Project Management

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Project Management
FLAMINGOS 2 Critical Design Review 20-21 August
2003
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Outline

• University of Florida
• Infrared Astrophysics Group
• Department Projects
• Project Management
• Project Overview

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University of Florida 1853 - 2003

• 46,515 Students (2000-2001)
• 12,932 PhD Students (2002)
• 4000 Faculty (2000- 2001)
• 1,857,290,802 Budget (2000-2001)
• 437M Research Grants and Contracts
• 39.2M in NSF Awards

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UF Astronomy Department Statistics

• 23 Academic Staff
• 15 General Staff
• 7 PhD Students
• 26 Grad. Students

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Infrared Astrophysics Group
Pending New Hires
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Lab Facilities

• Complete Instrumentation group moved to 4th floor
• 4000 sq. ft. lab space 2000 sq.ft. office
  space
• New Electronics and Integration Labs
• 200 K committed by UF for lab renovations and
  equipment
• All engineers have their own offices
• Improved computer infrastructure
• Video-link capability for offsite engineering
  support

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Shop Facilities

• Partner with Physics for use of state-of-art
  machine shop located in Physics building
• Except for very large components, shop has
  equipment/capability to machine/weld
• all components required
• Total 4 Physics Machinists and 2 Astronomy
  Machinists
• Machinists shared between departments depending
  on work load/expertise
• Astronomy classification upgraded to Senior
  Machinist positions
• Both machinists recent hires and highly skilled
• One experienced CNC operator
• Purchased software to convert drawings to CNC
  machine code
• Majority of CanariCam components machined on CNC
  mill
• 500 CanariCam parts machined in lt8 months by our
  machinist

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On-Campus Integration/Test Facilities

• New laboratory dedicated to instrument
  integration
• Test dewar purchased
• Test motor/temperature crate
• Access to all testing facilities on campus

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Commercial Contractors Involved in Programs

• Meyer Tool fabricated T-ReCS CanariCam dewars
  shielding
• Second source in Atlanta reviewed, performed test
  dewar machining
• Large custom gears machined by Chicago Gear
• Optics design work Epps TELIC
• Janos/TELIC for optics fabrication
• Quartus Engineering Optical/Mechanical flexure
  analysis

Additional Augmentation through Vendors
Contractors

• Software
• Electronics board fabrication, cable fabrication,
  etc.

Contractor help provides additional in-depth
support, where needed
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Department Projects

• Integrated Program Schedules
• Resource loading across both projects
• Common Resources between projects

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Integrated Program Schedules
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Resource loading across both projects
Total FTE 7.4
Total FTE 11.4
Pending new hire
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Common Resources for FLAMINGOS 2 CanariCam

• Kevin Hanna (EE) assigned on both projects
• -Electronics for OSCIR, FLAMINGOS, T-ReCS,
  CanariCam
• and FLAMINGOS-2 are copies of each other.
• -Kevin needed for integration of CanariCam
• Pending new instrument scientist will be assigned
  to both projects
• Dan Cawlfield, Electronics Technician

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Project Management

• Project Management Principles
• Communications
• Cost Management
• Accounting System
• Quality Assurance

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Project Management Principles

• PI, PM and PS leading the project
• Estimation by comparison and extrapolation of
  past results
• Resourced with experienced instrument builders
• Scheduling using realistic staff availability
• Quality Management Principle
• Reporting
• Quality Assurance

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Communications

• Weekly Meeting
• Established Agenda
• Dedicated FLAMINGOS 2 web site
• Monthly reports sent to Gemini
• Quarterly on-site reviews with Gemini Personnel
• Daily contact with all team members

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Cost Management

• Team accounting can more closely track and manage
  expenditures
• Review budget and expenditures at weekly meeting
• Planned expenditure list maintained
• WBS will track estimated verses actual
  expenditures
• Appropriate use of contingency fund
• Grants Specialist maintains official budget,
  using data from UF
• mainframe computer.
• Grants Specialist issues budget report each
  month.
• Monthly budget report sent to Gemini each month.

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Accounting System

• Finance and Accounting Division of University of
  Florida will do official
• accounting
• Department Grants Specialist maintains official
  budget at department level
• Project Manager will do local team accounting
• Purchasing methods and procedures
• 1) State of Florida purchasing card or
  purchase order
• 2)Invoices received by Astronomy Department
  purchasing agent
• a) Approves purchase and account, if
  questions contacts PM
• b) Forwards to UF Finance and
  Accounting for payment
• c) PM reviews all charges and invoices
  for proper account.

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Quality Assurance

• 3-D AutoCAD drawings to check interferences and
  optical layout
• Detailed inspection of components
• Visit vendors
• Record keeping
• Require vendor certification of parts if
  necessary
• Perform a FMEA (Failure Mode and Effects
  Analysis) on key elements
• Outside consultant verify quality, if necessary

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FLAMINGOS 2

• Personnel
• Milestones
• WBS
• Fast Tracking
• Schedules
• WFS

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FLAMINGOS 2 CORE PERSONNEL
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Additional Personnel
Upon completion of CanariCam the
following Personnel will be assigned to Flamingos
2 project Jim French Mechanical
Engineer Chris Packham Instrument
Scientist Frank Varosi Software
Engineer Francisco Reyes Associate
Scientist .5FTE
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Milestones

• All 3D design complete
• CDR Review
• MOS Dewar PO complete
• Camera Dewar PO complete
• WFS PO complete
• Optics PO complete
• Agent Modification complete
• Fab detail drawings complete
• Cable fab complete
• Engineering Console complete
• ICS Rack complete
• Dewar Fabrication complete
• Tune Electronics to Array complete
• MOS Mechanism test complete
• Camera Mechanism test complete
• Instrument Sequencer complete
• Focus Mechanism test complete

• Optics Received
• Camera Dewar complete
• Camera Tube test complete
• MOS Dewar complete
• Collimator Tube test complete
• Test Plans complete
• Dewar Integration complete
• SW/Electronics testing complete
• CAPFAST complete
• Cold Cycle 1/rework complete
• WFS received
• Integrate into Flamingos 2 complete
• Science Array installed
• DHS Complete
• Pre-Ship AT complete
• Shipment to Chile complete
• As-Built drawings complete
• Installation on telescope complete

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WBS

• Contains summary rollups of costs of each work
  element
• Main tool for tracking costs and assessing cost
  performance

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WBS
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Fast Tracking

• Detector has been purchased
• Large window optic is complete
• Blank plus backup for large lens has been
  purchased
• Purchase order for VME Electronics has been
  issued
• Test Dewar available for mechanism testing
• Test motor driver/temperature crate available for
  software testing

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Project Schedule

• NOAO provided Neil Gaughan and Dan Eklund to
  assist
• in creating project plan and schedule
• Detail schedule on wall
• Project plan on wall
• Key milestones

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Overview Schedule
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Critical Path

• Mechanism testing
• VME electronics
• WFS delivery
• WFS integration
• Acceptance test

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Projected labor and capital cost
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Key resources are available for this project

• Facilities are available for this project
• Shop
• 2 Qualified Machinist
• Lab space
• Test dewar
• Equipment
• PS, ME, SE upon completion of CanariCam will be
  brought
• over to work on project.
• PS will be responsible for testing
• PI and PS form systems engineering team to
  monitor
• all technical activities

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Strategy Based on New Design with Proven
Concepts

• Heritage of Flamingos 1
• No new development
• Design for ease of fabrication/assembly/test
• Fabrication strategy
• In-house fabrication with department
  machinist
• using conventional machining
• Outsourcing of large components to proven
  vendors

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WFS
TBD
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Detail Schedule
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