Glossary of services

Preliminaries

Specialist Consultant

Key Deliverables

Specialist design services for technologies that do not fall within standard cost categories. This may include network design services or outsourced LED design services. The specialist consultant may be an internal resource, or an external contractor.

Collaboration Consultant

Key Deliverables

Specialist design services for collaboration technologies – Microsoft, Pexip, Cisco, Google. Working with the customers project stakeholders and IT team, the collaboration consultant will provide consultation services to understand the needs and capture the requirements for the project. The collaboration consultant will document the design and the success criteria, ensuring that any dependencies or requirements are fully documented for transition into delivery.

Preliminary Services

Project Director/Head of PMO

Key Deliverables

The project director/Head of PMO is responsible for managing the PMO portfolio at a strategic level. The project director/Head of PMO will act as a point of escalation for our PMO team ensuring that projects are delivered on time and budget. The project director will be involved with the development of the PMO team and associated processes ensuring continued improvement of the Kinly UK PMO.

EF – I would suggest removing reference to Head of PMO here. Project Director is a project role that can be facilitated by the Head of PMO, PMO Manager or even in some cases a Senior PM. I would also describe the deliverables in terms of input to a specific project rather than management of the PMO function.

Typical Engagement

Internal

Project progress meetings: As required

External

Project progress meetings: 1 per month

Project Manager

Key Deliverables

Working within the Kinly UK PMO Team, the project manager oversees all commercial facets of Audio Visual projects and acts as the client’s primary contact with the company, ensuring that all contractual commitments are met. Our project managers are responsible for managing the project’s budget and schedule requirements both externally, with the client, and internally, with the Project teams. Duties include the overseeing and management of an array of both internal disciplines (project engineering, rack build, installation, programming and commissioning) and external disciplines (Trade Coordination with other contractors, Architects, Client Project Management) across all stages of each project to ensure delivery is met on time and on budget. In addition, our Project managers compile regular progress and financial reports to project stakeholders, both internally and externally.

Typical Engagement

Internal

Project Handover: 1
Procurement: As required
Logistics: As required
Resource management: As required
Commercial management: As required
Documentation: As required
Project progress meetings: As required

External

Project progress meetings: 1 per week
Trade Coordination meetings: 3 per week
Project progress report: 1 per week
Project closure & handover meeting: 1
Site visit:

Project Manager UC

Key Deliverables

The UC Project Managers plan, execute, and finalize Collaboration and Unified Communications Services projects. Duties include project planning and execution in coordination with the customer, acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to deliver UC projects on time and on budget. Key services delivered within this portfolio are Kinly Cloud, Pexip, Microsoft & Cisco.

Typical Engagement

Internal

Project Handover: 1
Procurement: As required
Logistics: As required
Resource management: As required
Commercial management: As required
Documentation: As required
Project progress meetings: As required

External

Project progress meetings: 1 per week
Trade Coordination meetings: 3 per week
Project progress report: 1 per week
Project closure & handover meeting: 1
Site visit:

Project Coordinator

Key Deliverables

The Project Coordinators are responsible for a portfolio of fast-paced turnaround project deliverables. The duties of the Project Coordinator aren’t too dissimilar to our Project Managers however, Projects of this nature are often low revenue with aggressive lead-times. In other aspects, our Project Coordinators can provide administrative efforts assisting our project managers on major projects with organizing and controlling project activities through communicating risks, opportunities and high-level project reporting. They fulfil their obligations by coordinating meetings, resources and equipment procurement.

Typical Engagement

Internal

Project Handover: 1
Procurement: As required
Logistics: As required
Resource management: As required
Commercial management: As required
Documentation: As required
Project progress meetings: As required

External

Project progress meetings: 1 per week
Trade Coordination meetings: 3 per week
Project progress report: 1 per week
Project closure & handover meeting: 1
Site visit:

Health and Safety Manager

Key Deliverables

Promote or develop a positive health and safety culture, to reduce Safety, Health and Environment (SHE) risks in the workplace through:

  • Devising or implementing appropriate risk control or reduction measures
  • Developing or applying safe systems of work
  • Developing or implementing active monitoring systems, including capture of appropriate data and analysis
  • Developing, implementing or using reactive monitoring (loss event) systems
  • Developing or implementing emergency response systems and contingency plans and procedures
  • Analysing loss events using effective methods of investigation
  • Developing, implementing or using audit systems and formulating reports

Typical Engagement

Internal

Project Handover: 1
Health & safety review: As required
Documentation: As required
Project progress meetings: As required

External

Site visit: 1 per month

Project Architect

Our most senior engineering role, the project architect assumes the role of technical owner for projects and oversees the successful low-level design and coordination of major or complex projects, often consultant led.

Typical design output from a project architect would include: Schematics, rack layouts, custom metalwork design, consumables schedules, IP schedules, commissioning check-lists

The project architect would coordinate and oversee the production of the following from our drafting team: General arrangements, RCP’s, containment routes, M&E markups, elevations, detail drawings

In addition, the project architect oversees the development and training of junior engineering roles within the team, providing peer reviews and guidance before construction version documentation is issued.

Typical Engagement

Internal

Project Handover: 1
Procurement: As required
Documentation: As required
Project progress meetings: As required

External

Project progress meetings: 1 per week
Trade Coordination meetings: 3 per week
Project closure & handover meeting: 1
Site visit: 1 per week

Project Engineer

Key Deliverables

The project engineer assumes the role of technical owner for projects and oversees the successful low-level design and coordination of projects, often design and build.

Typical design output from a project engineer would include: Schematics, rack layouts, custom metalwork design, consumables schedules, IP schedules, commissioning check-lists.

The Project engineer will coordinate and oversee the production of the following from our drafting team: General arrangements, RCP’s, containment routes, M&E markups, elevations, detail drawings.

Typical Engagement

Internal

Project Handover: 1
Procurement: As required
Documentation: As required
Project progress meetings: As required

External

Project progress meetings: 1 per week
Trade Coordination meetings: 3 per week
Project closure & handover meeting: 1
Site visit: 1 per week

CAD Engineer

Key Deliverables

Working in line with project programme requirements, and at the request of the project engineer, the CAD engineer will produce the following document for construction: General arrangements, RCP’s, containment routes, M&E markups, elevations, detail drawings.

Typical Engagement

Internal

Project Handover: 1
Documentation: As required
Project progress meetings: As required

External

Trade Coordination meetings: 2 per week
Site visit: 1 per month

BIM Engineer

Key Deliverables

Working on projects that require BIM (Building Integration Management), our BIM engineer will first confirm their role and deliverables within the project BIM Execution Plan. The BIM engineer will then work alongside Kinly’s internal project team, the project BIM team and other associated trades, contributing to the production of a fully coordinated 3D BIM model. The requirements of the BIM Execution Plan will dictate the exact information our BIM engineer contributes, which may include items such as: 3D models, containment routes, clash detection, CoBie data.

Typical Engagement

Internal

Project Handover: 1
Documentation: As required
Project progress meetings: As required

External

BIM Coordination meetings: 2 per week
CoBie Data: TBC
Site visit: 1 per month

Designer – 3D Drawings and Visuals

Key Deliverables

Using specialist software, our 3D drawings and visuals designer produces conceptual renders and graphic output to help our customers visualise how technology solutions will look when integrated into their environment. This work can be customised for a specific project or room, or can be a generic visualisation of a room type for inclusion in a catalogue of standard solutions.

Document Management

Key Deliverables

Our document controller is responsible for the timely, accurate and efficient preparation and management of drawings, works packages, software files and documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by our internal and external technical teams and projects team for the full duration of the project lifecycle.

Their duty includes but is not limited to the following

  • Set up, copy, scan and store documents
  • Manage requests for documentation through submittals and transmittals
  • File documents in physical and digital records on our cloud-based platform
  • Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date
  • To liaise with and distribute project related information with all levels of the project team and external parties
  • Maintain confidentiality around sensitive documentation
  • Support the O&M team with producing the manual at the end of the project

Typical Engagement

Internal

Project Handover: 1
Procurement: As required
Documentation: As required
Project progress meetings: As required

External

Project progress meetings: 1 per week
Trade Coordination meetings: 3 per week
Project closure & handover meeting: 1
Site visit: 1 per week

Offsite Services

Offsite Rack Build

Key Deliverables

Unless otherwise arranged, all audio-visual equipment racks are configured in our dedicated rack build facility. Our rack build engineers will build the equipment rack frames and populate with equipment as specified by the project. Ventilation will be specified and installed as required. Power cabling will be installed, and routed vertically on one side of the equipment rack. Signal and data cabling will be installed, and routed vertically on the opposite side of the rack to the power cable. All cabling will be managed using cable restraints, vertical tray and hoizontal lacing bars. All cables will be labelled with service loops in accordance with Avixa standards. Connections to site cabling will be made via rear connection panels, or terminated cable tails, depending on the requirements of the specific project. Prior to handover to configuration, all devices will be subject to power and basic signal testing. Each stage of our rack build process is governed by documented inspections, prior to moving on to the next stage.

Typical Engagement

As specified.

Offsite Configuration

Key Deliverables

Following the handover of a completed equipment rack, our offsite configuration engineers will configure each component in accordance with the requirements of the project. This will include firmware updates, IP configuration, development and upload of specific configuration files, settings, presets and any other configurations required to provide a fully working system. The equipment racks will then be fully tested to ensure all components are fully configured and working as specified before being shipped to site for final, environment specific tuning.

Typical Engagement

As specified.

Provisioning

Key Deliverables

Our provisioning team configure all non-rack mounted equipment prior to sending to site. This will include firmware updates, IP configuration, development and upload of specific configuration files, settings, presets and any other configurations required to fully integrate the devices into the system. The devices will be tested before being shipped to site for integration into the project, and environment specific tuning.

Typical Engagement

As specified.

Site Services

Site Survey

Key Deliverables

Before attending site to implement a technology solution, we always recommend a site survey is completed. During the site survey, our engineer will check a number of key items including: Suitability of the proposed solution, delivery facilities and mobilisation routes, access requirements, physical construction of load bearing locations, cable routes, power and data provisions, furniture arrangements, existing equipment and any other relevant elements that may support or impact successful delivery of the project.

Key Deliverables

As specified.

Integration Assessment

Key Deliverables

Where we are integrating new equipment with an existing solution, an integration assessment is necessary. An integration assessment includes all of the checks completed during a standard site survey, but with the addition of validating the functionality and feasibility of integrating with the existing equipment. Additional checks over and above a standard site survey include: functional testing of existing equipment, validation of existing design information, recording of firmware or software versions, identification of any significant risks when integrating new and existing equipment.

Typical Engagement

As specified.

Collaboration Engineer

Key Deliverables

Specialist hands-on engineering services for collaboration technologies. The collaboration engineer works with customer IT teams to deploy and manage the infrastructure required to support our core collaboration platforms – Microsoft, Pexip, Cisco, Google. The collaboration engineer will remain engaged with the project until handover into service, and will provide ongoing escalation support to the service team for infrastructure incidents.

Typical Engagement

As specified.

Site Management

Key Deliverables

Our Site Manager is responsible for ensuring that this project is successfully coordinated within the site environment, completed on time and within budget. They will oversee operations on a day-to-day basis and ensure that work is done safely and to the right quality standards and best practices.

The site manager will closely monitor progress, resourcing levels, attend coordination meetings, oversee deliveries, security and protection of equipment, carry out safety checks and manage any challenges which could hold up work as they arise.

Our site manager will always also keep in close contact with members of their site team, and liaise with architects, third party trades, engineers, surveyors and planners. He will also ensure that work complies with building regulations and health and safety legislation as well as quality control inspections.

Typical Engagement

As specified.

Onsite Rack Build

Key Deliverables

We always recommend building equipment racks as our dedicated facility, to enable efficient working and maximum quality control. Sometimes this is not possible (such as when we are integrating into existing comms rooms), and the project requires equipment racks to be built onsite. On these occasions, we will send members from our rack build team to the project site to complete the equipment rack build. We follow the same processes, standards and governance during an onsite build as we do at our factory, however the time and effort taken to deliver this standard is generally more than in a dedicated rack build environment.

Typical Engagement

As specified.

Installation Engineer

Key Deliverables

Our lead Installation engineer is responsible for ensuring that the audio visual installation is completed safely, within the program and budget. Managing the practical side of every stage of the installation, working closely with the architect, trade contractors, site teams and the main contractor in the planning and delivery.

A large part of their role is coordinating and supervising both our engineers and external trade works, site administration, selecting tools and materials, on time site delivery of audio visual equipment, conducting safety inspections and ensuring compliant to site safety.

Skills required:

  • Technically experienced
  • Knowledge of building and construction
  • Excellent time management and leadership skills
  • Verbal and written communication skills
  • Good initiative and logical thinking skills.

Typical Engagement

As specified.

Commissioning Engineer

Key Deliverables

Our lead Commissioning Engineer is the leader of a multi-disciplined team carrying out testing and commissioning activities in a safe and effective manner, in line with the technical specifications and supporting arrangements of this project. He can lead a designated area, system or discipline. With the primary objective of verifying and optimising all systems and equipment to function as designed or specified.

Responsibilities also include technical support to the project team, client team and consultants in assisting with any technical deployment, also checking all testing and verification inspections and documentation have been carried out where required and compliant with industry standards and best practices.

Typical Engagement

As specified.

Programming

Key Deliverables

Our lead programmer is responsible for managing our programming team to write code and commission complex audio video systems. They are responsible for planning, developing, testing and implementing control system code, the control of audio files, and other equipment-related configurations, assisting our project manager, programming control systems, testing off site on-site installations, tech support and various service-related tasks.

Their duty includes but is not limited to the following

  • Perform programming of Crestron control systems in support of Audio/Video installations
  • Consults with clients to analyse functions to be automated, client needs, objectives, desired features, and input and output requirements.
  • Develops and maintains plans outlining steps and timetables for developing, testing, and installing applications.
  • Analyses codes to find causes of errors and revises programs.
  • Consults with client to prototype, refine, test, and debug programs to attain client approval.
  • Writes and maintains documentation to describe program development, logic, coding, testing, changes, and corrections.
  • Writes documentation or reviews documentation written by others that describes installation and operating procedures.

Typical Engagement

As specified.

Transition and Training

System Training

Key Deliverables

Training and adoption for users to introduce them to the system features available to them and provide them with the knowledge needed to use the rooms for everyday use. Basic trouble shooting and best practice are included to help make the best use of the systems.

Typical Engagement

As specified.

Training session classes are to hold up to and no more than 6 people.

Up to a max of 4 sessions per day.

Advanced User Training

Key Deliverables

As per End-User, with the addition of training on more complex use situations, more in depth troubleshooting/escalation and administration where necessary. This may also include specific manufacturer training arranged by Kinly, provided by the manufacturer, to cover the usage of proprietary software and equipment.

Typical Engagement

As specified.

Training session classes are to hold up to and no more than 6 people.

Up to a max of 4 sessions per day.

Transition Engineer

Key Deliverables

Our Transition Manager’s or Engineer primary objective is driving user adoption and enhancing the user experience, by creating a relaxed and informal training environment where the emphasis is on communication, not technology. Responsibilities include managing the smooth closeout during the handover phase, providing user training including the delivery of operation manuals.

Their duty will also include overseeing the commissioning phase, with full system familiarisation before working with the client to develop custom training plans and presenting post project support options. They will support with building awareness, knowledge and usage of new the equipment.

Typical Engagement

As specified.

O&M Production

Key Deliverables

A detailed document pack collated and shared electronically containing project specific information. The pack contains - project team contact details, project overview of what has been delivered, as built schematic drawings, equipment details and locations, main kit manuals, asset information, cleaning and care information, residual hazards, maintenance and service escalation details, commissioning reports plus config and programming files associated with the systems.

Typical Engagement

As specified.

User Guide Production

Key Deliverables

Bespoke room and system user guides following company branding and documentation can be produced for “in room” use and upload to company intranet/knowledge SharePoints. Where systems have been specially programmed, Graphical User Interface (GUI) shots are used to provide a step by step guide to navigating the systems.

Typical Engagement

As specified.

Training Video Production

Key Deliverables

A bespoke “how to” video showing off the systems and operation following company branding and messaging. The tutorial videos focus on the user experience ensuring plain language and a methodical approach to navigate the systems through all of the features.

Typical Engagement

As specified.

Delivery

Delivery

Key Deliverables

Standard deliveries are made on a ‘kerbside‘ only basis.

Kerbside delivery means that items will be delivered to the nearest kerbside at the address specified. Drivers will position their vehicle as close as possible to the delivery address and unload the palletised goods into a spot on the kerbside that is safe and keeps the pallet secure.

For most UK projects, our installation team will receive the delivery from the courier at the start of the project.

For international or complex projects, due to additional risk with transport and customs processes, Kinly will deliver goods to site prior to the planned start of the project.

If goods must be delivered to a certain area within a building i.e., a floor then labour will need to be provided by the addition of our “White Glove Service”.

Typical Engagement

As specified.

White Glove Service

Key Deliverables

For complex or international projects, Kinly will deliver goods to site prior to the planned start of the project and provide dedicated resource to accept and check the delivery from the courier.

The delivery will be checked for completeness and any obvious signs of damage that requires investigation.

Goods will then be moved to a nominated storage location ready for the installation works to begin.

Typical Engagement

As specified.

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