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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, then move to next step
- If the item is not approved for replacement under Maintenance Contracts:
- 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.
5. If the project is not approved for Maintenance Contract operational budget funding or a capital project for the next fiscal year, consult CIO as to how to resolve or close the matter.