1

FY 2013 Workforce SummaryLessons Learned

Proposal

Peter H. Garbincius & Young-Kee KimNovember 5, 2012 – updated after meeting

Director’s Senior Management ++ Group

filename: Management_5nov2012-phg-ykk.pptxhttp://www.fnal.gov/directorate/OPPS/index.htm

http://www.fnal.gov/directorate/OIP/OHAP/index.htmlhttp://www.fnal.gov/directorate/OIP/OHAP/PlanNeeds/index.htm

2

What are our goals for this meeting?

• Information we gathered in the past What we learned and how we used it

• FY 2013 staffing info from 9/12 Budget Uploads requests vs. allocation for major projects

• What staffing projection info do we need? Over what timescale?

• Brainstorming on Lessons Learned and Proposal for FY2013

3

OHAP(Organization and Human Asset Plan)

• 10 year projection– 3 years in details (tier 1 skills ~ 22 Functional Categories)– High level projection beyond 3 years (tier 1 skills) to identify

potential skill gaps in the future– 5 year plan for scientists (via annual survey)

• Distribution of OHAP roles– latest 9/30 FTEs from FTL for FY 2011– haven’t done FY 12

• Budget Upload for FY 12, 13, 14 – Jan 2012• removed:

– Age Distribution 1/1/2008, 5/15/2012• Peter H. Garbincius, Dean Hoffer, Bridgette Fricks• first presented 5/14/2012, latest rev 6/15/2012

4

OHAP Structure SummaryFunctional Discipline Functional Category -Tier 1 # Roles

Information Technology 14

Scientific 26Postdoctoral Research Associate 9Scientist 17

Technical 34Alignment 2Design 6Electrical Technician 6Mechanical Technician 8Operations 5Other Technical 7

total # Roles 150

OHAP Structure SummaryFunctional Discipline Functional Category -Tier 1 # Roles

Administration 28Communications 2Finance 3Human Resources 10Other Administration 8Procurement 1Project Management 4

Engineer 18Civil Engineer 3Electrical Engineer 7Mechanical Engineer 8

ES&H 12

Facilities Mgmt 17

7 Functional Disciplines, 20 Functional Categories – Tier 1, 150 Functional Roles – Tier 2 (plus Guest Scientist & Guest Engineer)

5

OHAP Study – last in FY2012• 10 year study – give funding profile for decade!

Fermilab budgets & plans are not stable over decade• Ask for personnel requirements for

both projects and regular “operations”• Focus on “needs to get the job done” not on balancing the

budget especially for large future projects– Regular operations including accelerators and support functions

by sections: constant level– Projects need to meet their budget guidelines. Some budget

guidelines (e.g. long-term projects) are not realistic except the current year and the following year

6

0

50,000

100,000

150,000

200,000

FY 10

FY 11

FY 12

FY 13

FY 14

FY 15

FY 16

FY 17

FY 18

FY 19

FY 20

FY 21

$ K/yr

Funding Model per Project by FY

Project X - Stage 1 *

LBNE - Stage 1

LHC Accelerator Upgrades

CMS LS2 Upgrade

Mu2e

Muon g-2 + Muon Exp Area

MicroBooNE

NOvA

Proton Improvement Plan - M&S

Muon Accelerator Program

SCRF Infrastructure

reference: peterg$\SC Planning FY 2012\Completed elements\OHAP stuff\Solid Plot 19dec2011…

results are only as good as the long-term guidance provided

7

0

20

40

60

80

100

120

140

160

180

FY 12 FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 FY 21

LBNE - FULL start in FY 2015

LBNE - delay start

Project X - Stage 1

The 800 pound gorillas: LBNE & Project XWhen do these guys really start?

8

Census Headcount.xls Budgeted FTEs Budgeted FTEsCensus OHAP_5_11_12.xls experience through FY 2012 for FY 2012 in for FY 2013 inDiscipline 29-Sep-11 31-Mar-12 11-May-12 13-Aug-12 J an 2012 UploadJ an 2012 UploadAdministration 276 290 288 296 268.3 264.5Engineering 264 257 258 257 249.8 235.8ES&H 56 56 57 55 58.9 59.0Facilities Management 183 178 178 170 180.0 177.0Information Technology 309 287 287 267 300.7 292.8Scientific 355 347 343 329 358.8 333.8Technical 465 425 426 416 416.6 387.5Grand Total 1908 1840 1837 1790 1833.1 1750.4WDRS headcount 1907 1843 1838 1791WDRS FTEs 1893.5 1831.5 1825.3 1778.1WFRS FTES/Headcount 99.3% 99.4% 99.3% 99.3%closest WDRS staffing report 30-Apr-12 31-J ul-12

these numbers are plotted below

UPDATE THIS FOR FY13

9

identifying the gaps

15% shortfallupdate Census to 13aug2012

10

example: expandAdministration

3 year gaps – 7a

update Census to 13aug

11-5% 5% 15% 25% 35% 45% 55%

Communications

Finance

Human Resources

Other Administration

Procurement

Project Management

Civil Engineer

Electrical Engineer

Mechanical Engineer

ES&H

Facilities Management

Information Technology

Postdoctoral Research Associate

Scientist

Alignment

Design

Electrical Technician

Mechanical Technician

Operations

Other Technical

% shortfall /census (12may2012) - OHAP Category - Tier 1

update to 13aug2012 census

surplus shortage

12

Concentrate on “key” capabilities

Prior Concerns• Cryogenic Engineers• RF Engineers• Target Engineers

– no such category!• Project Managers• Project Controls

– use contractors• Procurement

New Concerns• Electrical Engineers• Mechanical Engineers

– guest engineers?– effectiveness?– just graduate students?

• Electrical Technicians• Mechanical Technicians• can contractors help here?

No idea even how many Visitors from US institutions under Purchase Orders– not in PeopleSoft

13

“key” capabilities

Key Capabilities Concern by OHAP Role ohap 7a

OHAP <need> FY12-14

Census 13aug2012

Comments & Strategy

Cryogenic Engineers 23.4 17RF Engineers 24.5 22 + 6 RF Scientists + 1 Guest RF EngTarget Engineers no such OHAP CategoryProject Managers 26.3 14 re-use ScientistsProject Controls 9.4 8 use contractorsProcurement 23.4 21Electrical Engineers 130.7 121Mechanical Engineers 122.1 105 plus 10 Guest EngineersElectrical Technicians 136.0 100Mechanical Technicians 227.4 172

Update to 30sept2012

14

lessons learned?• Should we ensure agreement with SWF budgets?

– These, too, are inadequate to do the job!• Is a 10 year projection too ambitious?

– Industry typically does 3 (or 5) year projections• Large projects such as LBNE would need a ~10 year plan.

– Based on the DOE’s budget guidance, we need a staffing plan: between now and 2022 for R&D and construction and ~2023 for operations (required for CD-2).

• Carl S: in era of reduced workforce, gotta move specialization => generalization (cross-training) of skills and capabilities for individuals

• Would compiling Tier 3: experience & abilities of individuals be useful? PCz for Engineers. → information inflation!

15

at beginning of FY2013• WDRS FNAL-FTE Analysis – heads & FTEs 99.3%

not all counted below (e.g. Children’s Center)• Budget upload for FY2013 & FY 2014• Deployment of Staff → total = 1725

– OHAP Group (14) * OHAP Group (20 + Guest Sci & Eng)• Budget office recently asked projects staffing

needs for FY 14 and FY 15 – complete negotiations with D/S/C and upload by November 20, 2012

16

WDRS - September 30, 2012

Reg Hd Count

Reg FTE

Reg Opens

Reg Schd

TerminsReg Total

Reg Target

Term Hd Cnt

Term FTE

Term Opens

Scheduled Term

TerminsTerm Total

Term Target

AD 416 413.73 0 0 413.73 466 6 5 0 0 5 19

APC 34 34 1 0 35 35 17 17 1 0 18 19

BSS 127 126.4 1 1 126.4 129 0 0 1 0 1 1

CD 257 255.73 17 0 272.73 308 5 4.5 3 0 7.5 9

CMS 1 1 0 0 1 1 16 16 0 0 16 16

DO 43 42.2 0 0 42.2 47 1 1 0 0 1 4

ES&H 40 39.6 1 1 39.6 41 1 1 0 0 1 2

FCPA 3 3 0 0 3 3 5 5 2 0 7 11

FESS 107 106.18 0 0 106.18 116 2 2 0 0 2 3

FI 32 31.6 1 0 32.6 32 0 0 0 0 0 1

LBNE 7 7 0 0 7 9 1 1 0 0 1 0

PPD 304 302.9 1 0 303.9 348 58 58 2 2 58 87

TD 197 196.38 1 0 197.38 217 16 16 1 0 17 18

WDRS 59 56.08 1 0 57.08 56 2 1.8 0 0 1.8 2

TOT LAB 1627 1615.8 24 2 1637.8 1808 130 128.30 10 2 136.3 192Total Regular + Term Count & FTE: 1757 1744.10 ratio = 99.27%

Term Employees Consist of Scientific Term Appointments, Non Scientific Term Appointments, and Phased Retirees

17

OHAP CATEGORY (22)Values

Row Labels

Sum of FY12 FTE BUDGET

Sum of FY13 FTE BUDGET

Sum of FY14 FTE BUDGET

Alignment 12.0 13.0 12.0Civil Engineer 24.0 21.0 24.5Communications 14.9 11.2 14.9Design 39.6 37.1 43.7Electrical Engineer 122.9 114.3 115.1Electrical Technician 101.1 91.6 99.7ESH 58.3 60.0 59.3Facilities Management 180.0 167.0 177.0Finance 43.3 41.1 41.5Guest Engineer 0.0 6.4Guest Scientist 24.9 17.3 2.0Human Resources 32.0 30.6 32.6Information Technology 293.5 273.8 290.9Mechanical Engineer 103.6 102.7 99.6Mechanical Technician 190.0 169.7 175.9Operations 54.9 46.8 54.4Other Administration 116.9 126.4 114.6Other Technical 18.3 44.5 15.3Postdoctoral Res Assoc 62.0 59.5 65.9Procurement 23.0 21.5 24.1Project Management 36.2 38.6 32.9Scientist 263.9 230.4 265.7Grand Total 1815.3 1724.5 1761.3

Trends FY 2012 → FY 2014

180 50 100 150 200 250 300 350 400 450

DATA ACQUISITION AND ON-LINE …

NETWORKS

SCIENTIFIC SOFTWARE

THEORY

INFORMATION SYSTEMS

INFORMATION TECHNOLOGY CORE …

EXECUTIVE MANAGEMENT

SCIENTIFIC & TECHNICAL SERVICES

SCIENTIFIC COMPUTING SERVICES

SITE, BUILDINGS, FACILITIES

ES&H, SAFEGUARDS, EMERGENCY …

BUSINESS OPERATIONS

EXPERIMENTS & DETECTORS

ACCELERATORS & BEAMLINES

FY13 Budgeted FTEs by OHAP Group

19

Sum of FY13 FTE BUDGET Column Labels

Row Labels ACCE

LERA

TORS

& B

EAM

LIN

ES

BUSI

NES

S O

PERA

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NS

DAT

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INFO

RMAT

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SYS

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RMAT

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TEC

HN

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GY C

ORE

SER

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S

NET

WO

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SCIE

NTI

FIC

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ECH

NIC

AL S

ERVI

CES

SCIE

NTI

FIC

COM

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NG

SERV

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SCIE

NTI

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tal

Alignment 11.1 1.9 13.0Civil Engineer 0.0 1.0 1.0 19.0 21.0Communications 6.2 5.0 11.2Design 0.1 14.7 1.1 0.1 0.0 19.3 0.6 1.3 37.1Electrical Engineer 0.5 57.3 5.2 3.1 1.9 1.1 34.8 0.2 7.9 1.0 0.1 1.3 114.3Electrical Technician 0.2 49.8 2.4 0.6 15.5 16.8 0.4 0.9 3.9 1.1 91.6ESH 1.0 50.6 2.3 3.8 0.0 0.5 1.8 60.0Facilities Management 0.4 52.4 36.3 2.1 0.2 0.2 75.4 167.0Finance 31.1 1.0 6.0 2.0 0.0 1.0 41.1Guest Engineer 5.0 1.4 0.1 6.4Guest Scientist 4.9 0.0 0.0 9.9 0.0 2.2 0.3 17.3Human Resources 30.6 30.6Information Technology 1.4 30.8 13.8 0.3 5.0 8.7 17.6 33.3 41.0 13.6 2.1 81.6 17.3 7.4 273.8Mechanical Engineer 0.1 43.1 5.9 0.2 0.9 46.2 6.4 102.7Mechanical Technician 1.7 89.7 2.8 0.7 0.0 55.2 0.0 0.0 17.8 1.8 169.7Operations 40.3 1.1 0.0 3.7 0.0 1.7 46.8Other Administration 3.0 58.0 6.7 31.7 9.7 0.3 9.0 7.0 1.0 126.4Other Technical 0.1 4.7 1.3 0.0 0.0 7.3 31.0 44.5Postdoctoral Res Assoc 5.0 41.5 13.0 59.5Procurement 21.0 0.5 21.5Project Management 6.8 4.4 1.5 24.0 0.8 0.2 1.1 38.6Scientist 0.5 57.3 8.1 0.5 1.0 4.5 114.9 0.1 6.3 11.1 7.5 18.7 230.4Grand Total 4.5 423.8 246.4 4.5 120.0 64.7 410.6 34.4 42.4 14.5 90.5 94.7 24.9 115.8 33.0 1724.5

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22

for Sept 2012 Budget

Presentations• Major Projects: NOvA,

Project X, CMS, LBNE, Mu2e, SRF, (and I also asked PIP) were asked to also compare their requested staffing level for FY 2013 by OHAP Category with that which D/S/C could allocate.

OHAP Category Total Total TotalRequest Allocate Diff

Alignment 0.99 0.89 -0.1Civil Engineer 2.8 2.8 0Design 23.08 22 -1.08Electrical Engineer 39.79 44.81 5.02Electrical Technician 24.61 21.255 -3.355ESH 3.26 3.26 0Finance 1 1 0Guest Engineer 1.35 5.41 4.06Guest Scientist 0.83 3.39 2.56Information Technology 39.88 40.38 0.5Mechanical Engineer 56.1 55.105 -0.995Mechanical Technician 65.43 64.885 -0.545Operations 6.38 5.955 -0.425Other Administration 3.5 2.75 -0.75Other Technical 3.14 3.05 -0.09Posdoctoral Res Assoc 1.2 2.2 1Procurement 0.5 0.5 0Project Management 26.56 23.62 -2.94Scientist 31.02 28.94 -2.08Scientist (off Project) 10.42 10.42 0

total 341.84 342.62 0.78100.2% 0.2%

Positive Diff => SURPLUSNegative Diff => DEFICIT

23

OHAP Categories for Projects for FY 2013Project Staffi ng FY2013.xls /Summary - Peter H. Garbincius - 2nov2012

OHAP Category Total Total Total Project X Project X Project X LBNE LBNE LBNE SRF SRF SRF PIP PIP PIPRequest Allocate Diff NOvA Request Allocate Diff CMS Request Allocate Diff Mu2e Request Allocate Diff Request Allocate Diff

Alignment 0.99 0.89 -0.1 0 0.1 0 -0.1 0 0.32 0.42 0.1 0.25 0.2 0 -0.2 0.12 0.22 0.1Civil Engineer 2.8 2.8 0 1.8 1 1 0 0 0 0Design 23.08 22 -1.08 2.35 2.05 1.53 -0.52 0.64 3.45 3.33 -0.12 8.2 4 4.45 0.45 2.39 1.5 -0.89Electrical Engineer 39.79 44.81 5.02 2.26 6.6 6.85 0.25 4.1 1.14 2.77 1.63 8.35 11.04 15.03 3.99 6.3 5.45 -0.85Electrical Technician 24.61 21.255 -3.355 3.39 1.75 1.17 -0.58 1.45 0.63 0.01 -0.62 3.06 7.86 6.49 -1.37 6.47 5.685 -0.785ESH 3.26 3.26 0 0.5 0.15 2.4 2.4 0 0.21 0 0 0 0 0 0Finance 1 1 0 1 0 0 0 0 0 0Guest Engineer 1.35 5.41 4.06 1.35 0 4.06 4.06 0 0 0Guest Scientist 0.83 3.39 2.56 0 1.1 1.1 0 0 0.15 0.15 0.83 0 1.05 1.05 0 0.26 0.26Information Technology 39.88 40.38 0.5 1.9 0.35 1.03 0.68 30.05 0.9 1.1 0.2 4.7 1.74 1.35 -0.39 0.24 0.25 0.01Mechanical Engineer 56.1 55.105 -0.995 6.41 1 1.5 0.5 0.81 7.35 8.82 1.47 17.05 22.13 19.1 -3.03 1.35 1.415 0.065Mechanical Technician 65.43 64.885 -0.545 19.81 1.95 3.5 1.55 1.26 3.81 3.24 -0.57 4.04 29.7 28.87 -0.83 4.86 4.165 -0.695Operations 6.38 5.955 -0.425 1.15 0.3 0.3 0 0 0.2 0 -0.2 0.95 2.38 2.3 -0.08 1.4 1.255 -0.145Other Administration 3.5 2.75 -0.75 1 0.25 0.25 0 0 1.75 1 -0.75 0 0.5 0.5 0 0 0 0Other Technical 3.14 3.05 -0.09 0.2 0 0.13 0.13 0 0.77 0.15 -0.62 0.5 1.6 2.05 0.45 0.07 0.02 -0.05Posdoctoral Res Assoc 1.2 2.2 1 0 0.2 0.2 0 0 0 0 0 1 0 1 1 0 0 0Procurement 0.5 0.5 0 0 0 0.5 0.5 0 0 0 0 0 0 0 0Project Management 26.56 23.62 -2.94 8.12 1.55 1.6 0.05 3.5 10.9 7.88 -3.02 1.54 0.75 0.76 0.01 0.2 0.22 0.02Scientist 31.02 28.94 -2.08 0.61 10.9 9.28 -1.62 0 2.2 1.9 -0.3 4.85 10.18 9.63 -0.55 2.28 2.67 0.39Scientist (off Project) 10.42 10.42 0 1.99 0 0 0 1.25 0 0 0 7.18 0 0 0 0 0 0

total 341.84 342.62 0.78 49.69 27 28.44 1.44 43.21 36.32 33.67 -2.65 66.86 93.08 97.64 4.56 25.68 23.11 -2.57100.2% 0.2% 105.3% 5.3% 92.7% -7.3% 104.9% 4.9% 90.0% -10.0%

Positive Diff => SURPLUS NOvA see notes for Project X CMS: no Streamline with D/S/C Mu2eNegative Diff => DEFICIT agreed comments LBNE: change ME => PM agreed

LBNE: change EE FESS Civil Eng→ Communicator costed as M&S

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FY 2013 Total Total TotalUPLOAD Request Allocate Diff CommentsNOvA 49.69 49.69 reached agreement w D/S/C

Project X 27.00 28.44 1.44 cannot fund > 27 FTEs lost Champion, Kerby, Wendt

CMS 43.21 43.21 reached agreement w D/S/C need Procurement & Finance ME => PM, EE => Communicator

Mu2e 66.86 66.86 reached agreement w D/S/CSRF 93.08 97.64 4.56 down by 47 FTEs since FY11PIP 25.68 23.11 -2.57 still negotiating with Acc Divtotals 341.84 342.62 0.78

LBNE 36.32 33.67 -2.65

reduce workforce by 15% 4 FTE

Project FY 2013 Staffing Summary

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What did we learn?• Need good long term model of activities/funding

TImeline for accelerators and experiments (not including theory, accelerator science and generic R&D programs)

Young-Kee Kim - October 23, 2013 R&D (through CD-2)Construction (CD-3)Operation

Accelerator/Theme Experiment FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 FY2017

Proton SourceAIP/PIP

LHC CMSTevatron CDF/DZero D&D / Da ta Ana l ys i s

Booster: neutrinos & muons MiniBooNE Data analysisMicroBooNE CD-1 CD-2 CD-3

Muon g-2 CD-0 CD-1/2 CD-3

Mu2e CD-0 CD-1 CD-2/3a

Main Injector: neutrinos MINOSMINERvA

NOvALBNE CD-0 CD-1

SY120 SeaQuest Data analysisTestbeam

NMLProject X

MAP (Muon Accelerator Program)Other (ORKA etc.)

Dark Matt er CDMSCOUPP

DarkSideDark Energy DES DES DESpe c/Bi gBos s

LSSTCosmic Particles Pierre Auger Data analysis

Quant. Space-time Holometer Data analysis

for FY2013 Scientist Survey

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What did we learn (2) ?• Easy to document the past and the present difficult to

prepare for the future• D/S/C Heads don’t take 10 yr OHAP very seriously Projects,

however, have formal multi-year plans• Tension between D/S/Cs and Projects: Projects

have definite needs, but finite $ D/S/Cs must secure funding for their staffs

• FY13 study has not addressed gaps for D/S/C D/S/C too need staff to do their job

• Won’t get useful information unless we ask for it: gaps: needs vs. availability for D/S/C (not Projects) FY14 (asking projects for FY14-15, but not gaps)

• Existing data for FY2013 is very incomplete. Is it even useful?

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OHAP: Proposal (2013)

• Projections for the next three years– Combine budget meetings and workforce planning– Budget meetings: Present budget and workforce for the

next three years instead of one year• Projections for the next five years

– Continue the 5-year scientist survey• Projections for the next ten years

– Analyze workforce needs for large projects such as LBNE (based on the DOE budget guidance) and Project X and identify future “skill set” issues

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Participants’ Discussion & Suggestions:• Do we have a healthy overhead rate?

– Cindy C: Consistent with OHs for other DOE science labs

• Separate next year specifics (in September) from following 2 year projections (in January) ask D/S/Cs

• Ask for the gaps, isolate signal from the noise• Leave identification of staffing gaps to D/S/C heads

– CarlS would advocate this approach• In the past, we haven’t acted on indentified gaps• Some people you can hire, some you must grow!

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Participants’ Discussion & Suggestions (2):• AD: Engineering Physicists provide flexibility OHAP

has Eng Phys = Technical/Other Technical not as Engineers

• Should include contractors in staffing mix, since we can switch between contractors and staff. We might learn something from this exercise. Jack A: these are really “staff augmentation”. Include US University Visitors, paid as M&S

• What has been correlation between projected OHAP needs and actual FTL? Someone should do this study, we have the OHAP and FTL data ready for FY2011