What was done

Replaced the first-generation video bars in Kestrel, Heron and Curlew with the current standard, keeping positions and hostnames.

1. PlanEnded 5 Mar 2026, signed off by Tomás VargaThree rooms in one batch; budget agreed.
2. DesignEnded 19 Mar 2026, signed off by Sofia ReyesLike-for-like swap; Curlew needed a longer HDMI run for the new bar.
3. ProcureEnded 29 Apr 2026, signed off by Ruth KellyUnits five days late; MAC reservations were requested only after delivery, which cost two days.
4. DeployEnded 11 Jun 2026, signed off by Anna ByrneAll three rooms swapped over two evenings. All rooms pass; one snag on Curlew camera framing, fixed on the day.
5. Hand overEnded 3 Jul 2026, signed off by Sofia ReyesOld units redeployed to training rooms.
6. ClosedEnded 10 Jul 2026, signed off by Tomás VargaTwo lessons fed back into the AV refresh playbook.

Charter

The first-generation video bars in Kestrel, Heron and Curlew are past their years in service and out of support. Swap them for the current standard without changing what the rooms do.

Success looks like

• Three rooms on the current standard video bar, each passing verification
• Every position and hostname kept, so booking and monitoring never notice
• Old units redeployed or retired in the asset register the same day

Status at close

• Schedule: Closed on timeFine. Every gate signed off by 10 Jul.
• Cost: £4,900 in handFine. £47,100 spent or ordered of £52,000 approved.
• Scope: Changed once, approvedFine. 3 spaces; add one spare unit to the order was approved by Tomás Varga.

Who

• Tomás VargaProgramme manager8 of 8 hKept it in the year plan and held the budget
• Ruth KellyProject manager46 of 44 hRan dates, room bookings and the handover
• Anna ByrneLead engineer34 of 36 hSwap sheets, commissioning sign-off
• Tom AshbyTechnician42 of 40 hSwapped the units and ran the verification
• Marco BianchiNetwork engineer4 of 4 hAddress reservations
• Sofia ReyesService owner (sign-off)4 of 4 hConfirmed the standard model

Tasks 11 of 11 done

Risks, issues, decisions and dependencies

Changes to scope

• CR-1 Add one spare unit to the order: approved 25 Mar by Tomás Varga, +£8,400. One spare per ten is the playbook rule; three rooms rounds to one spare so a failed unit is swapped the same day.

Lessons learned

• "Measure the HDMI run before ordering: the new bar sits 40 cm lower in Curlew." (T-0903, Anna Byrne; in the playbook since 23 May)
• "Ask for reservations by MAC before the units ship, not after delivery." (T-0905, Marco Bianchi; in the playbook since 23 May)
• "Retire the old unit in the asset register on the day of the swap, not at handover." (T-0908, Tom Ashby; in the playbook since 23 May)

Devices installed or changed

Evidence

• Plan: Scope and budget line
• Design: Swap sheet for three rooms
• Procure: Purchase order
• Procure: Serials on arrival
• Deploy: Install record per room
• Deploy: Verification results
• Deploy: Snag list (closed)
• Hand over: Handover note to the service desk
• Closed: Playbook change 1.2

Deviations and added tasks

• Procure ended 5 days after plan. Units five days late; MAC reservations were requested only after delivery, which cost two days.
• Hand over ended 7 days after plan. Old units redeployed to training rooms.
• T-0903 Swap sheet for Kestrel, Heron and Curlew: the guide did not cover it. Fix captured: Measure the HDMI run before ordering: the new bar sits 40 cm lower in Curlew.
• T-0905 Reserve addresses for the new units: the guide did not cover it. Fix captured: Ask for reservations by MAC before the units ship, not after delivery.
• T-0908 Swap the video bar in Curlew: the guide did not cover it. Fix captured: Retire the old unit in the asset register on the day of the swap, not at handover.
• Ruth Kelly logged 46 h against 44 h planned.
• Tom Ashby logged 42 h against 40 h planned.