1 © 2013 infocomm international av project management using infocomm standards tom kehr, cts-d,...
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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
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Objectives
• To use a framework for AV project planning, execution and closure
• To be familiar with project planning tools and AV standard documentation
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Obvious?
• Yes• It’s back to basics• It’s picking up tips• It’s getting in shape• Are you the player or
the coach?
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On Time – On Budget
• Why don’t our projects end?
• Why do we keep going back?
• I’m losing money on this
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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
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PM Process Definitions (Lifecycle)
CloseExecution/ControlPreparationInitiation
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So What Did You Agree To Do?
• Scope of Work• Quality of Work• Time Line• Price• Terms and Conditions
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Project Elements / Constraints
Cost ≠ Price
Quality is impacted by all
elements
Optimize project outcome
by managing constraints
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Improving Performance
• Requires a repeatable structure• Requires industry standard documents• Requires transparency• Requires a check list
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Project Comparison
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Standards Guide
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Standards Guide for AV Systems Design and Coordination Processes
• Guide for documenting AV projects• Guide for coordinating with other trades• Method for setting expectations
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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
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What are the Parts?
• Scope, Purpose, and Application• Referenced Publications• Definitions• Requirements• Verification• Appendix
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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
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Method For Documentation
• Project Planning & Coordination• Program Phase• Design Phase• Construction Phase• Verification
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Exceptions
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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
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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
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Establishing a Governance Structure
• Who do you need to make happy? • Managing expectations• Stakeholder relationships• Conflict and Escalation• How are you doing?
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Program Phase
• Needs analysis• Program report
Needs
Applications
Tasks
Functions and Features
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Design Phase
• Architectural and interior design
• AV System Documents
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Program and Design Phases
• Gather Information• Needs Analysis• Site Survey• Recommend Changes & Create Scope• Determine AV Solution Components• Design AV Solution
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Construction Phase
• Construction drawings• Facilities drawings• System Drawings• Reference Documentation• Testing and acceptance• Project closeout
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Verification
• All trades coordination and expectations
• Provides responsibility check list
• Avoids planning and delivery holes
• Creates better understanding amongst client, GC, and trade partners
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Who Will Manage The Project
• Technician• Designer• Sales manager• Consultant• Customer• Project manager
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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
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Making A Timeline
• You have what needs to be done
• How long will it take?• Break it down• Create milestones• Assign people
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Risk Response Planning Strategies
• Threats• Opportunities• Strategies– Avoidance– Transference– Mitigation– Acceptance
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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
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Logic Network Diagram
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Estimate – Effort & Duration
• Time to complete the task? • Aggregate time to complete the task?
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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
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Work Schedule
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Labor
• Jurisdiction• Work Rules• Scales within scales• Premium time• Penalties• Payroll
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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
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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
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Project Completion
When you finished doing all the things that you said you would do.
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