Keia Atlas

Vendor access

This part is for Aigna staff

Vendors see their own installation and the device reference they need to build it: device types, setup guides and models. Everything else stays with Aigna.

Go to your installation

Module

Knowledge is switched off

Known errors, playbooks and proposals to change them. This demo has the Knowledge module switched off in Organisation settings.

Organisation settings

PlaybookVersion 1.4LightSimulated

AV refresh

Version 1.4 · 3 live projects following itchecked just now

New project

Phases

6 phases, 22 steps. Pick one to see its steps.
  1. 01Plan1 to 2 weeksPRJ-17 here4
  2. 02Design1 to 2 weeks3
  3. 03Procure3 to 6 weeks3
  4. 04DeployHalf a day per space, then 1PRJ-12, PRJ-13 here9
    Provision2Install2Configure1Commission4
  5. 05Hand over1 week2
  6. 06ClosedWrap-upPRJ-09 here1

Long lead: needs starting early

Projects using it

4 projects
London office meeting room refreshPRJ-09ClosedNew York office video bar refreshPRJ-12DeployToronto office video bar refreshPRJ-13DeployCopenhagen office meeting room refreshPRJ-17Plan

Steps and gates

Each phase ends at a gate a named role signs off before the next starts.
  1. 01

    Plan

    1 to 2 weeksPRJ-17 is here
    AB +3AV and IT delivery engineerPull the units past their years in service from the refresh planProduces: List of units due
    SRService manager, AVConfirm the current standard model for each position
    RK +3Project managerGroup spaces into batches that avoid busy weeksProduces: Batch plan
    TVProgramme managerBudget line and purchase request
    Gate: signed off by Programme manager
    • Scope and budget agreed
    • Batches fit the year plan
  2. 02

    Design

    1 to 2 weeks
    AB +3AV and IT delivery engineerSwap sheet per space: position, old model, new model, hostname keptProduces: Swap sheet
    AB +3AV and IT delivery engineerCheck mounts, cables and power suit the new model
    AB +3AV and IT delivery engineerTake the configuration from the new model's configuration page
    Gate: signed off by Service manager, AV
    • Every swap is to the current standard
    • No change to space types or wiring
  3. 03

    Procure

    3 to 6 weeks
    RK +3Project managerOrder units, mounts and one spare per tenLong lead: start early
    MB FINetwork engineerSend MACs to the network team for address reservations before deliveryLearned on PRJ-12
    LD +8On-site technicianRecord serials on arrival against the swap sheet
    Gate: signed off by Project manager
    • Everything received
    • Addresses reserved
  4. 04

    Deploy

    Half a day per space, then 1PRJ-12 is herePRJ-13 is here

    Provision

    LD +8On-site technicianRetire the old unit in the asset register the same day
    SO LFIntegration vendorWhen a vendor does the swap: record serial and MAC for each position, with a label photoThrough the vendor portal

    Install

    RK +3Project managerBook the space out
    LD +8On-site technicianSwap the unit, keeping position and hostname

    Configure

    AB +3AV and IT delivery engineerConfigure each device in its setup order, then set and verify its settings

    Commission

    AB +3AV and IT delivery engineerRun the verification for each space
    LD +8On-site technicianTest call on the room's meeting platform
    AB +3AV and IT delivery engineerSnag listProduces: Snag list
    SO LFIntegration vendorWhen a vendor did the swap: fix snags on their work within five working days
    Gate: signed off by AV and IT delivery engineer
    • Every space in the batch installed
    • Every space passes, or its snags are accepted
  5. 05

    Hand over

    1 week
    RK +3Project managerHandover note to the service deskProduces: Handover note
    RK +3Project managerRedeploy or dispose of the old units
    Gate: signed off by Service manager, AV
    • Records match what is in the spaces
  6. 06

    Closed

    PRJ-09 is here
    RK +3Project managerFeed what was learned back into this playbook
    Gate: signed off by Programme manager
    • Lessons captured

Who does what

Built from the steps and gates above. Hover a letter for the steps.
  • ResponsibleDoes the work.
  • AccountableSigns it off and answers for it. One per row.
  • ConsultedIs asked before it is done.
  • InformedIs told once it is done.
RACI for the AV refresh playbook
WorkService manager, AVProgramme managerProject managerAV and IT delivery engineerNetwork engineerOn-site technicianIntegration vendor
Plan1 to 2 weeksRService manager, AV · ResponsibleFor “Plan”, the service manager, av does the work.Confirm the current standard model for each position.Today: Sofia ReyesAProgramme manager · AccountableFor “Plan”, the programme manager signs it off and answers for it.Signs the gate: Scope and budget agreed; Batches fit the year plan. Also does: Budget line and purchase request.Today: Tomás VargaRProject manager · ResponsibleFor “Plan”, the project manager does the work.Group spaces into batches that avoid busy weeks.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRAV and IT delivery engineer · ResponsibleFor “Plan”, the av and it delivery engineer does the work.Pull the units past their years in service from the refresh plan.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 more
Design1 to 2 weeksAService manager, AV · AccountableFor “Design”, the service manager, av signs it off and answers for it.Signs the gate: Every swap is to the current standard; No change to space types or wiring.Today: Sofia ReyesIProject manager · InformedFor “Design”, the project manager is told once it is done.Kept up to date to run the dates.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRAV and IT delivery engineer · ResponsibleFor “Design”, the av and it delivery engineer does the work.Swap sheet per space: position, old model, new model, hostname kept; Check mounts, cables and power suit the new model; Take the configuration from the new model's configuration page.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 more
Procure3 to 6 weeksAProject manager · AccountableFor “Procure”, the project manager signs it off and answers for it.Signs the gate: Everything received; Addresses reserved. Also does: Order units, mounts and one spare per ten.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRNetwork engineer · ResponsibleFor “Procure”, the network engineer does the work.Send MACs to the network team for address reservations before delivery.Today: Marco Bianchi, Farah IdrisROn-site technician · ResponsibleFor “Procure”, the on-site technician does the work.Record serials on arrival against the swap sheet.Today: Liam Doyle, Tom Ashby, Carlos Mendes and 6 more
DeployHalf a day per space, then 1RProject manager · ResponsibleFor “Deploy”, the project manager does the work.Book the space out.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreAAV and IT delivery engineer · AccountableFor “Deploy”, the av and it delivery engineer signs it off and answers for it.Signs the gate: Every space in the batch installed; Every space passes, or its snags are accepted. Also does: Configure each device in its setup order, then set and verify its settings; Run the verification for each space; Snag list.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreROn-site technician · ResponsibleFor “Deploy”, the on-site technician does the work.Retire the old unit in the asset register the same day; Swap the unit, keeping position and hostname; Test call on the room's meeting platform.Today: Liam Doyle, Tom Ashby, Carlos Mendes and 6 moreRIntegration vendor · ResponsibleFor “Deploy”, the integration vendor does the work.When a vendor does the swap: record serial and MAC for each position, with a label photo; When a vendor did the swap: fix snags on their work within five working days.Today: Sam Okafor, Lena Fischer
Hand over1 weekAService manager, AV · AccountableFor “Hand over”, the service manager, av signs it off and answers for it.Signs the gate: Records match what is in the spaces.Today: Sofia ReyesRProject manager · ResponsibleFor “Hand over”, the project manager does the work.Handover note to the service desk; Redeploy or dispose of the old units.Today: Ruth Kelly, Katya Novak, David Okoro and 1 more
ClosedAProgramme manager · AccountableFor “Closed”, the programme manager signs it off and answers for it.Signs the gate: Lessons captured.Today: Tomás VargaRProject manager · ResponsibleFor “Closed”, the project manager does the work.Feed what was learned back into this playbook.Today: Ruth Kelly, Katya Novak, David Okoro and 1 more

What projects have taught it

3 changes
  • 20 Oct 2026Install and Commission merged into one Deploy phase, with Provision, Install, Configure and Commission steps for each device (decision 0025).
  • 9 Oct 2026Reserve addresses by MAC before the units ship.PRJ-12
  • 23 May 2026Retire the old unit in the asset register on the day of the swap, not at handover.PRJ-09

View as

See Keia Atlas the way someone else does. A demo: nobody signs in.

Viewing asAnna ByrneAV and IT delivery engineer · EMEA

Suggested

Delivery

  • Delivery engineerDesigns and commissions spaces, from survey to handover
  • Project managerRuns projects day to day: dates, suppliers and who does what
  • On-site technicianInstalls and fixes kit in the offices
  • Programme managerPlans the year of projects across every region
  • Engineering managerLeads the delivery engineers
  • Project management leadLeads the project managers
  • On-site services managerLeads the on-site technicians
  • Delivery managerThe whole delivery team, every region

Support and service

  • Service desk analystTakes incidents as they arrive and routes them
  • Network engineerPorts, VLANs and patching
  • Service manager, AVOwns the AV standard and its service
  • Service manager, networkOwns the network standard and its service

The Lab

  • Innovation engineerTests new kit before it ships

Leadership

  • Head of AV and ITThe whole service, every region

Partners

  • Integration vendorSees their own installations only
  • Service vendorRepairs under the service contract

Overview

  • EveryoneEvery role's first screen at once, to see the whole picture

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About AV refresh

Goes to Sofia Reyes, Service manager, AV. Reviewed within five working days.