The Arizona Radio Observatory (ARO) group within Steward Observatory
encourages Principal Investigators (PI) to donate apparatus of significant and
unique character for use as Facility Instruments. In this manner, the wider
research community gains access to cutting edge instrumentation in radio
astronomy. The "Apparatus Donation Policy" describes the policies and terms by
which the ARO accepts donated apparatus.
The formal steps of the acceptance process are described in detail by the
"Apparatus Donation Policy". The purpose of the "Certificate of Donation
Acceptability" [C] is also described. A detailed description of the supporting
documents addressing the major areas of desirability, operability, reliability,
and maintainability is provided.
The acceptance of donated apparatus for use as facility instrumentation is
bound by a formal procedure finalized by a signed "Certificate of Donation
Acceptability". The Certificate describes the donated apparatus, the authority
of the donor for the donation, restrictions and encumbrances, and final
acceptance as determined by the receipt of the documents described herein. The
donation is accepted and becomes a facility instrument when the Certificate is
signed by both the donor and the ARO director and when entered onto the ARO WEB
site.
The process is directed by controlled documents that describe the
performance, operation, reliability, and maintainability of the apparatus. All
documents shall be made available in electronic form.
The first step in the acceptance process is a description of the apparatus
and its performance by detailed specifications. These specifications are
confirmed and the performance verified by witnessed laboratory tests.
Specialized measurements involving demonstrations at an ARO facility are also
acceptable. Temporary operations of PI apparatus at an ARO facility are governed
by Use of Special Apparatus at ARO
Facilities [A].
Another few documents provide a measure of use that optimizes performance
levels with operating costs. Apparatus operations are described by its
interfaces and by user and operating manuals. Interfaces between the donor
apparatus and ARO facilities are described by Interface Controlled Documents,
ICDs. Descriptions of all standard facility interfaces are provided by ARO and
apparatus specific special interface descriptions are provided by the donor.
The remaining two documents address the issues of maintaining a useful
productive instrument. A "Reliability Document" addresses all issues concerning
reliability, availability for use, with a commitment by the donor to assist the
ARO with the repair or replacement of unusual and exotic devices and components.
A "Maintenance Manual" shall describe the design of the actual apparatus through
the use of mechanical drawings, electrical schematics, listings of software
codes, and design tables and charts.
When all the required documents have been provided and accepted, the
apparatus is formally accepted as an ARO facility instrument by the donor and
ARO director signing the "Certificate of DonationAcceptability".
All documentation described herein resulting from a donation process shall be
made available to the research community through the ARO maintained WED site,
aro.as.arizona.edu. Only duly signed documents available from the ARO WEB site
constitute the official record.
1. Desirability
This section details the two required documents that describe the
apparatus, its "Specifications" and the "Testing and Verification Matrix".
Specifications shall describe the significant and unique nature of the
apparatus. The controlled "Specification" document shall describe in detail
all performance and characteristics of the apparatus. Any performance or
characteristic not specifically included in the specification document may not
be provided for or supported by the ARO. The controlled document is accepted
only after signatures from both the donor and the ARO director are affixed.
Tests shall be performed to verify and confirm all performance and
characteristic specifications stated in the "Specification" document. A
"Testing and Verification Matrix" shall document the results and becomes
accepted only after signatures from both the donor and the ARO director are
affixed.
The formal acceptance of the desirability of an apparatus occurs only after
the "Specification Document" has been approved and the apparatus has
successfully passed all tests and verifications and the "Testing and
Verification Matrix" has been approved.
A. Specification Document:
The "Specification Document" shall be provided by the donor. The document
shall be thoroughly detailed to described all performance and features that
make the apparatus significant, unique, and useful. Missing specifications
that clarify the performance, use, and/or operation of the apparatus may be
suggested by the ARO but are not required to be listed. Specifications that
cannot be confirmed by standard laboratory techniques shall be specifically
note with suggested test procedures.
B. Testing and Verification Matrix
The "Testing and Verification Matrix" document shall be provided by the ARO
based upon their interpretation of the specifications. Specifications shall be
confirmed by one of three methods; visual observation, laboratory or similar
testing and evaluation, or calculations. Observations and testing and
evaluation shall be performed by the donor and witnessed by ARO personnel.
Confirmation based upon written calculations shall be provided in writing by
the donor based upon conventional theory. A mutually agreeable schedule shall
be provided to the donor for performance of the testing and demonstration
operation at an ARO facility.
2. Operability
This section details the required documents that describe the methods and
means needed to operate the apparatus, an "Operations Manual", "SMT ICD or
"12-Meter ICD", and all apparatus specific "Special Interface Controlled
Documents."
To achieve the highest level of performance from an apparatus by anyone
other than the builder requires a clear description of the operational
methods. Special training may also be required. A written operating or users
manual shall be provided by the donor. This document shall provide the
information to permit ARO personnel to safely operate the apparatus to achieve
the performance as described by the specifications. The controlled document is
accepted only after signatures from both the donor and the ARO director are
affixed.
Only when there is a compatible environment for the apparatus can the
highest level of performance be achieved. The interfaces between the apparatus
and its environment, whether physical, mechanical, electrical, or software,
shall be described by Interface Controlled Documents. The ARO shall provide
individual documents for its facilities. Special apparatus interface
requirements shall be described by the donor.
The latest approved versions of the facility ICDs shall be found on the ARO
WEB site and are only valid when dated and signed by the ARO director.
Apparatus specific Special ICDs are accepted only after signatures from both
the donor and the ARO director are affixed.
A. Operations Manual:
The "Operations Manual" shall clearly describe the methods and information
needed to operate the apparatus. Sections should address storage,
installation, routine operations, theory of operation, consumables, and safety
issues.
Included in the "Operations Manual" shall be a description and rates of all
consumed materials and resources to determine the overall operating cost. Such
a list might contain for example, rates for electrical, water, cryogenic gas,
and/or compressed gas consumption. The operating cost rate of the apparatus
shall be obtained from this information. An operating cost rate estimate shall
be provided based upon consumption and ARO facilities cost rates.
Special and unique handling and installation tools and equipment shall be
identified and described. If not part of the donation, acquisition or rental
costs shall be provided. Estimates of the operating costs and the costs of
routine servicing shall be provided.
B. ARO Facility Interface Control Documents
Detailed information about the physical and software infrastructure and
environment that a donor apparatus shall encounter at an ARO facility are
described by the ARO Facility ICD for the facility of interest. This
controlled document describes in detail the physical, mechanical, electrical
environment, and computing conditions at the facility. Two documents are
provided by ARO, one for the SMT and the other for the 12-Meter Telescope.
C. Special Interface Control Documents
Special unique physical, mechanical, electrical and/or software and
infrastructure requirements of an apparatus not already identified by an ARO
ICD shall be identified by the donor and described in a "Special Interface
Control Document".
3. Reliability
This section details the donor document that addresses reliability issues
associated with the apparatus.
By the very nature of research apparatus, there is a finite life
expectancy. Operational life will be reduced by device and component
reliability issues and construction quality and assembly techniques.
Components and devices may have unknown failure rates, components may be
produced by one-of-a-kind or exotic processes, and components may have known
low life expectancies. Thus, any aspect of the apparatus that effects its
reliability shall be made known to the ARO. These issues shall be addressed in
a "Reliability Document".
A "Reliability Document" shall be provided by the donor and shall address
all issues of reliability. The document shall list those components that are
unavailable commercially, unique, one-of-a-kind, exotic, and otherwise
generally unavailable. Estimates of their expected life time shall be
provided. Anticipated failure modes and rates for the apparatus shall be
described. Also, a list shall be provided of those components that have
previously experienced high failure rates.
The donor shall commit to helping the ARO in maintaining these unusual
exotic devices for a period of time following the donation. The recommended
commitment period is three years and shall be clearly stated in the
"Reliability Document.
The "Reliability Document" shall be accepted only after signatures from
both the donor and the ARO director are affixed.
4. Maintainability
This section details the donor document that addresses maintenance issues
associated with the apparatus.
Apparatus maintenance may be require to provide the expected performance
throughout its life. Technical information describing all aspects of apparatus
design and construction shall be provided by the donor.
A "Maintenance Manual" containing sketches, mechanical drawings, electrical
and electronic schematics, lists of software codes, and engineering tables and
charts shall be provided by the donor. The level of detail shall permit
someone of adequate skill to repair and maintain the apparatus at its original
performance level.
The "Maintenance Manual" shall be accepted only after signatures from both
the donor and the ARO director are affixed.
