Project Execution Plan for the

Gamma Ray Energy Tracking In-Beam Nuclear Array

(GRETINA)

Project # MIE-41-NL

at Ernest Orlando Lawrence Berkeley National Laboratory

Berkeley, California

For the U.S. Department of Energy Office of Science

Office of Nuclear Physics (SC – 26)

Date approved:

May 2005

Revision 1

Project Execution Plan for the

Gamma Ray Energy Tracking In-Beam Nuclear Array (GRETINA) At Ernest Orlando Lawrence Berkeley National Laboratory

CONCURRENCES: _________________________________________ Date: _______________ I-Yang Lee GRETINA Contractor Project Manager _________________________________________ Date: _______________ James Symons Director of the Nuclear Science Division Lawrence Berkeley National Laboratory _________________________________________ Date: _______________ Barry Savnik GRETINA Federal Project Director DOE Berkeley Site Office _________________________________________ Date: _______________ Aundra Richards Manager DOE Berkeley Site Office _________________________________________ Date: _______________ Jehanne Simon-Gillo Program Manager for Facilities and Instrumentation, Office of Nuclear Physics, Office of Science _________________________________________ Date: _______________ Daniel R. Lehman Director, Construction Management Support Division Office of Science APPROVED: _________________________________________ Date: _______________ Dennis G. Kovar Associate Director, Office of Nuclear Physics, Office of Science

Project Execution Plan for the

Gamma Ray Energy Tracking In-Beam Nuclear Array (GRETINA)

Change Log

Revision No. Pages Effected Effective Date

Revision 0 Entire Document February 2004

Revision 1 Entire Document May 2005

Table of Contents

1 INTRODUCTION .............................................................................................................1 2 MISSION NEED ...............................................................................................................2 3 FUNCTIONAL REQUIREMENTS .................................................................................3 4 TECHNICAL SCOPE .......................................................................................................4

4.1 MECHANICAL SYSTEM ........................................................................................4 4.2 DETECTOR MODULES ..........................................................................................5 4.3 ELECTRONICS ........................................................................................................5 4.4 COMPUTING SYSTEM ...........................................................................................6 4.5 SYSTEM ASSEMBLY ..............................................................................................6 4.6 DELIVERABLES ......................................................................................................6 4.7 ALTERNATIVE ANALYSIS ...................................................................................7

5 MANAGEMENT ORGANIZATION ...............................................................................7 5.1 GENERAL .................................................................................................................7 5.2 PROJECT MANAGEMENT RESPONSIBILITIES ...............................................9

5.2.1 Department of Energy .......................................................................................9 5.2.2 Host Laboratory and Director of the Nuclear Science Division.......................9 5.2.3 GRETINA Management Advisory Committee...............................................10 5.2.4 Contractor Project Manager ...........................................................................10 5.2.5 GRETINA Advisory Committee .....................................................................11 5.2.6 Deputy Contractor Project Manager..............................................................12 5.2.7 Subsystem Managers.......................................................................................13 5.2.8 Quality Assurance Manager............................................................................13

5.3 INTEGRATED PROJECT TEAM .........................................................................13 5.4 OPERATION PHASE .............................................................................................14 5.5 GRETINA USER GROUP ......................................................................................14

6 SCHEDULE AND COST SCOPE..................................................................................14 6.1 SCHEDULE SCOPE...............................................................................................14

6.1.1 Control Milestones...........................................................................................15 6.2 PRELIMINARY COST SCOPE ...................................................................................16

6.2.1 Costing and Funding Profile............................................................................17 6.2.2 Contingency......................................................................................................19 6.2.3 Life Cycle Cost.................................................................................................21

7 CHANGE CONTROL ....................................................................................................22 8 ANALYSES, ASSESSMENTS, AND PLANS................................................................23

8.1 ENVIRONMENT, SAFETY AND HEALTH .........................................................23 8.1.1 Integrated Safety Management Plan...............................................................23 8.1.2 NEPA and CEQA.............................................................................................24

8.2 QUALITY ASSURANCE ........................................................................................24 8.3 RISK MANAGEMENT ...........................................................................................25 8.4 VALUE ENGINEERING ........................................................................................25

9 PROJECT CONTROLS AND REPORTING SYSTEMS.............................................26 10 PARTICIPATION OF OTHER INSTITUTIONS .....................................................26

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1 INTRODUCTION The development of gamma-ray detection systems capable of tracking the location and energy deposition at every gamma-ray interaction point in a detector is a major advance in detector technology, which will play a key role in a broad range of science and technology. Lawrence Berkeley National Laboratory (LBNL) is proposing to fabricate the Gamma Ray Energy Tracking In-Beam Nuclear Array (GRETINA) Major Item of Equipment (MIE) for the Office of Nuclear Physics at an approximate Total Estimated Cost (TEC) of $17 M. The project will start in FY 2004 and complete in FY 2010. Critical Decision One (CD - 1) was approved in February 2004. Over the past eight years, R&D has been carried out and the technology needed to realize a gamma-ray tracking array has been identified and developed, based on advances in the key areas of detector manufacturing, signal processing and tracking. GRETINA will be able to determine the energy (with high resolution) and position (within 2mm) of each gamma-ray interaction point and to track multiple gamma-ray interactions. The GRETINA array includes one prototype detector module, consisting of three germanium crystals, and seven detector modules, consisting of four germanium crystals, each with 36 segments, and its associated mechanical systems, electronics, and computing system. GRETINA will be a national resource that could be used at several existing stable- and radioactive-beam facilities in the U.S. and it will open the way to addressing a broad range of key scientific issues in nuclear structure. GRETINA will address fundamental questions about the structure and stability of nuclei, including the understanding of single-particle and collective modes and their interplay at low and high angular momentum, the description of changes in structure with proton and neutron number, the delineation of the limits of nuclear existence, unraveling the properties of exotic nuclei, and the investigation of nuclear matter under density oscillations. It will also be an instrument of great utility in areas of nuclear astrophysics and fundamental symmetries, as well as homeland security and medicine. This Project Execution Plan (PEP) describes the coordination of efforts of the project team, including the processes and procedures used by the GRETINA contractor project manager (CPM) to ensure that the project is completed on time and within budget. The PEP defines the project scope and the organizational framework, identifies roles and responsibilities of contributors, and presents the work breakdown structure (WBS) and schedule. The PEP also describes the formal change control process by which project cost, schedule, or scope may be revised in consultation with the federal project director and the DOE Office of Science, Office of Nuclear Physics.

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2 MISSION NEED The mission of the Nuclear Physics (NP) program is to foster fundamental research in nuclear physics that will provide new insights and advance our knowledge on the nature of matter and energy and develop the scientific knowledge, technologies and train manpower that are needed to underpin DOE’s missions for nuclear-related national security, energy, and environmental quality. As part of its strategic mission, the NP program plans, constructs, and operates major scientific user facilities and fabricates experimental equipment to serve researchers at universities, national laboratories, and industrial laboratories. The program provides world-class, peer-reviewed research results in the scientific disciplines encompassed by the Nuclear Physics mission areas under the mandate provided in Public Law 95-91 that established the Department. The GRETINA detector MIE directly supports the Nuclear Physics mission and addresses the Program Goal to understand the structure of nuclear matter, the processes of nuclear astrophysics, and the nature of the cosmos. GRETINA also supports the Science Strategic Goal within the DOE Strategic Plan: “General Goal 5, WORLD-CLASS SCIENTIFIC RESEARCH CAPACITY: Provide world-class scientific research capacity needed to: ensure the success of Department missions in national and energy security; advance the frontiers of knowledge in physical sciences and areas of biological, medical, environmental, and computational sciences; or provide world-class research facilities for the Nation’s science enterprise.” The detection of gamma rays from excited states in nuclei plays a vital and ubiquitous role in low-energy nuclear science experiments. The concept of tracking detectors, capable of reconstructing the energy and spatial positions of all detected gamma-ray interactions, will allow construction of gamma-ray detection systems with tremendous improvement in sensitivity and resolution, opening the way to a new class of high-resolution gamma-ray experiments at existing and future accelerator facilities in the US. This was noted in the 2002 Long Range Plan for Nuclear Science, which added `The physics justification for a…tracking array is extremely compelling, spanning a wide range of fundamental questions in nuclear structure, nuclear astrophysics, and weak interactions.’ The concept behind tracking detectors was first proposed by scientists at LBNL in 1994. The scientific opportunities that result from building new arrays based on the tracking principle were already noted in the 1996 Long Range Plan for Nuclear Science, which stated that they would `…represent a massive leap in resolving power compared to the existing systems and have a profound impact on the entire nuclear structure field.’ The physics case for gamma-ray tracking arrays was further developed in a series of community-wide workshops at LBNL (1998), Michigan State University (2000), and the University of Massachusetts at Lowell (2001). In July 2002, the Gamma-Ray Tracking Coordination Committee (GRTCC) endorsed the design of a gamma-ray tracking array using a close packed arrangement of highly segmented co-axial germanium detectors, and the March 2003 report of the Nuclear Science Advisory Committee (NSAC) Facilities Subcommittee gave the highest ratings possible to the scientific case for, and the technical readiness to proceed with, a gamma-ray tracking array.

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3 FUNCTIONAL REQUIREMENTS Large full-energy efficiency (ε), good energy resolution (∆Eγ), and high peak-to-total ratio (P/T) are the most crucial parameters for any gamma-ray detection system. The primary design goals are to maximize the efficiency and P/T of the array, and to preserve the energy resolution close to the intrinsic values. Explanations of some of the most important functional requirements are described below: Germanium (Ge) Detector: Hyperpure germanium (HPGe) detectors with low noise, good energy resolution, and minimum cross-talk between segments are needed to produce the high quality signals necessary to isolate individual gamma-ray interaction points and reconstruct the gamma-ray energy. Array Peak Efficiency: The full-energy efficiency is related to the average interaction length of the gamma ray vs. the depth of the Ge crystals. Practical issues regarding the commercial available Ge crystals determine a length of ~9 cm. This will provide an array peak efficiency of ≥ 7.2 % at 1.33 MeV. Segmentation: Segmentation size is determined by the need to observe an image charge and to minimize the probability of multiple interactions in the same pixel. R&D indicates that six azimuthal segments with a depth segmentation of approximately 1 to 2 cm can provide ≤ 2 mm (standard deviation) average for Eint >300 keV. Array Peak-To-Total (P/T) Ratio: The sensitivity to detect the weakest gamma ray in a reaction increases as (P/T)K and a high P/T (≥ 40% at 1.33 MeV) is essential for all experiments, especially those involving high-multiplicity. In GRETINA high P/T ratios are obtained through gamma-ray tracking rather than the Compton suppression shield used in previous arrays. Position Resolution: A position resolution of ≤ 2 mm (standard deviation) average for Eint >300 keV is needed (i) to accurately determine the location of the first gamma-ray interaction in the crystal, and (ii) to ensure efficient and accurate gamma-ray energy reconstruction through tracking for high multiplicity events. Timing Resolution: Studies of rare and exotic phenomena require detection of gamma rays in coincidence with other gamma rays, or with signals from auxiliary detectors, or both, and benefit from having good time resolution (e.g., full width at half maximum (FWHM) of ≤ 10 nsec (FWHM) average, at 1.33 MeV) for detection of gamma rays. Geometry: Efficiency depends on the volume of active Ge and the ability to track and reconstruct the full-energy events. The individual elements of the array must be mounted in a close packed geometry that minimizes the gaps between the crystals. It is highly desirable for the array to have azimuthal symmetry. The geometry should be designed to be expandable to 4π array. Auxiliary detectors: The GRETINA design must be flexible such as to accommodate possible inclusion of auxiliary detectors in the inner cavity of the array or outside the cavity, and may have to replace some elements of the array. Electronics and Data acquisition: The trigger logic and data acquisition systems should be

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versatile enough to accept both prompt and delayed coincidence triggers from a variety of auxiliary detectors, and to incorporate an adequate level of signal processing to select the interesting events with minimum loss of data. The system should be capable of processing a rate of ≥ 20,000 gamma-rays/sec total.

Table 1. Summary of the Functional Requirements

Detector module Number of Ge crystals1 ≥ 27 Number of segments 6 longitudinal × 6 transverse Segment Energy resolution ≤ 2.5 keV (FWHM) average, at 1.33 MeV Noise per segment ≤ 7 keV (standard deviation) average at 35MHz

bandwidth Time resolution ≤ 10 nsec (FWHM) average, at 1.33 MeV Array peak efficiency ≥ 7.2 % at 1.33 MeV Array peak-to-total ratio ≥ 40% at 1.33 MeV Position resolution ≤ 2 mm (standard deviation) average for Eint > 300 keV Digital Signal Processing Module Digitizer sampling rate ≥ 75 MHz Digitizer resolution 2 ≥ 12 bits Final integral nonlinearity3 (in Eγ)

≤ ± 0 .1% over the top 99% of the dynamic range

Final differential nonlinearity3 (in Eγ)

≤ ± 1% over the top 99% of the dynamic range

Final energy/gain stability3 ≤ ± 0.2%/hour gain drift for ≤ ± 5°temperature drift

Trigger and Readout Readout speed ≥ 10 MB/s/crystal Additional functionality Accommodate auxiliary detectors in the trigger and the

data stream Computation Data processing rate ≥ 20,000 gamma/s total Data storage rate ≥ 10 MB/s Performance following Signal Decomposition and Tracking Efficiency ≥ 5.4 % at 1.33 MeV Peak-to-total ≥ 55 % at 1.33 MeV

[1] Plus one preexisting module with 3 crystals [2] Resolution refers to the nominal value, not the effective resolution or effective number of bits [3] As measured in the final energy spectrum

4 TECHNICAL SCOPE

The GRETINA MIE project is divided in five major subsystems, including (a) Mechanical system; (b) Detector modules; (c) Electronics; (d) Computing system; and (e) System Assembly.

4.1 MECHANICAL SYSTEM

The mechanical system of GRETINA consists of a detector support structure, a target chamber,

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and a system to supply liquid nitrogen to the detector modules. The design and construction of the detector support structure is the responsibility of LBNL. A near spherical chamber will hold multiple targets at its center, and the targets will be positioned by a remote-control system. The chamber will accommodate various auxiliary detectors. Washington University will be responsible for the design and fabrication of the target chamber. The liquid nitrogen system supplies and maintains the liquid nitrogen in the detector dewars. Oak Ridge National Laboratory (ORNL) will provide this automated filling system.

4.2 DETECTOR MODULES

The detector system will consist of 8 detector modules, one of which is the three crystal prototype module purchased with R&D funds and outside the scope of this MIE. Each module includes four 36-fold segmented Ge detectors assembled in a common cryostat with a liquid nitrogen Dewar. The detectors are cut from cylindrical Ge crystals with a diameter of 8 cm and a length of 9 cm, into two different shapes of tapered irregular hexagon. Sixty crystals of each shape would form a spherical shell with an inner radius of 18.5 cm. GRETINA, will cover ¼ of the shell. The detector will be purchased by LBNL from a vendor. Standard process parameters and quality assurance procedures have been established. Detector testing, characterization, analysis, and simulation will be carried out at LBNL, Michigan State University (MSU), and other U.S. institutions. The first three detector modules (not counting the prototype module) are designated as long lead-time items. The procurement of these three detector modules constitutes the scope of GRETINA’s Phase A. Phase B is the remainder of the project scope (including the last 4 modules, mechanical system, electronics, computer system and system assembly). In light of the lengthy delivery schedule of the detector modules and the design of the electronics and the computer system will be delayed as late as reasonable. This will accommodate the latest technology advances and cost savings for the electronics and computer system.

4.3 ELECTRONICS

Each GRETINA detector module requires one pre-amplifier for each of the 148 channels (144 segments and 4 central electrodes). A pre-amplifier will be fabricated by commercial manufacturers. The analog signals from the pre-amplifiers are transmitted to Digital Signal Processing (DSP) modules. The DSP board digitizes the analog information from the detector and provides first level signal processing and trigger. This module will be designed by LBNL. The current plan is to use commercial manufacturers to fabricate the module. The Argonne National Laboratory (ANL) Physics Division will be responsible for the trigger and timing electronics. It is planned to use commercial manufacturers to fabricate this module. Other components of the electronics system, such as the high voltage supply for Ge detectors, cables, crates, and racks will be purchased. The same institution responsible for a specific module will carry out the design and construction of its test stand.

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4.4 COMPUTING SYSTEM

The architecture for the computing system hardware is logically divided between front-end data acquisition computers and data processing and storage computers connected by high-speed Switched Ethernet. The front-end computers will interface to a hardware trigger system that will notify them of significant events. Data will be processed by a loosely knit collection of off-the-shelf workstations which will receive event data from the front-end computers across Ethernet interfaces and write the processed event data to a network-attached mass storage device. The experimental data can be distributed on removable hard drives. The software for the computing system is divided between event building and event processing applications. A computing infrastructure will be required that addresses system administration of workstations and network switches, and setup of tools for software development (compilers, revision control, issue tracking) and database and web development. LBNL will be responsible for the computation systems. Additional effort will be provided by the collaboration at ORNL and ANL.

4.5 SYSTEM ASSEMBLY

System assembly is the assembly of the mechanical sub-systems, the installation of all Ge detectors modules, and the installation, configuration, and assembly of the electronics and computer systems in a site at LBNL. System assembly will occur during the last two quarters of GRETINA at LBNL. At this point, all mechanical components will have been designed, fabricated, procured, inspected, and received. The detectors will have been received, tested, characterized, and ready for installation. The electronics will have been developed, fabricated and tested. Computer programming will have been completed, and the computer hardware procured, configured, and loaded. The electronics will be installed in the crates, mounted in the racks and interconnected to the detectors and the switch based event builder. The processor farm and storage system will be configured and interconnected. The subsystems will be tested for functionality. The assembled GRETINA instrument will then be tested.

4.6 DELIVERABLES

The GRETINA MIE project will be complete when all deliverables have been received, tested and assembled into the GRETINA detector and tested. Performance specifications for the subsystems and assembled detector are shown in Table 1. Table 2 shows the component deliverables of GRETINA.

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Table 2. Component Deliverables of GRETINA

Item GRETINA Instrument

Spares

Mechanical System Support structure 1 Liquid nitrogen filling system 1 Target chamber 1 Detector Modules Three-crystal modules[1] 7 Electronics Pre-amplifiers 1147 channels 5% spare DSP Modules 1147 channels 15% spare modules Trigger and Timing System 1 15% spare modules High Voltage Power Supplies 31 4 Cables Set 5% spare Computing system Data storage system 1 1 primary + 1 secondary Network switching system 1 1 switch or switch module Data Processing Farm 1 Signal decomposition software 1 Tracking software 1 Slow control software 1 System Assembly Test Results 1 Documentation Set

[1]A pre-existing prototype detector module, funded and owned by DOE will be contributed to GRETINA and not charged to the MIE’s TEC.

4.7 ALTERNATIVE ANALYSIS

Over the past eight years, substantial R&D has been carried out and the technology needed to realize a gamma-ray tracking array has been identified and developed leading to a demonstration of the “proof of principle” in the key areas of detector manufacturing, signal processing and tracking. The concept of segmented coaxial detector emerges from this R&D. During this process a number of alternatives in detector design such as planar Ge detectors have been considered. Based on performance and cost, the current design is proposed. The Gamma-Ray Tracking Coordinating Committee reviewed this design and their report (dated July 19, 2002) endorses the current concept. 5 MANAGEMENT ORGANIZATION

5.1 GENERAL

This document provides the management organizations for the GRETINA as defined for the development, construction and final assembly and it facilitates involvement of all interested laboratories, university groups, and individuals in the design, construction and use of GRETINA. Figure 1 outlines the management structure proposed for GRETINA.

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NL NSD

Contract Project ManagerGretina

GRETINA Management Advisory Committee

Integration

GRETINA Contractor Project Manager

I-Y. Lee

LBNL Nuclear Science Division J.Symons (Division Director)

GRETINA Advisory Committee

GRETINA

DOE

Berkeley Site Office (BSO) A. Richards (Director)

B.Savnik (Federal Project Director)

Office of Nuclear Physics D.Kovar (Acquisition Executive)

Jehanne Simon-Gillo (Gretina Program Manager)

Project Engineer

LBNL EH&S Division Liaison

L. Wahl

GRETINA Quality Assurance Manager

D. Ward

Subsystems

Integration System Assembly Subsystem Manager

A. Macchiavelli

Mechanical SystemsSubsystem Manager

S. Virostek

Integration Computing Systems Subsystem Manager

C. Lionberger

Integration Electronics Subsystem Manager

S. Zimmermann

Integration Detector Modules Subsystem Manager

A. Macchiavelli

Support Structure

Target Chamber

Detector Purchasing

Detector Test

Liquid Nitrogen System

Data Processing

Slow Control

Hardware

Pre-Amplifier

Digital Signal Processing

Trigger/Timing System

Integrated Project Team

GRETINA Deputy Contractor Project Manager

S. Zimmermann

GRETINA Safety Coordinator

Dennis Collins

Figure 1. Management Organization Chart for GRETINA

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5.2 PROJECT MANAGEMENT RESPONSIBILITIES

5.2.1 Department of Energy

Within DOE’s Office of Science (SC), The Office of Nuclear Physics (NP) has overall DOE responsibility for the GRETINA MIE. The Acquisition Executive is Dennis Kovar, Associate Director for Office of Nuclear Physics (SC-26). Jehanne Simon-Gillo is the GRETINA Program Manager in the Office of Nuclear Physics. Responsibilities The GRETINA Program Manager responsibilities include:

• Providing programmatic direction for GRETINA via the Federal Project Director. • Function as DOE headquarters point of contact for the MIE matters. • Oversee MIE progress and help organize reviews as necessary. • Budget for funds to execute the MIE. • Control changes to MIE baselines in accordance with the PEP.

Barry Savnik has been assigned the Federal Project Director at the Berkeley Site Office (BSO). Responsibilities The Federal Project Director responsibilities include:

• Overall responsibility for planning, implementing, and completing GRETINA. • Provide overall MIE management oversight. • Issue key work authorization. • Provide necessary funds via approved financial plans. • Manage contingency funds. • Submit key project documents and critical decisions to DOE and report project progress. • Ensure that the MIE complies with applicable ES&H requirements (e.g., National

Environmental Policy Act [NEPA] requirements, California Environment Quality Act [CEQA], cryogen and electrical safety requirements, and radiation work authorizations).

5.2.2 Host Laboratory and Director of the Nuclear Science Division

Host Laboratory The Host Laboratory is defined as the lead laboratory that is fully responsible for the construction of GRETINA and assumes fiscal responsibility for the MIE. LBNL will be the Host Laboratory during the construction and test of GRETINA and will be responsible for ensuring that the manpower and necessary infrastructure are provided. Director of the Nuclear Science Division at LBNL Funding for this project will be directed through the LBNL Nuclear Science Division. Thus, ultimate fiscal and management responsibility for the fabrication of GRETINA will reside with the Director of the Nuclear Science Division, James Symons.

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Responsibilities The Director of the Nuclear Science Division at LBNL shall be administratively and fiscally responsible for the entire MIE. In particular he/she must provide the following:

• Provide overall management oversight for all aspects of the MIE. • Appoint the Contractor Project Manager in consultation with the GRETINA Management

Advisory Committee. • Approve key personnel appointments made by the Contractor Project Manager. • Approve major subcontracts recommended by the Contractor Project Manager. • Ensure that adequate staff and resources are available to complete GRETINA in a timely

and cost effective manner (within constraints of the budget provided by DOE). • Ensure that GRETINA has demonstrated that it meets the functional requirements. • Provide documentation and access to information necessary for operation of GRETINA

at other sites. • Ensure the work is performed safely and in compliance with the ISM rules.

5.2.3 GRETINA Management Advisory Committee

Composition The Management Advisory Committee shall be composed of the (Nuclear) Physics Division Directors of the DOE National Laboratories directly involved in the construction of GRETINA (ANL, LBNL and ORNL) or their designates and the Director of the National Superconducting Cyclotron Laboratory (NSCL) at MSU or his/her designate. The LBNL NSD Division Director or his designate shall be the chairman. Responsibilities The Management Advisory Committee will serve as an oversight committee to the project. It will ensure that the different tasks of the project at the non-host sites are proceeding on schedule and on budget. It will be responsible for the appointment of the GRETINA Advisory Committee.

5.2.4 Contractor Project Manager

The Director of the Nuclear Science Division at LBNL has appointed I-Yang Lee the GRETINA Contractor Project Manager in consultation with of the GRETINA Management Advisory Committee. Responsibilities The Contractor Project Manager shall report directly to the Director of the Nuclear Science Division at LBNL and will be in charge for the overall management of GRETINA. The Contractor Project Manager shall appoint the key staff needed for the MIE with the approval of the Director of the Nuclear Science Division at LBNL. The Contractor Project Manager also will have the following responsibilities:

• Responsible and accountable for the successful execution of contractor’s MIE scope of GRETINA

• Supports Federal Project Director in implementing DOE project management process • Provides input on project documentation. • Implements contractor performance measurement system

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• Delivers project deliverables as defined in this PEP. • Identifies and ensures timely resolution of critical issues within contractor’s control • Allocates the contingency funds according to the procedure defined in the Baseline

Change Control (Section 7). • Act as the spokesperson for the project to the DOE, the Host Laboratory, other

participating institutions, and the scientific community. • Appoints the Deputy Contractor Project Manager with the approval of the Director of the

Nuclear Science Division at LBNL. • Collaborates with the Director of the Nuclear Science Division at LBNL and Deputy

Contractor Project Manager to assemble the staff and resources needed to complete the project.

• Recommends to the Director of the Nuclear Science Division at LBNL, in consultation with the Deputy Contractor Project Manager and the GRETINA Advisory Committee, major subcontracts.

• Keeps the scientific (future user) community informed on the progress of the MIE. • Consults regularly with the GRETINA Advisory Committee on the development of the

MIE. • Appoints the Quality Assurance Manager (QAM) in consultation with the Deputy

Contractor Project Manager. • Defines the areas of collaboration and the relationship between LBNL and other

institutions participating in GRETINA through Memorandum of Understanding (MOU). • Advises the Director of the Nuclear Science Division at LBNL on the selection of non-

host-site construction teams, and of possible sub-contractors. • Provides monthly input to Federal Project Director to be used in report to DOE. • Submits quarterly status reports to BSO Federal Project Director. • Ensures the work is performed safely and in compliance with the ISM rules. • Produces necessary ES&H documentation (e.g., NEPA and CEQA).

5.2.5 GRETINA Advisory Committee

The GRETINA Advisory Committee represents the interests of the future GRETINA community. Performance requirements for GRETINA will be developed in consultation with the GRETINA Advisory Committee and the Contractor Project Manager. The GRETINA Advisory Committee will meet regularly with the Contractor Project Manager, usually by phone conference, to discuss the scientific and technical issues. The Committee may meet by itself, or with consultants, if the occasion warrants. It may be consulted by the Management Advisory Committee to discuss problems under review. Composition The Committee shall be composed of representatives from the three DOE national laboratories (ANL, LBNL, and ORNL), the NSCL at MSU and other institutions engaged in GRETINA. For reasons of continuity, the initial Committee will be the current Steering Committee. If necessary, replacement members will be appointed by the Director of the Nuclear Science Division at LBNL subject to approval by the Management Advisory Committee. Efforts must be made to ensure that the composition of the Committee reflects the interests of the GRETINA scientific community, and no more than one member shall be from any one institution. The

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Contractor Project Manager is not a formal member of the Advisory Committee, but will generally participate in Advisory Committee activities. The Committee shall elect its own chairman annually. Responsibilities

• Discuss scientific and technical issues with the Contractor Project Manager. • Provide a mechanism for representation of the participants in the MIE. • Advise the Contractor Project Manager on the selection of non-host-site construction

teams, and of possible sub-contractors for approval by the Director of the Nuclear Science Division at LBNL.

• Advise the Director of the Nuclear Science Division at LBNL if there are major unresolved areas of concern.

• Maintain the GRETINA Users Group and facilitate communication between the GRETINA and the Users Group.

5.2.6 Deputy Contractor Project Manager

The GRETINA Contractor Project Manager, with the approval of the Director of the Nuclear Science Division at LBNL, has appointed Sergio Zimmermann the GRETINA Deputy Contractor Project Manager. The Deputy Contractor Project Manager will report to and work closely with the Contractor Project Manager. Responsibilities

• Under the direction of the Contractor Project Manager executes of contractor’s MIE scope of GRETINA, and supplies the deliverables as defined in Table 2 on time and within budget.

• Collaborates with the Director of the Nuclear Science Division at LBNL and Contractor Project Manager to assemble the staff and resources needed to complete GRETINA.

• Communicates the functional requirements to the subsystem managers. • Responsible for the technical direction of GRETINA. • Responsible for the development of the GRETINA system design requirements,

including interfaces between subsystems, and achieving these requirements. • Controlling changes in the GRETINA system design requirements, including interfaces

between subsystems. • Responsible for developing and maintaining the GRETINA documentation. • Supervises the LBNL staff of the MIE. • Oversees the effort from other institutions participating in GRETINA. • Identifies and ensures timely resolution of critical issues within Deputy Contractor

Project Manager’s control. • Identifies and manages project risks. • Carries out monthly project reviews and reports results to the Contractor Project

Manager. • Coordinates preparation of regular reports and project reviews as required by DOE and

LBNL. • Ensures the work is performed safely and in compliance with the ISM rules.

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5.2.7 Subsystem Managers

Separate GRETINA Subsystem Managers are responsible for each of the five GRETINA subsystems, which are the Detector Modules, Electronics, Computing System, Mechanical System, and System Assembly. The GRETINA Contractor Project Manager has appointed Augusto Macchiavelli as Subsystem Manager for Detector Modules and System Assembly, Steve Virostek for Mechanical Systems, Carl Lionberger for Computing Systems and Sergio Zimmermann for Electronics. They report directly to the Deputy Contractor Project Manager and will be responsible for the design, construction, installation, and testing of their subsystem, in accordance with the performance requirements, schedule, and budget. Responsibilities

• Collaborate with the Deputy Contractor Project Manager to assemble the staff and resources needed to complete the subsystem.

• Communicate the system design requirements to the staff. • Ensure that subsystems meet the GRETINA system design requirements, including

interfaces. • Responsible for carrying out the design, construction and assembly of the subsystem in

accordance with the scope, schedule and budget, assuming funding and resources as described in the PEP.

• Provide regular reports on the status of the subsystem to the Deputy Contractor Project Manager.

• Ensure the work is performed safely and in compliance with the ISM rules.

5.2.8 Quality Assurance Manager

The Contractor Project Manager will assign the Deputy Contractor Project Manager, one of the Subsystem Managers, or another person involved in the project to assume the additional role of QAM (D. Ward). Responsibilities

• Collaborate with the Contractor Project Manager and Deputy Contractor Project Manager to ensure the quality of GRETINA.

• Ensure that the quality system is established, implemented, and maintained in accordance with the GRETINA Quality Assurance Plan.

• Provide oversight and support to the partner labs and institutions to ensure a consistent quality program.

5.3 INTEGRATED PROJECT TEAM

The composition of the GRETINA Integrated Project Team (IPT) is given in Table 3. Its responsibilities are described in the DOE directive. The team will meet quarterly, or more frequently if necessary. The DOE Federal Project Director will chair the IPT.

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Table 3. GRETINA Integrated Project Team

DOE Federal Project Director Barry Savnik (chair) DOE Program Manager Jehanne Simon-Gillo LBNL Contractor Project Manager I-Yang Lee LBNL Deputy Contractor Project Manager Sergio Zimmermann DOE Contracting Officer Sandie Silva LBNL Contracting Officer Alan Kong DOE ES&H Lead Roger Casteel LBNL EH&S Lead Linnea Wahl

5.4 OPERATION PHASE

GRETINA will be a national instrument, moveable between several major accelerators in the U.S. and available to the entire nuclear science community in order to capitalize on the broad variety of scientific opportunities this significant detector system can bring. Upon delivery of GRETINA (initially from LBNL) to a new location, the site laboratory will assume the responsibility of being the Host Laboratory. The specific order of rotation and duration at any particular laboratory will be based on scientific merit and will be decided at the appropriate time by the community of users and funding agencies. The Director of the Nuclear Science Division at LBNL, the Management Advisory Committee, Contractor Project Manager, and the GRETINA Advisory Committee will develop details of the operational management phase during the construction phase.

5.5 GRETINA USER GROUP

The GRETINA Steering Committee has established the GRETINA User’s Group. Membership is open to any interested scientist. 6 SCHEDULE AND COST SCOPE GRETINA has been organized into a Work Breakdown Structure (WBS) for purposes of planning, managing and reporting project activities. Work elements are defined to be consistent with discrete increments of project work and the planned method of Project Control (Section 9). GRETINA has seven WBS Level 2 components: Detector Modules, Mechanical Systems, Electronics, Computing Systems, System Assembly, Project Management and Environment and Safety.

6.1 SCHEDULE SCOPE

Figure 2 shows the schedule of the high level WBS elements of the GRETINA MIE. GRETINA has two phases. Phase A consists of procurement and testing of the first three of seven detectors modules (long lead-time items). Performance schedule baseline for Phase A will be established at CD-2A. Phase B consists of the rest of the MIE (remaining 4 detectors, mechanical system, electronics, computing systems, and system assembly). Performance schedule baseline for Phase B will be established at CD-2B. Level 1 and 2 milestones for GRETINA are provided in Table 4.

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ID Task Name Start Finish

1 Detector Deliviery Schedule 1/31/05 9/8/09

2 Start Detector Design 1/31/05 1/31/05

3 Detector Design 1/31/05 5/9/054 CD 2/3A 6/22/05 6/22/05

5 Detector 1 7/13/05 7/17/06

6 Rec Detector 1 7/17/06 7/17/06

7 Mod 1 Accetance Test 7/18/06 8/14/068 Mod 1 Perf & Char Test 8/15/06 10/18/06

9 Detector2 9/13/06 9/14/07

10 Detector 3 1/26/07 1/15/08

11 Test and QA Mod 2 & 3 9/17/07 4/2/0812 Complete Phase A 7/25/08 7/25/08

13 CD 2B/3B 7/10/07 7/10/07

14 Detector 4 7/18/07 6/16/0815 Detector 5 7/18/07 10/16/08

16 Detector 6 1/31/08 2/13/09

17 Detector 7 Part I 1/31/08 9/30/08

18 Detector 7 Part II 1/29/09 6/12/0919 Rec Detector 7 6/12/09 6/12/09

20 Test and QA Mod 4-7 6/17/08 9/8/09

21 GRETINA Design/Prototype 10/1/04 2/7/07

22 Mechanical 10/1/04 1/9/0623 Electrical 10/3/05 10/5/06

24 Computing 10/3/05 2/7/07

25 GRETINA Production 7/11/07 9/16/1026 Mechanical 7/11/07 4/3/08

27 Electrical 7/11/07 8/13/08

28 Computing 8/13/07 4/7/09

29 System Assembly 7/14/09 2/23/1030 CD 4 9/16/10 9/16/10

1/31Detector Design

CD 2/3A 6/22Detector 1

Rec Detector 1 7/17Mod 1 Accetance TestMod 1 Perf & Char TestDetector2

Detector 3Test and QA Mod 2 & 3

Complete Phase A 7/25CD 2B/3B 7/10

Detector 4Detector 5

Detector 6Detector 7 Part I

Detector 7 Part IIRec Detector 7 6/12

Test and QA Mod 4-7

Mechanical ElectricalComputing

Mechanical ElectricalComputing

System AssemblyCD 4 9/16

H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H1 H2 H12004 2005 2006 2007 2008 2009 2010 2011 2012

Figure 2. High Level Schedule of the GRETINA MIE

6.1.1 Control Milestones

Table 4 shows the project management and control milestones. The project identifies a phased (Phase A – First three detector modules and Phase B – remainder of project) critical decision 2 and 3. This is required because of the long fabrication time associated with the detector modules and will allow for as late as reasonable design and procurement of electronics and computing systems.

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Table 4. MIE Milestones

Level Milestone Description Completion Date 1 CD-0: Approve Mission Need Aug 2003 (A) 1 CD-1: Approve Preliminary Baseline Range Feb 2004 (A) 1 CD-2A: Approve Performance Baseline Range

/CD-3A: Approve Start of Construction for Long Lead-time Items

FY05 – Q3

1 CD-2B/CD-3B: MIE FY07 – Q4 1 CD-4: Approve Start of Operations FY10 – Q4 2 Complete Detector Test Procedures and Apparatus Jan 2005 (A) 2 Award Detector Module Contract FY05 – Q4 2 Complete Design and Drawings of Mechanical

Support Structure FY06 – Q1

2 Complete Acceptance Test of Detector Module 1 FY06 – Q4 2 Complete Test Digital Signal Processing Prototype

Module FY07 – Q1

2 Electronics and Computing Subsystem Ready for Prototype Assembly

FY07 – Q3

2 Award Computer Farm Contract FY08 – Q1 2 Complete Mechanical Subsystem Production FY08 – Q3 2 Start Production of Digital Signal Processing

Modules FY08 – Q4

2 Phase A Complete FY08 – Q4 2 Complete Purchase Actions for Detector Modules FY09 – Q2 2 Production Electronics and Computing Subsystem

Ready for Final Assembly FY09 – Q3

6.2 PRELIMINARY COST SCOPE Table 5 shows the breakdown cost summary for the GRETINA MIE in actual year dollars. All estimates have been inflated using escalation rates of 2% per year for material and 4% for labor assuming a funding profile that covers FY04 to FY10. The cost performance baseline for Phase A will be established at CD-2A. The cost performance baseline for the remainder of the project will be established at CD-2B.

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Table 5. Cost Summary for GRETINA MIE

Actual Year k$

WBS Description Material Labor Cost

1.1 Mechanical 470 535 1,005

1.1.1 Requirement document - 10 10 1.1.2 Design - 445 445 1.1.3 Production 470 80 550

1.2 Detector Module 7,750 400 8,150

1.2.1 Purchasing 7,750 5 7,755 1.2.2 Test/Characterize Module 1 - 310 310 1.2.3 Test/Characterize Rest of Modules - 85 85

1.3 Electronics 720 670 1,390

1.3.1 Requirement document - 10 10 1.3.2 Prototype 115 440 555 1.3.3 Production 605 220 825

1.4 Computing Systems 420 935 1,350

1.4.1 Requirement document - 10 10 1.4.2 Prototype 30 305 335 1.4.3 Production 390 620 1,010

1.5 Systems Assembly - 215 215

1.5.1 Prototype - 10 10 1.5.2 Production - 205 205

1.6 Project Management 410 2,040 2,455

1.6.1 Project Management - 1,960 1,960 1.6.2 General Project Expenses 410 80 490

1.7 Environment and Safety - 110 110

1.7.1 Perform safety analysis of all subsystems - 100 100 1.7.2 Conduct global safety review - 10 10

Subtotal GRETINA MIE 9,770 4,905 14,675

Contingency - Detector Module 975

- All Other Subsystems 1,350

Total Estimated Cost 17,000

Note: Escalation Material - 2%/yr., Labor - 4%/yr.

6.2.1 Costing and Funding Profile

The GRETINA MIE project will be entirely funded by DOE-NP; there are no interagency funding agreements or external sources of funding. Collaborating DOE and National Science Foundation (NSF) institutions anticipate providing scientific direction. The preliminary Total Estimated Cost (TEC) has increased from $15 to $17 million since CD-0 approval, but has remained within the range of $13 – 18 million approved at CD-0. The increase in TEC includes additional contingency for the procurement of detector modules, additional project management support, germanium fabrication and data acquisition expertise. Since CD-1 approval in February 2004, the preliminary TEC has remained constant at $17M. The Office of Nuclear Physics organized a Technical, Cost and Schedule Review of GRETINA at LBNL in January 2005. This

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review panel evaluated the feasibility and completeness of the proposed budget and schedule, including availability of manpower. This panel identified a risk to the project based on a deteriorating US dollar/Euro exchange rate. In response the entire project has been reviewed for cost savings, a study was performed of the forecasted US dollar/Euro exchange rate, a complete risk analysis has been performed and a contingency analysis has be completed. Phase A of GRETINA consists of the first three (long lead-time items) of the seven detector modules. The cost baseline for these three detector modules is $3.8M. The schedule baseline for these three detector modules begins with the purchase order of the first detector module planned for the Q4 - FY 05 and ends with the acceptance/testing of the third detector planned for Q4 – FY 08. The preliminary funding profile provided through the DOE Office of Nuclear Physics (NP) is shown in Table 6.

Table 6. GRETINA Cost Profile

Fiscal Year CD-0

Budget Authority Profile ($ in Millions)

CD-1 Budget Authority Profile

($ in Millions) 2004 1.0 1.0 2005 2.5 2.5 2006 2.5 3.0 2007 3.5 3.9 2008 3.6 4.4 2009 1.7 2.0 2010 0.2 0.2

Figure 3 shows the GRETINA MIE breakdown for labor and material by year.

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Gretina - MIE Labor & Matl Costs by Year

0

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

$k

Matl

Labor

Matl 280 1669 1717 2996 3272 939 7

Labor 720 831 1283 904 1128 1061 193

FY04 FY05 FY06 FY07 FY08 FY09 FY10

Figure 3. GRETINA MIE: Labor and Material Costs by Year

6.2.2 Contingency

The Contractor Project Manager manages the contingency funds according to the procedure defined in the Baseline Change Control section. The contingency funds will be held in two separate funds, one specific to Detector Modules and one for the rest of GRETINA. Table 7 shows these contingency funds and their allocation in two separate funds with respective percentages. The Detector Modules have a contingency allocation of $975,000 or 12% of the Estimate to Completion (ETC) and All Other Subsystems have a combined contingency allocation of $1,350,000 or 23% of ETC. At CD-1 (February 2004), 22% contingency was allocated to GRETINA. As of March 2005, actual costs are $950,000 with no use of contingency. As of March 2005, ETC is $13,725,000, with a contingency allocation of $2,325,000 or 17% ($2.325M/$13.725M). This reduction in contingency percentage is attributed to project successes (no contingency spent to date), further advances in R&D and GRETINA design, and a significant increase in the forecasted average Euro/US dollar exchange rate (from a rate of 1.2 in February 2004 to 1.345 as forecasted in March 2005) which lessens need for contingency.

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Table 7. Cost Contingency Allocation

WBS Description BAC @ CD1

Cont %

Current EAC

Cost Thru 03/05

ETC Cont % of ETC

Cont k$

1.1 Mechanical 995 30% 1,005 160 845 27% 230

1.2 Detector Module 6,995 20% 8,150 245 7,905 12% 975

1.3 Electronics 1,710 31% 1,390 10 1,380 28% 380

1.4 Computing Systems 1,340 33% 1,350 10 1,340 29% 385

1.5 System Assembly 220 32% 215 0 215 28% 60

1.6 Project Management 2,500 13% 2,455 515 1,940 14% 275

1.7 Environment and Safety 140 20% 110 10 100 20% 20

1 Subtotal GRETINA 13,900 22% 14,675 950 13,725 17% 2,325

Contingency:

Detector 1,400 20% 975 0 975 12%

All Other Subsystems 1,700 25% 1,350 0 1,350 23%

Total w/ Contingency 17,000 17,000 950 16,050

6.2.2.1 Detector Module Contingency

The detector modules represent the most expensive subsystem of GRETINA. Their price is based on a recent quote from Canberra/Eurisys, a French company that recently built the prototype. GRETINA has worked with Canberra/Eurisys since 1995 developing the detector technology and has established a very productive relationship with them. This relationship, the advanced state of the detector R&D, and the availability of a quote provides a firm basis to estimate the detector costs and there is a low probability that any major price change will happen. On the other hand, the Euro to Dollar exchange rate is difficult to predict. Based on these considerations and to avoid increasing the contingency of this subsystem to the extent that it could drain contingency funds from the rest of the MIE, GRETINA has adopted a projected exchanged rate of 1.345US$ = 1€ and a contingency of 12% for this subsystem. (Reference LBNL Document # GRT-2-050411-01, Risk and Contingency Reassessment). A firm cost and fixed-price contract for the first detector module has been obtained from the vendor. 6.2.2.2 Contingency for the Rest of the Project GRETINA has executed a contingency analysis from two different perspectives:

a) Expert judgment estimates, using table Table 8, Contingency Percentages to re-estimate contingencies for each WBS line. We have reassessed the development stage of each item from the technical, cost and schedule standpoint, and using this table as guidance we assigned the contingency percentages.

b) Probabilistic assessment, using quantitative risk analysis, where cost and probabilities were assigned for each risk. Monte Carlo simulations were used to estimate the

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contingency allowances for each WBS Level 2 item and also the contingency allowance for the whole MIE.

This analysis is fully described in LBNL Document # GRT-6-05-411-01, GRETINA Risk and Contingency Reassessment. The results of this analysis conclude that GRETINA has a 97% probability of staying within the $17M TEC and a 92% probability of meeting the FY10, 4Q Start of Operations date (CD-4).

Table 8. Contingency Percentages

Technical Risk Description

Cost Risk Description

Schedule Risk Description

Contingency Rate

Direct copy of an existing, working design

Off the shelf hardware or purchased from a catalog

No schedule impact on any other WBS item

10%

Based on an existing design but requiring extensive modifications

Based on a vendor quote using limited conceptual design sketches

Delays completion of only its own non-critical path subsystem item

20%

New design different from established designs or existing technology

Estimate for item with little in-house experience

Delays completion of other non-critical path subsystem items

30%

New design requiring R&D to develop advanced state-of-the-art technology

Top down estimate derived from comparable previous programs

Directly delays completion of critical path subsystem item

40%

6.2.3 Life Cycle Cost

The costs are discussed for the three phases of the life cycle:

a) Construction, as described in details in this document b) Operation c) Decommissioning

The estimated yearly cost of operation of GRETINA is estimated to be $615K, in FY03 dollars, as shown in Table 9. In addition, the cost for moving GRETINA and installing it at a new site is estimated to be between $200K to $500K, depending on whether it is the first move or a subsequent move and on the readiness of the site.

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Table 9. Operation Cost Breakdown

Yearly cost (in FY03 K$) Material Labor Sub total

Ge detector repair by manufacturer 100 50 150 Electronics maintenance 10 50 60 Mechanics maintenance 10 90 100 Computer maintenance and upgrade 50 200 250 Liquid nitrogen 20 0 20 Power, HVAC 45 0 45 Supplies and parts 40 0 40 Total 275 390 665

The decommissioning of GRETINA covers the disposal of standard electronic, computer, and experimental lab equipment, which must follow accepted standard procedures for disposal of these items. 7 CHANGE CONTROL Changes to the technical, cost and schedule baselines will be controlled using the thresholds described in Table 10. All changes that include or exceed Level 3 approval thresholds (as defined in Table 10) should first be submitted to the Contractor Project Manager using a Baseline Change Proposal (BCP). For changes exceeding Level 3, the Contractor Project Manager will endorse the request (i.e., recommend approval) to higher authority or reject the request. If endorsed, the Contractor Project Manager will then transmit the BCP to the BSO Baseline Change Control Board (BCCB) with recommendations. If the request exceeds Level 2, the BSO BCCB will submit the BCP to the lowest applicable level in the DOE Headquarters for approval. All Level 2 BCPs will be reviewed and approved by the BSO BCCB and all Level 3 BCPs will be reviewed and approved by the Contractor Project Manager. The BSO BCCB will consist of the GRETINA Federal Project Director (chair), the BSO Director, the Director of the Nuclear Science Division of LBNL (or designee) and the Contractor Project Manager. Technical advisors will be included as needed in the BSO BCCB. The chair has the final responsibility to authorize or endorse the BCP. For Level 3 changes and request for higher-level changes the Contractor Project Manager will consult with the Deputy Project Manager. If the change is approved, the copy of the approved BCP, together with any qualifications or further analysis or documentation generated in considering the request is returned to the requestor, and copies are sent to the official at the next higher control level and to GRETINA for filing. If approval is denied, a copy of the BCP, together with the reasons for denial, is returned to the requestor, and a copy is filed. The official at the next higher control level may review the granted change to ensure proper application of the procedure and consistency of the change with the goals and boundary conditions of the project.

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Table 10. Summary of Baseline Change Control Thresholds

Level Cost

Schedule

Technical Scope

DOE-SAE (Deviation Threshold)

25% increase to TEC 6 or more months increase (cumulative) in a project level milestone date

Changes to scope that affect mission need requirement

DOE-NP Program (Level 1)

Any increase in the TEC or cumulative allocation of more than $500k contingency

3-month or more delay of a Level 1 milestone date

Change of any WBS element that could adversely affect performance specifications (Table 1)

DOE-BSO Federal Project Director (Level 2)

A cumulative increase of more than $250k in WBS Level 2 or cumulative allocation of more than $250k contingency

> 1-month delay of a Level 1 milestone date or > 3-month delay of a Level 2 milestone date

Any deviation from technical deliverables (Table 2) that does not affect expected performance specifications

GRETINA Contractor Project Manager (Level 3)

Any increase of >$50k in the WBS Level 2

> 1-month delay of a Level 2 milestone date

Technical design changes that do not impact technical deliverables

8 ANALYSES, ASSESSMENTS, AND PLANS

8.1 ENVIRONMENT, SAFETY AND HEALTH

8.1.1 Integrated Safety Management Plan

Environment, safety and health (ES&H) will be integrated into all phases of planning and implementation through to the final design and production processes of the GRETINA MIE. The introduction of LBNL’s Integrated Safety Management (ISM) policy document PUB-3140 states “…the staff and management must protect the public’s interest and investment in the people, the land and environment, the equipment and facilities, and the intellectual property…, …In light of this responsibility, Berkeley Lab [and GRETINA] commits itself to perform all work safely, in a manner that strives for the highest degree of protection for employees, participating guests, visitors, the public, and the environment, commensurate with the nature and scale of the work.” The GRETINA MIE is a collaborative effort between several National Laboratories and Universities. Local ES&H and ISM policies will govern both local employees and visitors

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working at a particular site. The LBNL/PUB-3000 Health and Safety Manual describe these policies for LBNL. In addition, those working for the project will follow GRETINA specific procedures. The line management of each Laboratory retains supervisory authority of their personnel and responsibility for the safety of work at their home Laboratory or University. Line management in each Laboratory and University will keep the Contractor Project Manager informed about their Laboratory’s management and ES&H organization structures. Any safety concerns by GRETINA personnel are to be communicated to the GRETINA Contractor Project Manager, the line management where the concern occurs and the employee’s home Laboratory or University. GRETINA will have its own safety procedure document. It will describe the specific hazards found in the project and document information pertaining to these hazards. Also, this document will contain information regarding specific training required or recommended for personnel to perform their job in a safe and proper manner. GRETINA will follow the five core functions of the ISM. 1) Define work and identify the potential hazards 2) Analyze potential hazards and design the equipment or activities to appropriately mitigate or

eliminate those hazards. 3) Establish controls for hazards that cannot be eliminated through design features 4) Perform work in accordance with the procedures 5) Review the effectiveness of the hazard analyses and controls and provide feedback for

improvement. Applicable electrical, mechanical, etc. codes, standards and practices, will be used to ensure the safety of personnel, environment, equipment and property and will be integrated into the project. Where these codes, standards and practices are in conflict, the most stringent or most appropriate will be selected. Reviews will assess compliance with these codes, standards and practices. All equipment purchased from manufacturers must comply with Underwriters Laboratories Inc. or equivalent requirements, or it will be reviewed for safety. Also, prior to initial operation, formal safety reviews will be held to establish operation readiness clearance for GRETINA. The results and conclusions of these reviews, when applicable, will be documented.

8.1.2 NEPA and CEQA

A NEPA review has been completed and a determination made that GRETINA is included under a Categorical Exclusion covering a range of research and related activities. Work at LBNL would be covered for California Environmental Quality Act (CEQA) purposes under existing CEQA documentation.

8.2 QUALITY ASSURANCE

GRETINA defines Quality as the “fitness of an item or design for its intended use” and Quality Assurance (QA) as “the set of actions taken to avoid known hazards to quality and to detect and correct poor results.” GRETINA has defined the GRETINA QA plan, LBNL Document # GRT-6-050425. The plan classifies in grade levels how poor quality can impact the project, and then, associated with these grade levels, a set of actions to control and maintain quality. The plan also

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defines responsibilities of the QAM.

8.3 RISK MANAGEMENT

GRETINA views risk management as an ongoing task that is accomplished using the GRETINA Risk Management Plan (RMP) (LBNL Document # GRT-6-041110) to identify, analyze, mitigate and monitor the risks that arise during the course of completing the project. This RMP follows the guidelines set forth in Chapter 14 of DOE Publication M 413.3-1, Project Management for the Acquisition of Capital Assets. Risk is a measure of the potential of failing to achieve overall project objectives within the defined scope, cost, schedule and technical constraints. The purpose of this analysis is not solely to avoid risks, but to understand the risks associated with a project and devise methodologies and strategies for managing them. The final responsibility for risk management will rest with the Contractor Project Manager, in consultation with the GRETINA Advisory Committee and other project members. However, effective risk management is a multi-step process that requires continued involvement of all project members, and the GRETINA management will encourage involvement. GRETINA will use key procedures proven to be an effective strategy in the management of risk on scientific projects: planning, assessment, handling and monitoring. A Risk and Contingency Reassessment (LBNL Document # GRT-6-050411-01) and Risk Registry have been completed and several key findings are described below. One area of low to moderate risk identified to date is the procurement of the detector modules that make up approximately 50% of the total project cost. The detector procurement from a single qualified outside vendor presents cost, schedule and technical risks. Also, since this vendor operates in Europe, there is added risk through the Dollar/Euro exchange rate. In order to mitigate the risks associated with the procurement, the project team intends to work very closely with the detector vendor and continue to identify other possible vendors. The Risk and Contingency Reassessment will help identify near term exchange rate fluctuations, thereby reducing risk. The risks associated with electronics, the mechanical structure and computing system are estimated to be low due to successful R&D and the use of off the shelf components whenever possible. GRETINA is judged to be low risk in terms of completing the MIE on cost. The cost estimates are based in part on existing contracts for the prototype detector module, actual cost of production of similar items, in part on budgetary quotes, and in part on engineering experience. Regarding schedule, the detector procurement and testing is the critical path of this MIE. The last detector module is scheduled for purchase late in FY08 for delivery in late FY09 and testing into FY10 – 1Q. The installation of detectors is scheduled for FY10 – 1Q. The schedule includes nine months of schedule float leading to a low schedule risk assessment.

8.4 VALUE ENGINEERING

The VE studies will follow the traditional approach to VE, according to applicable procedures. A review team formed by members of the IPT and representatives of the GRETINA management

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and technical members will evaluate alternative design approaches and evaluate the flexibility of the design for present and future research. The VE approach will determine the impacts on cost (both GRETINA MIE and life-cycle) of any suggested changes to the design. Additionally, the project team will perform informal VE evaluations throughout the duration of this MIE. A Value Engineering (VE) study has been completed in preparation for CD-2A/3A, GRETINA Value Engineering Report LBNL Document # GRT-6-050429. This study describes the analysis performed to achieve the goal of accomplishing all of GRETINA’s functional requirements at the lowest overall cost. This study analyzed four of the five major subsystems (all but System Assembly). At least one more formal study will be performed before GRETINA seeks approval for CD-2B/CD-3B. 9 PROJECT CONTROLS AND REPORTING SYSTEMS The GRETINA MIE project has been entered into the Project Assessment and Reporting System (PARS) and will be updated on a monthly basis by the Federal Project Director. The Deputy Contractor Project Manager will lead monthly cost and schedule performances reviews based on schedule, cost, and technical data and report the result to the Contractor Project Manager and Federal Project Director. The Contractor Project Manager will lead quarterly overall cost, schedule and technical performance reviews and report the results to the BSO-DOE office. The Federal Project Director will report progress to the DOE Project Manager on a quarterly basis. The Office of Nuclear Physics will conduct annual progress reviews with a committee of experts. The standard LBNL accounting system will be the basis for collecting cost data. A direct one-to-one relationship will be established between each WBS element of Level 3 or lower and a separate account code under the LBNL accounting system. Technical performance will be monitored throughout the project to insure conformance to approved functional requirements. Design reviews and performance testing of the completed systems will be used to ensure that the equipment meets the functional requirements. A Memorandum of Understanding (MOU) has been established between LBNL and three of the collaborating institutions (ORNL, WUSTL and ANL). A fourth MOU will be established with MSU. The MOUs are approved at the institution’s Division Head level. Each MOU requires the collaborating institution to “. . . capture costs at a level of detail necessary to properly manage the (assigned) effort and allow comparison to the supporting resource loaded schedule. These costs will be included as part of the monthly report.” 10 PARTICIPATION OF OTHER INSTITUTIONS Several institutions will participate in the fabrication of GRETINA. These institutions have expertise and past experience in designing and fabricating similar subsystems. In addition, scientists will provide leadership for GRETINA. The institutions and their anticipated contributions are listed in Table 11. An MOU will define the relationship between the institution

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and LBNL.

Table 11. Participation of other Institutions

Institution Contribution Argonne National Laboratory Trigger system Slow control software Michigan State University Detector testing Oak Ridge National Laboratory Liquid nitrogen supply system Data Acquisition Washington University Target chamber