J-13 - Project Schedule - IC - 07-16-2024.pdf

Long-Baseline Neutrino Facility (LBNF) / Deep Underground Neutrino Experiment (DUNE) - US

LBNF/DUNE-US

Internal Cryogenics

J-13 Project Schedule

Document Number: EDMS 3135380

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Document Approvals

Signatures Required Signature & Date Approved

Originator: Matt Maciazka Cryogenics Systems Engineer

Approver: Mark Adamowski Lead Cryogenics Systems Engineer

Approver: David Montanari LBNF FDC Cryogenics Project Manager

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Revision History and Version Control

This version of the document may not be the current or approved revision. The Engineering & Equipment Data Management Service (EDMS) maintains the current revision. EDMS can be accessed through the web at https://edms.cern.ch. This document can be identified by the revision date as indicated in the Version Control Table below.

The currently approved version is always available in DocDB or EDMS.

Author Revision Date Location (EDMS) Description of Changes

Roza Doubnik 02/16/2024 Original

David Montanari 07/16/2024 3135376 v.1 Updated for LAr Pumps (removed installation requirements)

Matt Maciazka 07/16/2024 3135380 v.1 Adapted for Internal Cryogenics

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Table of Contents

Document Approvals .................................................................................................................................... ii

Revision History and Version Control .......................................................................................................... iii

Acronyms and Abbreviations ........................................................................................................................ v

1 Purpose and Scope

2 Related Documents

3 Summary of Administrative and Procedural Requirements

4 Definitions

5 Informational Submittals

6 Quality Assurance

7 Coordination

8 General Subcontractor’s Schedule

9 Subcontractor’s Schedule – Detailed Engineering Phase

10 Subcontractor’s Schedule – Manufacturing Phase

11 Critical Path Method (CPM) Schedule Requirements

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Acronyms and Abbreviations

Acronym Definition

CPM Critical Path Method

FRA Fermi Research Alliance

GAr Gaseous argon

LAr Liquid argon

OEM Original Equipment Manufacturer

PDF Portable Document Format

Piping Cryogenic Process Piping

QAP Quality Assurance Plan

SOW Statement of Work

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1 Purpose and Scope

The purpose of the document is to outline the administrative and procedural requirements for documenting the progress of engineering, manufacturing, and testing during the performance of the work related to the LBNF/DUNE-US Project Internal Cryogenics.

It includes provisions for creating and updating schedules, reporting progress, managing resources, and coordinating activities among subcontractors and other stakeholders.

The scope of the document encompasses various aspects of project scheduling, including:

1. Administrative Requirements: Describes the related documents and provisions that apply to the section, including general conditions and other specification sections.

2. Summary of Requirements: Outlines the administrative and procedural requirements for documenting project progress, including engineering schedules, manufacturing schedules, schedule updating reports, material location reports, and unusual event reports.

3. Definitions: Provides definitions of key terms used throughout the document, such as activity, critical activity, predecessor activity, successor activity, float, and resource loading.

4. Informational Submittals: Specifies the format for submitting schedules and narrative reports, along with the review process by FRA.

5. Quality Assurance: Details requirements for scheduler qualifications, prescheduling conference, and procedures for updating schedules.

6. Coordination: Addresses the coordination of subcontractor schedules with other project schedules and required reports.

7. Subcontractor’s Schedule: Provides guidelines for preparing detailed engineering phase schedules, manufacturing phase schedules, and CPM schedule requirements.

8. CPM Schedule Requirements: Outlines requirements for preparing, updating, and submitting Critical Path Method (CPM) schedules, including activities, constraints, and reports.

Overall, the document aims to ensure effective project management by establishing clear guidelines and procedures for scheduling, reporting, and coordination throughout the project lifecycle.

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2 Related Documents

1. Statement of Work (SOW) for Internal Cryogenics.

2. Drawings and general provisions of the, apply to this Section.

3. All Provisions outlined in the Subcontract shall apply to this Section, except as noted.

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3 Summary of Administrative and Procedural Requirements

Section includes administrative and procedural requirements for documenting the progress of engineering, manufacturing, and testing during performance of the Work, including the following:

1. Engineering Schedule.

2. Manufacturing Schedule.

3. Schedule updating reports.

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4 Definitions

4.1 Activity

A discrete part of a project that can be identified for planning, scheduling, monitoring, and controlling the Project. Activities included in a schedule consume time and resources.

1. Critical Activity: An activity on the critical path that must start and finish on the planned early start and finish times.

2. Predecessor Activity: An activity that precedes another activity in the network.

3. Successor Activity: An activity that follows another activity in the network.

4.2 Cost Loading

The allocation of the schedule of values for completing an activity as scheduled. The sum of costs for all activities must equal the total Subcontract Sum.

4.3 CPM

Critical path method, which is a method of planning and scheduling a project where activities are arranged based on activity relationships. Network calculations determine when activities can be performed and the critical path of the Project.

4.4 Critical Path

The longest connected chain of interdependent activities through the network schedule that establishes the minimum overall Project duration and contains no float.

4.5 Event

The starting or ending point of an activity.

4.6 Float

The measure of leeway in starting and completing an activity.

1. Float time is not for the exclusive use or benefit of either FRA or Subcontractor, but is a jointly owned, expiring Project resource available to both parties as needed to meet schedule milestones and Subcontract completion date.

2. Free float is the amount of time an activity can be delayed without adversely affecting the early start of the successor activity.

3. Total float is the measure of leeway in starting or completing an activity without adversely affecting the planned Project completion date.

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4.7 Resource Loading

The allocation of manpower and equipment necessary for completing an activity as scheduled.

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5 Informational Submittals

5.1 Format for Submittals

Submit required submittals in the following format:

1. Working electronic copy of schedule file for all submittals.

2. PDF files for identified schedule and narrative reports.

5.2 Submittal Reviews

1. FRA will review Schedule Submittals for conformance with the requirements of the Subcontract Documents. The Schedule shall include (and clearly identify) each progress milestone that is named in the payment provisions of the Subcontract. Each progress milestones should be scheduled as a one-day activity and cost loaded in accordance with the contractor’s bid amount.

Schedule review comments by FRA may address whether items of work are omitted, activity durations are reasonable or that the level of labor, materials, and equipment, the means, methods, timing, and sequencing of the work are practicable. The planning, scheduling or execution of the work and accuracy of any such schedule details shall remain the sole responsibility of the Subcontractor.

2. The Subcontractor shall not be relieved from satisfactorily completing the Work within the Subcontract Times and from meeting the Subcontract Milestones due to the failure of the Subcontractor to submit an acceptable Schedule.

3. Acceptance of the schedule by FRA will not relieve the Subcontractor of total responsibility for scheduling, sequencing, and prosecuting the Work to comply with the requirements of the Subcontract Documents, including adverse effects such as delays resulting from ill-timed work.

4. A schedule cannot be submitted with a negative float unless requested or authorized. In this case, it should be marked “For Information Only" and the Subcontractor shall submit a recovery schedule as required.

5.3 Subcontractor’s CPM Schedule

Submit a working digital copy of the schedule, using the software indicated, and labeled to comply with requirements for submittals.

5.4 CPM Reports

Concurrent with the CPM schedule, submit each of the following reports. Format for each activity in reports shall contain activity number, activity description, cost and resource loading, original duration, remaining duration, early start date, early finish date, late start date, late finish date, and total float in workdays.

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1. Activity Report: List of activities sorted by activity number and then early start date, or actual start date if known.

2. Logic Report: List of preceding and succeeding activities for each activity, sorted in ascending order by activity number and then by early start date, or actual start date if known.

3. Total Float Report: List of activities sorted in ascending order of total float.

4. Earnings Report: Compilation of the Subcontractor's and each sub-subcontractor’s total earnings from the Effective date of the contract until the progress update date.

5.5 Schedule Updating Submittal

Submit no later than the 2nd working day of the subsequent month.

5.6 Unusual Event Reports

Submit at the time of the unusual event.

5.7 Qualification Data

For scheduling consultant.

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6 Quality Assurance

6.1 Scheduler Qualifications

Assign a Scheduler within 2 weeks of Notice to Proceed. The Scheduler shall not have less than 5 years of scheduling experience on projects of similar type and size using P6.

6.2 Prescheduling Conference

Conduct conference within 10 calendar days of the Notice to Proceed Review methods and procedures related to the Project Schedule, including, but not limited to, the following:

1. Review software limitations and content and format for reports.

2. Discuss how the schedule is to be organized including the development of the WBS and activity and resource coding structures and dictionaries. The WBS and coding shall be acceptable to FRA.

3. Verify availability of qualified personnel needed to develop and update schedule.

4. Discuss proposed calendars for performing the various phases/ stages of the work.

5. Discuss constraints, including phasing, work stages, area separations, interim milestones.

6. Confirm any FRA-imposed milestones and constraints.

7. Review delivery dates for FRA-furnished products.

8. Review schedule for work of FRA's separate Subcontracts.

9. Review any work required to complete the Subcontractor work to be completed by parties outside the scope of the Subcontractor contract.

10. Review submittal requirements and procedures.

11. Review time required for review of submittals and resubmittals.

12. Review requirements for tests and inspections by independent testing and inspecting agencies.

13. Review procedures for updating schedule.

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7 Coordination

Coordinate Subcontractor's Schedule with the schedule of values, list of Subcontracts, submittal schedule, progress reports, payment requests, and other required schedules and reports.

1. Secure time commitments, in writing, for performing the Work from entities involved.

2. Coordinate each activity in the network with other activities and schedule them in proper sequence.

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8 General Subcontractor’s Schedule

8.1 Computer Scheduling Software

Prepare schedules using current version of a program that has been developed specifically to manage schedules.

Use Primavera (P6) for current Windows and Macintosh operating system.

8.2 Time Frame

Extend schedule from effective date of the contract to final contract completion.

Subcontract completion date shall not be changed by submission of a schedule that shows an early completion date, unless specifically authorized by Change Order.

8.3 Activities

Comply with the following:

1. Activity Duration: Define activities so no activity shall be less than 5 workdays or longer than 1 reporting period, unless specifically allowed by FRA.

2. Procurement Activities: Include procurement process activities for long lead items and major items, requiring a cycle of more than 60 days, as separate activities in schedule. Procurement cycle activities include, but are not limited to, permits, submittals, approvals, purchasing, manufacturing, and delivery.

3. Submittal Review Time: Include review and resubmittal in the schedule. Coordinate submittal review times in Subcontractor's Schedule with submittal schedule.

4. Earned value: Subcontractor shall use Earned Value to track schedule progress, including quantity based weighted calculations. Each engineering, procurement, construction, and testing activity has a supporting deliverable (ie: drawings, specifications) or Quantities (ie: diameter and length of welds, tons of steel) which are assigned a 'weight' value as it relates to the overall activity. As deliverables complete or quantiles are installed credit is earned. This earned credit or “value” is tracked against the planned progress for the associated activity. Schedule Performance Index (SPI) shall be provided.

8.4 Constraints

Include constraints and work restrictions indicated in the Subcontract Documents and as follows in the schedule and show how the sequence of the Work is affected.

Subcontractor-imposed constraints will not be allowed without prior approval of FRA.

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8.5 Other Requirements

1. Work under More Than One Subcontract: Include a separate activity for work performed by each sub-Subcontractor. Do not bundle work of more than one sub-Subcontractor into a single activity.

2. Work by Others: Include a separate activity for each portion of the Work performed by parties outside the scope of the Subcontractor’s contract, such as FRA and its subcontractors.

3. Products Ordered in Advance: Include a separate activity for each product. Delivery dates indicated stipulate the earliest possible delivery date.

4. FRA-Furnished Products: Include a separate activity for each product. Delivery dates indicated stipulate the earliest possible delivery date.

8.6 Milestones

Include milestones indicated in the Subcontract Documents in the schedule.

8.7 Status Report

With each schedule submittal provide a written narrative project status report. The report is to describe the Subcontractor’s approach to the work, critical resource utilization, and any special problems or assumptions underlying the CPM schedule including but not limited to:

1. Progress made on critical activities and explanations for any lack of work on critical activities planned to be performed during the last update period.

2. Status of major material and equipment submittals and procurements, highlighting long-lead items.

3. Value of materials and equipment stored but not yet incorporated into the work-in-place.

4. Delays encountered during the reporting period.

5. The Subcontractor shall explain all schedule variances and mitigation measures.

6. The Subcontractor shall limit the use of logic other than Finish-Start and lags. When used, the

Subcontractor shall explain the use of each logic tie that is not Finish-Start and the use of any lags.

FRA reserves the right to reject the use of non-standard logic and lags.

8.8 Upcoming Work Summary

With each schedule submittal provide a written summary report indicating activities scheduled to occur or commence before the next two schedule update periods. Summarize the following issues:

1. Unresolved issues.

2. Unanswered Requests for Information.

3. Rejected or unreturned submittals.

4. Notations on returned submittals.

5. Pending modifications affecting the Work and the Subcontract Time.

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6. List of Critical and Near Critical activities scheduled to be performed within the next update period.

8.9 Subcontractor's Schedule Updating

Schedule updating shall occur monthly, with the data date coinciding with the last work shift of the month. Update the schedule to reflect actual progress, percent complete, remaining duration and forecasted cost to complete.

1. A meeting will be held each month to review the schedule update submittal, and the Subcontractor will have appropriate personnel attend.

2. Include a report with the updated schedule that indicates every change, including, but not limited to, changes in logic, durations, actual starts and finishes, and resources. Logic Changes shall not be made in the schedule update without prior FRA approval.

3. As the Work progresses, indicate the completion percentage for each activity.

4. No updated schedule will be accepted that has more than 50% of its activities as critical or near critical. If the 50% limit is exceeded, the contractor shall be required to provide a recovery schedule to reduce this metric to less than 50%.

5. Failure to submit the required monthly Schedule Update may be grounds for payment withholding.

8.10 Recovery Schedule

When a periodic update indicates that the Subcontractor falls behind the scheduled progress, resulting in negative float or exceeding the 50% limit of critical or near critical activities, steps shall be taken, when directed by the FRA in writing, to improve progress by increasing all forces and/or shifts, days or hours of work and construction plans to improve progress as required, all without additional cost to FRA. The Recovery Schedule shall indicate changes to working hours, working days, crew sizes, equipment required to achieve compliance, and the date by which recovery will be accomplished.

For critical path activities, the Recovery Schedule shall be submitted in accordance with the submittal requirements outlined above. For non-critical path activities, a Recovery Schedule may be required at the Subcontractor’s discretion. Any such delays will be communicated to FRA and the logic behind the decision to engage in a Recovery Plan. A more detailed analysis of these activities, their logic, and the factors driving them shall also be included.

8.11 Distribution

Distribute copies of approved schedules to FRA, separate sub-subcontractors, testing and inspecting agencies, and other party stakeholders identified by FRA with a need-to-know schedule responsibility.

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9 Subcontractor’s Schedule – Detailed Engineering Phase

9.1 Submitting the Schedule

Within 30 days after the Notice to Proceed, the Subcontractor shall submit a Schedule with detailed activities covering the Detailed Engineering phase of the Subcontract. This schedule shall be updated monthly per the requirements of this specification.

9.2 Engineering Schedule

The Engineering Schedule shall be in sufficient detail and content to show the Subcontractor’s plan for completing the work to identify the anticipated critical and sub-critical paths and to permit delay and impact analysis.

1. Work Stages: Indicate important stages of for each major portion of the Work, including, but not limited to, the following:

a. Subcontract awards.

b. FRA Required / Supplied requirements.

c. Engineering Submittals.

d. Major plans, studies, and other major deliverables.

e. Prototypes.

f. Purchases.

g. Mockups.

h. Sample testing.

i. Deliveries.

2. Other Constraints:

a. As identified by the Subcontractor or provided by FRA.

9.3 Milestones

Include milestones indicated in the Subcontract Documents in the schedule, including, but not limited to, finalizing requirements, listing of applicable codes, 50% Detailed Engineering, 90% Detailed Engineering, and 100% Detailed Engineering. The Subcontractor shall coordinate their schedule with the FRA’s project schedules for other specific milestones.

9.4 Manufacturing Schedule

Included with the Detailed Engineering 50% deliverable, the Subcontractor shall provide a separate Manufacturing Schedule that conforms with the requirements of this specification, including but not limited to Section 10. This schedule will be updated based on engineering progress at each of the 50%, 90%, and 100% Engineering deliverables. The update will revisit all durations, and activity sequencing and resource loading to align with the latest estimated schedule of Manufacturing. There shall be traceability from each progress milestone that is named in the payment provisions of the Subcontract

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J-13 Project Schedule Acronyms and Abbreviations

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10 Subcontractor’s Schedule – Manufacturing Phase

10.1 Time Frame

Extend the schedule from the beginning of the period of performance to final contract completion.

Subcontract completion date shall not be changed by submission of schedule information unless specifically authorized by Change Order.

10.2 Activities

Treat each elevation or separate area as a separate numbered activity for each main element of the Work. Comply with the following:

1. Non-conformances and Final Completion: Include not more than thirty (30) calendar days for completion of non-conformances and final completion.

2. Work Stages: Indicate important stages of construction for each major portion of the Work, including, but not limited to, the following:

a. Subcontract awards.

b. Submittals.

c. Purchases.

d. Mockups.

e. Manufacturing.

f. Sample testing.

g. Deliveries.

10.3 Milestones

Include milestones indicated in the Subcontract Documents in the schedule. The Subcontractor shall coordinate their schedule with the FRA’s project schedules for other specific milestones.

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11 Critical Path Method (CPM) Schedule Requirements

11.1 CPM Schedule

Prepare the Subcontractor's Schedule using a cost-loaded, time-scaled CPM network analysis diagram for the Work. Provide resource loading for any materials and equipment that are critical.

1. Submit CPM schedule no later than 30 days after the Notice to Proceed.

2. Establish procedures for monitoring and updating the CPM schedule and for reporting progress. Coordinate procedures with progress meetings and payment request dates.

3. Use "one workday" as the unit of time for individual activities. Indicate nonworking days and holidays incorporated into the schedule to coordinate with the Subcontract Time.

4. The CPM schedule will be the basis for managing the weekly progress and for evaluating job progress and time extension requests.

5. The CPM schedule shall provide for continuous work and will not be permitted to stop except by prior approval by FRA.

6. All activities shall have at least 1 predecessor and 1 successor, except for the contract Notice to Proceed date and final contract completion.

7. The subcontractor shall use its best efforts to ensure no more than 50% of the activities become critical or near critical. "Near critical will be defined as activity floats in the range of 1 to 15 workdays. "Critical” will be defined as having zero workdays of activity float. If the 50% threshold is exceeded, FRA shall be notified. Details and logic review will be discussed and presented by the Subcontractor to FRA.

8. Failure to include any work item required for the performance of this Subcontract shall not excuse the Subcontractor from completing all work within applicable completion dates.

11.2 CPM Schedule Preparation

1. Activities: Indicate the estimated time duration, sequence requirements, and relationship of each activity concerning other activities. Include estimated time frames, costs, and critical resources for the following activities:

a. Preparation and processing of submittals.

b. Mobilization and demobilization.

c. Purchase of materials.

d. Delivery.

e. Manufacturing.

f. Utility interruptions.

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g. Work by FRA that may affect or be affected by Subcontractor's activities.

h. Testing and inspection.

i. Non-conformances and final contract completion.

j. Activities occurring following final contract completion, if required

2. Critical Path Activities: Identify critical path activities, including those for interim completion dates. Scheduled start and completion dates shall be consistent with Subcontract milestone dates.

3. Processing: Process data to produce output data on a computer-drawn, time-scaled network.

Revise data, reorganize activity sequences, and reproduce as often as necessary to produce the CPM schedule within the limitations of the Subcontract Time.

11.3 Subcontract Modifications

1. The Subcontractor shall be responsible for requesting a time extension for any delay or occurrence that, in the opinion of the Subcontractor, impacts the critical path of the Current Monthly Schedule update. No claim by the Subcontractor for extension of or increase to Subcontract times or Contract Milestones and no claims by the Contractor for adjustment in the Subcontract Price because any delay shall be allowed unless the Subcontractor shall have notified the FRA in writing in accordance with the contract requirements.

2. For each proposed Subcontract modification and concurrent with its submission, prepare a time-impact analysis using a network fragment to demonstrate the effect of the proposed change on the overall Project schedule.

3. If the FRA finds the Subcontractor is entitled to an extension of the completion date under the provisions of the Subcontract, FRA’s determination of the total number of days' extension shall be based upon the current analysis of the schedule and upon the data relevant to the extension.

4. The Subcontractor shall acknowledge and agree that delays to non-critical activities will not be the basis for a time extension or additional compensation.

11.4 Initial Issue of Schedule

Prepare an initial network diagram from a sorted activity list indicating a straight "early start-total float." Identify critical activities. Prepare tabulated reports showing the following:

1. Subcontractor or Subcontractor and the Work or activity.

2. Description of activity.

3. Main events of activity.

4. Immediately preceding and succeeding activities.

5. Early and late start dates.

6. Early and late finish dates.

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7. Activity duration in workdays.

8. Total float or slack time.

9. Average size of workforce.

10. Dollar value of activity (coordinated with the schedule of values).

11.5 Schedule Updating

Concurrent with revising the schedule, prepare tabulated reports showing the following:

1. Identification of activities that have changed.

2. Changes in early and late start dates.

3. Changes in early and late finish dates.

4. Changes in activity durations in workdays.

5. Changes in the critical path.

6. Changes in total float or slack time.

7. Changes in the Subcontract Time.

11.6 Material Location Reports

At monthly intervals, prepare and submit a comprehensive list of materials delivered to and stored at the Subcontractor’s place of business or the Project site. The list shall be cumulative, showing materials previously reported plus items recently delivered. Include with the list a statement of progress on and delivery dates for materials or items of equipment fabricated or stored away from the Project site.

Indicate the following categories for stored materials:

1. Material stored before the previous report and remaining in storage.

2. Material stored before the previous report and since removed from storage and installed.

3. Material stored following the previous report and remaining in storage.

11.7 Refer to the SUBCONTRACT for further requirements.