AV Project Management Using Info Comm Standards Tom

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

Obvious? • • • © 2013 Info. Comm International Yes It’s back to basics

On Time – On Budget • Why don’t our projects end? • Why do

The End Starts At The Beginning • What are expectations? – What the stakeholder

PM Process Definitions (Lifecycle) Initiation © 2013 Info. Comm International Preparation Execution/ Control Close

So What Did You Agree To Do? • • • Scope of Work Quality

Project Elements / Constraints Optimize project outcome by managing constraints Quality is impacted by

Improving Performance • • Requires a repeatable structure Requires industry standard documents Requires transparency

Project Comparison © 2013 Info. Comm International 10

Standards Guide © 2013 Info. Comm International 11

Standards Guide for AV Systems Design and Coordination Processes • Guide for documenting AV

Standards Guide I. Project Planning and Coordination Meetings II. Program Phase (alternatively, Briefing Phase

What are the Parts? • • • Scope, Purpose, and Application Referenced Publications Definitions

Scope - Purpose – Application • Provides a method for documentation • Provides a

Method For Documentation • • • Project Planning & Coordination Program Phase Design Phase

Exceptions © 2013 Info. Comm International 17

Guide Requirements Section • The largest portion of the document • Describes in detail

Planning & Coord Meetings • Schedule of meetings – Dates and times – Length

Establishing a Governance Structure • • • Who do you need to make happy?

Program Phase • Needs analysis • Program report Needs Applications Tasks Functions and Features

Design Phase • Architectural and interior design • AV System Documents © 2013 Info.

Program and Design Phases • • • Gather Information Needs Analysis Site Survey Recommend

Construction Phase • • • Construction drawings Facilities drawings System Drawings Reference Documentation Testing

Verification • All trades coordination and expectations • Provides responsibility check list • Avoids

Who Will Manage The Project • • • Technician Designer Sales manager Consultant Customer

Roles And Perspectives • Technicians / Engineers – – – Seeks optimal solutions Strives

Making A Timeline • You have what needs to be done • How long

Risk Response Planning Strategies • Threats • Opportunities • Strategies – – Avoidance Transference

Work Breakdown Structure AV Production System Audio Lighting Rigging Video Display Support General Session

Logic Network Diagram © 2013 Info. Comm International 32

Estimate – Effort & Duration • Time to complete the task? • Aggregate time

Mature Display of a Project Schedule Hiding or Padding 5 days / 2 days

Work Schedule © 2013 Info. Comm International 35

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

Event Closure • What did we do well? Take the time to Look Back

How Will This Affect Me? • • • Project quality will be improved Coordination

Project Completion When you finished doing all the things that you said you would

Slides: 40

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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 © 2013 Info. Comm International 5

Standards Guide for AV Systems Design and Coordination Processes • Guide for documenting AV projects • Guide for coordinating with other trades • Method for setting expectations © 2013 Info. Comm International 12

Standards Guide I. Project Planning and Coordination Meetings II. Program Phase (alternatively, Briefing Phase or Concept Design Phase) A. Needs Analysis B. Program Report III. Design Phase A. Architectural and Infrastructure Requirements 1. Architectural and Interior Design 2. Electrical 3. Workmanship and Technique 4. Acoustical 5. Information Technology (IT) B. AV System Documents 1. Bid Specifications Part 1 – General Part 2 – Products Part 3 – Execution 2. Design Drawings 3. Facilities Drawings 4. System Drawings IV. Construction Phase A. Construction Drawings B. Facilities Drawings C. System Drawings D. Reference Documentation E. Testing and Acceptance F. Project Closeout © 2013 Info. Comm International 13

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 © 2013 Info. Comm International 15

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 Planning and Coordination Construction Phase Requirements Program Phase Design Phase © 2013 Info. Comm International 18

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 © 2013 Info. Comm International 19

Verification • All trades coordination and expectations • Provides responsibility check list • Avoids planning and delivery holes • Creates better understanding amongst client, GC, and trade partners © 2013 Info. Comm International 25

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 © 2013 Info. Comm International • Project Manager – Seeks pragmatic decisions – Strives for accuracy – Deals with people – Focuses on outcomes – Proactive planning – Works with situational rules – Succeeds through others 27

Work Breakdown Structure AV Production System Audio Lighting Rigging Video Display Support General Session Intro Microphones Mixer Amplifiers Loudspeakers P&D ENG Cam BOH Dynamic Cabling FOH Scaffold Talent Mic BOH Condenser Power Monitors Stands Cabling What is the required result? Specific, measurable, verifiable, unambiguous © 2013 Info. Comm International 31

Mature Display of a Project Schedule Hiding or Padding 5 days / 2 days 7 days shown Mature Use of Uncertainty and Reserves 5 days 6 days 5 days shown 6 days shown © 2013 Info. Comm International 6 days / 2 days 8 days shown 2 days mitigation 4 days uncertainty 22 days planned 4 days reserve 26 days actual 26 days planned 24 days actual 34

Event Closure • What did we do well? Take the time to Look Back and Learn Preparation Phase Executing & Controlling Phase Closing Phase What could we have done better? What were the key events for each phase? © 2013 Info. Comm International 37

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 © 2013 Info. Comm International 38