/ Lot 8 Standard Service Offering Polycom HDX7000 Video Conferencing System Draft Implementation Plan RM1045-L8-SSO Pinacl

Transcription

1 The following is a draft implementation plan in respect of Lot 8 Video Conferencing. The plan identifies the activities, resources and dependencies applicable to delivery of this service. The plan stages are described below and are also shown in the form of a draft Gantt chart. Preferred Supplier Nominated If the scenario is subject to a further competition, the prospective client may nominate a preferred supplier prior to awarding the contract. Agree Terms (if different to Call Off) Client-specific requirements will be discussed and agreed if they are different to those in the Call Off agreement. Examples of client specific requirements include testing procedures and security documentation. Contract Award Client awards contract Handover to Operations Once the contract has been awarded, there will be an internal handover from Sales to Operations. A project team will be appointed, comprising a Project Manager, Video Consultant and Video Engineer. The Project Manager will be the single point of contact for the client during the Implementation Phase and will have overall responsibility for delivery of the solution. The Video Consultant will produce a Low Level Design document (see below) and will be available for technical queries and escalations during the Implementation Phase. The Video Engineer(s) will be responsible for the configuration, installation and test of the audio visual equipment forming the Video Conferencing Service. Low Level Design A Low Level Design document (LLD) will be produced containing detailed configuration information for the Video Conferencing endpoint. The Low Level Design is a mutual agreement of how the Video Conferencing system will be configured and implemented and is signed by both parties. The content of the Low Level Design will include; IP Network configuration H.323 configuration QoS configuration Firewall and Routing Video Conferencing system general set-up Room Layout Hardware and software versions The above process will require discussion with an appropriate member of the client team to ensure that any integration and/or migration issues are taken into account. ccsframework@

2 The LLD will be updated as and when necessary during the Implementation Phase to ensure that it accurately reflects the as-installed system. At the end of the Implementation Phase, the LLD will form part of the handover documentation to the client and the Operate Phase will commence. Testing If the client has requested formalised testing as defined in clause 9 of Attachment 5, a Test Strategy in accordance with Call Off Schedule 4, paragraph 5 will be issued to the client. This will cover issues such as how testing will be conducted, how results will be recorded and what would happen in the event of a test failure. We would expect the client to make their testing requirements known at the quotation/tender phase so that we can include the necessary resource and develop the Test Success Criteria accordingly. If the client does not specify formal testing, our standard test methodology will apply. This will comprise some or all of the following (depending on design) and will be conducted on a sample basis. Physical connectivity test Call connectivity testing, such as inter network communication, connectivity to Internet Testing of audio and video performance, at lowest possible call speed up to the maximum Testing of video network reliability at the maximum system speed both dialled and received Equipment control Testing of security features such as access control, management access A test will be deemed successful if it meets the relevant industry standard, manufacturer s performance criteria or other accepted industry measure. Pre-stage and configure The Video Conferencing and audio visual equipment will be unpacked and inspected for signs of damage during transit. Following inspection, they will be powered-up to ensure basic start-up. Upon successful completion of the start-up test, equipment will be assembled and pre-configured in our staging facility in accordance with information provided in the Low Level Design. The solution is deemed to operate correctly if it meets the requirements of the Low Level Design and any specific operating criteria that were agreed with the client in the Design Phase. Equipment which suffers hardware failure or defect during the pre-staging process will be returned to the manufacturer under warranty and a replacement obtained. ccsframework@

3 Requirement of the Client Prior to installation of Video Conferencing equipment at the client s site, the client must confirm the readiness of the room, location including but not limited to the following; The provision of AC Mains power within two metres of the desired placement of the Video Conferencing system. IP network point within two metres of the Video Conferencing system desired location Access during normal working hours to the building/room where the Video Conferencing system is to be located. The customer must provide a safe working environment and access to documents such as the asbestos register will be required before commencement of installation. Installation and Test Equipment will be re-inspected following delivery to the client and will then be installed according to room layouts contained in the Low Level Design. The equipment will be powered on to ensure it completes self-test before being connected to the clients IP network. An equivalent set of tests to those performed at the pre-staging phase will be repeated to confirm that the solution is operating in accordance with the design specification and any performance criteria agreed with the client (collectively known as the Test Success Criteria). A failure at this stage would be given a severity level and would trigger a sequence of troubleshooting steps to isolate the cause of the failure. If the cause is identified as a client-side issue, we will report our findings and await resolution. If the cause is related to the clients IP network configuration, we will submit a resolution plan for approval. Depending on the severity of the failure and time to resolve, a modification to the implementation program may be required. When we are comfortable that the Video Conferencing system is performing as expected, we will invite the client to formally witness the tests. As per the Call Off Terms, we will notify the client in advance of the testing phase so that a witness can be made available to oversee the formal testing process. The results of testing will be recorded in a test report which will be submitted to the client for approval. Subject to the client approving the test report, we would expect to receive written acknowledgement that the testing has been executed to the client s satisfaction. As the scenario has a relatively short installation phase, we would expect the testing to take place when all the audio visual and video Conferencing equipment is in place. For larger projects, we would identify milestones in the implementation plan where testing would take place before moving on to the next stage of the program. Following successful completion of the last testing milestone, the Video Conferencing system will be deemed ready for service. This is sometimes referred to as the handover stage and from this point forward the service is available for use. ccsframework@

4 At the time of handover, or a reasonable time thereafter, we will provide the as-installed documentation pack containing the updated Low Level Design, the test records and the service contract details. The client will provide written acknowledgement (the Satisfaction Certificate) that the Video Conferencing installation and documentation meets the agreed requirements and that payment can be requested. In the case of a large deployment, the Satisfaction Certificate and request for payment will be issued for each test milestone in the implementation plan. User Training / Technical handover Upon successful completion of the installation and test we will deliver a User Training, Technical handover and system demonstration, familiarisation session of the complete working solution to the relevant staff. The training session will be carried out by one of our experienced and fully qualified installation engineers. Printed copies of the user guide will also be made available during the training and handover session. The user guide will have basic instructions on making/receiving calls, hosting meetings, usage guidance etc. Electronic copies in Microsoft Word *.Doc and Adobe Reader *.PDF formats will also be made available. As the scenario has a relatively short installation, we would expect the technical handover session to be carried out at the end of the installation day. Standard and Supplementary Services The Video Conferencing Service includes Pre-Sales consultancy services as standard, enabling the overall service to be specified, defined & quoted. The Core Component(s) will be delivered using a range of chargeable professional services in addition to the inclusive Pre-Sales service. The type & quantity of professional services required shall be identified during the Pre-Sales stage & clearly defined within the proposal/quote. The overall cost for professional services can then be calculated from this information & the unit pricing detailed within the Price Card. ccsframework@

5 Lot 8 Small-Sized Standard Service Meeting Offering Room Video Conferencing System Large-Sized Draft Implementation Meeting Room Video Plan Conferencing System ccsframework@