Systems Engineer Manager Gemini Observatory March 17,...

Madeline CloseSystems Engineer ManagerGemini ObservatoryMarch 17, 2015

TopicsI. A Brief History of Gemini and Systems EngineeringII. Systems Engineering in Gemini Development III. Systems Engineering in Gemini OperationsIV. Conclusions

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Objectives: To describe how systems engineering is integrated into Gemini Observatory’s development and operations.To broaden cross‐organizational knowledge of systems engineering and its benefits.

Systems Engineering at Gemini ObservatoryMadeline Close, March 17th 2015

A short introduction before we start• Former “rocket scientist” with ten years

experience in the aerospace and defense industries.

• First experience in systems engineering as a System Operations engineer at Boeing Satellite Operations and Ground Systems.

• Boeing project manager and systems engineer for DTCS Phase 2, a satellite‐based communications system.

• Chief engineer and project manager for U.S. defense agency R&D programs as a Booz Allen government contractor.

• Systems Engineer Manager for Gemini Observatory since March 2014.

• Certified Systems Engineering Professional (INCOSE CSEP).

• Certified Project Manager (PMI PMP).

3Systems Engineering at Gemini ObservatoryMadeline Close, March 17th 2015

Systems Engineering Group (SEG)

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• Five team members (2.5% of observatory staff)– Three systems engineers including manager– Two support associates– Cross‐site support at both Gemini North and

Gemini South• Focused support to maximize impact:

– Complex interdisciplinary projects – Configuration management– 20% of time reserved for smaller initiatives

• Three other observatory engineers provide systems engineering (SE) support for other specific projects.

• Vision is to mature and stabilize systems engineering at the observatory for the benefit of all.

A Brief History of Gemini and Systems Engineering


?

Now Hiring for a

Systems Engineer!http://www.gemini.edu/jobs

I. A Brief History of Gemini and Systems Engineering

5Systems Engineering at Gemini ObservatoryMadeline Close, February 18th 2015

A Brief History of Gemini

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• Two 8‐m Cassegrain telescopes located in Chile and Hawaii, providing full‐sky coverage.

• International partnership consists of U.S., Canada, Brazil, Argentina, Chile, Australia* and South Korea**.

• Staffed by ~190 personnel, including five in the SEG.• Annual operating budget ~$30M• Annual development budget ~$4M

*Becomes limited partner in 2016 **Limited partner 2015‐2016


Counterclockwise from top left: inside the dome, Gemini South, Mauna Kea, Gemini North (source: Gemini website)


A Brief History of Systems Engineering

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• Concepts behind systems engineering were created at Bell Telephone Laboratories during the early 1900’s.

• Adopted by DoD during WWII. – Air Force created the RAND Corporation and

coined the term “systems analysis.”– Used for missile and missile defense system

designs– NASA Apollo program employed “systems

management”

• First formal teaching was at MIT in 1950 Now widely taught and practiced!

– In Government: NASA, DoD, etc.– In private industry: aerospace, automotive,

information technology, medical, etc.


Growing membership in the International Council on Systems Engineering (INCOSE)

(source of text and graphic: INCOSE website)


Systems Engineering + Gemini

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Our group is often asked, What is Systems Engineering?

One answer is:Traditional engineering disciplines at observatories include mechanical, electrical, optical and software. None of these addresses all of the facets of complex systems such as large telescopes, astronomical instruments, laser guide star systems or the observatory as a whole.

Systems Engineering is the engineering discipline focused on complex interdisciplinary systems and the necessary activities, processes and tools to successfully achieve and maintain these systems.


Major phases of the system lifecycle.(source: Gemini Development Division)


Systems Engineering + Gemini(continued)

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Our group is often asked, Why Systems Engineering?

Systems Engineering’s activities, processes and tools help us to:• Deliver instruments that are optimized to meet stakeholders’ needs through

user needs analysis, requirements definition, design trades and validation.

• Deliver instruments that perform as expected through system requirements derivation, budget allocation, interface analysis and verification.

• Improve operational efficiency by delivering new processes and tools that meet stakeholders’ needs and reduce overhead.

• Maintain efficient operations by monitoring and analyzing performance metrics, approaching fault investigations from a holistic perspective, and by planning for end-of-life.

• Maintain integrity of documented configurations through formal change request processes.



• Complex inter‐disciplinary projects in the Observatory Project Portfolio– At least half of all Development projects:

• New instrument conceptual design: Gemini Instrument Feasibility Study (GIFS) • New instrument development: Gemini High Resolution Optical SpecTrograph (GHOST)• New instrument transition to Operations: Gemini Planet Imager (GPI)• System upgrade: Natural Guide Star (NGS2) • System upgrade: Laser Guide Star Facility (LGSF)

Current Projects Supported by the SEG

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Systems Engineering and Instrument Development at Gemini

Gemini Observatory Project Portfolio(source: Gemini Observatory)


• Complex inter‐disciplinary projects in the Observatory Project Portfolio– At least a quarter of all Operations and Transition projects

• Full remote operations capability: Base Facility Operations (BFO)• Improvements to operations: Gemini Multi‐conjugate Adaptive Optics System (GeMS)• Replacement of operations tool: Project Insight/Plan for the Week (PI/PFW)

Current Projects Supported by the SEG (continued)

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Gemini Observatory Project Portfolio(source: Gemini Observatory)

• Smaller initiatives– Document Management Tool (DMT) improvements

• Improve navigation by modifying and flattening hierarchy and improving home page.• Improve searching by expanding use of meta data and formal naming for change

controlled documents.

– Document management policy– (Upcoming) Web content management policy– (Upcoming) Engineering operations fault and performance metrics– Requirements management tool– (Upcoming) Integrated SE‐PM framework

(systems engineering & project management) • Alignment of SE activities and deliverables with Prince2 PM stages.• Templates for common SE and PM documents.• Gemini Systems Engineering Management Plan (SEMP)• Gemini Project Management Plan (PMP)

Current Projects Supported by the SEG (continued)

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II. Systems Engineering in Gemini Development

Gemini’s Instrument Development Lifecycle• Instrument development lifecycle based on the classical Vee model (also known as

modified Waterfall model).– Sequential workflow at the top level

• Stages modified to reflect Gemini procurement model– Added Proposal stages– Grouped technical processes for requirements and design to reflect iterative approach– Defined several stages of integration and verification

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Development lifecycle used for GHOST. Lifecycle will differ in Proposal Phase for Gen4#3.(source: Gemini Development Division)


Classic Vee model.(source: Clarus Concept of Operations,

Federal Highway Administration)

Proposal Phase Systems EngineeringThe role of the Gemini Systems Engineer is to:• Establish and maintain repository for internal files, notes, etc.• Define science requirements in collaboration with scientists.• Identify observatory documents required to respond to proposal.

– Gemini interface control documents (ICDs)– Gemini system level requirements and constraints

• Develop Statement of Work (SOW) in collaboration with PM and contracts officer, focusing on technical activities and deliverables.

• Develop selection criteria in collaboration with PM and contracts officer, focusing on technical management and performance.

• Develop web content in collaboration with PM.• Answer technical questions from proposers.• Assess proposals against selection criteria.• Maintain confidentiality

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GIFS and Gen4#3 Proposals• Gemini Instrument Feasibility Study (GIFS) and Generation 4, Instrument #3

(Gen4#3) implement changes to Gemini’s procurement model:– Open call for proposals, including entire international community, not just Gemini partners.– Proposal stage 1 (GIFS) is for feasibility study to garner community input for Gen4#3.

• GIFS is a set of instrumentation design studies that are community‐created and science‐driven, guided by principles from the Gemini Science and Technology Advisory Committee (STAC).

• At completion of GIFS, Gemini together with the STAC and wider community will decide on the top‐level science and instrument requirements for Gen4#3.

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STAC guiding principles for GIFS and Gemini reference documents(sources: http://www.gemini.edu/sciops/future-instrumentation/gifs-gemini-instrument-feasibility-studies and http://www.gemini.edu/sciops/instruments/specifications)

Design Phase Systems Engineering

The role of the Gemini Systems Engineer is to:• Establish external‐facing repository for project documents,

accessible by entire project team.• Define file formats and numbering scheme.• Refine system requirements in collaboration with project

team. Monitor requirements management.• Participate in system modeling activities including system

architectures, interfaces and budgets.• Participate in design trade studies.• Monitor and assess risk mitigation activities.• Review deliverables and enforce change control process.• Develop integration, test and commissioning plans.

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In a competitive environment, the role of the observatory systems engineer is constrained to ensure fairness, and is focused on answering questions and assessing results.Once final down select is made, the role becomes collaborative. This increased involvement with the project team was re-introduced by Gemini for Generation 4 instruments based on lessons learned. The extent of collaboration will depend on the systems engineering expertise in the project team. More on this in a minute…



Case Study: GHOST Preliminary Design

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• Gemini High Resolution Optical SpecTrograph (GHOST) completed the preliminary design stage in December 2014. – Fiber fed, bench‐mounted spectrograph– The most significant design trade concerned the

spectrograph location. The best location for stability required the longest fiber and thus highest throughput losses.

(Clockwise from top) GHOST system models for component location, throughput performance, software architecture and instrument behavior.(source: GHOSD-06 Preliminary Design Document)

GHOST PD Architecture and Interfaces

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(Clockwise from top) GHOST system architecture and interfaces, product breakdown structure and requirements flow down, N-squared interface diagram. (source: GHOSD-06 Preliminary Design Document, Gemini Development Division)

Build Phase Systems EngineeringThe role of the Gemini Systems Engineer is to:• Assess spares management plan.• Monitor metrology and component quality

assurance.• Conduct site visits to manufacturers and project

team members. • Initiate knowledge transfer to Gemini team. • Monitor propagation of real data into system

models and impacts.• Monitor requirements verification.• Monitor integration and testing. • Document processes and procedures (alignment,

calibration, etc).• Review deliverables and enforce change control

process.

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Test Phase Systems EngineeringThe role of the Gemini Systems Engineer is to:• Monitor simulated end‐to‐end testing (static,

dynamic, environmental).• Coordinate shipping and delivery to Gemini.• Coordinate daytime testing and logistics for

commissioning.• Inventory supplementary tools and equipment.• Monitor requirements verification.• Facilitate knowledge transfer to Gemini team.• Review deliverables and enforce change control

process.• Prepare for transition to operations.

– Coordinate with Science Ops on transition criteria– Establish operations repository– File delivered documents, drawings and ICDs in

appropriate repository collections

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Case Study: GPI Transition to Operations• Gemini Planet Imager (GPI) completed commissioning runs

in Sept 2014 and was offered for science in Nov 2014. – Success story as the one Generation 3 instrument to be

delivered.– Outstanding actions include disposition of waived requirements

and prioritization of post‐transition actions.

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Vendor lab acceptance

Site/telescope acceptance

Sky technical commissioning

Sky science commissioning

System Verifications

(end‐to‐end exercise)

Science Operations

Instrument Procurement Cycle (lab to science)

Led by

vendor

Led by PM (+ vendor)

Led by

PS & SciOps

Led by

SciOps

On‐site delivery

RTE RTO

RTU

RTE: Release To Engineering RTO: Release To Operations RTU: Release to Users RTD: Release to Development PM: Project Manager (Gemini) PS: Project Scientist (Gemini)

Vendor documentation delivered

Prioritize modes of Ops

RTD

Normal staff

Led by Dev

Instr. upgrade shutdown

Extra staff Reject or

other modes of Ops changes: yes

changes: no Regular call

reject or accept

DEV OPS

SV call

GPI commissioning stage breakdown(source: Gemini systems engineering group)


GPI criteria for transition to operations(source: Gemini operations division)

III. Systems Engineering in Gemini Operations

Systems Engineering in Operations

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Systems Engineering in Operations at Gemini

• Recall that Systems Engineering is the engineering discipline focused on complex systems and the necessary activities, processes and tools to achieve and maintain these systems successfully.

• Systems Engineering is important throughout the lifecycle of a system. – Improve process efficiencies– Monitor performance metrics and trends– Analyze and prioritize issues and faults– Manage configuration and enforce change control process– Manage technical risks including spares and obsolescence



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• The “long tail” of operations refers to the idea that systems may spend much longer in operations versus development.

• Total operations costs may dwarf total development costs.

• Applying systems engineering to operations can lead to higher efficiencies. $184 $30 $4

$‐ $50

$100 $150 $200

InitialDevelopment

Cost

AnnualOperating

Budget

AnnualDevelopment

Budget

Cost

in $M

$0

$100

$200

$300

$400

$500

1995 2000 2005 2010 2015

Cost

in $M

Year

Cumulative Development Cost Cumulative Operating Cost

Gemini Observatory Development and Operations Costs and Budgets(source: Gemini Development Division; some numbers approximate)



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• Improve process efficiencies.– Look for opportunities to

reduce overhead, reduce manual labor, streamline tasks, consolidate information.

– The tool should fit the process, not the other way around.

• Manage technical risks including spares and obsolescence

– Transitioning to Maintscape for inventory management.

The following slides describe the ideal roles of systems engineering in Operations. Engineering operations currently holds some of these roles. Educating the staff on systems engineering, including individuals in these roles, is one way the SEG is striving to integrate systems engineering into daily observatory operations despite the small size of the group itself.

Primary mirror coating –a major endeavor that occurs every few years!(source: Gemini website)

Project Insight page – a planning tool forced into change and task management. (source: https://project.gemini.edu:2010/)



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• Monitor performance metrics and trends:

– Gemini Engineering Archive (GEA) displays real‐time and historic metrics

• Analyze and prioritize issues and faults:

– Reported and assigned via Remedy trouble ticket tool.

– Monitored in monthly site‐specific fault reviews.

Remedy page (source: https://remedy.gemini.edu)

GEA page (source: http://geanorth.hi.gemini.edu)


Upcoming initiative: Re‐integrating metrics from four different sources to provide one site for monitoring.


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• Manage configuration and enforce change control process:

– Changes formally requested via software tool. Current tool and process under review.

– Change controlled documents managed in Docushare repository. Policy just revised for first time in fifteen years.

– Web‐based content should follow the same guidelines as documents for change control and configuration management.

Change control process for general document.(source: Gemini Document Management Policy)

Change Request page(source: https://project.gemini.edu:2010/)


Case Study: BFO• Base Facility Operations (BFO) will enable remote nighttime operation from

the base facility. Completion at Gemini North is expected by early 2016.– Major change in paradigm, and required a rethinking of many processes and

studies on how to provide functions remotely (such as audio and visual clues).– Impacts nearly every stakeholder group at the observatory, which drove the need

for strong communications supported by formal processes and including Trello(action items and meeting minutes) and Jira (change requests, issue reports).

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Example BFO use case and activity sequence.

(source: BFO Concept of Operations)


Example BFO Trello board including status of action items and recent meeting minutes.

(source: BFO Trello site)

IV. Conclusions

Value in Systems Engineering & Value in Systems Engineers

Over the next few years, the SEG will help Gemini: 1. Deliver a full suite of 4th Generation instrumentation. 2. Achieve and maintain Base Facility [remote] Operations.3. Develop and deploy new processes and tools for change management, planning,

task management, and resource management.4. Improve operations performance monitoring and issue resolution.

To do this, the SEG will need to apply: • Best practices learned in formal training, education and certification. • Aptitude for understanding the breadth of a system and the concepts,

interactions and processes that will enable the system to perform.• Holistic knowledge of Gemini systems and capabilities.• Experience in applying and tailoring systems engineering to specific projects.

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Contact me at: [email protected]

Check out my upcoming blog: https://systems2stars.wordpress.com

Gemini public website: http://www.gemini.edu

Gemini future instrumentation: http://www.gemini.edu/sciops/future-instrumentation

Design Considerations for Gemini Instrumentation

• Each telescope maintains operational suite of four science instruments, AO and other facility instruments.

– Three science instruments are mounted simultaneously on the telescope instrument support structure (ISS).

– Facility instruments for AO, A&G, calibration and polarimetry are always mounted.

• Mounting design enables rapid switching between instruments during nighttime observations. It is not uncommon to use all of the science instruments in one night!

• Structure design optimized for MIR.– MIR less sensitive to stability

• Protected silver mirror coatings optimized for MIR.

– Throughput drops off in blue

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Side view of instruments mounted on ISS.(source: Gemini website)



Gain in reflectivity for Gemini protected Ag coating compared to Al coating.

(source: SPIE 2004 paper by M. Boccas et al.)

Design Considerations for Gemini Instrumentation(continued)

• No Nasymth platform for mounting instruments (eliminated during telescope design phase).

• The primary instrument mount is the Instrument Support Structure (ISS) that is directly underneath and attached to the main telescope structure. – Mass and size constraints – Flexure due to gravity variance– No liquid cryogens– Risk of transmitting vibration or

thermal load into ISS• Dome floor or Pier Lab offer alternative

mounts for bench‐mounted, fiber fed instruments. Pier Lab provides stable environment at the cost of longer cable (~30m).

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Bottom view of ISS and side port instrument space envelopes(sources: Gemini website and Gemini drawing 89-GP-1000-1004)

Alternate instrument locations(source: GHOST location trade study)



Generation 4 Instrument Development Strategy

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• Gemini’s Generation 4 instrument development strategy is driven, firstly, by the ALTAIR Report in 2009.– Report recommended “to implement a mechanism for the rapid development

and acquisition of modest cost effective instruments that meet near term high demand needs…” Address by implementing new procurement model with GIFS/Gen4#3.

– Report identified high resolution optical spectroscopy [GHOST] and broadband spectroscopy as the highest value capabilities missing at Gemini. Address by GHOST and possibly by Gen4#3.


GMOS (x2), NIRI, GNIRS, ALTAIR (AO), GCAL (x2), GPOL (x2)

NIFS, F2, GSAOI, GeMS (MCAO)

GPI GRACES*, GHOST**, Gen4#3***, Gen4#4***

1st Generation (Total of 9)

2nd Generation (Total of 4)

3rd Gen.(Total of

1)

4th Generation

*Offered as visiting instrument in 2015BRetired: Hokupa85, BHROS, MICHELLE, TEXES, NICI, T-ReCS **In developmentCancelled after Conceptual Design stage: WFMOS, GLAO, HRNIRS, PRVS ***Planned development

Current and planned instrumentation suite by Generation, including science and facility instruments at both sites

Generation 4 Instrument Development Strategy(continued)

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• Gemini’s Generation 4 instrument development strategy is driven, secondly, by lessons learned from earlier generations.– Generation 2 and 3 instruments tended to require significant post‐delivery work,

indicating need for stronger systems engineering and project management roles, and flexibility to tailor support based on contractor capabilities. Addressed by increasing Gemini resources on instrument projects.

– Community dissatisfaction with cancellations during Generation 3 indicated the need for ‘follow through’: feasibility and design studies that culminate in an instrument actually being built. Address by successfully completing GHOST, Gen4#3 and Gen4#4.

GMOS (x2), NIRI, GNIRS, ALTAIR (AO), GCAL (x2), GPOL (x2)

NIFS, F2, GSAOI, GeMS (MCAO)

GPI GRACES*, GHOST**, Gen4#3***, Gen4#4***

1st Generation (Total of 9)

2nd Generation (Total of 4)

3rd Gen.(Total of

1)

4th Generation

*Offered as visiting instrument in 2015BRetired: Hokupa85, BHROS, MICHELLE, TEXES, NICI, T-ReCS **In developmentCancelled after Conceptual Design stage: WFMOS, GLAO, HRNIRS, PRVS ***Planned development

Current and planned instrumentation suite by Generation, including science and facility instruments at both sites


Maturing and Stabilizing Systems EngineeringCriteria for mature systems engineering:• Well‐defined system and development lifecycles.

• Well‐established processes for change and configuration management and risk management.

• Organized and accessible file repository (knowledge management).

• Well‐established processes for performance monitoring, and issue and fault resolution.

• Systems engineering training curriculum and resources.

• Integrated systems engineering and project management approach.

• Healthy alignment of observatory project portfolio and SE resources.

• Well‐defined career path for systems engineers.

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Gemini Systems Engineering Group Roadmap

Mature and stabilize SE

Develop Gemini Systems Engineering Management Plan (SEMP)

Implement requirements management tool Develop career path for systems engineers Develop “Intro to systems engineering” brief Develop integrated SE-PM framework Mentor less experienced group members Hire experienced third systems engineer

Integrated PM-SE Framework based on Prince2 project stages and INCOSE lifecycles.

(source: Gemini systems engineering group) Draft SEMP

(source: Gemini systems engineering group)


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