRF, HFM, LFM)**
**In FY03 both because of the luminosity and budget crisis, we are forced to slow these R&D activities and revert to a more traditional role in support of the accelerator complex**
**This is required, yet as a result, we are mortgaging the future by not doing the required accelerator R&D now**

- FY03 TD Budget presentation

## FY03: Mortgages the future

**Superconducting Magnet R&D is significantly slowed. This is one of the core technologies required to upgrade the LHC or build a VLHC in the future**
- No growth in HFM program, labor reduced 25%
- LARP effort funded only at a tiny level
- Nb3Sn materials effort is reduced to 50% of FY02
**High field magnets based on Nb3Sn may not be ready when the field needs them for the LHC upgrade or a future VLHC**

- FY03 TD Budget presentation

## The planned factor of two growth in NLC and SCRF R&D in FY03 will not occur 
The present level of effort on NLC and SCRF is sub-threshold if we actually want to build a LC any time soon
We are not acquiring the technological skills needed to be the host lab for a Linear Collider
Budgets for generic SCRF is very small  another key technology required for future accelerators
High Brightness Photo-injector budget is zero in FY03
Some TD projects are winding down 
CMS muon chambers, LHC quads in two years, etc.
Plan was for this work force to move to LC R&D

- The present level of effort on NLC and SCRF is sub-threshold if we actually want to build a LC any time soon
- We are not acquiring the technological skills needed to be the host lab for a Linear Collider
- Budgets for generic SCRF is very small  another key technology required for future accelerators
- High Brightness Photo-injector budget is zero in FY03
**Some TD projects are winding down **
- CMS muon chambers, LHC quads in two years, etc.
**Plan was for this work force to move to LC R&D**

- FY03: Mortgages the future

- FY03 TD Budget presentation

## SCRF in FY03

**Plan was to significantly ramp up R&D on Superconducting RF at Fermilab in FY03 **
- CKM cavities, A0 3rd harmonic, HBPI, TESLA, generic R&D
- Technical Division effort on SCRF was to be ~ factor of two bigger than FY02 effort  started ramping up people in FY02
- However the FY03  budget guidance and objections to TESLA work by Office of Science in DOE  mean that we must limit our effort to just CKM, A0 3rd harmonic cavities, and a small generic program
- We have cut back SWF on SCRF compared to effort level in Sept. 02. At Sept levels FY03 SWF alone would have been $1297 K which is greater than the FY03 SCRF guidance of $1140 K
- With cutbacks SWF is still $ 913 K in FY03 only 227 K of M&S is available.  This really needs to be bigger if we are to make progress
-  I propose to squeeze M&S elsewhere in TD and add 200 K of M&S to SCRF but this violates the SCRF guideline ($1140  1340 K)

- FY03 TD Budget presentation

## 
Infrastructure:
Technical Division space in the village is old and far from TD central complex. A project is being proposed, for an IB3 addition and IB5 fabrication facility, but the time scale is long and approval is uncertain
$70K is needed just for FESS to prepare the proposal. TD will have a difficult time funding this effort in FY03. 
The Machine shop infrastructure is also old and needs to be refurbished (lots of 1940’s vintage machine tools)
In FY03 there is only $71 K of equip. funds for the entire division. 
We have a big infrastructure of machine tools, CMM’s, large ovens, winding machines, MTF refrigerator, etc. to maintain 
For the long term health of TD a reasonable equipment budget needs to be established and maintained to support this infrastructure 
e.g. one big CNC machine costs ~ $500K 

**Infrastructure:**
- Technical Division space in the village is old and far from TD central complex. A project is being proposed, for an IB3 addition and IB5 fabrication facility, but the time scale is long and approval is uncertain
- $70K is needed just for FESS to prepare the proposal. TD will have a difficult time funding this effort in FY03.
**The Machine shop infrastructure is also old and needs to be refurbished (lots of 1940’s vintage machine tools)**
- In FY03 there is only $71 K of equip. funds for the entire division.
- We have a big infrastructure of machine tools, CMM’s, large ovens, winding machines, MTF refrigerator, etc. to maintain
**For the long term health of TD a reasonable equipment budget needs to be established and maintained to support this infrastructure **
- e.g. one big CNC machine costs ~ $500K

- FY03: Mortgages the future

- FY03 TD Budget presentation

## Future Projects

**We need to plan for the next new TD projects**
- Construction of 2nd Generation LHC quads
- Construction of CKM veto detector ?
- Work on HBPI (High Brightness Photo-injector)
- Additional scope for AHF ?
- BTEV quads ?
- Most of these would need “seed” money of which we have none
**However, more than any of these, a healthy R&D program in the Technical Division is important to position FNAL to build the next new HEP facility,whatever it is, wherever it is**

- FY03 TD Budget presentation

## Conclusions

**Can TD survive this budget ? Yes...but it will be tough**
**It allows TD to put a substantial effort into Run II and meet its obligations to CMS, LHC, and Auger**
** ****but...**
**Considerable uncertainty about living within this budget**
**The overall accelerator R&D  effort ****(NLC, SCRF, HFM, LFM)**** will be less than in FY02, and much less than the FY03 plan one year ago**
**TD infrastructure and capabilities will be reduced vs FY02 **
**We need to add staff to meet our R&D goals. Instead with this plan TD personnel will go down by ~14 FTE in FY03**
**It does not allow us to capitalize on previous investments  (e.g. data from Auger,  a powerful RF group in E&F, etc.)**
**I’ve shown a “plan” for FY03 ... but not a satisfying one**

- FY03 TD Budget presentation