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1

Completing the Project

InfoComm International

Objectives• To use a framework for AV project

l d lplanning, execution and closure• To be familiar with project planning

tools and AV standard documentation

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On Time – On Budget• Why don’t our

dprojects 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

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Project Management Process Definitions (Lifecycle)

Initiation PreparationExecution/

ControlClose

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

T d C diti• Terms and Conditions

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Project Elements / Constraints

Quality is impacted by all

elements

Optimize project outcome

by managing constraints

Cost ≠ Price

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

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Project Comparison

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• Method for setting expectations

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

V ifi ti• 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 forProvides a practical guideline for verifying cross trade responsibilities

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

V ifi ti• Verification

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Exceptions

Guide Requirements Section• The largest portion of

h dPlanning and Planning and CoordinationCoordination

the document• Describes in detail all

aspects of the design process from project

RequirementsRequirements Program Program PhasePhase

Construction Construction PhasePhase

p p jplanning to a verified completed project

Design PhaseDesign Phase

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Planning & Coord Meetings • Schedule of meetings

d– 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 k h ?make happy?

• Managing expectations• Stakeholder

relationshipsrelationships• Conflict and Escalation• How are you doing?

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Program Phase• Needs analysis Needs

• Program reportApplications

Tasks

Functions and Features

Design Phase• Architectural

dand interior design

• AV System Documents

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• Gather Information• Needs Analysis

Program and Design Phases

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

T ti d t• Testing and acceptance• Project closeout

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Verification• All trades coordination and

expectationsexpectations• 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

C t• Customer• Project manager

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Roles And Perspectives• Technicians / Engineers • Project Manager

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

Works with immutable laws

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

Works with situational– Works with immutable laws– Succeeds individually

– Works with situational rules

– Succeeds through others

Making A Timeline• You have what needs to

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

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Risk Response Planning Strategies

• ThreatsO i i• Opportunities

• Strategies• Avoidance• Transference• Mitigation• Mitigation• Acceptance

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Work Breakdown StructureAV Production System

Li hti Vid Di l S tRi i G lA di Lighting Video Display

P&D

Scaffold

Support

Microphones Loudspeakers

Dynamic Cabling

Power

Mixer Amplifiers

Cabling

Power

FOH

Condenser Monitors

ENG Cam BOH

Talent Mic BOH

Rigging General Session

Intro

Audio

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

Cabling

Stands

Logic Network Diagram

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

Mature Display of a Project Schedule5 days / 2 days

5 days / 2 days6 days / 2 days

7 days shown

Hiding or Padding

22 days7 days shown7 days shown

8 days shown

Mature Use of Uncertainty and Reserves5 days

5 days6 days5 days

shown 5 days

22 days planned

4 days

26 days actual

2 days mitigation

shown 5 days shown 6 days

shown 4 days uncertainty

yreserve 26 days

planned

24 days actual

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Labor• Jurisdiction• Work Rules• Work Rules• Scales within

scales• Premium time

l• Penalties• Payroll

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Event ClosureTake the time to Look Back and Learn

PreparationPhase

Executing &Controlling Phase

ClosingPhase

What did we do well?What could we have done better?

What were the key events for each phase?

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• Expectations will be met• Stress will be reduced

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Project Completion

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

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