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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.
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Project PRJ-12AV refreshNew York officeSimulated
New York office video bar refresh
Deploy gate due 20 Nov · 1 task waiting on somethingchecked just now
ScheduleSlipped, now on planProcure ended 4 days late. Deploy is due 20 Nov.
CostUS$12,700 in handUS$41,100 spent or ordered of US$68,000 approved, US$14,200 still estimated.
Scope1 change request waitingAdd the four X52s due next quarter as a second batch: Tomás Varga decides.
Next gateDeploy gatedue 20 NovAV and IT delivery engineer signs it off. Every space in the batch installed. Every space passes, or its snags are accepted.
Timeline
24 Aug to 18 Dec, following the AV refresh playbook, version 1.4Today
PlannedActualPast the planGate, filled when signed off
Plan: what happened
Ended 2 Sept2 days early
Scope agreed: three X72 rooms first, four X52s to follow next quarter.
Handed onScope and budget lineList of units past their years in service
Gate signed off by Tomás Varga, 2 Sept
Tasks in this phase
Confirm which X72s are dueAnna Byrne · 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 17 Sept1 days early
Like-for-like swap to the current standard; no change to space types or wiring.
Handed onRoom-by-room swap sheetConfirmed standard model
Gate signed off by Sofia Reyes, 17 Sept
Tasks in this phase
None recorded.
The 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 13 Oct4 days late
Units and mounts arrived four days late; addresses reserved before delivery.
Handed onPurchase orderDelivery note with serialsAddress reservations
Gate signed off by Ruth Kelly, 13 Oct
Tasks in this phase
Order replacement units and mountsTomás Varga · DoneReserve addresses for new units on the 20th floorMarco 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 board33 devices in 3 spaces, each through four steps. Tick each device's checklist, or hand it to the agent.0/33Provision0/33Install0/27Configure0/33CommissionOpen Deploy
Deploy: what happened
Open, due 20 Nov
One room under way; Whooper Swan blocked by a board meeting.
- InstallDue 20 Nov
Tasks in this phase
Install the new video bar in CurlewCarlos Mendes · DoingCommission Curlew and run the verificationAnna Byrne · To doSwap the X72 in Whooper SwanCarlos Mendes · Waiting onSwap the X72 in SkylarkElena Vasquez · To doProvision Curlew's new video bar: asset record, DNS, device management and monitoringAnna Byrne · DoingConfigure Curlew's video bar in its setup orderCarlos Mendes · To doProvision the Skylark replacement before it is unboxedAnna Byrne · To doRecord serials and MACs for the Whooper Swan and Skylark unitsElena Vasquez · To doThe 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
Not reached yet. Planned to end 29 Nov (the playbook allows 1 weeks).
Tasks in this phase
Hand over with a snag listRuth Kelly · To doThe 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
Not reached yet. Planned to end 18 Dec (the playbook allows - weeks).
Tasks in this phase
None recorded.
The 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 manager6 of 12 h · Fits the refresh into the year plan and holds the budget
RKRuth KellyProject manager28 of 60 h · Runs the dates, room bookings and the handover
ABAnna ByrneLead engineer30 of 48 h · Confirms what is due, writes the install tasks, signs off commissioning
CMCarlos MendesTechnician18 of 64 h · Swaps Curlew and Whooper Swan and runs the verification
EVElena VasquezTechnician0 of 8 h · Swaps Skylark and records the serials and MACs
MBMarco BianchiNetwork engineer6 of 8 h · Reserves addresses and checks switch ports
SRSofia ReyesService owner (sign-off)3 of 6 h · Confirms the replacement model is the current standard
Budget
US$68,000approved
- Spent
- US$31,300
- Ordered, not yet paid
- US$9,800
- Still an estimate
- US$14,200
- Left if all goes to plan
- US$12,700
To do6
Doing2
Waiting on1
Confirm which X72s are duePlan2 Sept
Order replacement units and mountsProcure18 Sept
Provision Curlew's new video bar: asset record, DNS, device management and monitoringDeploy · 20.05 CurlewDue 21 Oct
Install the new video bar in CurlewDeploy · 20.05 CurlewDue 23 Oct
Configure Curlew's video bar in its setup orderDeploy · 20.05 CurlewDue 26 Oct
Commission Curlew and run the verificationDeploy · 20.05 CurlewDue 27 Oct
Record serials and MACs for the Whooper Swan and Skylark unitsDeployDue 29 Oct
Provision the Skylark replacement before it is unboxedDeploy · 21.05 SkylarkDue 30 Oct
Swap the X72 in Whooper SwanDeploy · 20.10 Whooper SwanDue 6 Nov
Swap the X72 in SkylarkDeploy · 21.05 SkylarkDue 13 Nov
Hand over with a snag listHand overDue 18 Dec
Archived tasks 0
Assign to
Risks (might happen), issues (have happened), decisions and dependencies, in one place. Open first: 3 open.
IssueCurlew's old unit is still on the wall beside the new oneBoth units are powered until the new one passes commissioning; the old one must be retired the same day it comes down.T-1204 Install the new video bar in Curlew20.05 CurlewCMCarlos Mendesby 27 OctOpen
RiskBoard meetings take Whooper Swan out of the install windowsThe room is booked until 14 October. If the next window slips too, Skylark goes first.T-1206 Swap the X72 in Whooper Swan20.10 Whooper SwanRKRuth Kellyby 4 NovWatching
DependencyWhooper Swan display fault fixed before the swapThe open incident on the display needs closing first, or the new bar is commissioned against a faulty screen.INC0041121 Left screen in Whooper Swan switches to the wrong input during calls20.10 Whooper SwanCMCarlos Mendesby 4 NovWaiting
DecisionKeep every position and hostnameA like-for-like swap keeps the rooms inside the AV refresh playbook and off the custom design path.SRSofia Reyesdecided 17 SeptDecided
DependencyAddress reservations from the network teamAsked for by MAC before the units shipped; a lesson from the London office.T-1203 Reserve addresses for new units on the 20th floorMBMarco Bianchimet 9 OctMet
A change to what the project delivers. Anyone on the project can propose one; the approver decides, and the log keeps who and when. 1 request waiting.
Agents only propose; a person accepts a proposal as a task before anything changes. What the agents do