Computer technology has advanced to the point where an incomprehensible amount of processing power exists in a microchip the size of a grain of rice. This has in turn advanced audio and video technologies to the point where we are on the verge of delivering true 3D images and true full-bandwidth audio – with an ever-diminishing level of distortion – on devices that be carried in one hand, using delivery systems developed in the IT world.
The merging of the computing and audio visual worlds creates a synergy that magnifies the potential of each. It also creates new opportunities for everyone involved. To maximise the benefits of this convergence, knowledge must be shared between the worlds of pro audio, AV, broadcast, IT and other technologically related fields. Collaboration requires a common language. It also requires that professionals in each of these fields acknowledge the special expertise that they bring to the table, and abandon the attitude that one field is bound to “prevail’ over another.
AV technologies can enhance a myriad of business and communications objectives. For the user and the technology manager, all of these technologies converge in the areas of decision-making, budgeting and practices.
This guide is intended to:
1. Demystify technology behind AV
2. Provide building blocks to achieving AV best practices
3. Help users communicate with professional AV systems suppliers
The design and implementation team
AV systems have long ago advanced beyond the portable systems that were simply rolled into the room on a cart when needed, and returned after use. Installed AV systems have become an integral part of a building’s infrastructure, like HVAC, lighting, and furnishings. Because of this, users rely on AV consultants, systems integrators and professionals from other disciplines involved in the AV system design and installation process if a successful outcome is to be anticipated. These include architects, engineers, general contractors, subcontractors, facility managers, and other specialty consultants. In this section we will describe the functions various professionals serve in the design and implementation of an AV system.
Architects
When a system is critical to overall business operations and being designed into a new structure, an architect and other specialists may be involved in system design. The architect is ultimately responsible for helping users translate their vision into a physical reality. That “big picture’ is too often lost on the AV/IT integrator, whose focus is on the relative minutia (e.g., projectors, loudspeakers and floor-box locations, etc).
A successful outcome requires that all parties pay attention to these areas:
Communication
Make sure you have established open lines of communication with the architect, and that they understand your goals for the systems. Learn about their methodology for delivery of information (in documents and drawings). Set a schedule for regular communication with the architect and the client.
Consultation
While standardised systems are appropriate in many cases, each project has its unique aspects. The key to working with architects is to listen. Approaching a project with understanding and empathy builds camaraderie. Speaking with perspective and candour shows honesty and integrity. Express your creativity with the language of possibility.
Collaboration
Commit yourself and your team to the success of the project. Successful and creative solutions come from joint exploration of potentials. Exploring alternatives, demonstrating out-of-the-box thinking, and respecting creative ideas that can come from non-technical sources can be equally valuable to the end result and will build stronger relationships.
(Some of the preceding content originally appeared in an article by Craig Park AIA, Systems Contractor News.)
General contractors
One of the general contractor’s (GC) concerns is the successful coordination and installation of all “architecturally integrated equipment’. From the AV standpoint, this includes items such as front and rear projection screens, projectors, monitor and loudspeaker cluster mounts, and motorised window shades. These may be designed and/or provided by the AV designer or integrator, but they are often actually installed by the GC or one of its subcontractors. Since the GC has the overall responsibility for the installation, significant coordination with the AV contractor is required.
In addition, other fundamental issues need to be addressed. The first is whether the AV is subcontracted to the GC. The second involves how the GC controls the installation schedules. Since the GC and their project managers determine who works, at what time in the schedule they’ll work, and priorities for work completion, there is an impact on the AV installation sequencing. Sequencing issues include the timing of cable pulls, and determining which areas will be ready for AV equipment installation. It’s important to keep in constant communication with the building project’s general contractor and communicate all potential concerns about the sequencing of AV equipment installation in the overall construction process.
Interior designer: Responsible for furnishings and the aesthetic appearance of the building’s interior spaces. The location of necessarily visible equipment (like screens, loudspeakers, displays, etc.) is a common topic of interesting dialog with the interior designer.
Mechanical consultant: Primarily responsible for systems such as heating, ventilation, and air conditioning (HVAC), especially as they related to heat producing AV equipment and its location within a building.
Electrical consultant: Designs the high voltage power distribution systems, and as well as conduit and cable tray layouts to support low voltage systems. For AV systems, the electrical consultant may also be involved with transient voltage and surge suppression (TVSS) systems, uninterruptible power sources (UPS), and an isolated ground system for AV gear.
Plumbing consultant: Needs to communicate and work with AV designers in the routing and location of hidden infrastructure such as water pipes and gas lines as they relate to AV and electrical infrastructure.
Structural consultant: Fundamental decisions and knowledge of building load capacities are important since large audio and video systems require significant structural support. The structural consultant provides these perspectives, and may also play a role when building structural members could potentially interfere in issues related to sightlines.
Lighting consultant: Responsible for required lighting and specialised lighting control in spaces where AV systems are used.
Network/data/telecom Consultant: Since AV systems have become integrally tied to IT systems, consultants in these areas play a key role in the overall functionality of the successful AV project.
Acoustical consultant: Analyses the effect of building materials and interior design on the acoustical environment and determines treatments or building plan alterations that best address any potentially negative acoustic conditions.
Security consultant: Responsible for equipment such as cameras, microphones, video recording equipment and displays that may be used in security systems design and share infrastructure such as network access.
Life safety consultant: Life safety issues typically involve audio and/or visual alert systems, which may be tied into operating AV systems.
Managing user expectations
A common problem in any user/service provider relationship is when the user doesn’t believe that they got what they paid for. This probably happens more often when the product or service is technology-based, since so many users have little understanding of exactly what it is that they are paying for.
Every user comes to the table with a set of expectations of what they would like the provider to deliver. The problem happens when communication – the intersection of the message delivered and the message received – is less than perfect. In the attempt to communicate AV needs and expectations, the user is limited by lack of knowledge of what is technically possible. They may also have grandiose expectations of what modern AV systems can deliver.
AV professionals will help to educate your users on the true capabilities of the technologies they offer. Their emphasis needs to be about what can – and cannot – actually be delivered. There must be discussion of what is not possible. It will minimise misunderstandings and potential litigation.
Tips to manage user expectations:
• Understand needs and develop a plan to demonstrate return on investment.
• Present solutions to their communications problems or challenges.
• In the early stages, do more listening more than talking.
• Develop a complete understanding of the user environment in which the AV/IT will operate.
Managing the project
There are three “generic’ roles that are important in any AV/IT integration project.
• The project manager • The designers • The installers
The project manager
The Project Management Institute (www.pmi.org), a professional association that creates standards and practices for project management, has developed a body of knowledge (PMBOK) that formalises the functions of project management. The eleven functions are classified into three groups: General PM processes, Basic PM functions, and integrative PM functions.
The designers
The designer has technical expertise to assess the user’s needs and translates them into documents that convey the design intent to the installers, usually in the form of drawings and specifications. Designers exist in almost all trades. The designer may work with a separate project manager or may serve as the project manager for their organisation.
The installers
Installers are responsible for interpreting the design intent depicted in the documentation created by the designer, and assembling the item or system in the manner described. By law, the installer may need to be certified or licensed, and may or may not be part of a labour union, which may affect how some projects are constructed in certain localities.
The project team
Any AV/IT project necessarily involves the combined efforts of multiple teams who may have different perspectives and interests in the overall project.
(The balance of this section references highlights from InfoComm’s Best Practices book.)
Owner team
This is the entity or entities that are the actual “buyers’ of the AV/IT systems. The owner team may include several groups who participate in the project process:
• End-user • Facility manager
• AV technology manager • Building committee
• Buyer, purchasing agent, or contract representative
Design team
This group designs the building and the systems and may include the following groups or individuals:
• Architect • AV designer
• Interior designer • Mechanical consultant
• Electrical consultant • Plumbing consultant
• Structural consultant • Lighting consultant
• Data/telecom consultant • Acoustical consultant
• Security consultant • Life safety consultant
• Other industry or trade-specific consultants
Installation team
This group provides construction and installation services and may include the following groups or individuals:
• General contractor • AV integrator
• Mechanical contractor • Electrical contractor
• Plumbing contractor • Structural contractor
• Lighting contractor • Data/telecom contractor
• Acoustical contractor • Security contractor
• Life safety contractor • Other trade-specific contractors
Management team
This group provides management services on the project and is usually associated with, or represents, the owner in some way:
• Developer • Constructions manager
• Building management agency • Move consultant
The programme phase
During the programme phase, the architect, AV/IT professionals, and other design team members discover the end-user’s needs by examining the required application(s), the tasks and functions that support the application, and the wishes and desires of the end-user. All of the information gathered in the programme phase is interpreted and presented in a written programme report. Once this document is distributed, reviewed, and approved, it becomes the basis for the design phase.
The design phase
The design phase translates programme information into drawings and specifications. It also includes two interrelated parallel processes, one for infrastructure involving the entire building design team and one involving primarily the AV designer for the electronic systems.
The construction phase
This phase is focused on three key processes: coordination, procurement and installation. Prepared designs are finally translated into physical form and the systems are brought into functionality. The major steps for the AV/IT professional in this phase include:
1. The construction kick-off meeting
2. Preparing the submittals
3. Procuring the AV/IT equipment
4. Preparing the site
5. Pre-assembling and testing the AV system
6. Site installation
7. Finalising the documentation
During the construction phase, project managers need to coordinate the on-site activities of the various contractors to avoid potential conflicts. All trade should be aware of the activities of each of the others at the various stages of construction.
Commissioning and training
No integration project is fully complete until the system has been commissioned and the owners (and sometimes end-users) have been trained on its operation. System commissioning plays a pivotal role in the overall AV/IT integration project. The commissioning agent (usually the AV consultant or system integrator) ensures that the standards have been followed, verifies that all contractual obligations have been met and checks that the system is ready to perform properly in its intended use. All aspects of the system are tested, adjusted and optimised. After the commissioning process is complete, training is the next step to complete the handoff to the owner/end-users.
Project documentation
Projects documentation falls into three major categories:
1. Contract documents
2. Project drawings
3. Project specifications
Contract documents
These documents describe and define the business issues associated with the project. They typically include scope of work, contractor performance requirements, proof of insurance, description of building issues, duration and deadlines for each project element, and exclusions to the contact. Although the building owner creates them, the AV designer may have input regarding some of these documents (e.g. descriptions of the AV systems elements and performance requirements).
Some of the specific documents included in the contract documentation include:
Liability/insurance bonding: AV/IT system integrators carry typical business insurance, including worker’s compensation insurance, comprehensive general or commercial liability insurance, business automobile liability insurance, and employer’s liability insurance. Installers in particular may be required to post performance bonds and payment binds, assuring the owner that performance work will be covered as well as any payments due to subcontractors.
Letter of transmittal: This form is used whenever documents, drawings, samples, or submittals are sent. It clearly indicates the addressee sender, contact information, a list of what is sent (including date or revision number), and any action expected to be taken by the receiving party. This form is used whether the items are sent by mail, courier, overnight carrier, or fax.
Request for interpretation (RFI): As the project progresses, questions inevitably arise about the project. They generally revolve around three basic types of issues:
• Design issue • Site issue • Owner change or request
The structure normally set in place for this process is the request for interpretation (RFI). This process is usually based on a paper or electronic form established for the project and that includes the RFI originator, the RFI receiver and a space to enter the question and the response.
Some RFIs are simply resolved by a clarification from the recipient of the RFI without a change in anyone’s contract. Others may need resolution through a change in the construction contract. In the latter case, other structured communications, such as a change order, may be generated.
Request for change (RFC): A request for change (RFC) is submitted (ultimately to be approved by the owner) if the integrator or consultant wants to change contractual obligations, equipment models or specifications, or system design. When an RFC is generated (or answered) by the integrator, pricing and impact throughout the project must be included.
Issues that can trigger an RFC are:
• Change in intended use of the system
• Discontinued product
• Architectural, mechanical or millwork changes
• Discovery of system or product incompatibilities or function
Any member of the project team can submit the RFC, although on an AV project, the integrator or consultant most commonly creates the document. An approved RFC then becomes a change order.
Change orders (CO): Despite extensive due diligence during the design and bidding processes to ensure an appropriate system design, design and contract changes, requested with a change order (CO), may be needed as the project unfolds. Because of its ability to change the contract scope and pricing, this is arguably the most important form used during the construction phase. A few of the many reasons for AV system COs are:
• Changes or clarifications in anticipated use by end-user personnel
• Architectural, millwork, finish, or other physical changes to the installation site
• Design conflicts, omissions or errors
• Change in product availability or specifications
• Availability of new products or technologies
• Discovery of hidden site conditions
• Budget adjustments
• Schedule changes and delays by others
Punch lists: The punch list is a key element in the project process, because it becomes the final checklist for a complete installation and contract closeout. Depending on the contract language and relationships, the punch list may be created by the AV consultant, the owner’s AV project manager or the AV integrator’s project manager or other internal personnel.
The preliminary punch list may be internal to the integrator under many design-build projects, but is usually required for distribution to various design and owner team members under most other methods. The final punch list generated after the final commissioning test and alignment is usually distributed to the designated project team stakeholders under any method.
During the preliminary checkout, a preliminary punch list that includes all of the discovered system deficiencies, along with the possible resolution of each deficiency and the party responsible for each item, should be developed. This punch list should be distributed to the responsible parties for completion and should include due dates for completion of each item.
Each punch list is unique to the project for which it is generated, but some typical items that may appear on a punch list are:
• Poor AV connector terminations
• Damaged wiring
• Workmanship issues with equipment installation or aesthetic components of the work such as damaged wall finishes, undesirable cable management, and other problems that are visibly objectionable
• Physical installation issues such as projector positioning, loudspeaker locations, and alignment and integration of devices into furniture
• Delays in delivery of AV equipment
• AV equipment failures
• Slow delivery or no delivery of goods by non-AV service providers (e.g. millwork, electrical, and other contractors)
• Slow or no delivery of OFE or communications and network services
While some items are the direct responsibility of the integrator, some are caused by delay in work by other parties. To resolve these issues, the AV integrator must play an active role in seeking timely solutions from the other parties. Proper planning, documentation and communication are crucial.
Project drawings
Architectural drawings are used by contractors to determine how to build all of the structure elements. Small jobs may have only one or two drawings; bigger jobs have entire sets divided into different groups based on the construction process. Architectural drawings provide a technical illustration of all construction details including:
• Site work • Foundation • Structure
• Electrical • Mechanical • Finishes
• Details
AV facilities drawings
AV plans describe how the AV system components are interconnected. These plans provide the equipment placement, interconnection schematics and rack elevation drawings. The drawings used most often by an AV project team are:
• Floor plan • Reflected ceiling • Electrical
• Elevation • Riser
AV systems drawings
Typical components of the AV design drawings package include:
1. Title page and index
2. Typical power, grounding and signal wiring details
3. Floor and reflected ceiling plans showingdevice locations
4. Rack elevations
5. Custom plate and panel details
6. Miscellaneous details and elevations, including:
• Speaking aiming info
• Large scale plans, such as equipment or control room plans
• Architectural elevations showing AV devices, their location, and relationship to other items on the walls
• Custom-enclosure or mounting details for projectors, microphones, loudspeakers, media players, etc
• Furniture integration details
• Any special circumstances or detail that may be required for the installer to properly understand the design intent
Project specifications
Most construction projects in North America use the document format produced by the Construction Specifications Institute called MasterFormat. MasterFormat is a specifications-writing standard for commercial building design and construction projects. It lists titles and section numbers for organising data about construction requirements, products and activities. By standardising such information, MasterFormat facilitates communication among architects, specifiers, contractors and suppliers, which help them to meet building owners’ requirements, timelines and budgets.
(Some content from this chapter originally app eared in the AV Design Reference Manual, published by InfoComm/BICSI.)
