United States Gemini Program

 Quarterly Review

 of

 The Gemini Near Infrared Spectrograph

 (GNIRS)

 

 Held

 August 15, 2000

 at

 Tucson, Arizona

 

 

 

1. Meeting Background

 

A USGP Quarterly Review (QR) of GNIRS was held on August 15, 2000. The meeting was attended by Taft Armandroff (US Project Manager) and Mark Trueblood (Work Package Manager) from the USGP, and Neil Gaughan (GNIRS Project Manager), Jay Elias (Instrument Scientist), and Dan Eklund (GNIRS Project Assistant) from NOAO/GNIRS. Others attending included Dan Weedman (NSF) and Sidney Wolff (NOAO).

 

The goal of the QRs is to evaluate each instrument project's progress in a number of different areas, with emphasis on management and high-level concerns. Specifically, the USGP uses a formal mechanism to determine whether a project is on track with respect to budget and schedule, and to identify potential problems before they significantly impact progress.

 

2. Major Findings

 

Overall, the project is approximately 1.7 months behind the current schedule, an increase from being 1 month behind schedule at the previous QR three months ago. The main area behind schedule is mechanical design. This occurred even after the Project Manager asked both mechanical engineers to work a considerable amount of overtime after the Pre-Fabrication Review (PFR) in May. The problem was in the transition that occurred from the previous lead mechanical engineer to the current engineer. The previous engineer delayed the project by several months, and did not leave the drawings in a state ready for analysis. Consequently, considerable effort was required after the PFR just to determine which drawings were the latest versions, and to get them ready for structural analysis. Further problems were encountered in submitting AutoDesk Mechanical Desktop drawings to MSC NASTRAN that required help from MSC programming staff.

 

The estimated cost and projected delivery date have not changed significantly in the last year, despite considerable refinement of the design and updates to the schedule and budget based on the details of the current design. Since the last QR/PFR, the team has completed the basic design and analysis of the optical benches, with only a few details remaining to be completed (e.g., location of screw holes) before awarding contracts for their fabrication.

 

The USGP estimates that the GNIRS team can meet their current schedule despite their being slightly behind schedule at this point in time, provided they take steps (a) to achieve milestones on their due dates, and (b) to move on to the next task when each milestone is completed. The Project Manager identified this as partly a cultural problem that he understands and is addressing. The USGP is pleased to see that the Project Manager understands the situation and is taking steps to bring it under control. This is a very serious issue that will be reviewed at the next QR.

 

The USGP was pleased to see in the handout at the QR an official response from the team to the PFR committee. This will be sent to the Gemini review committee chair for further distribution at his discretion. We also note that the Project Manager has addressed several requests made by Dr. Weedman and the USGP at the last review, such as including a milestone chart showing milestones scheduled and achieved by quarter, and rationalizing the budget and actual dollars by removing the scientists’ time from the budget figures. This demonstrates a continuing responsiveness to customer requests by the GNIRS team.

 

3. Project Summary

 

3.1 Project Overview and Key Accomplishments

 

The key accomplishments since the last QR have been:

 

·        Completed structural analysis of the main optical benches

·        Continued refinement of the mechanism designs

·        Fabricated parts for environmental cover assembly

·        Laid out the electronics schedule and integrated it into the overall project schedule

·        Built the software prototype hardware

·        Completed the overall software design, and continued software fabrication

·        Obtained results from the rotary and linear prototypes

·        Master gratings ruled; met specifications

·        Revised the detailed schedule of all tasks needed to complete the design and to fabricate, test, and deliver the instrument

 

3.2 Project Status and Plans

The GNIRS project is about 1.7 months behind the current schedule. All goals for this August, 2000 QR were met, which included:

·        Review the recommendations of the PFR committee report and the team’s responses, and how they will be integrated into the project plan

·        Review the status of structural analysis of the optical benches and other analysis that should have been completed before the PFR

·        Review the status of the rotary, linear, and bearing prototypes; what was learned, and how that was folded into the mechanism designs

·        Review the status of the 3D engineering model of the instrument, and the plan for producing 2D fabrication drawings

·        Given the lessons learned from NIRI (that the majority of flexure appears to originate from mechanisms in an unpredictable way), explore with the team how they intend to meet the stringent Gemini flexure requirement

It appears that the team is close to meeting the flexure requirement, but how close the bench is to meeting its budgeted flexure will not be known for about 2-3 weeks while the optical engineer completes his analysis using inputs from the mechanical engineer’s analysis of the optical bench flexures. Originally, this was supposed to have been completed before the PFR, and the USGP had hoped this would have been completed by this QR. Mechanism flexure will not be analyzed, and will not be known until tested to first order in the test dewar. The full cumulative effect of mechanism flexures will not be known until system integration is well along. A backup plan is in place to add active flexure compensation at the collimator mirror, but as the Instrument Scientist noted, this has its limits, and as the US Project Manager noted, it can also have undesired side effects. The team appears to be making good progress in its 3-D modeling of the instrument and in producing 2-D fabrication drawings, but to date, drawing production per se is not pacing fabrication. This situation could change very soon, as analysis of benches is completed.

 The project is 29% complete from the Restart Review to the delivery of the instrument in July, 2002, compared to 35% complete if it were on schedule.

 By the next review, nominally scheduled for mid-November, the Project Manager plans to:

·        Award contracts for fabrication of all optical benches

·        Award contracts for fabrication of 3 of the remaining 6 mechanisms

·        Complete 3-D designs of all remaining mechanisms

·        Complete lens delivery and acceptance testing

·        All optics on order or delivered

·        Begin 3-D design of 5 of the 16 fixed assemblies

·        Begin electronics fabrication

·        Begin OIWFS components integration

In addition, the USGP expects to see the following milestones completed:

·        Rotary prototype report

·        Linear prototype report

·        Grating master ruling test report 

3.3 Project Problems and Concerns

 

The USGP could find no major problems that require the attention of management outside NOAO. The Project Manager noted the following items that he is watching closely:

 

• Bench solid models and details for fabrication (there is a small risk that drawings sent to optical bench fabricators might need to be changed after bench fabrication has begun)
• Contracting for bench fabrication (the team is attempting to save time by selecting contractors using advanced drawings that are incomplete, then completing negotiations using more complete drawings)
• Aluminum billet cutting and distribution (there is a small risk that by the time contracts are awarded for parts fabrication that require sections of the billet, that these sections may not have been cut or shipped yet)
• Electronics technician shortage (the software effort is outpacing the electronics build schedule needed to support the software checkout)

The USGP considers the Project Manager capable of dealing with these situations within NOAO.

 

3.4 Project Schedule

 

The summary-level project schedule is available on the GNIRS Web site. An analysis of the schedule performance of each major engineering discipline appears below. The Critical Path was deliberately designed so that no single mechanism could delay the instrument. Instead, it includes various steps in most of the mechanisms.

 

3.5 Project Milestones, Cost, and Manpower Charts

 

A summary-level Microsoft Project schedule is available on the GNIRS Web site. This reporting category is not repeated for each work area below, since all work areas are represented in the project schedule and manpower charts.

 

3.6 Project Budget and Expenditures to Date

 

The cost of the project is estimated to be $6.6M, including the $2.4M spent between the project start in October, 1995 and December 31, 1998. As of June, the project had spent a total of $3,650,212 against a planned value of $4,359,120 yielding an underrun of $709k. Most of the underrun is in labor ($537k), and given the slip of the PFR from February to May, USGP expects this underrun to be used by the end of the project. Some of it may be used in increased capital costs in an attempt to shorten the fabrication schedule through increased use of outside machine shops.

 

3.7 Organization

 

The project appears to be staffed with a sufficient number of competent staff. However, each position is only one deep, so when a person leaves the project, no immediate replacement is usually available to fill the gap. An organization chart is included in the Quarterly Review Presentation.

 

4. Project Management

 

4.1 Project Management Overview and Key Accomplishments

 

The Project Manager continues to exert proper management control over the project. Since the last QR, the Project Manager and his assistant revised the schedule to include more details about the software and to permit the new electronics engineer, Jerry Penegor, to replan the electronics design and fabrication effort according to his understanding of the requirements, the needs of other parts of the projects, and his way of working.

 

4.2 Project Management Status and Plans

 

The project continues to be effectively managed. The Fabrication Review Board mentioned in the previous QR report was established to formalize the process of deciding whether to make an assembly in the NOAO machine shop or to use an outside shop.

 

4.3 Project Management Problems and Concerns

 

At the last QR, it was noted that the lead mechanical engineer responsible for structural design was replaced with one more attuned to analysis and to performing to a schedule. The new engineer, Ed Hileman, has accepted full responsibility for his portion of the design and analysis effort, has been willing to work extra hours over a sustained period to help keep the project on schedule, and has demonstrated his competence in structural analysis and other engineering expertise at a depth often lacking on this project in the past. The USGP congratulates the Project Manager for successfully dealing with a problem that threatened to delay the project to the point of possibly making the instrument no longer interesting to Gemini.

 

There are no other project management problems or concerns.

 

4.4 Project Management Schedule

 

The Project Manager usually delivers reports on schedule and meets his other schedule obligations.

 

4.5 Project Management Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

4.6 Project Management Organization

 

The GNIRS Project Management organization consists of Neil Gaughan (Project Manager), Dan Eklund (assigned half time as Project Assistant), and Melissa Bowersock (Administrative Assistant to the Project Manager).

 

5. Systems Engineering

 

5.1 Systems Engineering Overview and Key Accomplishments

 

As recommended by the PFR committee, the thermal analysis is considered completed as of the PFR. The mechanical structural analysis of the benches was completed August 15, and the results were given to the optical engineer for calculation of the image motion. All prototyping is complete except for final reports.

 

5.2 Systems Engineering Status and Plans

 

Systems engineering is 97% complete. Knowledge gained from the prototypes was fed into the designs for the rotary and linear mechanisms. Plans include writing the final reports for the rotary and linear prototypes.

 

5.3 Systems Engineering Problems and Concerns

 

None

 

5.4 Systems Engineering Schedule

 

Complete systems engineering activities this summer before mechanism fabrication begins.

 

5.5 Systems Engineering Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

5.6 Systems Engineering Organization

 

The GNIRS systems engineering group consists of Jay Elias (GNIRS Instrument Scientist and lead systems engineer), Dick Joyce (KPNO IR spectroscopist), and Brook Gregory (CTIO instrument scientist).

 

6. Optics Design

 

The optics design is complete. All further optical work is in the area of procurement, installation, alignment, and integration.

 

7. Optics Fabrication

All optics fabrication will be performed by outside contractors. Optical procurement is 34% complete.

• 11 of 18 lenses to be fabricated by RMI have been accepted
• 3 powered diamond-turned mirrors by II-VI have been accepted
• Flat mirrors with 2 aluminum substrates and 7 glass substrates are not yet on order
• 3 grating master rulings completed and measured; all just met specification; expect delivery of replica gratings in March, 2001
• 7 filters ordered through UH consortium; 2 failed spec and should be replaced
• Have quotes on prisms; expect procurement in September, 2000.

8. Mechanical Design

 

8.1 Mechanical Design Overview and Key Accomplishments

 

The pre-slit, post-slit, and OIWFS optical benches have been designed and the structural analysis has been completed. The slit/decker and filter wheel assemblies have been 3-D modeled. To enable the engineering and drafting teams to maintain the schedule, the team changed its drafting software package from AutoDesk Mechanical Desktop to SolidWorks.

 

8.2 Mechanical Design Status and Plans

 

Mechanical design and fabrication (which are reported together) are 16% complete overall (versus a calendar value of 35%) with benches 16% complete, mechanisms 24%, and fixed assemblies 1%. Effort will focus on mechanism 3-D design definition to finalize mechanism/bench interfaces in time to release bench drawings to fabrication vendors on schedule in September.

 

8.3 Mechanical Design Problems and Concerns

 

The new senior mechanical engineer, Ed Hileman, who was hired to replace Larry Goble, has accepted responsibility for the bench design and analysis and has performed well, as noted earlier. However, problems in the drawings left behind by Mr. Goble and in the interface between Mechanical Desktop and NASTRAN have caused further schedule slips, despite many hours of overtime worked by both mechanical engineers. These interface problems have been solved, but further overtime will be required to get the project back on schedule.

 

Once the 3-D modeling is complete, designers will be needed to extract 2-D fabrication drawings from the 3-D models. These fab drawings must be properly dimensioned, toleranced, annotated for production processes and finishes, and checked. The Project Manager noted that some designers are more productive than others. This could become an issue by the next QR.

 

 

8.4 Mechanical Design Schedule

 

The post-slit optical bench design and analysis activities are about two months behind schedule, with other activities about a month behind schedule. If the engineers work additional overtime, the first attempt at the post-slit bench fabrication is successful, and no serious problems are encountered in system integration, it is likely this will not significantly impact the final delivery date of the instrument.

 

8.5 Mechanical Design Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

8.6 Mechanical Design Organization

 

The GNIRS mechanical engineering group consists of Ed Hileman (benches and fixed assemblies) and Gary Muller (mechanisms and engineering management systems). The mechanical design group consists of John Andrew (lead), Dave Rosin, Eric Downey, and Rick Robles.

 

9. Mechanical Fabrication

 

9.1 Mechanical Fabrication Overview and Key Accomplishments

 

The environmental cover mechanical parts have been fabricated on schedule. The assembly itself is slightly behind schedule, awaiting connectors and minor assembly for completion. Fabrication of the motor drive units was begun but has not been completed.

 

9.2 Mechanical Fabrication Status and Plans

 

Mechanical fabrication was scheduled to have begun, but has not begun, on the Camera Turret. This was deferred to concentrate effort on preparing drawings needed to award fabrication contracts for the Post-slit Optical Bench and the OIWFS Bench.

 

9.3 Mechanical Fabrication Problems and Concerns

 

The new senior mechanical engineer, Ed Hileman, who was hired to replace Larry Goble, has accepted responsibility for the bench design and analysis and has performed well, as noted earlier. However, problems in the drawings left behind by Mr. Goble and in the interface between Mechanical Desktop and NASTRAN have caused further schedule slips, despite many hours of overtime worked by both mechanical engineers. These interface problems have been solved, but further overtime will be required to get the project back on schedule.

 

One concern is that the current schedule is based on internal fabrication estimates based on mechanical concepts developed a year ago. Until 2-D fabrication drawings are ready and firm quotes are obtained from machine shops, it will not be known if these estimates were realistic. Multiple vendors will be used to find shops that (a) can finish work in the shortest time and that (b) are not heavily loaded with GNIRS work or other competing work. To the extent possible, the NOAO instrument shop will be used for incoming inspection of parts made elsewhere and for assembly of subassemblies and for correction of parts fabrication errors.

 

The USGP views the transition of the project from what has been largely a design enterprise to a fabrication effort as a challenge. At the next QR, the experience with fabrication and impact on the schedule will be reviewed.

 

9.4 Mechanical Fabrication Schedule

 

The post-slit optical bench design and analysis activities are about two months behind schedule,

with other activities about a month behind schedule. If the engineers work additional overtime, the first attempt at the post-slit bench fabrication is successful, and no serious problems are encountered in system integration, it is likely this will not significantly impact the final delivery date of the instrument.

 

9.5 Mechanical Fabrication Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

9.6 Mechanical Fabrication Organization

Mechanical parts fabrication will be performed by a combination of outside machine shops and the NOAO instrument shop. The latter will assemble and check out each subassembly.

10. Electronics Design

 

10.1 Electronics Design Overview and Key Accomplishments

 

Since the previous QR, the electronics engineer, Jerry Penegor, reviewed the requirements and the Statement of Work and developed a plan and task schedule that were incorporated into the project schedule. He also designed a mechanism motor simulator for software testing, which has been fabricated and delivered to the software engineer.

 

10.2 Electronics Design Status and Plans

 

Electronics design is on schedule. Electronics design and fabrication are reported together as 4% complete. Design activities underway include the cabling for the dewar, mechanisms, and the OIWFS.

 

10.3 Electronics Design Problems and Concerns

 

None.

 

10.4 Electronics Design Schedule

 

Electronics design is on schedule.

 

10.5 Electronics Design Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

10.6 Electronics Design Organization

 

The GNIRS electrical engineer is Jerry Penegor.

 

11. Electronics Fabrication

 

11.1 Electronics Fabrication Overview and Key Accomplishments

 

The mechanism motor simulator for software testing was fabricated and is ready for test and checkout.

 

11.2 Electronics Fabrication Status and Plans

 

Fabrication of the deliverable electronic hardware will begin in September.

 

11.3 Electronics Fabrication Problems and Concerns

 

None.

 

11.4 Electronics Fabrication Schedule

 

Electronics fabrication is on schedule.

 

11.5 Electronics Fabrication Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

11.6 Electronics Fabrication Organization

 

The GNIRS electrical engineer is Jerry Penegor. The Project Manager was recently given permission to hire a contract electronics technician to assist the engineer with construction tasks.

 

12. Software Design

 

12.1 Software Design Overview and Key Accomplishments

 

Since the previous QR, the software design was elaborated and coding progressed.

 

12.2 Software Design Status and Plans

 

The software design is considered to be mature. When the T-ReCS EPICS OCS interface design becomes available, this will be compared to the GNIRS design and the latter updated if needed.

 

12.3 Software Design Problems and Concerns

 

None

 

12.4 Software Design Schedule

 

The software design is on schedule.

 

12.5 Software Design Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

12.6 Software Design Organization

 

The GNIRS software engineer is Richard Wolff.

 

13. Software Fabrication

 

13.1 Software Fabrication Overview and Key Accomplishments

 

Work has progressed on the Components Controller and the EPICS code.

 

13.2 Software Fabrication Status and Plans

 

Overall, the software is 27% complete. The Components Controller is 56% complete, and the EPICS code is 5% complete. The Project Manager reports software to be under control.

 

13.3 Software Fabrication Problems and Concerns

 

None

 

13.4 Software Fabrication Schedule

 

The software fabrication is slightly behind schedule, due to the software engineer’s waiting for test apparatus to be fabricated. That was recently completed, so now rapid progress is expected to be made and USGP expects the schedule to be recovered in full.

 

13.5 Software Fabrication Budget and Expenditures to Date

 

The GNIRS Statement of Work does not require this WBS element to be reported separately to the USGP.

 

13.6 Software Fabrication Organization

 

The GNIRS software engineer is Richard Wolff.

 

14. Subsystem Integration

 

No subsystem integration was scheduled to begin before the Quarterly Review.

 

15. System Integration

 

No system integration was scheduled to begin before the Quarterly Review.

 

16. Test and Checkout

 

No test and checkout tasks were scheduled to begin before the Quarterly Review.

 

17. Documentation and Training

 

No documentation or training tasks were scheduled to begin before the Quarterly Review.

 

18. Other Activities

 

No tasks for other activities were scheduled to begin before the Quarterly Review.

 

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