Hartill III Planning Meeting

Day 1 (8:00 – 5:00)

8:00 Welcome– Francis Halzen

8:10 Introduction – Jay Galligher

8:20What is Success and What Must We Demonstrate to AchieveIt?

-8:20 Objectives of Hartill Review – Bob Paulos

-NSF

-Determine if the UW and its Collaboration partners have established the managerial processes and organizational infrastructure necessary to succeed at a project of this size and complexity.

-NSB Issues/Concerns

-IceCube

-Secure approval and funding commitment for the entire IceCube project

-Themes we want to Reinforce:

-8:30 Themes - Bob Paulos

-We know how to define, plan, and execute a project of this size and complexity (20 minutes)

-We know how to conduct a disciplined, requirements driven system development (20 minutes)

-We have established an organizational structure which enables us to effectively leverage the contributions of a large number of diverse and geographically separated contributors (15 minutes)

-We are universally committed to achieving technical excellence within the established cost and schedule - (15 minutes)

9:40 Break

10:00 Working Sessions

-10:00 Present and Revise Draft Annual Project Objectives – Paul Nipko

-10:30 Breakout Sessions to Develop Supporting Level 2 Objectives (60 minutes)

-Instrumentation

-Data Systems

-Detector Verification & Calibration

-Implementation

-11:30 Review Results (10 minutes / each)

12:00 Lunch

1:00 Brain storming – What are they going to ask us? Where are we vulnerable – Bob Paulos

1:40 Present and Discuss a Draft Hartill Agenda – Paul Nipko

-What do we need?

-What’s missing?

2:40 Break

3:00 Working Sessions

-3:00 Present and Revise Draft Master Project Schedule– Dave Scott

-3:30 Breakout Sessions to Develop Supporting Level 2 Master Schedules

-Instrumentation

-Data Systems

-Detector Verification & Calibration

-Implementation

-4:30 Review Results (10 minutes / each)

5:00 Adjourn

Day 2 (8:00-12:00)

8:00 Day 1 Action Item Review – Paul Nipko

8:15 Discuss approach for developing a firm Basis of Estimate– Dave Scott

8:45 Working Sessions (150 minutes w/break)

- 8:45 Review the status of the Technical baseline– Randy Illiff

-9:45 Break

-10:15 Review the status of Documentation baseline– Tom Dempke

11:15Present a schedule for activities leading up to Hartill III – Paul Nipko

11:45 Day 2 Action Item Review (15 minutes)

12:00 Adjourn

Supplemental Information – Preliminary Thoughts and Concepts

-Objectives of Hartill Review

-NSF: Determine if UW and its collaboration partners have established management processes sufficient for a project of this size and complexity

-IceCube: Secure approval and funding commitment for the entire IceCube project

-Themes:

-We know how to define, plan, and execute a project of this size and complexity

-Required Project Management expertise, tools and processes are in place or are being implemented

-We know how to conduct a disciplined, requirements driven system development

-Required System Engineering expertise, tools and processes are in place or are being implemented

-We have established an organizational structure which enables us to effectively leverage the contributions of a large number of diverse and geographically separated contributors

-Roles and responsibilities are clearly understood (managerially and organizationally)

-Task responsibilities (deliverables and schedule commitments) are clearly defined.

-Mechanisms are in place to facilitate communication and coordination

-We are universally committed to achieving technical excellence within the established cost and schedule

-We have made significant progress during the first 18 months of the project

Present and Discuss Draft Hartill Agenda

-Update actions/issues/concerns from Hartill II and March NSF Review

-Highlight PM, SE, and Quality Assurance processes

-Demonstrate understanding that the IceCube project is a “three-sided” closed system (cost – schedule – performance).

-You must manage all three sides because a change in one stresses the other two.

-Demonstrate we know how to do that and the underlying processes are in place or being implemented

-Demonstrate that the management organization is sound

-Project plans and processes are well thought out

-Resources requirements are sound and consistently phased

-Roles and responsibilities are clearly understood

-Communication/coordination mechanisms are in place

-The commitment to technical excellence within cost and schedule control is universal

-Identify Project Risks and Mitigation Strategies

-Highlight significant technical progress during the first 18 months.

What do we need?

A clear definition of the technical, cost, and schedule baselines

-Master Schedule

-A credible estimate of total cost

-Technical documentation

-Mature Project Plans and project management processes

-Adherence to sound systems engineering discipline

-Tightly coupled work, schedule, and financial planning processes

-Objective processes for tracking progress and measuring performance.

-A consistent format for presenting information and re-enforcing the established themes

What’s missing?

-Project Management

- Phased (annual) project objectives

-Firm basis of estimate

-Master schedule

-Technical baseline

-Requirements

-Specifications

-Traceability

-Standards

-Documentation

-Configuration and Change management

-Presentation Guidelines

-Uniform structure for Level 2 presentations (present template)

-Standard formats for “recurring” slides (template TBD)

-Uniform structure for Breakout Sessions and Report Outs (present template)

-Constant reinforcement of themes, consistent answers to predictable questions

 Management Processes to Spotlight

-Project Management

  • Project Objectives / Success Criteria
  • Project Organization
  • Roles and Responsibilities
  • Project Planning and Control
  • Project Communication and Coordination
  • Quality Management
  • Project Risk Management

-System Engineering

  • Requirements Definition. Allocation and Traceability
  • Configuration and Change Management
  • Technical Risk Management / Tradeoff Studies
  • Technical Review Process
  • Interface Definition and Control
  • Component Testing
  • System Integration and Test
  • Development standards

-Baseline

  • Master Schedule
  • Total Cost Estimate
  • Funding Profile
  • Documentation Plan

 Documentation Plan

-Project Management Plan

  • Yearly Project Objectives
  • Project Organizational Structure
  • Roles and Responsibilities
  • Total Project Budget Profile
  • Master Schedule

-System Engineering Management Plan

  • Requirements Document
  • System Specification
  • Test and Evaluation Master Plan

-Quality Plan

-Production Management Plan

-Deployment Plan

-Test and Evaluation Master Plan

-Operations and Support Plan

  • Data Handling
  • Verification
  • Calibration
  • Maintenance
  • Data Archiving
  • Data Analysis

-Document Development Status

 Technical Status Update

-Implementation

-Instrumentation

-Data Systems

-Detector Commissioning and Verification