AV Project Request Protocol

Overview

This article presents the protocol for requesting an audio-video (AV) project.  For the purposes of this document, an AV project is the proposed purchase of any new or replacement AV hardware for an academic or administrative space.  The project also includes any required Installation services associated with the hardware.

Steps:
1. A GCC staff or faculty individual contributor and/or leader identifies a need for a new or replacement AV hardware.  This may be one or AV components and/or system.

2. Complete an AV Project Request in TeamDynamix (Help ticket system), including as much information about the AV problem and the desired outcome.  If applicable, include the proposed hardware items- manufacturer, model.

3. MATS reviews the submitted TDX ticket:

  • If the project entails replacing a broken AV component, MATS Director consults the CIO (who may consult the Provost and COO/CFO) as to whether or not the item may be replaced using Maintenance Contracts operational budget funds. 
    • If yes:
      • MATS Director consults with CIO regarding the project sponsor and customer. 
      • Director prepares a TDX MATS Project AV Request
      • Director prepares and submits a Project Charter to the CIO
      • Director follows Purchasing Procedures to acquire this item
      • If any work needs to be completed by Facilities (e.g., installation, new electric service), Director submits a Facilities Work Request for a Project Estimate meeting.  No actual work should be requested.  Submit this request to the CIO for review, approval, and forwarding to Facilities.
      • If any work needs to be completed by one or more ITS companion departments (e.g., likely S&I, T&N, US), Director completes a TDX help request ticket.
      • Director ensures project charter and all other related documents to the TDX Project AV Request ticket.
    • If no, the item is not approved for replacement under Maintenance Contracts, then Director seeks guidance from CIO as to whether another funding source will be used or if the replacement should be presented as a proposed MATS capital purchase request for the next budget year.
      •  

4. If the project entails a new or upgraded AV solution is:

  • In an Academic Affairs room or space: The project originates within the Academic Affairs channel.  
    • Approved capital project for current fiscal year: The MATS Director consults with the CIO as well as the primary project stakeholders to gather project requirements, then prepares and submits a charter.  With a signed charter, the Director proceeds through the remaining steps of the project process.
    • Proposed capital project for future fiscal year: In most cases, a project will be identified and prioritized by the Provost and added to the MATS capital projects request for the following fiscal year.  If an approved special circumstance project (e.g., grant, directive from senior leadership), arises during a fiscal year, then Director will gather project requirements and prepare a charter to officially pursue the project. 
    • The Director and CIO remain in contact throughout all projects.  The CIO also will update senior leadership of project status throughout.
  • In an Administrative/Operations room or space: The project typically originates from the divisional vice president in whose area the room or space exists and/or the Chief Operations Officer.
    • Approved capital project for current fiscal year: The MATS Director consults with the CIO as well as the primary project stakeholders to gather project requirements, then prepares and submits a charter.  With a signed charter, the Director proceeds through the remaining steps of the project process.
    • Proposed capital project for future fiscal year: In most cases, a project will be identified and prioritized by the Provost and added to the MATS capital projects request for the following fiscal year.  If an approved special circumstance project (e.g., grant, directive from senior leadership), arises during a fiscal year, then Director will gather project requirements and prepare a charter to officially pursue the project. 
    • The Director and CIO remain in contact throughout all projects. The CIO also will update senior leadership of project status throughout.
  • In an Information Technology Services (ITS) room or space:  The project originates within the ITS channel.
    • Approved capital project for current fiscal year: The MATS Director consults with the CIO as well as the primary project stakeholders to gather project requirements, then prepares and submits a charter.  With a signed charter, the Director proceeds through the remaining steps of the project process.
    • Proposed capital project for future fiscal year: In most cases, a project will be identified and prioritized by the Provost and added to the MATS capital projects request for the following fiscal year.  If an approved special circumstance project (e.g., grant, directive from senior leadership), arises during a fiscal year, then Director will gather project requirements and prepare a charter to officially pursue the project. 
    • The Director and CIO remain in contact throughout all projects.  Depending on the nature of the project, the CIO may update senior leadership of project status throughout.

5. Any purchasing of products and/or services related to a project will follow GCC, ITS, and MATS procurement policies and procedures.

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