Teaming Between the Project Manager and Project Controls: EMSL Recovery Act Project a Case Study Scott Tingey, EMSL Chief Operating Officer Gregg Andrews, Senior Project Controls Specialist 1
Feb 25, 2016
Teaming Between the Project Manager and Project Controls: EMSL Recovery Act
Project a Case StudyScott Tingey, EMSL Chief Operating Officer
Gregg Andrews, Senior Project Controls Specialist
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Presenters
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Gregg Andrews– Senior Project Controls Specialist
EMSL Recovery Act PC Lead
Scott Tingey– EMSL Chief Operations Officer
EMSL Recovery Act Project Mgr
Battelle Memorial Institute
Started in 1923 through Gordon Battelle’s will~22,000 employees Donates > 20% of annual revenueManages 7 National Laboratories History of breakthroughs in Science:
1940’s improved materials used on the armor plating in WW II
1959 Xerox copiers enter the market
1974 Compact disc technology
Not for profit
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Pacific Northwest National Laboratory
Battelle assumed management of the laboratory in 1965
DOE contract GOCO
~ 4,900 employees
Business volume > $1.1 B
Richland campus includes unique laboratories and specialized equipment
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Environmental Molecular Sciences Laboratory
The William R. Wiley Environmental Molecular Sciences Laboratory (EMSL) commissioned in 1996Research focus primarily on molecular sciencesA national scientific user facilityEMSL Focus:
EnergyEnvironmentHealthNational Security
FY12 operating budget ~$39M and capital budget of ~$2.5M
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• Biofuels• Energy
Storage• Solar Power
• Contaminant Cleanup• Carbon Sequestration• Vehicle Emissions
• Biomarkers • Nanoparticle toxicity• Drug Development
• Explosives Detection• Advanced Materials• Forensics
EMSL Project Management Structure
Chief Operations OfficerHistorically has been someone from Operations
Project Controls – bring expertise in:Integrated schedule & budgetingEarned Value Management techniquesRisk assessment & managementDOE Order 413.3
Project Management OfficeDevelops project management expertiseAssigns project managersEvaluates and accepts risk for the laboratory
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EMSL Uses Tailored Approach to Project Management
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Small projects (less than $2M)
Managed mostly by technical staff Limited project controls support provided
Titan ETEM
Mid-sized projects ($2M – $10M)
Project manager selected based on riskIncreased project control supportDetailed schedules and monthly reports
Helium Liquefier
Facility modification projects
Partnership with F&O and EMSL PMO
Extensive project
controls
Detailed
documentation8
EMSL Uses Tailored Approach to Project Management
Large Projects (> $10M)Certified project managerIntegrated project teamDetailed documentationDOE project management Order 413.3BRigorous project controls
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HRMAC Spectrometer
Recovery Act
American Reinvestment and Recovery Act signed into law in February 2009Expires in 5 years (Feb 2014)Primary objective of ARRA to save and create jobs; promote economic recovery$787B invested nationwide:
1. California – $31.6B ($856 per resident)2. New York - $16.9B ($684 per resident)3. Texas - $16.7B ($856 per resident)8. Washington $8.4B ($1,260 per resident)
DOE allocated $36B10
1 Billion Dollars
Recovery Act Project – EMSL Ready to Respond
Office of Science client indicates opportunity to accelerate capital refresh planEMSL responds at funding level of $60M
Accelerate capital planning from 7 years to 18 monthsExisting plans mold priority list of instrumentsList of 36 items are approvedInstruments valued from $4.9M to $90K; avg value $1.5M
Project management process already in place
Approved by sponsorAllows for tailoring Follows DOE Order 413. 3BProject controls capability matrixed to EMSLTools in place
Experienced project manager available
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EMSL Recovery Act Team
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Communication with sponsorDrafts entire PMPDrives Schedule & budget development
Drives development of entire monthly report
Shared responsibility for communicating with sponsorReviews & approves PMPSets strategy for scheduleTypically delegates PC leadReview & approve Monthly reportsSets strategy for risk mgt plans
PNNL Approach to PM/PC R2A2s
Typical PM Responsibilities
Single point of contact with customerWrites PMPDrives schedule developmentTypically delegates to senior CAMWrites Monthly reportsDevelops risks mgt plansCommunicates with Senior Mgt
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Typical PC Responsibilities
Communicates with CAMsWrites small sections of PMPImplements PM toolsMonthly performance statusingDevelops sections of Monthly reports
Project Manager and Project Controls Teamed to:
Build trust
Enable project controls to lead (e.g., delegation)
Provide direct communication with the client based on question
Role based decisions authority
PM sought advice and input from project controls on significant issues
Project controls consider deputy to PM14
Project Manager and Project Controls Relationship – How it developedPC developed sense of what was
important to project manager
Trust developed through day-to-day decisions and discussions
Developed positive relationship with CAMs, facility mod leads, and Contracting Officers
Discussed important issues and actions before delegation
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Project Manager and Project Controls Relationship – How it worked Project Manager
Retained final decisionAccountable to EMSL senior mgmt and DOE
Project ControlsResponsible for coordinating the development of the baseline plan (work scope, schedule, budget, and risks)Generated status reports for CAMs and DOEProvided advice and feedback on challenges and issues
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Dr. Allison Campbell, EMSL DirectorMichael Kluse, PNNL Laboratory Director
EMSL Recovery Act Project
Planning phaseIdentify CAMs and Contracting OfficersWBS developmentCAM’s prepare WBS dictionariesSchedule development (P3)Resource loading (in-house pricing)
Vendor pricing estimatesLabor estimatesFacility mod estimates
Prepare control account agreementsPrepare Project Execution Plan and Risk Management PlanSeveral iterations with each CAM
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EMSL Procurement of Capital Equipment Funded by American Recovery and Reinvestment Act (ARRA) Funding
ProjectSM Tingey
ARRA Major Item of Equipment Instruments
SM Tingey
WBS 1.0
(Item #1) Transmission Electron Microscope System
T Thevvthasan
WBS 1.1
(Item #2) High Resolution Imaging X-ray Photoelectron Spectrometer (XPS) System
T Thevvthasan
WBS 1.2
(Item #3) Atom Probe Tomography System
T Thevvthasan
WBS 1.3
(Item #4) Electron MicroProbe (EMP) System
T Thevvthasan
WBS 1.4
(Item #5) Radiological/Environmental Wide-Bore Nuclear Magnetic Resonance (NMR) System
DW Hoyt
WBS 1.5
(Item #7) High-Field (15 Tesla) Fourier Transform Ion
Cyclotron Resonance Mass Spectrometry (FTICR MS)
SystemL Pasa Tolic
WBS 1.7
(Item #10) Advanced Mass Spectrometry Capability
L Pasa Tolic
WBS 1.10
(Item #12) Ultra-High Vacuum (UHV) Scanning Tunneling Microscope/Atomic Force
Microscope (STM/AFM) System
T Thevvthasan
WBS 1.12
(Item #16) Advanced Helium Ion Microscopy System
T Thevvthasan
WBS 1.16
(Item #20) Catalysis/Solids Wide-Bore Nuclear Magnetic Resonance (NMR) Systemem
DW Hoyt
WBS 1.20
(Item #26) Integrated, In-situ Optical Spectroscopy (IR,
Raman) CapabilityT Thevvthasan
WBS 1.26
ARRA Non-Major Item of Equipment Instruments
SM Tingey
WBS 2.0
(Item #6) Environmental Scanning Electron
Microscope (SEM) SystemT Thevvthasan
WBS 2.6
(Item #8) Multi-Spectral Cellular Imaging Capability
HS Wiley
WBS 2.8
(Item #9) Next-Generation Metabolomics
Characterization CapabilityL Pasa Tolic
WBS 2.9
(Item #11) Geochemistry Atomic Force Microscope
(AFM)NJ Hess
WBS 2.11
(Item #13) Scanning Probe Infrared (IR) Spectroscopy
SystemT Thevvthasan
WBS 2.13
(Item #14) Biomolecular Imaging/Mass Microscope
SystemL Pasa Tolic
WBS 2.14
(Item #17) High-Performance Elemental/Isotopic Mass Spectrometry Capability
DW Koppenaal
WBS 2.17
(Item #18) Ion Mobility Spectrometry – Mass
Spectrometry (IMS-MS) Proteomics Systems
L Pasa Tolic
WBS 1.18
(Item #19) Console/Control System Upgrades for Nuclear Magnetic Resonance (NMR)
SystemsDW Hoyt
WBS 1.19
(Item #21) Microfluidics/Microfabrication
CapabilityDR Sisk
WBS 2.21
(Item #22) In-situ and Bioreactor Nuclear Magnetic Resonance Probe Capability
DW Hoyt
WBS 2.22
(Item #23) EMSL Archive Storage Capability
DE Cowley
WBS 2.23
(Item #24) Particle Accelerator &
Instrumentation UpgradesT Thevvthasan
WBS 2.24
(Item #30) Instrument Development/Machine Shop
UpgradesML Rosbach
WBS 2.30
(Item #31) Software Development Capability for
NWChemDE Cowley
WBS 2.31
(Item #33) Microbial Transcriptome Analysis
SystemsHS Wiley
WBS 2.33
(Item #34) Environmental/Radiological
Chambers/GloveBox Systems
NJ Hess
WBS 2.34
(Item #36) Combined Scanning Electron /Focus Ion
Beam Microscope for Radiological Materials
DR Baer
WBS 2.36
(Item #37) X-ray Photoelectron Microscope for
Radiological MaterialsDR Baer
WBS 2.37
(Item #41) Metallomics Mass Spectrometry Capability
DW Koppenaal
WBS 2.41
EMSL Recovery Act Project
Execution phasePM issues charge letterMonthly status from CAMsMonthly reporting at control account levelReporting to DOE
Report against delivery/acceptance milestones (e.g., 50% accepted or in acceptance)Monthly cost and schedule variance report to BERBi-weekly conference call with BER and PNSOMonthly report to PNSOAd hoc reporting
Corrective actionsBaseline change requests
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EMSL Recovery Act Project
Once a week mtg with CAMs:
Technical progressContracting issuesFacility modificationsCosting 60-day look ahead
Managing ContractsDedicated Contracting OfficersDelivery schedulesDamages goodsConsideration when contract terms not met
Routine estimate at completions; more frequent near project finish19
EMSL Recovery Act Project
Closeout phaseEnsure instrument acceptanceEnsure facility modifications are completeClose charges codesClose contract with vendorsAddress outstanding accrualsIdentify items with warranties extending below finish dateConduct readiness reviewIssue closure letter and obtain signatures
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Lessons Learned
Key take-ways – the good stuffStrategic planning brings confidence from sponsorIdentifying the appropriate CAMsDedicated support staff on large projectsEarly involvement of project controlsControl Account Agreements clarified expectations
Key take-ways – needs improvementWork closely with ES&H (especially with vendors)Vigilance or workload is vitalReceiving procedures to ensure safe arrival of goodsClarity in contract language
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Questions?
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