UK Financial Plan & Risks RLSR 16/4/2015 Content Finances FY - - PowerPoint PPT Presentation

RLSR 16/4/2015

UK Financial Plan & Risks

Content

• Finances

– FY 2014/15 – Cost to Completion

• Risks

– Top level to completion – R9 working space – Summary

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OsC 13/5/2015

Finance

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OsC 13/5/2015

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OsC 13/5/2015

• Late December STFC asked could we make use of additional funds….usual caveats applied
• Receipts must be in and paid before end of financial yr
• Intended for capital items required out of next yrs budget
• Amount available was not specified
• Shopping list was submitted
• Following list of components were approved out of additional funding

Additional Funds

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OsC 13/5/2015

Finance Update FY14/15 – End March Figures

FINANCE were using our December outturn figures

• Capital project overspend of £55.8k
• Resource project underspend of £32k
• Overspend for FY14/15 is £23.83k…….1.03%

Focus Coils contract receipted, negotiated a final payment of £10.5k……saving of £14.5k

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OsC 13/5/2015

Allocation FY15/16

• Capital allocation including staff cost £1,188K
• Resource allocation including staff costs £1,102k
• Total allocation including o’heads £2,290k
• PPD will provide a further 2.5 FTE in kind contribution…..not included in above
• Allocation excludes external income £60k
• Allocation excludes contingency £170k

Including OH Excluding OH OH to Finance in 2015/16 2015/16 2015/16 New Old Diff MICE Phase 2 (Capital) Reqns/M&O 520 excluding 80k contingency 520 STAK00058 Travel RAL PPD 28 28 Pay RAL TD 640 excluding 30k contingency 640 Pay 1,188 Provisional allocation 1470k. 1,188 RAL PPD FTE 0.50 0.50 RAL TD FTE 13.29 13.29 MICE Phase 2 (Resource) Reqns/M&O 100 excluding 50k contingency 100 STAK00061 Travel RAL PPD 128 74 Pay 54 49 5 RAL TD 214 123 Pay 91 90 1 442 Provisional allocation 529k 297 RAL PPD FTE 1.50 1.50 RAL TD FTE 3.64 3.64 MICE Ops & Analysis Reqns/M&O 110 Allocation excludes Common Fund external income of 60k 110 STAK00051 Travel 15 15 RAL PPD 49 28 Pay 21 19 2 RAL TD/Other 486 Including ISIS 3 FTE 279 Pay 207 204 3 660 Provisional allocation 292k 432 RAL PPD FTE 0.50 0.50 RAL TD FTE 6.00 6.00

Summary for Allocation Period Phase 2 Construction

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Approved Actual FY 2012/13 (£k) Actual FY 2013/14 (£k) Actual FY 2014/15 (£k) Approved FY 2015/16 (£k) Total (£k)

(excluding contingency)

Projected to end FY (2+3+4+5+6) (1) (2) (3) (4) (5) (6) (7) Universities IC CG 548.50 126.00 150.50 137.00 135.00 137.00 548.50 Project 548.50 126.00 150.50 137.00 135.00 137.00 548.50 Brunel CG 198.00 49.00 49.00 50.00 50.00 50.00 198.00 Project 198.00 49.00 49.00 50.00 50.00 50.00 198.00 Glasgow CG 166.04 30.00 42.00 47.04 47.00 47.04 166.04 Project 166.04 30.00 42.00 47.04 47.00 47.04 166.04 Oxford CG 124.11 49.00 50.00 25.11 25.11 124.11 Project 124.11 49.00 50.00 25.11 25.11 124.11 Sheffield CG 146.97 36.00 37.00 36.97 37.00 36.97 146.97 Project 146.97 36.00 37.00 36.97 37.00 36.97 146.97 Strathclyde CG 160.00 25.00 40.00 50.00 45.00 50.00 160.00 Project 160.00 25.00 40.00 50.00 45.00 50.00 160.00 Warwick CG 158.25 31.00 42.00 42.25 43.00 42.25 158.25 Project 158.25 31.00 42.00 42.25 43.00 42.25 158.25 Consolidated Grant Total 1,501.87 346.00 410.50 388.37 357.00 388.37 1,501.87 Project Staff Total 1,501.87 346.00 410.50 388.37 357.00 388.37 1,501.87 STFC laboratories staff 5,655.02 637.00 2,232.27 1,240.75 1,545.00 Spend to date 1,050.15 5,464.42 Requirement to end financial year Staff (spend to date) Total 8,658.75 1,329.00 3,053.27 2,017.48 2,259.00 1,826.88 8,468.15 Capital 2,831.99 1,126.25 455.74 730.00 520.00 905.19 3,007.18 Resource 509.00 284.00 225.00 443.79 668.79 Travel Common Fund Non-staff Total 3,340.99 1,126.25 455.74 1,014.00 745.00 1,348.98 3,675.97 Total (excluding WA) 11,999.74 2,455.25 3,509.01 3,031.48 3,004.00 3,175.86 12,144.12 Working allowance Total (including WA) 11,999.74 2,455.25 3,509.01 3,031.48 3,004.00 3,175.86 12,144.12 Contingency (Held by STFC) Total Award 11,999.74 2,455.25 3,509.01 3,031.48 3,004.00 3,175.86 12,144.12 Staff (including Academics, estates and indirects) Non-staff

MICE Phase IIa Construction and operations and analysis summary table

Based on Spend to March 2015

Replaces Table 2 in the report

Final Step

UK Cost to completion

• Construction complete – March 2017
• Commissioning complete – May 2017
• Data taking complete – March 2018
• Analysis and paper submissions

timescales and associated resource costs TBA beyond FY 2017/18

• Includes 3FTE of ISIS support staff each

FY + MICE staff contributing to ISIS teams (T Stanley, M Tucker, J Govans)

• Additional maintenance/service costs in

2016/17 in O&A wp

• Ramping down of staff and non staff costs

FY2017/18

• Mitigation costs predominantly
• Additional Helium costs for magnet

training runs

• Additional shielding
• RF crowbar switch & spares
• Electrical spares for system failures

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2015/16 2016/17 2017/18 2018/19 Total £k £k £k £k Staff effort MICE-UK 1 Project management and project office 411.45 402.36 355.52 1169.33 2 Mechanical integration 203.94 176.62 83.07 463.63 3 Electrical Integration 133.87 209.48 97.07 440.41 4 Focus-coil module 117.46 112.48 116.42 346.36 5 Hydrogn Delivery System 44.68 21.85 66.53 6 RF power 400.55 373.27 302.13 1075.94 7 Vacuum 29.48 30.51 31.58 91.57 8 Magnetic Mitigation 11.23 11.62 6.02 28.87 9 Software and computing 160.10 148.39 153.58 158.96 621.03 10 Operations and analysis 921.21 916.01 934.61 769.58 3541.42 Staff totals 2433.98 2402.59 2079.99 928.54 7845.10 Non-staff MICE-UK 1 Project management and project office 15.00 15.00 65.00 160.00 2 Mechanical integration 258.32 173.27 155.80 743.69 3 Electrical Integration 96.48 182.63 125.93 760.00 4 Focus-coil module 15.00 35.00 5.00 464.87 5 Hydrogn Delivery System 10.00 71.09 6 RF power 147.14 110.23 75.00 483.16 7 Vacuum 25.76 35.85 36.49 225.81 8 Magnetic Mitigation 107.53 55.00 369.12 9 Software and computing 15.00 15.00 15.00 15.00 70.38 10 Operations and analysis 153.68 224.67 171.95 87.93 894.22 Non-staff totals 843.90 846.64 650.17 102.93 2443.65 Total staff and non-staff MICE-UK 1 Project management and project office 426.45 417.36 420.52 2249.08 4 Focus-coil module 132.46 147.48 121.42 1131.03 5 Hydrogn Delivery System 54.68 21.85 187.34 6 RF power 547.68 483.50 377.13 2250.79 7 Vacuum 55.24 66.36 68.07 353.73 8 Magnetic Mitigation 118.76 66.62 6.02 416.70 9 Software and computing 175.10 163.39 168.58 173.96 867.43 10 Operations and analysis 1074.90 1140.68 1106.56 857.52 5071.65 Sub-totals 3277.88 3249.24 2730.16 1031.47 10288.74 Grand totals (Cost with time contingency and risk) 3277.88 3249.24 2730.16 1031.47 10288.74 Grand totals (Cost with time contingency) 3107.88 3069.24 2500.16 1031.47 9708.74 MICE-UK Cost of risk mitigation 170.00 180.00 230.00 580.00 Staff element 20.00 10.00 10.00 40.00 Non-staff element 150.00 170.00 220.00 540.00 MICE UK Cost to Complete

Final Step

UK Cost to completion

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• Allocation approved to FY 15/16
• Required allocation for phase 3 - FY 16/17, 17/18 & 18/19
• £7m
• Total UK spend for MICE £41,8m

OsC 13/5/2015

Spend Spend Spend Spend Spend Spend Spend Spend Allocation Requirement Requirement Requirement to 2008 2008/9 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 Total £10,100 £2,953 £3,064 £3,003 £3,129 £2,613 £3,509 £3,175 £3,278 £3,249 £2,730 £1,031 £41,834

MICE UK Costs (£k's)

Allocation Period Phase 1 Construction Allocation Period Phase 2 Construction Allocation Period Phase 3

Includes risk mitigation costs

Risk

Final Step

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Top Level Risks

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OsC 13/5/2015

L I LxI L I LxI Staff years Non-staff (£k) MICE 3

Magnetic field effecting

• peration of electrical

equipment relating to the continued operation of the cooling channel magnet systems and detectors.

Inability to operate the cooling channel 5 5 25 MICE - UK / MAP Installation of a partial return yoke has mitigated the major risk. Movement

• f the control and power

supply equipment to a dedicated room outside of the magnetic field. 1 4 4 Much work has been completed and provision of additional rack room has enabled the majority of the sensitive equipment to be moved away from the hall. The PRY has not yet been installed and so has not been tested, the residual risk still applies. Significant investment from UK and US to mitigate risk has been

• expended. Non staff risk persists

in the event of additional material 0.2 100 End of project MICE 4

Extended period of re- training for the lattice of magnets for Step IV - SS1/AFC/SS2.

Timescales for the training period, cost of the amount of LHe required to carry out the training the availability of the Lhe. Expert personnel required to be available for magnet operations over a protracted period of time. 4 5 20 MICE-UK / MAP Discussions with BOC (or supplier) to agree delivery timescales and availability during heavy use periods. Magnet integration task force to define commissioning method to keep schedule and cost to a minimum. 4 4 16 Each re-cool and fill of the Spectrometer Solenoid can take upto 500l LHe, AFC remebers it's

• training. Each full lattice quench

could cost in the region of £7K. Initial investigations with BOC show that the predicted amount

• f LHe will be available during the

commissioning period. 1 100 End step IV MICE 7

VAT payable on the delivery of all equipment imported from the non-UK collaborators

Budgetary constraints resulting in reduced work force and installation activities being carried

• ut.

4 5 20 MICE UK Escalation of the issue to the legal department of the STFC 2 4 8 At the moment it is unknown if the cost can be mitigated. STFC to bear the cost burden, 20% of the value of each item imported. With the shipping of the RFCC removed very large amounts are no longer possible. 0.1 100 Impacts final step MICE 8

Resourcing issues from the STFC and national labs

inability to complete significant sections of work on agreed time

• r cost scales.

4 5 20 MICE - UK / MAP Escalation of the issue to the STFC and DOE. 2 4 8 Project scope has changed leading to a different labour profile required to complete the project. 2 Impacts Step IV and all other steps. MICE 9

Senior management of the MAP collaboration / MICE- US changes. Leadership and direction of the construction team unfocused.

4 5 20

MAP Discussion with senior MAP and MICE management

1 4 4

The critical actions for design and precurement are

• underway. Oversight to

completion required. End of Cooling Demo

MICE 10

Late delivery of the PRY and / or Cavities for Cooling Demo after advanced scheduling.

Standing army cost for period after hall preparations are complete and receipt of the PRY materials / Cavities 3 5 15 MICE-UK / MAP Interaction with the MICE- US construction team. 1 5 5 Cost will need to be borne as releasing and then re-forming the team will be difficult with an unknown timescale. From the MAP schedule analysis the PRY and RF Modules will arrive well in advance of the requirement £90k / Month End of Cooling Demo MICE 11

US budget cuts changing magnet manufacture, commissioning and delivery

Halting project installation and subsequent data taking. Loss of key personnel from the project. Inability to continue with full cooling program. 4 5 20 MAP Discussion with senior STFC management. 2 4 8 DOE has assigned a budget profile of 9 / 6 / 3 for the next 3 US finacial years. Impacts Step IV and Cooling Demo MICE 12

RF Power systems are not available for cavity testing

The critical path items following the RF system installation will extend in time. Testing of the cavities with and without B field. Commissioning of the channel and gaining data for the final step 4 5 20 MICE UK Discussions with UK senior management to gain sufficient staff to carry

• ut the work required on

the RF systems and

• controls. Additional

technical staff from collaborating institutes for 2 5 10 Successful completion of the RF power system installation will result in delays leading to the US collaborators being unable to contribute to the data taking period for Cooling Demo. Further interaction with STFC senior management to gain sufficient 2 75 End of Cooling Demo Risk score ID Risk Description Potential impact on project Comment / Conclusion Cost of mitigation Likely retirement of requirement risk score Ownership Proposed Action Post-action

Top Level Risks

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OsC 13/5/2015

L I LxI L I LxI Staff years Non-staff (£k) MICE 14

Loss of key project and

• perational staff

Continuation of the funding to allow re-newal of University contracts 3 5 15 MICE UK Discussions with The STFC senoir staff. Preparation of funding profiles, plans and staffing to completion of the Cooling Demo 1 5 5 Much of the key aspects of the

• peration of the Step IV stage of

the project are carried out by University staff. Gaining replaceable resource from the national labs would be difficult 10 50 (LTA / Travel) Novemeber 2015 MICE 15

Restricted entry to the UK for key project and

• perational staff

Visa and invitation burocratic difficulites procluding non-EU engineers and scientific staff from entering the UK to carry out work at the STFC RAL. 3 5 15 MCIE UK Arragements with the imigration department of the SBS and highlight / escelating difficulties to the STFC senoir staff 2 5 10 Much of the key aspects of the

• peration of the Step IV stage of

the project are carried out by University staff. Gaining replaceable resource from the national labs would be difficult 10 50 (LTA / Travel) End of the Cooling Demo MICE 16

Failure of a Focus Coil Magnet

Internal cold mass or associated equipment deep within the

• assembly. LTS leads.

2 5 10 MICE UK Follow all specific

• perational aspects as

defined by the experts for the superconducting magnet 2 5 10 Transportation, dis-assembly, investigation, fix and reassembly would be extreamly costly and extensive with regard to

• schedule. A spare magnet would

be out of the reach of the project. A repair intervention would be 12 months including testing and commissioning and manufacture

• f new magnet system, test and

commission around 2 years. 3 500 End of the Cooling Demo MICE 17

Failure of a Spectrometer Solenoid Magnet

Internal cold mass or associated equipment deep within the

• assembly. LTS leads.

2 5 10 MAP Follow all specific

• perational aspects as

defined by the experts for the superconducting magnet 2 5 10 Any repair work required would be

• utside the budgetry constraint.

Timescale would be extensive and expert personnel and workshop area will not be available in a short time frame. 3 500 End of the Cooling Demo MICE 18

Inability to procure Lithium Hydride for secondary absorbers

Reduction in scientific output and resulting cooling effect. 3 5 15 MICE-UK / MAP Design and analysis for the use of plastic in the bore of the Spectrometer Solenoid will give a similar, but slightly lower value for the cooling effect. Investigations of a hybrid design utilising plastic and LiH. 1 5 5 The design for the placement of the secondary absorber at the radiation shutter placement is

• underway. The changes to the

design of the Helium window 'Top hat' will be small. Any hybrid design will require design investigations. 0.2 30 End of the Cooling Demo Risk score ID Risk Description Potential impact on project Comment / Conclusion Cost of mitigation Likely retirement of requirement risk score Ownership Proposed Action Post-action

MICE Risks Summary

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OsC 13/5/2015 Risk Burn Down 22nd April 2015 Number

• f Active

Risks Number

• f retired

Risks New Risk added Total Risk Burn down Top Level 13 2 5 15 13% PM&PO 26 14 40 35% Focus Coil 12 12 100% LH2 3 22 25 88% Electrical 5 6 11 55% RF 17 4 21 19% Mechanical 5 13 18 72% Computing 42 6 48 13% Muon Beam 2 3 5 60%

5 10 15 20 25 30 35 40 45 50 Active Risk Retired Risk

Working Space

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Additional Experimental area ~170m2 Current R9 experimental area ~200m2 Moving out of this area

Working Space

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• Activity in the R9 Laboratory space
• Area for storage of essential equipment moved from the current Didcot storage facility - £20k/year
• To end of project
• Clean lab
• To end of project
• Target operational space
• To end of project
• Waveguide layout and assembly
• 6 months during 2015/16
• Storage of magnets and Partial Return Yoke materials during de-commissioning of Step IV (North sections)
• Removal - June 2016
• Installation - January 2017
• Receiving area for RF cavities and chambers
• Delivery June 2016
• Installation June/Sept 2016 – for off line testing with RF
• Receiving area for Final Step additional Partial Return Yoke sections
• Delivery April 2016
• Installation November 2016 – February 2017
• Forklift parking area
• To end of project

OsC 13/5/2015

Working Space

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OsC 13/5/2015

• 8th to 11th July there will be a open day for schools, VIP’s and the public.
• We hope to have two areas where MICE will be shown
• MICE Hall
• R9 – Focus coil
• On the main day for the public, Saturday 11th an overview of the hall and the Focus Coil in R9
• Problem – R9 re-configuration work has hit a snag of finding Asbestos on the floor so need to

lift the floor surface in the whole lab space.

• Screens will be required to keep the storage and people separate
• The area will be tidied and screened to enable the Focus Coil and Zeus Tracker to be

exhibited.

• Another pressure that is a request from BPG for storing switch gear equipment and associated kit in

the R9 lab

• Need to gain more detail of size, mass, access needs, timescales…..
• Cleanup of the area to use it more efficiently is in the work plan
• We are still going to be squeezed for storage and working area.

Risk Summary

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• No Second hydrogen system
• No Hydrogen absorber in final step
• Operational risk reduced from Step IV experience.
• Both Focus Coils performance sufficient for ionisation demonstration
• Additional space in R9 agreed ……….. work is progressing although

there are some asbestos problems in the floor which are being addressed.

• RF Power systems
• Effort for build-up, testing and installation
• Longer commissioning times
• Changes in US budgets
• Delivery of RF Cavities and Chambers late
• PRY additional materials late

RLSR 16/4/2014