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FY09 PPA Budget Kick Off
Rafael Alva
Charlotte Chang
Oct 22, 2008
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Managing All HEP funds @ SLAC
• Current OHEP organizational structure coupled tightly with the “colors” of HEP funding
• http://www.science.doe.gov/hep/staff/HEPOrgChart021408.pdf
– KIPAC (Roger Blandford)
» Majority of HEP funding is for NonAccelerator Based Activities
– EPP Division (David MacFarlane)
» Mostly funded by Accelerator Based Research and Detector Operations
– Accelerator R&D Division (Tor Raubenheimer)
» Mostly funded by the Accel R&D and ILC R&D funding
• LINAC related operations has transitioned from HEP to BES - LCLS
» Began in 2006 and Completed by Oct 2008
» John Seeman’s organization
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OHEP Organization
KA11
KA1201
KA13
KA14
KA1501
KA1503
KA140103
KA1202012
KA1502021
KA1102053
KA1502011
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Mgmt & AdministrationPlanningSafety Office
Small % funded by DPS SLUO Funded by projects
Mainly funded by projects Academic Recruiting & Grd Student Office
*Headcount Control*
PPA SCCS Computing Infrastructure
Uspires
"Landlord" and Legacy
Funding - AIP - KA12 Funding - NASA, DOE & Foreign Mgmt & Administration Mgmt & Administration Mgmt & AdminFunding - Linac Ops - KC Planning Planning PlanningFunding - Eq KA1202011 Desktop Support Desktop Support Desktop SupportFunding - Power KA1202011
GLAST ISOC - KA13 & Foreign BBR Collab - KA1202012 ACD - KA1501 &GLAST Phy - KA13/nonDOE & Foreign KA14 SciDacKIPAC Phy - KA13 & 14/NonDOE SLAC BaBar - KA1201 AARD - KA1501LSST - KA 13 & KA150302/NonDOE & KA1202012 ATR - KA1501SNAP - KA13 ATLAS - KA11 KA1502/CernKIPAC Computing - KA13 & KA14 EXO - KA13 & KA150302/SU Beam Phy - KA1501KIPAC Admin - KA13 SiD - KA13 & KA150302 KA1502
Theory - KA14 / SU LARP - KA11High Luminosity - KA1501LC - KA1502/KEK
NOTE: Not intended to cover 100% of all funding sources Foreign: International Collaboration NonDOE: Other Federal Agencies, Industries and Private TF - KA1502
PPA DO - Funded as PPA DPS
ARD
PPA EE PPA ME
ASD (08)GLAST Project (08)
KIPAC EPP
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HEP TO BES Transition
0
20
40
60
80
100
120
140
160
180
200
$ mil
BES HEP
SLAC HEP Costing Structure SLAC HEP Costing Structure
Total HEP Funds ~87M in FY09
Direct Program Support (DPS)Includes PPA Organizational Costs;
HEP Legacy costs; Costs of activities benefiting all HEP Programs
Program CostsExamples of Programs
ATLAS and LARPAccelerator Based Research and Operations: BaBar, LCD
NonAccelerator Based: GLAST and LSSTTheoretical: KIPAC and EPPAccelerator R&D; ILC R&D…
Lab wide Indirect LDRD and IGPP ~45%
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SLAC HEP Programs
FY 2008 Total M$ by DivisionPPA Directorate
EPP, 29
KIPAC, 19
Linac Ops, Incl. ASD, 19
PPA DPS, 8
ARD, 27
Total M$: 101
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FY 2009 Total M$ by ActivityPPA DPS
Bgt, SLUO & Safety, 0.7
Eng-EE & ME, 0.8
Uspires, 0.5
SCCS, 1.4
Grd Student Support, 2.6
Management, 2.0
Total M$: 7,8
Distributions of PPA DPS
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SLAC HEP Planning Functions
• Roles and Responsibilities– PPA: Steve Kahn/David MacFarlane/Rafael Alva
• Overseeing all HEP funds
• Planning Analysts:
– Natalie Cramar: PPA DO, PPA Travel Commitment Files, SCCS/TIS in Ops Directorate
– Regina Franco (60%): BaBar Groups & Collaboration; ATLAS
– Linda Price: GLAST ISOC, GLAST Physics, LSST, SNAP, PPA EE & ME, EXO, LCD and KIPAC Physics & Computing
– Dora Yu: Accel Research Depts, including AARD, ACD, Beam Physics, ATR, LC and Test Facilities
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SIGNATURE AUTHORIZATION (EFFECTIVE OCTOBER 10, 2008)
FOR ALL DEPTS IN PARTICLE PHYSICS AND ASTROPHYSICS (PPA) Items Dollar
Limit Department/
Authorization Division
Authorization Required (Yes/No)
Directorate Authorization1
Other
Time Sheets & Effort Distribution Sheets Supervisor No None
Travel, Domestic and Foreign2 Department Head or
Account Holder No Harvey Lynch
Special Approval Required for Conf/Workshop travel Dept head or Account Holder needs to approve all travel prior to Harvey.
Purchase Requisitions and Blanket Order Releases
< $ 5,000
≥ $ 5,000 ≥ $50,000
Department Head or
Account Holder Same as Above Same as Above
No
Yes Yes
None Rafael Alva Rafael Alva, (Kahn or MacFarlane)
Justification Required
Capital Equipment Project Approvals (i.e. Equipment, Capital Equipment Project (CEP), GPP/Infrastructure)
Consult Website - http://www-group.slac.stanford.edu/bu/projects.htm
Yes
Rafael Alva, (Kahn or MacFarlane)
Reviewed by R. Alva, Planning Office first.
All Proposals, including SBIRs
Department or Head of Program
Yes Rafael Alva, (Kahn or MacFarlane)
Reviewed by R. Alva, Planning Office first.
All Memorandum of Agreement (MOA) Department Head/Head of Program
Yes
Rafael Alva, (Kahn or MacFarlane)
Reviewed by R. Alva, Planning Office first.
Personnel Reqs, incl. reqs for contractors & Temp, incl. extensions & other personnel actions
Department Head Yes
Rafael Alva, (Kahn or MacFarlane)
Submit to Kathy Webb first before routing to Directorate Signatures.
Stanford Dept Admin Funds, A.k.a Unrestricted Fund (Food, Catering etc.)
See Guide Memo https://www-internal.slac.stanford.edu/ppa/Dept%20Admin%20Funds.pdf
Harvey Lynch or Kahn or MacFarlane
Justification Required and advanced approval required
1 If ≥ $1 Mil, signed by P. Drell
2 Conference & Workshop approval requires the submission of Conference Questionnaire
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PPA Budget Planning Specifics
Planning Principles
1. Prioritized Bottoms up Budget
A. Activity based – has to be realistic & justifiable.
B. List items by Priority 1-3, 1 being the highest
2. By Charge Numbers, where charge numbers represent activities, and
3. By Names
Desired Outcome of budgeting and Planning Exercise
1. Transparency
2. Ability to make difficult decisions
3. Ability to reallocate & prioritize based on program driven needs and schedules
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Budget Planning Specifics – FY09
– Net decrease in dollars to fund Programs –• Higher increase in Lab Wide Indirect
– New Rates: IGPP and LDRD, 1% respectively
• Funding required to fix lab’s M&O issues (SII ~2Mil)
– Headcount actions continue to require Directorate approval:
– replacement– extension– additions
– Charges to Linac Ops – Need to go through the BES/LCLS WorkScope budget planning Process
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Budget Planning Specifics – FY09 (cont’d)
- M&S requires a Program Driven and a prioritized bottoms-up approach=> Program Directors work with supporting departments to define the scope of work and understand the resources required to carry out the work
=> Bottoms up and prioritized approach to travel budget planning
Travel is controlled by DOE Cannot swap between M&S and Travel Conference Approval – long lead time – 75 Days Mandatory Planning Tool: PPA Travel Logs Not in the log – delayed approval
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FY09 Budget Planning (Cont’d)
– New LDRD Proposals • PPA will have a few approved LDRD proposals• New Proposals call in late spring 2009
– Other Important factors to consider Identify possible non-DOE/HEP funding Identify Financial Plan Transfers via MOAs
long lead time Might need Subcontracts
Purchased Equipment, CEPs and GPP/Infrastructure
Include in the Budget Template Same Due Date, Nov 15
Tasks and activity schedules Needs in 09 for long-lead procurements
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PPA Budget Templates
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Budget Templates Cont’d – Travel Planning
New DOE Office of Science approval requirements for attending “events”
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FY09 Budget Planning Process and Schedule*Baseline budget (BA0.0) will consist of the following:
1) all current staff with appropriate labor distribution for the year 2) Approved incoming new hires 3) M&S: 08 based - irrelevant; relevant 09 specifics to be provided by Programs/depts.
When What Who
Oct 22, 2008 Kick Off Budget Process Programs/Depts Funded by HEP Funding -
PPA & NonPPA Depts
Oct 29, 2008 FY08 Costs available; Budget Templates available upon requests
PPA Planning Office
Oct 23 – Nov 7, 2008*
FY09 Preliminary Baseline budget (BA0.0) Meetings
PPA Planning Office and Dept/Prgm Heads
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FY08 Budget Planning Process and Schedule
When What Who
Nov 7, 2008
Initial Budget Requests Submitted to Planning Office
Programs and Dept Heads
Nov 14, 2008
Initial Budget Roll up for PPA
PPA Planning Office
When What Who
Nov 21, 2008
PPA Directors - Review
PPA Directorate
Dec 1-5, 2008
1:1 Bgt Meetings with PPA Directors
PPA Dir & Planning/ Div/Dept Heads
Dec 17, 2008
Distribution Prelim BA 1.0 (CR)
PPA Planning Offices
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Questions and Answers
• FY09• Linac Ops Transition Completed• Long CR – 5/12 of funding thru Feb 28,09• Transitioning to new programs: ATLAS,
FACET, Super B….
Communications needed at ALL levels !