Briefing Phase
Activities and Milestones
The activities and milestones that comprise the briefing phase for a project containing AV systems are shown in Table 1. Depending on the project size and scope, DTS AV team may undertake the role of the AV Consultant.
| Activities and Milestones | Accountable | Notes |
|---|---|---|
| Conduct client briefing meeting | Architect (Lead Consultant) | DTS–AV Project team invited. Output Required: Initial concept design |
| AV Consultant engaged | Architect | Milestone DTS–AV Project team to advise on recommended AV Consultant |
| Provide University AV standards documentation | DTS–AV Projects | DTS will provide a static copy of the current AV standards which will form the basis for all design review |
| Detailed requirements-gathering meeting(s) | AV Consultant | DTS-AV to be invited to all requirement-gathering meeting(s) as Optional |
| Document AV functional requirements of stakeholders | AV Consultant | Proposed CAD by Architect |
| Develop concept design using AV standards with special case exceptions | AV Consultant in consultation with DTS-AV | DTS–AV briefed and approve design (together with business stakeholders if not standard) |
| Provide preliminary cost estimates | AV Consultant | |
| Deliver concept design brief | AV Consultant | Milestone Approved by Architect. Layout design approved by University |
Table 1: Activities and Milestones in Briefing Phase.
Client Briefing
The DTS – AV Project Manager must be involved during the initial briefing meeting. At this point it may be decided that an approved external AV consultant be engaged due to the complexity of the proposed works, or the need for other additional specialist engagement with relevant experience.
The appointed consultatnt is to be selected in consultation with DTS AV and in many cases will not be a part of the consolidated services consultancy firm - owing to the lack of local skills and knowledge in many consolidated services firms.
Requirement Gathering
A detailed requirements gathering exercise is required to determine the specific requirements and expectations under the project.
This activity typically includes workshops with the sponsor, stakeholders and end users. Further discovery exercises can be undertaken to assess additional contextual requirements e.g., sustainability. A physical survey of existing facilities and equipment would aalso take place during this phase.
Note that in order to properly determine requirements, DTS needs to speak to a range of users with a wide range of requirements. A brief from senior leaders is generally insufficient to properly define the project scope.
Concept Design Brief
A concept design brief document, or return brief, shall be produced, describing the sponsor’s requirements, the purpose and functionality of the AV system and an estimate of probable cost. The document may include diagrams, sketches, and photos to demonstrate the system, space and infrastructure considerations. There must be enough information in the document, in a non-technical format, to allow the sponsor to make an informed decision about the viability of the project.