Overview

Background

IS and Estates work together on build and refurbishment projects  with all the considerations that entail in regard to the IT infrastructure needed to support staff and students within the building.

Although there is a great deal of experience within IS and Estates, pertinent skills, and various guideline documents, there is no established process with published supporting documentation. The CIO has asked ITI to work with Estates and rest of IS to create an IT Standards documents which would detail the technology required to digitally enable our estate. Such a document would not only define how we should create the IT infrastructure a building requires but also provide the basis for cost efficiencies in terms of design and procurements.  

Scope

1

Write up the process and supporting document / templates / guides. ITI will lead on bringing the existing knowledge, experience, skills and tool together to set out a standard process.

An external contractor has been hired as the Technical Author to write the IT Standards document, and any additional process documents, for this project.

The following technology areas will be captured in this document:

• Network links - liaise with ITI
• Internal Network Provision - wired and wireless - liaise with ITI
• Wi-Fi - liase with ITI
• Mobile Phone Coverage - liaise with ITI
• Telephony - liaise with ITI
• Audio-Visual equipment - liaise with LTW
• Access Controlled Doors- liaise with ITI
• Digital Signage- liaise with LTW
• Standard desktop provision - liaise with ITI
• Printing shared MFDs) - USD
• CCTV -liase with Security

The IT Standards document will contain options for

This project will deliver three documents:

1. The IT Standards document providing guidance, checklists, options for a project team to follow and consider, a comptrehensive docuement that covers different kinds of spaces e.g. lecture theatres, open office, meeting rooms, video-conference rooms, etc.
2. A Cost Model to allow the estimation of costs based on varying parameters - a what-if enabler that informs design decisions, budget and expenditure, and the procurement process in terms of reqiurements and checking supplier estimates
3. An Estates/IS Process document - which captures how we work with estates and across IS on digitally enabling our spaces.   This process document will be used by Estates, IS, and external contractors such as architects and design consultants - and will describe the workflows and sign-off points for IT within Estates projects.

And also aim to deliver

1. A specific Argyle House IT Design document    

2

The IT Standards document will be piloted for Argyle House, being used to create a specific Argyle House IT Design document for the new building. That is, the new IT Standards Document will guide the deployment of technology in Argyle House, and a full and specific IT infrastructure Design for AH will be written up, assisting with the initial phases of the project and working with Estates, architects, consultants and the rest of  the CIS005 project team.

3 A post-design review of the Argyle House Design document, resulting in final updates to the  IT Standards document.  

4 Agree ownership of the IT Standards document  post-project and the process to ensure it is maintained.

These may be de-scoped, but at present are within scope. We will aim to include costing models as part of the IT Infrastructure Standard Document .

We will peer review the document.

We will look to engage a consultant for a review of our architecture planning.

We will carry out a review of the IT Standards document , possibly with the help on an external consultant, to finalise the document.

5

The IT Standards document will take existing documentation and process as-is, and only change as necessary. For example, if there is a gap where existing process is not fully documented, or where change must be made for the sake of integrating the documents into a single one. The project will not undertake an overall review and redesign of existing processes and documents, but will obviously make enhancements where these have already been identified.  

Objectives

We will create a IT Standards document that IS and Estates (in particular, but any division of the university) must follow when planning and executing new builds or refurbishment of a building in regard to the IT needed to support the activities taking place within that building.

We will deliver a first draft of this document to the Argyle House team by 11th December, aiming to receive feedback to have a second draft in place for mid-February..

We will pilot this new document by testing it against the Argyle House refurbishment currently taking place, working with the AH project team including architects and electrical and maintenance teams and the IS and Estates representatives on that team. This will validate the document.

The pilot will lead to final changes to the IT Standards document before handing over to a framework that has been agreed for its continued maintenance.

The pilot will also lead to a specific Design Document for Argyle House

The pilot will also lead to a Costing Model.

Deliverables

Musts

The IT Standards Document covering options for different kinds of buildings

A Cost Model - this is expected to be a spreadsheet allowing a build project  team to generate estimates based on variables parameters (such as number of rooms, desks, access points, switches, etc.) A Process document to guide the interaction with the IT Standards document by a new build or refurbishment project team.

An agreed framework to establish ownership and review and update process keeping the IT Infrastructure Standard Document alive.

Should

The IT Infrastructure Design for the Argyle House refurbishment.  

Benefits

We will have a consistent, tested standard that future teams can use as a basis for major or new builds and refurbishments that will provide

• consistency
• quality
• cost-effectiveness
• flexibility
• valuable input to procurement(s) for the work

Reduction of Risk in design of any new build or refurbishment - feedback from IS and Estates will monitor this expected reduction from previous projects.

Improved likeliehood of more cost-effective procurement and reduced risk of supplier over-charge - this benefit will realise once we use the modeller to negotiate to our advantage.

Savings to the university over time as a framework for continuous improvement - Estates and IS would have to feedback on this over time to evidence the benefit.

Success Criteria  

A IS Infrastructure Design for the Argyle House document - created from the IT Standards document - that proves itself when tested against the Argyle House refurbishment, thereby validating the Standard Document.

An IT Standards document accepted positively by all, and pro-actively owned by whatever group or individual is set up to keep the document alive.

Strategic Alignment  

This project will deliver benefits, change and innovations in alignment with the ISG Strategic Vision and the University's Strategic Vision for 2025 ISG Strategic Vision

University's Strategic Vision for 2025