Here are some notes I’ve gathered to help Sales Engineers. Of course, I approach these requirements from a programmer’s perspective, but others will benefit from these steps as well.
There are three phases I’m going to discuss:
- Design
- Installation
- Service
Design
This is the planning phase of the project. Nothing has been given to the customer yet. They may have a rough idea of cost, but haven’t been given any specifics. Extra time spent here will save hundreds of dollars in the Installation and Service phases to follow.
Documentation
Critical pieces of documentation need to be available before any programming commences:
- Scope of Work
- Bill of Materials
- AV Flow / Single-Line Drawings
Scope of Work
There needs to be a document that describes the work being performed. The customer should have signed off on this document. The Scope of Work (SOW) spells out exactly what the customer should expect to receive. If certain functionality is crucial to them using the system, it should be spelled out here. This is the most important document to the programmer.
Bill of Materials
There needs to be an accurate listing of which equipment was ordered. The capabilities spelled out in the SOW need to be reflected in the Bill of Materials (BOM). I use the BOM to figure out which equipment I’m programming for, so if it isn’t correct, the programming will be wrong. This is the 2nd most important document to the programmer.
AV Flows / Single-Line Diagram
There should be a set of drawings that clearly show signal paths and interconnects between equipment. As a programmer, I’m going to use this to figure out which inputs/outputs are being switched and also how devices will be controlled. The installers will also wire the rack based on a Computer-Aided Design (CAD) drawing so it should be accurate. As a programmer, I also check this drawing again the BOM and SOW to make sure everything agrees. This is the 3rd most important document to the programmer.
A project can only be successful when all three of these documents are available.
Software and Licensing
As more devices become virtualized, software and licensing have become more prevalent. Typically the hardware used is very capable, but access to those features must be unlocked in software.
Optional Features
If optional features are required for the design to function (such as Dante audio, scripting abilities, etc.) make sure those licenses are listed on the BOM.
Correct Product
If licenses are ordered against a specific product, make sure the correct licence was listed. Some devices won’t allow a license for another product (even within the same product line) to be applied.
A Second Set of Eyes
We’re all human, we all make mistakes. Have someone else check your work. It only takes 5 minutes and might save headaches further down the line.
Installation
These notes relate to implementation and installation of the proposed design.
Drawings
Here is the expected drawing set:
- Reflected Ceiling Plan
- Wall Elevation
- Rack Elevation
Let me explain my requirements for each one.
Reflected Ceiling Plan
If anything is being located in the ceiling (such as speakers, microphones, sensors, etc.), it should be indicated on a drawing. Not only does this get approval from the client where things will be located, it’s also valuable to other trades who need to coordinate where to put things in the ceiling. An airduct and ceiling speaker likely can’t occupy the same space.
Wall Elevation
There are architectural and furniture requirements of the space, and our placement of equipment (such as displays or cameras) should be designed around that. Locations should be well-known so that technicians can cut holes and mount brackets correctly.
Rack Elevation
Only so much equipment can fit inside of a rack. If it can’t be drawn so that it fits, it won’t fit in the real world either. Drawings should show equipment that will be mounted to shelves, as well. Nothing should be left “floating” in the rack if at all possible (make sure to purchase rack-mount kits for devices that don’t come with rack-mount ears).
Service
Consideration should be made for day-two service and support.
Equipment Placement
Ideally, most equipment will be accessible from the rack, but if devices must live behind the display, they should be serviceable in a PAC box. This means the PAC box must be correctly-sized and not overfilled with equipment. And if using a PAC box, the display should be on a pull-out or articulating mount.