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 2.1HeavySimulated

New office build

Version 2.1 · 1 live project following itchecked just now

New project

Phases

6 phases, 35 steps. Pick one to see its steps.
  1. 01Plan6 to 8 weeks6
  2. 02Design4 to 6 weeks8
  3. 03Procure8 to 12 weeks5
  4. 04Deploy8 to 14 weeksPRJ-14 here11
    Provision1Install5Configure1Commission4
  5. 05Hand over1 to 2 weeks4
  6. 06ClosedWrap-up1

Long lead: needs starting early

Projects using it

1 project
Juneau office fit-outPRJ-14Deploy

Steps and gates

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

    Plan

    6 to 8 weeks
    MB FINetwork engineerOrder the internet circuitLong lead: start earlyOrder now; it sets the earliest go-live date
    AB +3AV and IT delivery engineerFloor survey with facilities and the landlordProduces: Floor survey
    AB +3AV and IT delivery engineerSpace type schedule: every space gets a space typeProduces: Space type schedule
    MB FINetwork engineerComms room: space, power and cooling agreed with facilitiesLong lead: start early
    TVProgramme managerBudget and programme datesProduces: Budget and programme
    RK +3Project managerChoose the AV vendorLong lead: start early
    Gate: signed off by Head of AV and IT
    • Budget and dates approved
    • Circuit ordered
    • Every space has a space type
  2. 02

    Design

    4 to 6 weeks
    AB +3AV and IT delivery engineerRoom designs from their space typesProduces: Room designs
    AB +3AV and IT delivery engineerSignal routes and cable scheduleProduces: Cable schedule
    MB FINetwork engineerRack elevations for the MDF and each IDFProduces: Rack elevations
    MB FINetwork engineerAddress plan and VLANsProduces: Address plan
    RK +3Project managerContainment, power and wall backing for display wallsWith facilities
    RK +3Project managerVendor scope of worksProduces: Scope of works
    NWInnovation engineerLab-check any model that is not yet in the standard
    SO LFIntegration vendorVendor site survey and a review of the designProduces: Survey notes and questions
    Gate: signed off by Service manager, AV and Service manager, IT infrastructure
    • AV design signed off
    • Network design signed off
    • Vendor scope agreed
  3. 03

    Procure

    8 to 12 weeks
    RK +3Project managerPurchase ordersLong lead: start early
    RK +3Project managerVendor programme of worksProduces: Vendor programme
    AB +3AV and IT delivery engineerPrepare calendar room accounts and device management enrolment
    MB FINetwork engineerSwitches pre-staged in the Lab
    SO LFIntegration vendorVendor confirms delivery dates and sends serials and MACs before deliveryThrough the vendor portal
    Gate: signed off by Project manager
    • Everything ordered
    • Vendor programme agreed
  4. 04

    Deploy

    8 to 14 weeksPRJ-14 is here

    Provision

    SO LFIntegration vendorRecord serial and MAC for each position, with a label photoThrough the vendor portal

    Install

    SO LFIntegration vendorCabling and containment
    MB FINetwork engineerComms room built and switches live
    SO LFIntegration vendorMount and connect devices to the design
    AB +3AV and IT delivery engineerReview the vendor's records
    RK +3Project managerWeekly site walk

    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 calls and room booking
    AB +3AV and IT delivery engineerSnag list with the vendorProduces: Snag list
    SO LFIntegration vendorVendor fixes snags on their work within five working days
    Gate: signed off by AV and IT delivery engineer
    • Everything installed to the design
    • Vendor records checked
    • Every space passes, or its snags are accepted
  5. 05

    Hand over

    1 to 2 weeks
    RK +3Project managerHandover pack to the service desk: spaces, devices, known errorsProduces: Handover pack
    AB +3AV and IT delivery engineerWalk-through for on-site staff
    RK +3Project managerRecord vendor warranty and support contacts
    SO LFIntegration vendorAs-built drawings and a photo of every wall and rack from the vendorProduces: As-built pack
    Gate: signed off by Head of AV and IT
    • Service desk ready
    • Snags closed or owned
  6. 06

    Closed

    TVProgramme managerProject review and lessons 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 New office build playbook
WorkHead of AV and ITService manager, AVService manager, IT infrastructureProgramme managerProject managerAV and IT delivery engineerNetwork engineerInnovation engineerOn-site technicianIntegration vendor
Plan6 to 8 weeksAHead of AV and IT · AccountableFor “Plan”, the head of av and it signs it off and answers for it.Signs the gate: Budget and dates approved; Circuit ordered; Every space has a space type.Today: Claire DunneRProgramme manager · ResponsibleFor “Plan”, the programme manager does the work.Budget and programme dates.Today: Tomás VargaRProject manager · ResponsibleFor “Plan”, the project manager does the work.Choose the AV vendor.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.Floor survey with facilities and the landlord; Space type schedule: every space gets a space type.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreRNetwork engineer · ResponsibleFor “Plan”, the network engineer does the work.Order the internet circuit; Comms room: space, power and cooling agreed with facilities.Today: Marco Bianchi, Farah Idris
Design4 to 6 weeksAService manager, AV · AccountableFor “Design”, the service manager, av signs it off and answers for it.Signs the gate: AV design signed off; Network design signed off; Vendor scope agreed.Today: Sofia ReyesAService manager, IT infrastructure · AccountableFor “Design”, the service manager, it infrastructure signs it off and answers for it.Signs the gate: AV design signed off; Network design signed off; Vendor scope agreed.Today: Declan MooreRProject manager · ResponsibleFor “Design”, the project manager does the work.Containment, power and wall backing for display walls; Vendor scope of works.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.Room designs from their space types; Signal routes and cable schedule.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreRNetwork engineer · ResponsibleFor “Design”, the network engineer does the work.Rack elevations for the MDF and each IDF; Address plan and VLANs.Today: Marco Bianchi, Farah IdrisRInnovation engineer · ResponsibleFor “Design”, the innovation engineer does the work.Lab-check any model that is not yet in the standard.Today: Nora WalshRIntegration vendor · ResponsibleFor “Design”, the integration vendor does the work.Vendor site survey and a review of the design.Today: Sam Okafor, Lena Fischer
Procure8 to 12 weeksAProject manager · AccountableFor “Procure”, the project manager signs it off and answers for it.Signs the gate: Everything ordered; Vendor programme agreed. Also does: Purchase orders; Vendor programme of works.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRAV and IT delivery engineer · ResponsibleFor “Procure”, the av and it delivery engineer does the work.Prepare calendar room accounts and device management enrolment.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreRNetwork engineer · ResponsibleFor “Procure”, the network engineer does the work.Switches pre-staged in the Lab.Today: Marco Bianchi, Farah IdrisRIntegration vendor · ResponsibleFor “Procure”, the integration vendor does the work.Vendor confirms delivery dates and sends serials and MACs before delivery.Today: Sam Okafor, Lena Fischer
Deploy8 to 14 weeksRProject manager · ResponsibleFor “Deploy”, the project manager does the work.Weekly site walk.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: Everything installed to the design; Vendor records checked; Every space passes, or its snags are accepted. Also does: Review the vendor's records; Configure each device in its setup order, then set and verify its settings; Run the verification for each space; Snag list with the vendor.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreRNetwork engineer · ResponsibleFor “Deploy”, the network engineer does the work.Comms room built and switches live.Today: Marco Bianchi, Farah IdrisROn-site technician · ResponsibleFor “Deploy”, the on-site technician does the work.Test calls and room booking.Today: Liam Doyle, Tom Ashby, Carlos Mendes and 6 moreRIntegration vendor · ResponsibleFor “Deploy”, the integration vendor does the work.Record serial and MAC for each position, with a label photo; Cabling and containment; Mount and connect devices to the design; Vendor fixes snags on their work within five working days.Today: Sam Okafor, Lena Fischer
Hand over1 to 2 weeksAHead of AV and IT · AccountableFor “Hand over”, the head of av and it signs it off and answers for it.Signs the gate: Service desk ready; Snags closed or owned.Today: Claire DunneRProject manager · ResponsibleFor “Hand over”, the project manager does the work.Handover pack to the service desk: spaces, devices, known errors; Record vendor warranty and support contacts.Today: Ruth Kelly, Katya Novak, David Okoro and 1 moreRAV and IT delivery engineer · ResponsibleFor “Hand over”, the av and it delivery engineer does the work.Walk-through for on-site staff.Today: Anna Byrne, Marcus Lee, Mei Tan and 1 moreRIntegration vendor · ResponsibleFor “Hand over”, the integration vendor does the work.As-built drawings and a photo of every wall and rack from the vendor.Today: Sam Okafor, Lena Fischer
ClosedAProgramme manager · AccountableFor “Closed”, the programme manager signs it off and answers for it.Signs the gate: Lessons captured. Also does: Project review and lessons into this playbook.Today: Tomás VargaIProject manager · InformedFor “Closed”, 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 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).
  • 25 Sept 2026Photograph each device label before mounting.PRJ-14
  • 10 Jul 2026Order the internet circuit at plan, not design: it took 11 weeks.PRJ-14

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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Report

Tell the team

About New office build

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