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 1.3MediumSimulated

Comms room refresh

Version 1.3 · 2 live projects following itchecked just now

New project

Phases

6 phases, 22 steps. Pick one to see its steps.
  1. 01Plan1 to 2 weeks4
  2. 02Design2 to 3 weeks5
  3. 03Procure3 to 6 weeksPRJ-16, PRJ-19 here3
  4. 04DeployOne weekend, then 17
    Provision1Install3Configure1Commission2
  5. 05Hand over1 week2
  6. 06ClosedWrap-up1

Long lead: needs starting early

Projects using it

2 projects
Dublin office IDF switch refreshPRJ-16ProcureMelbourne office IDF switch refreshPRJ-19Procure

Steps and gates

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

    Plan

    1 to 2 weeks
    MB FINetwork engineerFind the switches past vendor supportProduces: List of switches due
    DMService manager, IT infrastructureChoose the model from the infrastructure standard
    RK +3Project managerPick a change window, usually a weekend
    RK +3Project managerRaise the change requestLong lead: start early
    Gate: signed off by Service manager, IT infrastructure
    • Scope and window agreed
    • Change request raised
  2. 02

    Design

    2 to 3 weeks
    MB FINetwork engineerPort audit: what is on each port, its VLAN and power drawProduces: Port audit
    MB FINetwork engineerPort map from old switch to newProduces: Port map
    AB +3AV and IT delivery engineerList every AV device affected and how to check itProduces: AV re-verification list
    MB FINetwork engineerRack elevation, power and UPS checkProduces: Rack elevation
    MB FINetwork engineerRollback plan
    Gate: signed off by Service manager, IT infrastructure
    • Port map and rollback plan approved
    • AV devices listed
  3. 03

    Procure

    3 to 6 weeksPRJ-16 is herePRJ-19 is here
    RK +3Project managerOrder switches, optics and patch leadsLong lead: start early
    MB FINetwork engineerPre-stage the configuration in the Lab
    LD +8On-site technicianLabel every port before the cutover
    Gate: signed off by Project manager
    • Everything received and pre-staged
  4. 04

    Deploy

    One weekend, then 1

    Provision

    SO LFIntegration vendorWhen a vendor racks the equipment: record serial and MAC for each unit, with a label photoThrough the vendor portal

    Install

    RK +3Project managerFreeze changes on the affected floors
    MB FINetwork engineerCut over port by port from the map
    MB FINetwork engineerRoll back if the checks fail

    Configure

    MB FINetwork engineerLoad the pre-staged configuration and verify each port against the map

    Commission

    AB +3AV and IT delivery engineerRe-verify every AV room on the list
    MB FINetwork engineerCheck monitoring sees every device
    Gate: signed off by Network engineer and Service manager, IT infrastructure
    • Every port moved and up
    • Every device back and monitored
  5. 05

    Hand over

    1 week
    MB FINetwork engineerUpdate the as-built rack and port recordsProduces: As-built records
    RK +3Project managerRetire the old switches
    Gate: signed off by Service manager, IT infrastructure
    • Records match the racks
  6. 06

    Closed

    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 Comms room refresh playbook
WorkService manager, IT infrastructureProgramme managerProject managerAV and IT delivery engineerNetwork engineerOn-site technicianIntegration vendor
Plan1 to 2 weeksAService manager, IT infrastructure · AccountableFor “Plan”, the service manager, it infrastructure signs it off and answers for it.Signs the gate: Scope and window agreed; Change request raised. Also does: Choose the model from the infrastructure standard.Today: Declan MooreRProject manager · ResponsibleFor “Plan”, the project manager does the work.Pick a change window, usually a weekend; Raise the change request.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRNetwork engineer · ResponsibleFor “Plan”, the network engineer does the work.Find the switches past vendor support.Today: Marco Bianchi, Farah Idris
Design2 to 3 weeksAService manager, IT infrastructure · AccountableFor “Design”, the service manager, it infrastructure signs it off and answers for it.Signs the gate: Port map and rollback plan approved; AV devices listed.Today: Declan MooreIProject 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.List every AV device affected and how to check it.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreRNetwork engineer · ResponsibleFor “Design”, the network engineer does the work.Port audit: what is on each port, its VLAN and power draw; Port map from old switch to new; Rack elevation, power and UPS check; Rollback plan.Today: Marco Bianchi, Farah Idris
Procure3 to 6 weeksAProject manager · AccountableFor “Procure”, the project manager signs it off and answers for it.Signs the gate: Everything received and pre-staged. Also does: Order switches, optics and patch leads.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRNetwork engineer · ResponsibleFor “Procure”, the network engineer does the work.Pre-stage the configuration in the Lab.Today: Marco Bianchi, Farah IdrisROn-site technician · ResponsibleFor “Procure”, the on-site technician does the work.Label every port before the cutover.Today: Liam Doyle, Tom Ashby, Carlos Mendes and 6 more
DeployOne weekend, then 1AService manager, IT infrastructure · AccountableFor “Deploy”, the service manager, it infrastructure signs it off and answers for it.Signs the gate: Every port moved and up; Every device back and monitored.Today: Declan MooreRProject manager · ResponsibleFor “Deploy”, the project manager does the work.Freeze changes on the affected floors.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRAV and IT delivery engineer · ResponsibleFor “Deploy”, the av and it delivery engineer does the work.Re-verify every AV room on the list.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreANetwork engineer · AccountableFor “Deploy”, the network engineer signs it off and answers for it.Signs the gate: Every port moved and up; Every device back and monitored. Also does: Cut over port by port from the map; Roll back if the checks fail; Load the pre-staged configuration and verify each port against the map; Check monitoring sees every device.Today: Marco Bianchi, Farah IdrisRIntegration vendor · ResponsibleFor “Deploy”, the integration vendor does the work.When a vendor racks the equipment: record serial and MAC for each unit, with a label photo.Today: Sam Okafor, Lena Fischer
Hand over1 weekAService manager, IT infrastructure · AccountableFor “Hand over”, the service manager, it infrastructure signs it off and answers for it.Signs the gate: Records match the racks.Today: Declan MooreRProject manager · ResponsibleFor “Hand over”, the project manager does the work.Retire the old switches.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRNetwork engineer · ResponsibleFor “Hand over”, the network engineer does the work.Update the as-built rack and port records.Today: Marco Bianchi, Farah Idris
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 2026Renamed from Infrastructure refresh. Work across a whole site now has its own Network refresh playbook.
  • 20 Oct 2026Install and Commission merged into one Deploy phase, with Provision, Install, Configure and Commission steps for each device (decision 0025).
  • 2 Oct 2026Export the switch's port descriptions before the port audit.PRJ-16

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 Comms room refresh

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