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Project PRJ-09AV refreshLondon officeSimulated
London office meeting room refresh
Closed · nothing openchecked just now
ScheduleClosed on timeEvery gate signed off by 10 Jul.
Cost£4,900 in hand£47,100 spent or ordered of £52,000 approved.
ScopeChanged once, approved3 spaces; add one spare unit to the order was approved by Tomás Varga.
Last gateClosedsigned off 10 JulBy Tomás Varga. Lessons captured.
Nothing stuckNo tasks or dependencies waiting on anything, and no open issues.
Timeline
23 Feb to 10 Jul, following the AV refresh playbook, version 1.4PlannedActualPast the planGate, filled when signed off
Plan: what happened
Ended 5 Mar1 days early
Three rooms in one batch; budget agreed.
Handed onScope and budget line
Gate signed off by Tomás Varga, 5 Mar
Tasks in this phase
Budget line and purchase requestTomás Varga · DoneThe gate, signed off by Programme manager
- Scope and budget agreed
- Batches fit the year plan
What the playbook says: 4 steps
- AV and IT delivery engineerPull the units past their years in service from the refresh plan
- Service manager, AVConfirm the current standard model for each position
- Project managerGroup spaces into batches that avoid busy weeks
- Programme managerBudget line and purchase request
Design: what happened
Ended 19 Mar1 days early
Like-for-like swap; Curlew needed a longer HDMI run for the new bar.
Handed onSwap sheet for three rooms
Gate signed off by Sofia Reyes, 19 Mar
Tasks in this phase
Swap sheet for Kestrel, Heron and CurlewAnna Byrne · Done · fix capturedThe gate, signed off by Service manager, AV
- Every swap is to the current standard
- No change to space types or wiring
What the playbook says: 3 steps
- AV and IT delivery engineerSwap sheet per space: position, old model, new model, hostname kept
- AV and IT delivery engineerCheck mounts, cables and power suit the new model
- AV and IT delivery engineerTake the configuration from the new model's configuration page
Procure: what happened
Ended 29 Apr5 days late
Units five days late; MAC reservations were requested only after delivery, which cost two days.
Handed onPurchase orderSerials on arrival
Gate signed off by Ruth Kelly, 29 Apr
Tasks in this phase
Order units, mounts and a spareRuth Kelly · DoneReserve addresses for the new unitsMarco Bianchi · Done · fix capturedThe gate, signed off by Project manager
- Everything received
- Addresses reserved
What the playbook says: 3 steps
- Project managerOrder units, mounts and one spare per ten
- Network engineerSend MACs to the network team for address reservations before delivery
- On-site technicianRecord serials on arrival against the swap sheet
The Deploy board23 devices in 3 spaces, each through four steps. Tick each device's checklist, or hand it to the agent.23/23Provision23/23Install18/18Configure23/23CommissionOpen Deploy
Deploy: what happened
Ended 11 Jun1 days early
All three rooms swapped over two evenings. All rooms pass; one snag on Curlew camera framing, fixed on the day.
Handed onInstall record per roomVerification resultsSnag list (closed)
Gate signed off by Anna Byrne, 11 Jun
- InstallEnded 28 May, signed off by Anna Byrne
- CommissionEnded 11 Jun, signed off by Anna Byrne
Tasks in this phase
Swap the video bar in KestrelTom Ashby · DoneSwap the video bar in HeronTom Ashby · DoneSwap the video bar in CurlewTom Ashby · Done · fix capturedCommission all three roomsAnna Byrne · DoneThe gate, signed off by AV and IT delivery engineer
- Every space in the batch installed
- Every space passes, or its snags are accepted
What the playbook says: 9 steps
- On-site technician · ProvisionRetire the old unit in the asset register the same day
- Integration vendor · ProvisionWhen a vendor does the swap: record serial and MAC for each position, with a label photo
- Project manager · InstallBook the space out
- On-site technician · InstallSwap the unit, keeping position and hostname
- AV and IT delivery engineer · ConfigureConfigure each device in its setup order, then set and verify its settings
- AV and IT delivery engineer · CommissionRun the verification for each space
- On-site technician · CommissionTest call on the room's meeting platform
- AV and IT delivery engineer · CommissionSnag list
- Integration vendor · CommissionWhen a vendor did the swap: fix snags on their work within five working days
Hand over: what happened
Ended 3 Jul7 days late
Old units redeployed to training rooms.
Handed onHandover note to the service desk
Gate signed off by Sofia Reyes, 3 Jul
Tasks in this phase
Hand over to the service deskRuth Kelly · DoneThe gate, signed off by Service manager, AV
- Records match what is in the spaces
What the playbook says: 2 steps
- Project managerHandover note to the service desk
- Project managerRedeploy or dispose of the old units
Closed: what happened
Ended 10 Julon time
Two lessons fed back into the AV refresh playbook.
Handed onPlaybook change 1.2
Gate signed off by Tomás Varga, 10 Jul
Tasks in this phase
Pull the units past their years in serviceAnna Byrne · DoneFeed what was learned back into the playbookRuth Kelly · DoneThe gate, signed off by Programme manager
- Lessons captured
What the playbook says: 1 step
- Project managerFeed what was learned back into this playbook
Spaces
People and time
TVTomás VargaProgramme manager8 of 8 h · Kept it in the year plan and held the budget
RKRuth KellyProject manager46 of 44 h · Ran dates, room bookings and the handover
ABAnna ByrneLead engineer34 of 36 h · Swap sheets, commissioning sign-off
TATom AshbyTechnician42 of 40 h · Swapped the units and ran the verification
MBMarco BianchiNetwork engineer4 of 4 h · Address reservations
SRSofia ReyesService owner (sign-off)4 of 4 h · Confirmed the standard model
Budget
£52,000approved
- Spent
- £47,100
- Ordered, not yet paid
- £0
- Still an estimate
- £0
- Left if all goes to plan
- £4,900
Lessons learned3 captured fixs, 3 now in the AV refresh playbook
Measure the HDMI run before ordering: the new bar sits 40 cm lower in Curlew.
T-0903 · Design · Anna Byrne · in the playbook since 23 MayAsk for reservations by MAC before the units ship, not after delivery.
T-0905 · Procure · Marco Bianchi · in the playbook since 23 MayRetire the old unit in the asset register on the day of the swap, not at handover.
T-0908 · Deploy · Tom Ashby · in the playbook since 23 May
Plan1 task
Ended 5 Mar, signed off by Tomás Varga
- Budget line and purchase requestTomás Varga
Design1 task
Ended 19 Mar, signed off by Sofia Reyes
- Swap sheet for Kestrel, Heron and CurlewAnna ByrneFix: Measure the HDMI run before ordering: the new bar sits 40 cm lower in Curlew.
Procure2 tasks
Ended 29 Apr, signed off by Ruth Kelly
- Order units, mounts and a spareRuth Kelly
- Reserve addresses for the new unitsMarco BianchiFix: Ask for reservations by MAC before the units ship, not after delivery.
Deploy4 tasks
Ended 11 Jun, signed off by Anna Byrne
- Swap the video bar in Kestrel2.01 Kestrel · Tom Ashby
- Swap the video bar in Heron2.02 Heron · Tom Ashby
- Swap the video bar in Curlew2.03 Curlew · Tom AshbyFix: Retire the old unit in the asset register on the day of the swap, not at handover.
- Commission all three roomsAnna Byrne
Hand over1 task
Ended 3 Jul, signed off by Sofia Reyes
- Hand over to the service deskRuth Kelly
Closed2 tasks
Ended 10 Jul, signed off by Tomás Varga
Budget line and purchase requestPlan5 Mar
Swap sheet for Kestrel, Heron and CurlewDesign19 Mar
Order units, mounts and a spareProcure27 Mar
Reserve addresses for the new unitsProcure29 Apr
Swap the video bar in KestrelDeploy · 2.01 Kestrel27 May
Swap the video bar in HeronDeploy · 2.02 Heron27 May
Swap the video bar in CurlewDeploy · 2.03 Curlew28 May
Commission all three roomsDeploy11 Jun
Hand over to the service deskHand over3 Jul
Pull the units past their years in serviceClosed3 Mar
Feed what was learned back into the playbookClosed10 Jul
Archived tasks 0
Assign to
Risks (might happen), issues (have happened), decisions and dependencies, in one place. Open first.
RiskUnits arrive after the batch windowHappened, five days late; the batch moved by a week and still closed on time.RKRuth Kellyclosed 29 AprClosed
DecisionLike-for-like swap, no change to wiring or space typesKeeps the rooms on the standard space type and the swap inside the AV refresh playbook.SRSofia Reyesdecided 19 MarDecided
DependencyLonger HDMI run for Curlew from facilitiesMeasured before the order, so it was on site before install.2.03 CurlewABAnna Byrnemet 10 AprMet
IssueAddress reservations asked for after deliveryTwo days lost waiting on the network queue. Now a playbook step, and a lesson below.T-0905 Reserve addresses for the new unitsMBMarco Bianchiresolved 29 AprResolved
A change to what the project delivers. Anyone on the project can propose one; the approver decides, and the log keeps who and when.