MATC

Created: 10/2/2007 Revised: 10/2/2007 Created by: Matt Montagne
 * Multimedia A/V Presentation Systems Implementation Plan**

A department has requested 6 new fixed classroom A/V systems. This plan onlines the plan and course of action for properly sizing, installing, supporting and training end users on these systems.
 * Task #1 and Overview**:

The first step in this process would be a thourough needs analysis with all potential end users. Previous to the needs analysis, end users would have the opportunity to define their resource needs in a collaborative workspace (like the wiki document you are reading now). This gives all users an adequate amount of time to thoughtfully reflect upon their needs prior to the needs analysis meeting. End users would be encouraged to not only think about previous uses of A/V presentation technology, but to also consider future uses and implications. If necessary, site visits to other higher education environments to investigate creative and innovative uses of multimedia technology would be planned. Once end users developed a collaborative document relating to their needs, we would gather and share our ideas and thoughts in a needs analysis meeting. Again, during this meeting we would work as a team to consider past, present and future A/V uses and needs. After the needs anaylsis meeting we would synthesize and further refine our collaborative document so all parties have a clear vision on the key elements of the new multimedia systems.
 * Step #1: Needs analysis**

After the needs analysis process has been completed, a meeting with plant servives and IT to identify and discuss any special infrastructure and installation challenges would be initiated. It is extremely important that both plant services and IT are highly involved in this process, as both departments often times have outstanding solutions to potentially challenging installations. After the plant/IT planning meeting, notes would be circulated for review and approval to maker certain that all parties are on the same page.
 * Step #2: Plant and IT meeting**

Due to my previous experience, I have a good understanding of general figures for specifying systems like the ones requested. I may also use some of our vendor contacts to gather some preliminary, ballpark figures for this system purchase and installation. These ballpark figures would be used in a preliminary budgetary planning session with the organization's budget maker. I would also make certain during this planning session that the organization is prepared to turn this equipment over and replace it at the end of its lifecycle (all A/V systems should be on a sensible, cost effective replacment cycle in order to decrease total cost of ownership).
 * Step #3: Budget planning**

This step is fairly cut and dry, but I would offer a few twists in the RFP, especially given my strong commitment to issues of organizational environmental sustainability. In the RFP, I believe it would be key to specify the importance of using equipment that is ROHS (reduction of hazardous substances) certified as much as possible. Additionally, we would request that durable, long lasting, and easy to support equipment be specified in the proposals.
 * Step #4: Develop the Request for Proposal**


 * A Few Key Highlights of the RFP:**
 * ROHS certified equipment
 * Networked/communicating A/V equipment that may be managed from a web based console...
 * Long lasting and easy to maintain system components
 * Simple, easy to operate user interface
 * Suitable initial support terms/warranty
 * Future ready equipment capable of supporting upcoming resolutions and HD peripherals
 * Initial training sessions...integrator should be prepared to offer training on the system

After RFPs have been submitted, we would work as a team to evaluate and select the proposal that best meets the organization's requirements and needs. Once an integrator has been procured, we would work with plant services to coordinate installation of the system. Finally, a basic overview and training session for faculty would be planned.
 * Step: #5: Submit and review RFPs**

Write a plan on how to centralize and standardize the purchase of A/V multimedia hardware. For years, A/V systems have been put into organizations with little to no consideration for how to support the systems during their life span and how to replace them once their useful lifecycle has expired. In the end, they often times become a major burden on the individuals who manage the systems. Additionally, the end users are often times the ones left to deal with the frustration of operating an ageing system. Creative policies and systems have been put in place over time to help IT departments better deploy, manage, and replace computer systems. IT departments typically don't purchase from several different PC manufacturers; they go with a small number in order to standardize the systems in an effort to decrease TCO on the systems. Why shouldn't the same mechanisms be put in place to help manage multimedia A/V systems?
 * Task #2 and Overview**

I envision doing the following in creating a sensible management system for an organization's A/V system:

1. Standardize on systems as much as possible, but have the flexibility to adapt to the needs of specialty faculty/departments. Standardizing has worked in the IT world, and clearly has worked well in the real of A/V services.

2. Install communicating A/V systems-this would allow the organization's wired or wireless infrastructure to be leveraged to better manage these systems (preferrable from a web based console).

3. Communicate this policy to end users in the form of web accessible communications (an A/V department resource page on the portal, wiki or blog would work extremely well). Also, informal conversations are a great way to make everyone aware of the process and policy-the impact of these small, personal conversations can't be beat.

4. Develop a planned replacement schedule for A/V systems, similar to the ones that we have with IT resources. Projectors and A/V equipment can last for quite some time, but there is clearly a point and time where the cost of maintaining this equipment exceeds the cost of new systems. It is critical that an A/V replacement cycle be developed, monitored and followed if we expect our faculty members to make use of this equipment in creative and engaging ways with students.

5. Vendor relationships are key. Establishing good partners will help us bring in systems that best meet the needs of the organization.

6. Purchase good quality, sustainable and environmentally friendly A/V gear. This does cost a little more on the front end, but at the end of the day it saves money in operating costs and equipment disposal/recycling.