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 KA1502011 KA1503 KA1102053 KA140103
KA1202012
KA1502021
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PPA DO - Funded as PPA DPS
Mgmt & Administration Planning Safety Office SLUO Academic Recruiting & Grd Student Office *Headcount Control* PPA SCCS Computing Infrastructure Uspires "Landlord" and Legacy
PPA EE
Small % funded by DPS Mainly funded by projects
PPA ME
Funded by projects
ASD (08) GLAST Project (08)
Funding - AIP - KA12 Funding - Linac Ops - KC Funding - Eq KA1202011 Funding - Power KA1202011 Funding - NASA, DOE & Foreign
KIPAC
Mgmt & Administration Planning Desktop Support
EPP
Mgmt & Administration Planning Desktop Support
ARD
Mgmt & Admin Planning Desktop Support
GLAST ISOC - KA13 & Foreign GLAST Phy - KA13/nonDOE KIPAC Phy - KA13 & 14/NonDOE LSST - KA 13 & KA150302/NonDOE SNAP - KA13 KIPAC Computing - KA13 & KA14 KIPAC Admin - KA13
BBR Collab - KA1202012 & Foreign SLAC BaBar - KA1201 & KA1202012 ATLAS - KA11 EXO - KA13 & KA150302/SU SiD - KA13 & KA150302 Theory - KA14 / SU
NOTE: Not intended to cover 100% of all funding sources
Foreign: International Collaboration
NonDOE: Other Federal Agencies, Industries and Private
ACD - KA1501 & KA14 SciDac AARD - KA1501 ATR - KA1501 KA1502/Cern Beam Phy - KA1501 KA1502 LARP - KA11 High Luminosity - KA1501 LC - KA1502/KEK TF - KA1502
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HEP TO BES Trans ition
200 180 160 140 $ m i l 120 100 80 60 40 20 0
20 00
20 02
20 04
20 06
20 08
20 10
20 12
20 14
BES
HEP
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20 16
SLAC HEP Costing Structure
Total HEP Funds ~87M in FY09
Lab wide Indirect LDRD and IGPP ~45%
Direct Program Support (DPS) Includes PPA Organizational Costs; HEP Legacy costs; Costs of activities benefiting all HEP Programs Program Costs Examples of Programs ATLAS and LARP Accelerator Based Research and Operations: BaBar, LCD NonAccelerator Based: GLAST and LSST Theoretical: KIPAC and EPP Accelerator R&D; ILC R&D…
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SLAC HEP Programs
FY 2008 Total M$ by Division PPA Directorate
PPA DPS, 8 Linac Ops, Incl. ASD, 19 ARD, 27
KIPAC, 19 EPP, 29
Total M$: 101
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Distributions of PPA DPS
FY 2009 Total M$ by Activity PPA DPS
Uspires, 0.5 Management, 2.0 SCCS, 1.4
Bgt, SLUO & Safety, 0.7 Eng-EE & ME, 0.8
Grd Student Support, 2.6
Total M$: 7,8
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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 Department/ Division Directorate Other Limit Authorization Authorization Authorization1 Required (Yes/No) 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 Department Head or Account Holder ≥ $ 5,000 Same as Above ≥ $50,000 Same as Above
No Yes Yes
None Rafael Alva Rafael Alva, (Kahn or MacFarlane) Rafael Alva, (Kahn or MacFarlane) Rafael Alva, (Kahn or MacFarlane) Rafael Alva, (Kahn or MacFarlane) Rafael Alva, (Kahn or MacFarlane) Justification Required
Capital Equipment Project Approvals
Consult Website - http://www-
Yes
(i.e. Equipment, Capital Equipment Project (CEP), group.slac.stanford.edu/bu/project GPP/Infrastructure) s.htm
Reviewed by R. Alva, Planning Office first.
All Proposals, including SBIRs
Department or Head of Program Department Head/Head of Program Department Head
Yes
Reviewed by R. Alva, Planning Office first. Reviewed by R. Alva, Planning Office first. Submit to Kathy Webb first before routing to Directorate Signatures.
All Memorandum of Agreement (MOA)
Yes
Personnel Reqs, incl. reqs for contractors & Temp, incl. extensions & other personnel actions Stanford Dept Admin Funds, A.k.a Unrestricted Fund (Food, Catering etc.)
1 2
Yes
See Guide Memo https://wwwHarvey Lynch or internal.slac.stanford.edu/ppa/Dept%20Admin%20 Kahn or MacFarlane Funds.pdf
Justification Required and advanced approval required
If ≥ $1 Mil, signed by P. Drell Conference & Workshop approval requires the submis sion of Conference Questionnaire
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PPA Budget Planning Specifics
Planning Principles 1. Prioritized Bottoms up Budget
A.
B. 2. 3.
Activity based – has to be realistic & justifiable.
List items by Priority 1-3, 1 being the highest
By Charge Numbers, where charge numbers represent activities, and By Names
Desired Outcome of budgeting and Planning Exercise 1. 2. Transparency 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 Oct 22, 2008
What Kick Off Budget Process
Who Programs/Depts Funded by HEP Funding PPA & NonPPA Depts PPA Planning Office
Oct 29, 2008
FY08 Costs available; Budget Templates available upon requests FY09 Preliminary Baseline budget (BA0.0) Meetings
Oct 23 – Nov 7, 2008*
PPA Planning Office and Dept/Prgm Heads
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FY08 Budget Planning Process and Schedule
When Nov 7, 2008 What Initial Budget Requests Submitted to Planning Office Initial Budget Roll up for PPA Who Programs and Dept Heads When Nov 21, 2008 What PPA Directors Review Who PPA Directorate
Dec 1-5, 2008
PPA Planning Office
Nov 14, 2008
1:1 Bgt Meetings with PPA Directors
PPA Dir & Planning/ Div/Dept Heads
Dec 17, 2008
Distribution PPA Prelim BA 1.0 Planning (CR) 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 !
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