Gemini Near-Infrared Integral-Field Spectrograph (NIFS)
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Management Plan
1 Introduction
This document contains the management information for the Gemini
Near-infrared Integral-Field Spectrograph (NIFS) Conceptual Design Review. This
includes costing and planning information as well as information about The
Research School of Astronomy and Astrophysics (RSAA) in the Institute of
Advanced Studies (IAS) of the Australian National University (ANU) and its
staff involved in the project.
RSAA have produced a conceptual design for NIFS and this management plan
proposes cost and time estimates for building this instrument.
These are not final estimates,
but are intended as a starting point for detailed negotiations. All costs are
quoted in United States dollars, exclusive of the Goods and Services Tax to be
introduced on 1 July 2000 which is expected not to affect the cost of NIFS (refer to § 8.6).
The NIFS development is to be fast-tracked to ship the instrument to the
Gemini base facility in Hawaii in June 2002 for deployment on the Gemini North
telescope later that year. To accomplish this with as little risk as possible,
the cryostat, the OIWFS, and large parts of the control system will be copied from
NIRI and implemented by its developers at the Institute for Astronomy (IfA) of
the University of Hawaii (UH). Significant gains on the timeline can be
realised by not following the usual pattern of Preliminary Design, Critical
Design, and then Manufacture phases. Instead, it is proposed that manufacture
of the cryostat and the OIWFS start immediately, and the spectrograph
Preliminary Design Review be dispensed with.
2 Work Breakdown Structure (WBS)
The WBS Chart, Figure 1, shows the first two levels of the Work Breakdown Structure for the project. The full breakdown is shown in Appendix §11.2.
2.1 NIFS Critical Design Study
During the NIFS Critical Design Study, the optical design is to be finalised, the mechanical design is to be progressed through to the production of manufacturing drawings. The detector system is to be designed in full detail and wiring for a test cryostat is to be designed and manufactured. The overall software system design is to be completed together with the Components Controller and Instrument Sequencer software.
Any optical design issues still outstanding at the Conceptual Design
Review need to be addressed. These include scattering, ghosting, tolerancing,
and alignment needs and accuracy. The manufacturing details of all optical
components need to be specified and decisions need to be made on which items
will be fabricated in-house. The blanks for in-house fabrication have to be
ordered and contracts let for the supply of gratings and filters. It would be
advantageous to start in-house fabrication early and possibly also let the
external optics manufacturing contracts.
In the area of mechanical design, full assembly drawings of the spectrograph
are to be produced. These, together with information from NIRI will be used for
flexure and thermal analysis. Detailed manufacturing drawings of all lens and
mirror mounts, baffles, shields, and mechanisms have to be produced. We are
planning a short and intensive fabrication phase, and it would be advantageous
to start fabrication of some components early to reduce the risk of fabrication
delays due to unexpected variations in workshop staff availability and the
impact of other workloads. We would identify components for early fabrication
taking into account the least impact of possible spectrograph design changes in
the latter part of the Critical Design Study or at the CDR.
The detector and detector controller are long lead-time items which
should be ordered as soon as possible. The operation of the controller will
have to be fully verified upon delivery. The wiring from the controller to the
detector has to be fully detailed with circuit diagrams showing all signals,
connectors and printed circuit boards. Some issues identified during the
conceptual design, such as choice of materials for printed circuit substrates
and flexible circuits need to be addressed. The test cryostat wiring has to be
designed and manufactured. The DSP code for the detector controller needs to be
designed.
The overall software system design should be finalised and the NIFS
Component Controller software should be ready for testing. The Detector
Controller software design should be completed and coding should be under way
for the detector engineering software.
Other items to be delivered are final ICDs, tables of contents for all
manuals, a draft spares list, the pre-shipment acceptance test plan and the
verification and commissioning plan.
2.2 NIRI Duplication
It is proposed that RSAA subcontract the manufacture, assembly, and test
of the "NIRI duplication" to the Institute for Astronomy of the
University of Hawaii. Except for a few relatively minor changes, the following
NIRI items will be duplicated: carrier frame, ISS interface plate, cryostat,
cooling system, OIWFS optics and mechanics, OIWFS detector and controller,
electrical control system, and temperature control system. The full assembly will be tested before
delivery to RSAA. On delivery, it will be re-tested to check that no transport
damage has occurred.
2.3 Spectrograph Manufacturing Phase
Optical manufacture, both in-house and subcontracted, will be continued
following the Critical Design Review. Contracts will be let for the manufacture
of the IFU and of those optical elements which were not ordered earlier during
the design phase.
All mechanical parts (lens and mirror mounts, baffles, shields and
mechanisms) will be fabricated. Trial assembly of the spectrograph on a copy of
the cold work surface plate incorporated in the NIRI duplication will start as
soon as there are mechanisms and other items ready for assembly. When complete,
optical alignment procedures can be tested and the NIRI control system can be
used to check mechanism operation under full software control.
Mechanical modifications have to be designed and implemented to
transform an existing 8 inch IR Labs dewar
into a test cryostat for the NIFS detector. Two sets of detector circuit
boards and wiring will have to be designed and constructed. The first to allow
independent testing of all four detector quadrants and the second for normal
operation. The detector engineering array will arrive during the manufacturing
phase. It will be tested in the test cryostat with the detector engineering
software.
The software effort will be structured so that sufficient engineering
software will be available for the tests with the engineering detector in the
test cryostat and for the mechanism tests in the trial mechanical assembly.
The user and maintenance manuals will be prepared.
2.4 NIFS Assembly and Testing
Following rectification of any problems found during the spectrograph
trial assembly on the dummy cold work surface plate, the spectrograph can be
integrated into the cryostat. As the cryostat and OIWFS system have already
been fully tested and the spectrograph has been tested warm, the optics and
engineering detector can be installed on the first cooldown cycle. The objectives
of the first cooldown are to determine the thermal characteristics of the
detector mounting and spectrograph, to verify cold operation of the mechanisms,
to verify detector operation, to go through the first phase of measuring
optical alignment, and to do mechanical stability tests. After rectification of
problems encountered and corrective alignment of the optics, the second
cooldown can start. The optical alignment will be checked and all tests
repeated. After installation of the science detector, a third cooldown should
permit full system tests to be performed. A final period for corrective actions
leads to the fourth cooldown cycle for pre-delivery acceptance tests. At the
end of this, NIFS is packed and transported to the Gemini base facility in
Hawaii. This success-oriented scenario is somewhat optimistic and allows only
for limited problem rectification times between cooldowns, and does not allow
for optical alignment to be iterative. The Assembly and Testing work package
therefore contains a contingency for two extra cooldowns.
2.5 NIFS Commissioning
After transportation to the Gemini base facility in Hawaii key
acceptance tests should be repeated to check for transport damage. NIFS can now
be transported to the summit and connected to the various interfaces to
integrate it with the observatory systems. It can then be prepared for
commissioning on the telescope.
Training for Gemini operations and maintenance staff will be provided,
the manuals will be updated and the record documents will be finalised.
3 Schedule
An overview of the schedule for the NIFS development is depicted in Figure 2. A fully detailed Gantt chart appears in Appendix §11.1.
Figure 2: NIFS Schedule
3.1 Milestones
The proposed milestones for this project are shown in Table 1 below.
|
CDS start |
1 April 2000 |
|
Detector Ordered |
2 May 2000 |
|
Detector Bare MUX
delivered |
4 September 2000 |
|
Delivery of CDR
documentation |
24 November 2000 |
|
CDR |
8 December 2000 |
|
NIRI Duplicate
delivery |
17 May 2001 |
|
Engineering Array
delivery |
5 April 2001 |
|
Start of first NIFS
cooldown |
5 October 2001 |
|
Science detector
delivery |
5 November 2001 |
|
Ship NIFS to Hawaii |
20 June 2002 |
|
First commissioning
night |
August 2002 |
|
Project closeout |
Nov 2002 |
3.2 Spectrograph Critical Design Study
The Critical Design Study will terminate with the Critical Design
Review. The date of the review is driven by the work to be done and the
availability of suitably qualified and experienced staff to do it. Mechanical
design is on the critical path. Completion of the design phase is planned for
December 2000.
3.3 NIRI Duplication
The NIRI duplication work needs to be started soon and delivery of the
tested system is planned before the end of the spectrograph manufacturing phase
so that the spectrograph mechanisms can be tested warm with their actual
control system and software before integration of the spectrograph into the
vacuum jacket. The main fabrication effort should take place in mid 2000, with
assembly and testing to commence later in the year. Delivery should be in early
2001.
3.4 Spectrograph Manufacturing Phase
The manufacture of mechanical parts for the spectrograph will be the
limiting factor on keeping this phase to minimum length, as long as the optical
manufacture can be started early and much of it can be subcontracted. It is
envisaged to have three instrument makers working full time on NIFS for this
period. This means that RSAA will have to employ at least one, possibly two,
extra workshop staff.
A test cryostat will be built by modifying an existing dewar. The test
cryostat should be ready around the time of delivery of the engineering
detector. After delivery of the science detector, the detector engineer’s time
is to be divided between the testing of the engineering detector in the NIFS
cryostat and the science detector characterisation in the test dewar. To do
this, two SDSU controllers will be needed. The RSAA detector lab controller
will be used, for which at least one IR analog card will need to be purchased.
Software production for test dewar operation is expected to be on the
critical path to the testing of the engineering array in the test cryostat.
3.5 NIFS Integration and Test
The installation of the spectrograph in the cryostat and three cooldown,
test, warmup, and problem fixing cycles are expected to take up to seven
months. As contingencies, two more cooldowns are budgeted for, but not
scheduled. These would add two to three months to the schedule.
A final fourth cooldown cycle is planned to accommodate pre-delivery
acceptance tests. On successful conclusion of these tests, NIFS will be warmed
up, packed, and transported to the Gemini base facility in Hawaii.
3.6 NIFS Commissioning
Commissioning will start by repeating the acceptance tests to check for
transport damage. The instrument will then be transported to the summit and
integrated into the observatory systems. Two months will elapse from arrival in
Hawaii to being ready for the first night on the telescope. NIFS will be
tested, commissioned, and verified under varying observing conditions during
the commissioning nights, and any problems will be rectified. Gemini staff will
be trained in the operation and maintenance of the instrument. The time taken
will depend on the commissioning time made available and on the nature and
seriousness of any problems encountered.
4 Cost
As shown in Table 2, the total cost of NIFS, excluding the detector, is
US$2,996,319. The cost of the HAWAII-2 HgCdTe/PACE detector is US$350,000.
Table 2: NIFS Cost Breakdown by Activity
|
|
Description |
hrs |
US$ |
US$ |
|
Labour |
Project Scientist |
1383 |
$ - |
|
|
|
Project General |
2210 |
$
77,350 |
|
|
|
System Engineering |
2390 |
$
83,650 |
|
|
|
Mechanical Design |
1830 |
$
64,050 |
|
|
|
Mechanical Manufacture |
3200 |
$
112,000 |
|
|
|
Optical Design |
710 |
$
24,850 |
|
|
|
Optical Manufacture |
530 |
$
18,550 |
|
|
|
Detector System Design & Manufacture |
3020 |
$
105,700 |
|
|
|
Control System Design & Manufacture |
344 |
$
12,040 |
|
|
|
Software Development |
3270 |
$
114,450 |
|
|
|
Assembly & Testing |
2240 |
$
78,400 |
|
|
|
Commissioning |
570 |
$
19,950 |
|
|
subtotal |
|
21697 |
|
$
710,990 |
|
|
|
|
|
|
|
Major
Items |
NIRI Duplication |
|
|
$
1,750,000 |
|
|
|
|
|
|
|
Hardware
Costs |
|
|
|
|
|
|
Mechanical |
|
$
21,930 |
|
|
|
Optical |
|
$
111,300 |
|
|
|
Detector System |
|
$
33,275 |
|
|
|
Control System |
|
$
7,918 |
|
|
|
Computing |
|
$
57,306 |
|
|
|
Thermal Enclosures |
|
$
14,000 |
|
|
|
Subcontractors (design) |
|
$
11,385 |
|
|
|
Consumables |
|
$
9,000 |
|
|
subtotal |
|
|
|
$
266,114 |
|
|
|
|
|
|
|
Other Costs |
Project Management (incl. CDR) |
|
$
21,000 |
|
|
|
Travel (excl. commissioning) |
|
$
17,500 |
|
|
|
Transportation |
|
$
72,000 |
|
|
|
Extra Cooldowns |
|
$
35,000 |
|
|
|
Support Equipment |
|
$
43,715 |
|
|
|
Contingencies |
|
$
60,000 |
|
|
|
Commissioning Travel |
|
$
20,000 |
|
|
subtotal |
|
|
|
$
269,215 |
|
total |
|
|
|
$
2,996,319 |
Table 3: NIFS Cost Breakdown by Development Phase
|
Phase |
PS hrs |
Paid hrs |
Labour |
Fixed
Cost |
Total
Cost |
|
Critical Design Study |
627 |
6303 |
$ 220,605 |
$
119,026 |
$
339,631 |
|
Cryostat and OIWFS Duplication |
140 |
140 |
$
4,900 |
$
1,785,500 |
$
1,790,400 |
|
Spectrograph Construction |
70 |
9419 |
$
329,665 |
$
201,188 |
$
530,853 |
|
NIFS Assembly and Testing |
308 |
3688 |
$
129,080 |
$
118,615 |
$
247,695 |
|
Extra Cooldowns |
|
|
|
$
35,000 |
$
35,000 |
|
Commissioning |
238 |
764 |
$
26,740 |
$
26,000 |
$
52,740 |
|
total |
1383 |
20314 |
$ 710990 |
$ 2285329 |
$
2,996,319 |
4.1 Labour
Table 3 shows that the labour required for the spectrograph
design and construction, and for the instrument assembly, testing and
commissioning is 21697 hours. At the RSAA labour rate of US$35 per hour, and
taking into account that time worked by the Project Scientist is not
chargeable, this comes to $ 710990. For a full breakdown of the labour required
refer to the detailed Gantt chart in Appendix §11.1. The labour estimates are based on RSAA's previous
experience building instruments.
4.2 Capital
A large part of the total NIFS project cost is for the duplication of
NIRI (US$1.75M). The cost of all further items to be purchased for the
construction comes to US$ 535329. The uncertainties associated with the capital
cost estimates are identified in Table 5.
The line-item "Consumables" in Table 2 refers to minor parts and materials such as fasteners,
common cables, and other small items which will be needed but are not yet
identified.
The line-items "Computing" and “Thermal Enclosures" are
Gemini supplied items for which the cost has to be included in the NIFS budget.
The "Computing" costs are itemised in Table 6: Gemini Supplied Items.
4.3 Travel and Miscellaneous
The travel budget allows for two visits of project staff to Hawaii
related to the NIRI duplication and three more trips, possibly to other destinations,
as the need arises.
Travel for the Commissioning phase has been included as fixed cost in
one of the commissioning tasks. The allocation is for four people travelling to
Hawaii, staying there for 3.5 weeks on average.
The cost of transportation of NIFS to Hawaii is covered under the
heading "Shipping". Transportation of the NIRI duplicate to Australia
is included in the "NIRI Duplication" cost.
The Project Management tasks have fixed cost entries for the cost of
photocopying, printing, telephone, etc. and to cover unforeseen expenditure,
which does not fit in any other category.
4.4 Contingency
Several levels of contingency are to be considered for the project. At
the highest level Gemini will maintain a contingency for the cost of change
orders and major problems such as cost variations of the NIRI duplication.
The NIFS project plan contains a contingency for the cost of extra
cooldowns, for some as yet unspecified travel and the project management tasks
have fixed cost entries for the cost of photocopying, printing, telephone, etc.
and to cover unforeseen expenditure which does not fit in any other category.
Two more “Contingency” items are listed, one for the spectrograph construction
phase and one for the assembly and test phase. They are intended to cover items
missed in costing, underestimated, fabrication mishaps, printed circuit
redesign, equipment failures, etc. The total of these contingency items is
$60000, a very modest 4.8% of the spectrograph cost (excluding the NIRI
duplication).
Some individual tasks, which have a high risk of taking longer than
planned in this success-oriented schedule, have been allocated extra effort in
the plan.
4.5 Cost Profile per Quarter
The cost profile of the NIFS project is shown
in Figure 3. This information is only indicative of the cashflow
for the project. It was generated by Microsoft Project on the assumptions that
labour costs are accrued as work is executed, and fixed costs become payable at
the start of their associated tasks, with the exception of the NIRI duplication
where pro-rata cost accrual over the whole construction period has been used.
During the first half of the project, in the
design and construction phases, 87% of the cost is accrued.
Figure 3: NIFS Cost per Quarter
5 Procurement List
Listed in Table 5 are all items to be purchased for the NIFS development as they have been identified during the conceptual design study. The accuracy of the costs in the table is indicated by the “code” as defined in Table 4.
Table 4: Cost Codes
|
Code |
Definition |
Costing Method |
|
W |
Estimate ±40% |
Extrapolation from past
experience |
|
E |
Estimate ±20% |
From recent relevant
experience |
|
Q |
Quoted cost |
From manufacturer's quotation |
Table
5: Items to be Purchased
|
Item |
Code |
Est. Cost |
Vendor |
Order Date |
Notes |
|
NIRI Duplication |
Q |
$
1,750,000 |
UH |
Apr 2000 |
|
|
Spectrograph |
|
|
|
|
|
|
Optics |
|
|
|
|
|
|
Pick-Off Mirror |
E |
$
3,000 |
POE |
Nov 2000 |
diamond machined |
|
Focal Ratio Converter
Mirror |
E |
$
3,100 |
POE |
Nov 2000 |
diamond machined |
|
Cold Stop Mirror |
E |
$
2,000 |
POE |
Nov 2000 |
diamond machined |
|
Fold 1 Mirror |
E |
$
1,900 |
POE |
Nov 2000 |
diamond machined |
|
Fold 2 Mirror |
E |
$
1,800 |
POE |
Nov 2000 |
diamond machined |
|
Tri-Fold Mirror |
E |
$
6,000 |
POE |
Nov 2000 |
diamond machined |
|
Image Slicer |
E |
$
4,000 |
POE |
Nov 2000 |
diamond machined |
|
Pupil Mirror Array |
E |
$
13,000 |
POE |
Nov 2000 |
diamond machined |
|
Field Mirror Array |
E |
$
13,000 |
POE |
Nov 2000 |
diamond machined |
|
Collimator Mirror (blank) |
E |
$
1,400 |
|
Jul 2000 |
Silica |
|
Collimator Corrector
(blank) |
E |
$
1,300 |
|
Aug 2000 |
CaF2 |
|
Camera Lens 1 (blank) |
E |
$
1,800 |
|
Aug 2000 |
CaF2 |
|
Camera Lens 2 (blank) |
E |
$
1,700 |
|
Aug 2000 |
Silica |
|
Camera Lens 3 |
E |
$
6,000 |
JNS |
Oct 2000 |
ZnSe: from Janos |
|
Camera Lens 4 (blank) |
E |
$
1,800 |
|
Aug 2000 |
CaF2 |
|
Camera Lens 5 (blank) |
E |
$
1,600 |
|
Aug 2000 |
Silica |
|
Order Blocking Filters |
|
|
|
|
|
|
J and K |
E |
$
2,936 |
GEM |
available |
from Filter Consortium |
|
TBA |
E |
$
32,064 |
|
|
2 sets of 4 @ $4000 ea |
|
Gratings |
|
|
|
|
|
|
TBA |
E |
$
10,400 |
RGL |
|
8 @ $1300 |
|
Ronchi Grating and Occult.
Masks |
|
|
|
|
|
|
Materials and Coating |
W |
$
2,500 |
|
Aug 2000 |
|
|
Mechanical (materials incl.
motors) |
|
|
|
|
|
|
Set-Up Plate |
E |
$ 800 |
|
Sep 2000 |
1000x800x40,100 features |
|
Spectrograph Enclosure |
E |
$
4,000 |
|
Dec 2000 |
Casting, 50 machined features |
|
Disperser Enclosure |
E |
$ 600 |
|
Dec 2000 |
Casting, 30 machined features |
|
Small Enclosure components |
E |
$ 60 |
|
Jan 2001 |
40 small pieces with repetition |
|
Radiation Shield Oddments |
E |
$ 60 |
|
Feb 2001 |
6 small pieces |
|
Entrance Baffle |
E |
$ - |
|
Feb 2001 |
180 x 180 x 250, fabrication |
|
Pick-Off Probe |
E |
$ 60 |
|
Sep 2000 |
8 pieces plus optics |
|
Feed Turret |
E |
$
2,500 |
|
Aug 2000 |
69 pcs, motor, masks, mirrors |
|
Filter and Folder Unit |
E |
$
2,500 |
|
Nov 2000 |
66 pieces, motor |
|
Field Slicer |
E |
$
1,000 |
|
Sep 2000 |
46 pieces, plate rolling |
|
Mirror Array and Folder
Unit |
E |
$ 60 |
|
Dec 2000 |
10 pieces |
|
Collimator Reflector |
E |
$ 60 |
|
Jan 2001 |
8 pieces |
|
Collimator Corrector |
E |
$ 60 |
|
Jan 2001 |
6 pieces |
|
Disperser |
E |
$
3,000 |
|
Aug 2000 |
48 pcs, motor, enc., latching |
|
Camera |
E |
$ 60 |
|
Oct 2000 |
22 mechanical pieces |
|
Detector Mount |
E |
$ 60 |
|
Nov 2000 |
35 pieces |
|
Detector Controller Mount |
E |
$ - |
|
Feb 2001 |
Integrated connector |
|
Handling Equipment |
W |
$
2,000 |
|
Mar 2001 |
|
|
Alignment Aids |
W |
$ 400 |
|
Mar 2001 |
|
|
Bearings etc. for
Mechanisms |
|
|
|
|
|
|
Sintered Components |
E |
$ 250 |
|
Dec 2000 |
|
|
Bearings |
E |
$
1,000 |
|
Dec 2000 |
|
|
Indium Foil &
Incidentals |
W |
$
1,000 |
|
Dec 2000 |
|
|
Test Cryostat Mods
(materials and parts) |
|
|
|
|
|
|
TBA |
W |
$
1,500 |
|
|
|
|
Components Surface Treatment |
|
|
|
|
|
|
Paint |
W |
$ 900 |
|
Apr 2001 |
|
|
Control System |
|
|
|
|
|