Campus Technology: Keeping Classroom AV Technology on Track

In June 2016 I wrote my fifth article for my recurring Campus Technology column titled AV Smarts.

Keeping Classroom AV Construction on Track - Part 5

by Mike Tomei, Tomei AV Consulting

Over the past four months, I have written about the design and construction process for higher education classroom audiovisual systems, including the administrative, schematic design, design development, construction documents and bidding phases of an AV design-bid-build project. This brings us to the final phase: construction.

Now that an AV contractor (integrator) has been signed onto the project through the efforts of the bidding phase, it's time to actually install the AV system that we've spent months designing. Just because we're up to the final phase doesn't mean that we can let our guard down and float along to a completed project: This is where the rubber hits the road. The construction phase requires attentive coordination efforts to make sure that all contractors properly furnish and install all the components of the AV system. Even though the AV design consultant may have gone to painstaking lengths to design every aspect of the AV system — even down to the connector — proper construction coordination and communication are needed to make sure the finished product matches the design intent. All of those hours of needs analysis meetings can be thrown out the window with an uninformed contractor making decisions independently in the field.

Architects typically remain on projects after the general contractor (GC) bid has been awarded, in order to oversee the efforts of the contracted GC. The client wants the architect to make sure that the building is constructed as the design documents dictate. The AV design consultant typically provides the same service during the construction phase; the consultant's role shifts from a design role to a review/approve role. It's best when the AV consultant remains on the project to oversee the construction process through final system commissioning and client training. Even if an AV contractor makes every effort to install the same system that's shown on the design drawings and specifications, the contractor just hasn't invested the same amount of time in the project as the design consultant has.

Construction Administration

The construction phase typically starts with a kick-off meeting to get all the contractors, design team and owner's team in the same room. Periodic construction meetings during the lifespan of the project will also take place. Because of the interdependency of all the various contractors, it's important that relationships are established between them early, and construction details start to get hashed out before everyone's tripping over one another on site. This initial kick-off meeting is an opportunity for the design team to walk the contractors through the design intent of the project, as well as discuss project scheduling and other construction phase coordination issues. Being the subject-matter experts that they are, the contractors may throw up some red flags right away as design intent is clarified. Making sure that the contractors have a thorough understanding of the design details right at the beginning of the construction phase means that there will be fewer surprises down the road, when it's harder and costlier to make changes.

There are quite a few pieces of AV equipment that span the responsibilities of various contractors. Items like projection screens, flat panel/projector mounts, floor/table boxes, etc. require furnishing, delivery and installation coordination from multiple contractors that need to work together. The project manager and consultant need to be at the root of coordinating those efforts.

Right off the bat in the construction phase, it's important for the project manager, architect and AV consultant to document everything. From the moment the kick-off meeting starts, all the way to the final client training session, there are lots of ideas, information and changes being thrown around. The introduction of all the contractors into the project creates lots of "cooks in the kitchen." Their input is usually invaluable, but sometimes important items can slip through without a formal documenting process, which causes issues down the line. A contractor may make a suggestion during a construction meeting, another contractor takes that suggestion to be an informal change order, and now all the involved parties are no longer on the same page.

Following a simple, yet organized, project management process can save everyone lots of headaches. Project managers, architects and/or AV consultants who create detailed meeting minutes are taking the first step to proper documentation. Distribute those minutes to all meeting attendees, as well as those that couldn't attend, and everyone is operating with the same information. Weekly written status updates from the AV contractor are also a way for everyone to stay informed.

Submittals

The submittal process is an essential component of making sure that the final product matches the design intent. In the case of audiovisual systems, submittal materials are items sent by the AV contractor to the project manager for approval before proceeding with procurement, construction and installation. The required submittal materials should have been clearly defined in the construction documents (bid specifications), so there aren't any surprises. The submittal process can be lengthy and costly for the AV contractor, depending on the complexity of the project. If the required submittals weren't clearly defined in the bid specifications, then the AV contractor will no doubt express objection to spending time and labor hours on creating these materials that weren't part of the original proposal.

Typically, submittal materials that are required from the AV contractor are shop drawings, the contractor's proposed project schedule, finalized equipment list, AV furniture details, cut sheets, finish samples, product samples and control system/DSP programming details. Obviously, not all of these items will be required for every project. The AV design consultant is responsible for reviewing and approving all of these submittals, making sure that they follow the design intent as described in the design documents. Contractors are instructed not to order any equipment or begin construction efforts until all of the submittal materials have been approved. Paying attention to the details during the submittal process really sets the stage for a successful construction phase. As long as the AV consultant keeps an organized record of all submittal dates, and responds to them quickly, this process will work well.

Requests for Information

One important aspect of documenting the flow of information during the construction phase is the request for information (RFI). As a contractor is working through the process of preparing for installation, or even while they're in the middle of site work, they may have questions about the design intent. While it might seem easiest for them to pick up the phone and call the design consultant for clarification, it's important for their questions to follow a formal RFI process. If the contractor sends questions on an RFI form to the project manager, and the consultant's response is returned in that same format, then you have easily referenced materials if a question comes up in the future about the same issues.

Change Order

A close cousin to the RFI is the change order (CO). If the question posed by the contractor in the RFI results in a change that involves procurement of additional materials, or additional labor efforts from the contractor, then a CO needs to be issued. The change order originates from the project manager and is sent to the contractor outlining the change, all associated costs, and the new project total cost after the change. All contract scope and pricing changes need to be documented in this fashion to prevent confusion later in the project — and to keep control of the project's budget. Change orders can also be issued when materials and/or labor are being removed from a project, after being deemed unnecessary to the project. Sometimes the contractor is working in the field and decides that a change is necessary to keep the project on track, and seeing no other alternative, they create a construction change directive (CCD). The CCD is sent by the contractor to the project manager for approval.

Quality Control

Depending on the complexity of the project, the AV consultant may wish to be involved with various quality control efforts during the construction phase. This may involve the consultant visiting the AV contractor's shop to test the AV systems after the shop-build process is complete, but before the equipment is moved to the installation site. The consultant may also want to visit the site periodically as the other trades are installing the AV-related infrastructure. Take pictures of all the walls, floors,and ceilings while they're still open and before the finishes are placed on them. Knowing where the cable paths and wall blocking are located after the drywall is up can be priceless. The AV consultant also can perform a final "AV room ready" assessment after the infrastructure is installed, but before AV equipment is shipped to the site. During the AV contractor's site installation period, a few site visits from the AV consultant is a way to make sure that construction is progressing as planned.

Systems Verification

After the AV contractor notifies the client that the systems have been installed, configured and tested, the AV consultant typically visits the site for formal systems verification. Many have started relying on the ANSI/InfoComm 10:2013 Audiovisual Systems Performance Verification standard during this commissioning process. The Performance Verification Checklist that accompanies this standard has become a widely accepted industry standard that can ease the verification process greatly. Whatever final systems verification checklist or criteria that is decided upon should be presented to the AV contractor at the beginning of the project, so all parties are on the same page as to what's expected during these final tests. If specific performance or reference specifications were described in the original bid specifications, then that testing takes place now. A punch list is created by the AV consultant, who makes a return visit to ensure that all items have been addressed.

Client Training

After all systems have been fully tested and punch list items completed, client training can occur. Resist the urge to train clients on partially tested systems, or systems with outstanding punch list items. You only get one chance to make a first impression, and if a faculty member runs into technical issues during his initial training session, he'll never trust that AV system again. It's best to have the lead installation technician or the AV consultant conduct the training session, since they have a deep understanding of the system operation. Conduct a couple training sessions, with one focusing on non-technical users and the other directed toward the technical support staff that will have to operate, service and maintain the AV systems.

Closeout

Now that the equipment is installed and the clients are trained, don't let the project fizzle out just yet. The final step is for the AV consultant to review and approve the closeout submittal from the AV contractor. This submittal package may consist of the as-built system drawings, compiled and uncompiled control system/DSP programming files, equipment/system manuals, equipment inventory/MAC/IP address list, warranty statement, maintenance contract, keys and spare parts. Again, the contents of the closeout submittal package should have been defined in the original bid specifications.

From an AV design and installation standpoint, the project is now complete. The client gives the final sign-off, the warranty period begins, and our journey through all the phases of the project has come to an end.

AVNation EdTech podcast: Episode 43 (May 2016)

In this latest episode of the AV Nation EdTech podcast, we talk about the Microsoft Surface Hub, lecture capture equipment and methods, and the latest InfoComm/BICSI partnership.  We're recording the next episode of the podcast live from the InfoComm Show floor (the AV Nation booth # N2821) in Vegas on June 10th at 10am.  Stop by if you're attending the show.

Campus Technology: The Ins and Outs of Classroom AV Construction Documents and Bidding

In May 2016 I wrote my fourth article for my recurring Campus Technology column titled AV Smarts.

The Ins and Outs of Classroom AV Construction Documents and Bidding - Part 4

by Mike Tomei, Tomei AV Consulting

This is the fourth article in a monthly series focusing on the design and construction process surrounding audiovisual systems in higher education classrooms. Over the past few months, I have written about the administrative, schematic design and design development phases of an AV design-bid-build project. After the majority of the design details have been hammered out in those phases, we're now presented with the task of creating the documents that will be used in the bidding and construction process. This phase is the construction documents phase, followed by the bidding phase.

Construction Documents Phase

After you've gone to all the trouble of meeting with stakeholders, performing site surveys, reviewing project documentation, researching equipment and creating AV infrastructure/technical design drawings, it's necessary to compile all of that information into a package that can be used for the bidding process, and shows the design intent for the construction phase. Typically, the construction documents created by AV design consultants are specifications and drawings. The key word for this phase is communication. Effectively communicating the AV design intent, scope of work and performance requirements can be done only with properly written and detailed construction documents. Providing contractors with incomplete construction documents is a sure-fire way to cause major headaches for all project stakeholders. Creating a well written/drawn set of construction documents assures that bidding contractors will submit similar proposals that can easily be compared to each other during bid evaluation. The construction documents also become part of the contract between the client and the contractor, so it's important that they're created properly.

Specifications

Specifications can be thought of as a written document that defines the roles, responsibilities, scope of work, installation standards and performance requirements for the project's AV systems. The AV specifications are incorporated into the project manual, which includes specs for all aspects of the project (not just AV), as well as bidding information and contract terms and conditions. Generally speaking, audiovisual specifications typically appear in section 27 of the Construction Specifications Institute's (CSI) MasterFormat, which separates each aspect of a construction project into different specification sections. Within each section, construction specifications follow the CSI's three-part format, which separates the specification into general, product and execution requirements. Drilling down even further, the CSI created SectionFormat, which defines each paragraph header within the three parts of the spec. The goal is to provide bidding contractors with a standardized look to each section throughout the project manual.

Specifications can be written in many different ways, with most falling into the categories of descriptive, proprietary, performance and reference standard. Descriptive specifications detail the characteristics and requirements of a product without actually naming a specific make and model. This can be a time-consuming and wordy process and, in my opinion, leaves your spec a bit too open to interpretation. I prefer using more of the proprietary method, which lists specific acceptable makes and models. I go to the extent of depicting specific equipment in my design drawings, so I include that info in my specifications to make sure contractors are preparing proposals along the lines of my system design intent. Performance specifications describe the desired end result of an AV system, and the methods that will be used to test that desired performance. I incorporate aspects of this writing method into my specifications, while keeping in mind that excessive performance requirements will drive up the cost and length of the project. Reference standards specifications are similar in nature to performance specs, but they dictate that established reference standards will be used to define the specs. Citing ANSI standards would fall into this category.

Part 1 of a spec includes general information, with subsections including: administrative, references, system summary, milestones, submittals, site conditions, contractor qualifications and warranty. Part 2 of the spec focuses on the products, including acceptable manufacturers, equipment, materials and substitutions. I typically supplement this section with a detailed equipment list as an appendix. Part 3 of the spec includes execution details, like installation and performance requirements, systems verification, commissioning and closeout activities.

Specifications can be a daunting thing to write, since they're all-encompassing. They really cover all aspects of a project, from the bidding process through construction to the final project closeout. Spec writers walk the line of including enough details to give the bidding parties a proper overview of the project and cover the contractual obligations between the client and contractor, without bloating the document with too much information presented in a disorganized fashion. Relying on a qualified AV consultant for specification writing is essential to getting a concise yet thorough specification. There's certainly an art to writing a well-crafted spec.

In the higher ed world, often schools will establish a list of preferred/approved AV contractors through their procurement office. The school's purchasing staff negotiates rates, terms and conditions with preferred vendors. Signed agreements are on file with contracts active for a set amount of time, speeding along the procurement process from project to project. Contractor qualifications have already been vetted, insurance requirements handled and contracts signed. Bid specifications typically cover many of these topics, but since an institution's procurement office has already taken the time to handle this, then a project's AV specifications may take a bit of a different form when dealing with approved vendors. If the bid request is only being sent to pre-qualified preferred/approved vendors, then the AV consultant may not need to address vendor qualifications, administrative requirements, warranty or any other issues that have been pre-negotiated as part of the contractor's preferred vendor contracts. Specifications may take the form of a simpler "scope of work" document. Smaller projects may not warrant full-blown bid specifications. On those smaller projects, often the project's specifications are incorporated into the CAD drawings, in the form of detail drawings and notes.

Drawings

The second major component to the construction documents phase is the finalized AV CAD drawing package. Most of my CAD drawing process takes place in the design development phase of the project, which I discussed in last month's article. Once we're up to the construction documents phase, I finalize my AV system design drawings and issue the 100 percent set. This drawing package will be included with the bid documents to AV contractors. Making sure the drawings, specifications and equipment list all match will prevent confusion and questions from the contractors during the bidding process.

Document Review

If the architect and project engineers are also in their construction documents phase, then it's important for the AV consultant to review their finalized construction drawing package before it's marked as 100 percent, stamped and sent out to bid to general contractors (GCs). The AV infrastructure drawings created by the consultant are typically labeled as "for reference only," with electrical, structural and mechanical details being translated from those drawings to the stamped architectural/electrical drawings created by the architect or engineers. Take the time now to review those drawings and make sure that all the AV infrastructure requirements correctly appear on them. Once the architect issues the 100 percent drawing set and sends it out to bid with GCs, any changes will have to be an addendum or change order. This also applies to the project specifications compiled by the architect. Confirming that all the AV-related specification sections are included and worded correctly will prevent issues down the road.

Bidding

After the bidding package is compiled, the AV contractor bid is typically administered by the school's project manager and the facilities contracts department. Project funds originating from public vs. private sources will dictate if the bid is an open or selective bid. An open bid will be publically posted, with any vendor allowed to submit a proposal if it meets the specified qualification requirements. A selective bid is a request for proposal sent to only a select group of contractors, typically based on the school's preferred vendor list or past experience with the contractor. A school's AV design and support staff should be involved with recommending AV contractors for the RFP, to prevent a contractor from winning the bid that has had previous issues with AV installs on campus.

During the bidding process, a pre-bid meeting is helpful to get everyone on the same page. The client, architect and AV consultant will meet with all interested bidders to summarize the project, tour the site and answer any questions. When it comes time to evaluate the submitted proposals, refer back to the opinion of probable cost created in the schematic design phase and updated in the design development phase, to act as a benchmark for comparing pricing across multiple vendors. After the contract is awarded, we're on to the construction phase, which we'll discuss in next month's article.

AVNation Special: Huddle Spaces

In this AV Nation special, Tim Albright, Rob Carter from Crestron, and I discuss the design and technology that goes into huddle spaces.  We talk about hiding equipment, offering the features that users need, control of the AV equipment, and future huddle space trends.

AVNation EdTech podcast: Episode 42 (April 2016)

In this latest episode of the AV Nation EdTech podcast, we talk about Milestone purchasing Vaddio, short throw projectors, and my series of articles in Campus Technology about the phases of an AV installation project.  Greg Brown has left UCLA for the AV integration world, so we welcomed David Huckleberry from Purdue University.

Campus Technology: Drawing up the Details of Classroom AV Systems - Part 3

In April 2016 I wrote my third article for my recurring Campus Technology column titled AV Smarts.

Drawing up the Details of Classroom AV Systems - Part 3

by Mike Tomei, Tomei AV Consulting

This is the third article in a monthly series focusing on the design and construction process surrounding audiovisual systems in higher education classrooms. In the last installment, I described the administrative and schematic design phases for classroom audiovisual installation projects, as well as the resulting reports and documents. Once those schematic design deliverables have been approved by the client, the next step is the design development phase.

The design development phase of the project lays out mechanical, electrical, plumbing, structural and architectural details relating to the audiovisual systems. The technical AV system design drawings are also created at this time. The phase relies on the deliverables from the schematic design phase (the AV program report and opinion of probable cost) as the basis of subsequent design. This is why the schematic design phase, and more specifically the AV program report, are so important: Working off of a structured, thorough and approved program report/OPC is key for the design development phase deliverables and can really reduce the number of revisions made in the process.

Taking a bit of a step back, I will say that sometimes the schematic design phase may include some of the deliverables I'll describe as being part of the design development phase. The architect may put together a preliminary floor plan and wall elevation drawings as part of the schematic design phase, and may ask the AV designer to include AV equipment on those schematic drawings. Generally speaking, I prefer to lump all of the AV design drawings into the design development phase, but stay flexible on a project-by-project basis.

The design development phase mainly consists of meetings with the design team, resulting in the creation of the audiovisual system design CAD drawings. These drawings can be separated into two categories: drawings that are required for AV infrastructure design, and drawings that are needed for the technical AV system design. Drawings showing AV infrastructure requirements may include floor plans, reflected ceiling plans, wall elevations, sections, mounting/installation details, lighting zone plans, schedules and risers. Drawings needed for the AV system design may include single line flow diagrams for audio, video, control and data signals, as well as drawings showing viewing angles, speaker coverage and control system user interface layouts. Sound like a daunting number of drawings? Luckily not all of these drawings are needed for every project.

AV Infrastructure Drawings

The drawings for AV infrastructure design typically show electrical, structural, mechanical and architectural requirements. These include power outlets, network data/phone/cable TV jacks, floor/ceiling/wall/table box locations, junction boxes, HVAC requirements, AV equipment locations and AV equipment installation/mounting details. When creating AV infrastructure drawings, I typically prepare a "50 percent" drawing set (meaning, the basis of the design, open to changes) that acts as a first draft for review with the client/design team, a "90 percent" drawing set that shows all changes, then a "100 percent" drawing set with any final changes reflected. Any drawing revisions after the 100 percent set will be in the form of an addendum or change order. Larger projects that require more coordination may have 30 percent, 50 percent, 90 percent and 100 percent drawing sets issued. 

The AV infrastructure drawings are a key tool for the architect and engineers, who incorporate all of that info into the project's main drawing package. This is the set of stamped drawings that the architect will use in the general/electrical contractor bid package. It's important to note that the AV infrastructure drawings contain electrical and structural information that can potentially be dangerous or deadly if not specified properly. It's very important that the project architect and/or engineers approve all of these AV infrastructure specifications. I clearly mark my drawings as "for reference only" and make a point to say that they're not for construction, and are not stamped drawings.

At a minimum, the necessary AV infrastructure drawings are typically: floor plans, reflected ceiling plans, wall elevations, equipment details, schedules and risers. Put in the time to get these drawings correct and complete at this stage of the project, and you'll save yourself many headaches when the contractors are on site. Skimp on these drawings now, and you won't have electrical outlets and conduit where you need them to be. Then you're looking at costly and time-consuming change orders late in the project timeline. You really want to rely on an experienced AV designer/consultant to assemble this CAD drawing package.

The floor plan and reflected ceiling plan drawings should show locations of power outlets, data/phone/cable TV jacks, junction boxes and AV equipment locations. The wall elevation drawings should show all of those same items from a different perspective. The equipment detail drawings should show installation and structural mounting details for all of the AV-related equipment that the general contractor, electrical contractor or other trades will be installing. The included schedules should summarize all the required junction boxes, ceiling/wall/floor boxes and cables. Your riser diagrams will show the path and details of required conduit.

Technical AV System Drawings

The drawings for the technical design of the AV systems typically show signal flow, viewing angles, speaker coverage and control system user interfaces. When creating AV system design drawings, I typically prepare a 90 percent drawing set that allows for last minute changes from the client, then a 100 percent drawing set with any final changes reflected. Any drawing revisions after the 100 percent set will be in the form of an addendum or change order. These technical AV system drawings are often over the head of the client and the rest of the design team, so usually there are not as many revisions compared to the infrastructure drawings.

These AV system drawings will be used when issuing the AV contractor (integrator) bid package. Accurate AV system drawings, along with specifications/scope of work (to be discussed in a future article), will result in accurate and comparable bid responses from multiple AV contractors. Leaving loopholes and vagueness in this design drawing package may result in the AV system design not reflecting the original design intent, as it gets interpreted by the AV contractor's design and engineering staff. Many think of single line flow diagrams as basic drawings just showing the overall intent of the system, but I like to get very detailed on these drawings. Detailed AV system drawings at this point in the project will speed up the shop drawing submittal process (to be discussed in a future article) and will prevent your system from being redesigned by the AV contractor.

Campus Technology: Developing the Big Picture for Classroom AV Projects - Part 2

In March 2016 I wrote my second article for my recurring Campus Technology column titled AV Smarts.

Developing the Big Picture for Classroom AV Projects - Part 2

by Mike Tomei, Tomei AV Consulting

This is the second article in a monthly series focusing on the design and construction process surrounding audiovisual systems in higher education classrooms. In my February article, I outlined the various stakeholders that can be involved in classroom AV installation projects. I also described the differences between design-bid-build and design-build projects. Now we're ready to move on to the various phases of construction projects and how they relate to AV design and support. As we examine each phase, I'll describe the major milestones and deliverables that make up each phase.

Administrative Phase

It's much more exciting to jump right to the schematic design phase, but I feel like it's important to discuss the process at the very beginning of a construction project: the administrative phase. This phase can take many different forms, depending on the complexity of the project, so I'll present a big-picture view.

When a college or university department (the client) decides it would like to initiate a construction project, its first step is usually contacting the facilities planning department. A project manager from this department is typically assigned to the project, and begins guiding the client through the process. He or she will meet with the client to establish a general idea of the client's wants, needs, goals, timeline and budget. Sometimes this information is compiled to create a program report during this phase, but I'm going to focus on the program report later in the schematic design phase.

After the inevitable red tape has cleared and the project is approved, the project manager begins assembling the design team. The project manager sends out a request for proposal that architectural firms bid on. Those architectural firms then assemble their design team subcontractors to be a part of their bid proposal; these typically comprise engineering firms that focus on electrical, mechanical (HVAC) and plumbing, as well as a team of consultants, including an independent audiovisual design consultant. Including an AV consultant on the design team at this stage is often overlooked, but ideally that individual is a part of the project from this point on.

Before a contract is awarded to an architect, the project manager should engage the school's AV support department to evaluate the AV consultant's qualifications on each individual architect's proposal. Unfortunately, it's very rare that anyone within the institution's audiovisual support department is involved in this stage of the project. It would be great if the AV design folks were working on the project from day 1, but it usually doesn't happen until later (and sometimes way too late in the project).

After the architectural contract has been awarded, the project moves on to the schematic design phase.

Schematic Design Phase

Now that the design team has been assembled, the schematic design phase can begin. The purpose of this phase is to clearly define the project's goals, requirements and direction. A big-picture outline of the project needs to be developed before starting to focus on the nitty-gritty details. Needs analysis meetings with the client and end users begin to uncover the desired goals for the project. Typically, an architectural program report is written at this point, which defines the needs of the client, offers a preliminary opinion of probable cost estimate, and provides a narrative description of the spaces and infrastructure requirements, as well as basic facility plan CAD drawings and renderings. Once approved by the client, these documents act as the foundation for subsequent design and construction administration phases. Taking the time to properly execute the schematic design phase is the key to setting the stage for a successful project.

From the AV standpoint, hopefully the institution's AV support department is engaged in the schematic design phase, and hopefully an independent AV design consultant is part of the design team right at the start of the project. As many of us have experienced, unfortunately this isn't usually the case. Quite often, the client and architect get near the end of their schematic design phase, and even into their design development phase, before realizing that they've neglected the audiovisual component of the project. Speaking from a consultant's standpoint, I'm very glad to be part of the project from the architectural proposal stage, but very often I'm hired by the architect or directly by the client well after the project is up and running.

If the audiovisual system design begins after the client and architects are well into their design process, it's important for the AV design process to take a step back and start with a thorough schematic design phase. The architects and engineers may be up to their infrastructure design stage before the AV system design folks get involved in the project, but that's no excuse to rush through (or eliminate) the AV schematic design phase. The architects will be anxious to quickly integrate the AV system infrastructure requirements into their construction documents (CAD drawings and specifications) so they can put them out to bid to general contractors. As someone involved in the AV system design, you need to stress the fact that nothing gets specified until the AV schematic design phase takes its course.

The AV schematic design phase should always kick off with a review of all project documentation, followed by a complete needs analysis process. The AV design consultant reviews all documents (drawings, the architectural program report, etc.) that have already been prepared by the client or the architect/engineers. The AV consultant will then schedule meetings with the project leaders, the design team, clients and end users to discuss their AV-related needs and goals. The project's AV consultant should include the campus's AV and IT support staff in their needs analysis process, even though those individuals may not yet have a direct interest in the AV design for the project. The AV consultant then begins a review process to study existing AV design documentation, AV systems, standards and facilities to get a better understanding of the direction of AV design and support on campus. This is a commonly overlooked part of the design process, resulting in non-standard equipment being specified and installed. If the construction project is taking place in existing facilities, the AV consultant should perform a site survey to better understand the spaces involved.

After all of this information is gathered, the AV consultant can then write the AV program report. Unfortunately, this is another often-overlooked item, since many AV designers want to jump right into developing the small details of the design. Without a program report, the AV system design process isn't starting with a clearly defined and agreed upon foundation. As important as it is for the program report to define the overall direction that the AV system design will take, it also serves as a key cross-check to make sure all of the client's AV needs have been heard, documented and will be addressed. After the program report is approved by the client, it can be used later in the project to control scope creep — the uncontrolled expansion of a project's scope as the project progresses. When scope creep is left unchecked, project stakeholders may start adding to the AV system's scope until the project's overall size and direction become bloated and blurred. Projects will inevitably experience changes to their scope, but without a clearly written program report to refer to — and a properly defined change process — you're setting yourself up for a scope creep mess.

Typical components of the AV program report are: a project summary, list of project stakeholders, summary of the client's AV needs, descriptions of the AV-equipped spaces, narrative descriptions of the AV system's capabilities and equipment, and architectural/infrastructure considerations. The program report shouldn't dive too deep into specific equipment makes, models, cables, connectors, etc. It should rather take a big-picture approach to defining the project's AV systems. An exception to this will be if there are clearly defined equipment standards on campus that need to be incorporated into the AV design.

Attached to the program report is an opinion of probable cost (OPC) document created by the AV consultant. This is a preliminary AV system cost estimate that includes equipment/material costs as well as AV integrator labor costs. The cost for AV system-related infrastructure may also be included. These equipment and labor costs aren't sourced from an AV integrator at this point in the project. They're best-guess estimates determined by the AV consultant using past projects and industry experience. This document is used for project budgeting purposes, and I'm guessing that most clients will admit they immediately flip to the OPC when they receive the program report. As the project makes its way through the schematic and design development phases, this OPC will be revised numerous times. When the project is finally up to the bidding phase, the OPC will be used as a benchmark to review and compare AV integrator proposals.

After the program report and opinion of probable cost documents are approved by the client, the AV program report should be distributed to all project stakeholders, no matter how small their involvement may be with the AV system design and installation. The project now leaves the schematic design phase and the design development phase begins, which I'll discuss in next month's article.

AVNation EdTech podcast: Episode 41 (March 2016)

In this latest episode of the AV Nation EdTech podcast, we talk about AV equipment connected to the network, essentials of the connected classroom, and the end of Crestron's QuickMedia line.

Campus Technology: The Who and What of Classroom AV Design - Part 1

In February 2016 I wrote an article for Campus Technology focusing on the design and construction process surrounding higher education classroom audiovisual systems.  This is the beginning of a new recurring monthly column titled AV Smarts that I'll be writing for Campus Technology, so make sure to check back each month.

The Who and What of Classroom AV Design - Part 1

by Mike Tomei, Tomei AV Consulting

There are plenty of resources out there informing readers about what projector they should buy or how to create huddle spaces — but when I was a higher ed tech manager, I was always looking for advice on successful project management. Particularly when there are architects and contractors involved with large projects, managing the design and installation of classroom AV systems can be a struggle.

This is the first article in a monthly series focusing on the design and construction process surrounding higher education classroom audiovisual systems. I will cover the different types of AV installation projects, the roles of all the stakeholders involved with classroom AV design and install, and the various phases of construction projects and how they pertain to AV, and I'll dive deeper into each phase to highlight the major deliverables. I make an attempt to adhere to established standards from InfoComm and the AIA (The American Institute of Architects), but over the years I've tailored my project management process to reflect real-life scenarios. If you've ever struggled with keeping a classroom AV system installation on schedule, getting the right design deliverables to the right stakeholders, or ultimately delivering the exact AV system that the project called for, then this series of articles will help you.

Project Stakeholders

Before we dive into the different types of AV construction projects, or the phases that make up those projects, we need to review all the possible stakeholders in a higher ed AV installation project. If a classroom AV installation project goes awry and there's a big scramble at the end of the project to get it back on course, it's probably because the correct individuals were not involved with the project in an early phase. Every institution and every construction project has a slightly different mix of project stakeholders, but this is a typical makeup of all the major players:

Owner Team:

Client.  In the case of higher education construction projects, the client is usually the department that's initiating the request for a classroom construction project. Typically, a point person from the department is in charge of coordinating the department's administrative involvement (budget, scheduling, etc.) in the project, but he or she isn't necessarily one of the individuals that will be using the new AV systems.

End users.  Faculty or staff members, and sometimes students, are included in this group of individuals who will be using the new AV systems after installation. This group rarely has any knowledge of (or interest in) any of the administrative aspects of the construction project.

AV support staff.  This group of stakeholders is made up of the individuals that will ultimately be responsible for the daily operation, repair and maintenance of the installed classroom audiovisual systems. They may be employed by the specific department requesting the AV installation, a centralized campuswide technology support department, or a combination of both. These staff members are also typically responsible for defining campuswide AV design and equipment standards.

IT staff.  Information technology employees are responsible for providing and maintaining the IT infrastructure required for classroom audiovisual systems, such as network data connections and telecom service. This group defines IT design and technology standards for the campus. 

Facilities staff.  These campus staff members are responsible for the structural and electrical work associated with the installation of audiovisual equipment. They typically handle the wall or ceiling mounting of projection screens, projector mounts, interactive whiteboards, speaker mounts and other AV equipment attached to the building structure. They are also responsible for the installation of power outlets, connection of power to electric screens, providing cable path and pulling low voltage cables for AV installations. Facilities staff may also handle HVAC requirements pertaining to AV equipment. The institution's interior designer may also be a part of this department. Depending on the size of the construction project and campus standards, other contracted trades may handle many of these duties. 

Construction planning staff.  Many institutions have a construction planning department that acts as the project manager for the owner side of construction projects. Some institutions hire a construction project manager to represent them, if they don't have anyone on staff with those skills. Other project managers come into play from the general contractor and AV integrator, but the client's project manager takes precedence and acts as the communication bridge between the institution's stakeholders and the contracted stakeholders. This individual is also responsible for the administrative aspects of the project, like establishing the project timeline and assembling the required bid documents for the contracted stakeholders.

Design Team:

Architect.  An architect is typically hired by the institution to provide design and construction administration services for larger construction projects. He or she assembles the project's design team, which can consist of electrical, structural and mechanical engineers, as well as consultants specializing in AV design, acoustics, lighting and networking. Depending on the type of construction project and the institution's project manager's level of responsibility, the architect has a degree of involvement in the management of the construction phase.

AV consultant.  An independent consultant that specializes in the design and construction project management of installed of audiovisual systems. An AV consultant can be subcontracted by an architect or hired directly by an institution. A truly independent AV consultant is vendor and manufacturer agnostic, making design decisions based solely on the client's best interests and needs.  

Contractors:

AV integrator.  This is a contractor that specializes in the design, installation, configuration and repair of audiovisual systems. The AV integrator may be contracted directly by the institution, or a subcontractor under the general contractor. Typically, the AV integrator roles that have some sort of client contact are: sales representative, design engineer, project manager and installation technicians. I'll talk more about each individual's role in subsequent articles.

Contracted trades.  A general contractor, electrical contractor and HVAC contractor are typically hired by institutions for larger construction projects, when the required work exceeds the capacity of the campus facilities department. They are responsible for providing the same structural, mechanical and electrical services as described in the "Facilities staff" section.   

Types of Construction Projects

Before we dive deeper into each phase of a construction project and discuss how each stakeholder is involved in those phases, we first need to talk about the different types of construction projects. Factors like project timeline, budget, funding source and the client's construction project management experience all come into play when looking at the different types of construction projects. There are always exceptions to the rule, but from the perspective of AV system installations, projects typically fall into these categories:

Design-bid-build.  Design-bid-build projects are typically larger projects that involve many of the different stakeholders that I discussed. Project budgets need to be large enough to pay for this involved process, and the project schedule needs to have enough time allotted to each step in this process. State schools often have to rely on this process with project budgets over a certain amount, because they have strict public-fund bid requirements. They can't have the same individual designing the bid documents, then also bidding on that same project to sell and install the equipment. From an AV standpoint, these projects typically involve an AV consultant taking a lead role in the design and installation management of the AV systems. The AV consultant works with the owner and design teams to prepare the initial infrastructure and technical system design documents (CAD drawings), as well as the bid documents needed to hire the AV integrator (scope of work or construction specifications). The AV integrator is hired through a bidding process and the construction phase begins. With direction from the AV consultant, the AV integrator finalizes documents (shop drawings), coordinates with other related trades, procures equipment and the final installation takes place. Wrapping up the entire process, the AV consultant and owner's representatives are involved in the commissioning of the AV systems. Throughout the course of this series of articles, I'll be using the design-bid-build process as my basis for discussion, since it's typically the process that many find hard to manage.

Design-build.  Another popular process in higher ed AV installation projects is the design-build model. From the AV standpoint, this process involves an AV integrator handling the design aspects of the project, as well as selling and installing the AV systems. This process is typically seen with projects that don't have very involved infrastructure or technical design requirements. Projects that have a very compressed timeline or value-engineered budgets also typically look to the design-build model. Some higher education institutions rely heavily on the design-build process because they have in-house AV support staffers who are comfortable creating their own design documents (CAD drawings, scope of work, etc.), augmenting the design services provided by the AV integrator. Projects that are funded with private money may not require a full bid, which is a good case for the design-build model.

Other models.  There are other project management models that come into play when looking at higher ed AV installation projects, but they're typically used for smaller projects. These are usually "homegrown"; projects that many refer to as "hang-and-bangs": small classroom installs that may involve a mix of owner-furnished equipment, for which the installation of equipment is either handled by the owner's tech and facilities staff or an AV integrator. Since these models can take many forms, and usually don't have well developed project management processes, I won't be focusing on them in this series.

AVNation EdTech podcast: Episode 40 (January 2016)

In this latest episode of the AV Nation EdTech podcast, we debate flat panel displays vs projectors, how to hide equipment in a classroom, and installing the latest classroom technology while maintaining network security.