1 © 2013 InfoComm International AV Project Management Using InfoComm Standards Tom Kehr, CTS-D,...

1© 2013 InfoComm International

AV Project Management Using InfoComm Standards

Tom Kehr, CTS-D, CTS-I, ISF-C, LEED Green AssociateSenior Staff Instructor

InfoComm International


Objectives

• To use a framework for AV project planning, execution and closure

• To be familiar with project planning tools and AV standard documentation


Obvious?

• Yes• It’s back to basics• It’s picking up tips• It’s getting in shape• Are you the player or

the coach?


On Time – On Budget

• Why don’t our projects end?

• Why do we keep going back?

• I’m losing money on this


The End Starts At The Beginning

• What are expectations?– What the stakeholder thinks they are getting

from the designer and integrator– What the designer thinks they told the

customer and integrator– What the integrator thinks the designer and

stakeholder wants and needs


PM Process Definitions (Lifecycle)

CloseExecution/ControlPreparationInitiation


So What Did You Agree To Do?

• Scope of Work• Quality of Work• Time Line• Price• Terms and Conditions


Project Elements / Constraints

Cost ≠ Price

Quality is impacted by all

elements

Optimize project outcome

by managing constraints


Improving Performance

• Requires a repeatable structure• Requires industry standard documents• Requires transparency• Requires a check list


Project Comparison


Standards Guide


Standards Guide for AV Systems Design and Coordination Processes

• Guide for documenting AV projects• Guide for coordinating with other trades• Method for setting expectations


Standards GuideI. Project Planning and Coordination MeetingsII. Program Phase (alternatively, Briefing Phase or Concept Design Phase)

A. Needs AnalysisB. Program Report

III. Design PhaseA. Architectural and Infrastructure Requirements

1. Architectural and Interior Design2. Electrical3. Workmanship and Technique4. Acoustical5. Information Technology (IT)

B. AV System Documents1. Bid Specifications

Part 1 – GeneralPart 2 – ProductsPart 3 – Execution

2. Design Drawings3. Facilities Drawings4. System Drawings

IV. Construction PhaseA. Construction DrawingsB. Facilities DrawingsC. System DrawingsD. Reference DocumentationE. Testing and AcceptanceF. Project Closeout


What are the Parts?

• Scope, Purpose, and Application• Referenced Publications• Definitions• Requirements• Verification• Appendix


Scope - Purpose – Application

• Provides a method for documentation

• Provides a recognition and method of coordinating with other disciplines and trades

• Provides a practical guideline for verifying cross trade responsibilities


Method For Documentation

• Project Planning & Coordination• Program Phase• Design Phase• Construction Phase• Verification


Exceptions


Guide Requirements Section

• The largest portion of the document

• Describes in detail all aspects of the design process from project planning to a verified completed project

Requirements

Planning and

Coordination

Program

Phase

Design Phase

Construction Phase


Planning & Coord Meetings

• Schedule of meetings– Dates and times– Length and location

• Meeting members– Who is on the list?– Who is not on the list?

• Agenda for meetings


Establishing a Governance Structure

• Who do you need to make happy? • Managing expectations• Stakeholder relationships• Conflict and Escalation• How are you doing?


Program Phase

• Needs analysis• Program report

Needs

Applications

Tasks

Functions and Features


Design Phase

• Architectural and interior design

• AV System Documents


Program and Design Phases

• Gather Information• Needs Analysis• Site Survey• Recommend Changes & Create Scope• Determine AV Solution Components• Design AV Solution


Construction Phase

• Construction drawings• Facilities drawings• System Drawings• Reference Documentation• Testing and acceptance• Project closeout


Verification

• All trades coordination and expectations

• Provides responsibility check list

• Avoids planning and delivery holes

• Creates better understanding amongst client, GC, and trade partners


Who Will Manage The Project

• Technician• Designer• Sales manager• Consultant• Customer• Project manager


Roles And Perspectives

• Technicians / Engineers– Seeks optimal

solutions– Strives for precision– Deals with things– Focuses on processes– Reactionary problem

solving– Works with immutable

laws– Succeeds individually

• Project Manager– Seeks pragmatic

decisions– Strives for accuracy– Deals with people– Focuses on outcomes– Proactive planning– Works with

situational rules– Succeeds through

others


Making A Timeline

• You have what needs to be done

• How long will it take?• Break it down• Create milestones• Assign people


Risk Response Planning Strategies

• Threats• Opportunities• Strategies– Avoidance– Transference– Mitigation– Acceptance



Work Breakdown Structure

What is the required result?Specific, measurable, verifiable, unambiguous

AV Production System

Lighting Video Display

P&D

Scaffold

Support

Microphones

Cabling

Loudspeakers

Stands

Dynamic Cabling

Mixer Amplifiers

Cabling

Condenser

ENG Cam BOH

Talent Mic BOH

Rigging General Session Intro

Audio

FOH

Power Power Monitors


Logic Network Diagram


Estimate – Effort & Duration

• Time to complete the task? • Aggregate time to complete the task?


Mature Display of a Project Schedule

5 days / 2 days5 days / 2 days

6 days / 2 days7 days shown

7 days shown8 days shown

Hiding or Padding

Mature Use of Uncertainty and Reserves5 days

5 days6 days5 days

shown 5 days shown 6 days

shown 4 days uncertainty

22 days planned

4 days reserve 26 days

planned

26 days actual

24 days actual

2 days mitigation


Work Schedule


Labor

• Jurisdiction• Work Rules• Scales within scales• Premium time• Penalties• Payroll


Preparation Phase

Executing & Controlling Phase

Closing Phase

Event Closure

• What did we do well?

What could we have done better?

What were the key events for each phase?

Take the time to Look Back and Learn


How Will This Affect Me?

• Project quality will be improved• Coordination with other trades will be

improved• Costs will be reduced• Expectations will be met• Stress will be reduced


Project Completion

When you finished doing all the things that you said you would do.


Date post:	26-Dec-2015
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