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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 !