Aetna Information Services (AIS) http://ot.aetna.com March 16, 2016 Ver 21 Design Phase / Process This sequence of eight design weeks DW s leads the project team from project kickoff through to construction kick off. The design phase consists of the production of contract documents, derivation of final project budget, coordination, planning meetings, contractor bidding, and contractor selection. Design Appendix: Throughout this document various supporting appendixes are referenced. These appendixes can be found at http://ot.aetna.com/process = Major Milestone Roles and Acronyms: BU Business Unit (aka the customer) PM Project Manager (CW) IM Implementation Manager (AIS) VRE VDC Room Engineer (AIS) AVPM Audio Visual Project Manager (AIS) AVD Audio Visual Designer (ACT Associates) AVC Audio Visual Contractor FC Furniture Coordinator GC General Contractor EC Electrical Contractor TC Telecommunications Cable Contractor IR Access Control
Page 2 Design Week 0 D0.1 (IM) Task: OT.aetna.com upload folder IC to verify that the project is listed in the active projects list http://ot.aetna.com/active and if not request that it be created by sending an email to Geof Carofino. D0.2 (PM-ARCH) Task: Test Fit The overall test fit for the space must adhere to test fit requirements as detailed in Design Appendix C which includes showing placement of printers, copiers, faxes per Design Appendix E D0.3 (IM) Task: Printer/Fax/Copier Locations AIS Output contact for location must review and approve printer, copier, fax locations during test fit phase. D0.4 (PM-ARCH) Task: CAD Background Ahead of the design kick off meeting (D1.3) the architect should upload base CAD backgrounds to http://ot.aetna.com (password = mango) Refer to Design Appendix I for assistance with uploading files. Design Week 1 meetings must be scheduled with approximately one week notice. Additionally refer to Design Appendix C and E for drawing requirements for all test fits and backgrounds.
Page 3 Design Week 1 Theme: Initiate Design Work / Establish Schedule D1.1 (PM) Meeting: AV Options Presentation with Business Unit Meeting can occur as soon as a test fit is available. The CCR standard presentation http://ot.aetna.com/av will be provided to the BU. Participants: Geof Carofino, Rich Riberdy, Jeri Snider, IC, VRE, BU, PM (Architect optional) D1.2 (AIS-AVPM) Task: Provide BU with formal AV estimate Standardized Excel template summarizing AV chargeback is prepared and sent to the BU contact with IC, and PM on copy. BU and PM must complete the document and forward back to the AVC. D1.3 (PM) Meeting: Design Kick Off Meeting with Design Team This meeting will occur immediately following the architects release of the final background. Refer to Design Appendix C for CAD Background requirements, Design Appendix G for Drawing Numbering Standards, Appendix H for Drawing style requirements and Design Appendix F for Design Kick Off Meeting Agenda. Participants: IC, VRE, Geof Carofino, Jeri Snider, Rich Riberdy, Architect, MEP team. Ingersoll-Rand, ACT (Denette@act-associates.com, Doug@act-associates.com) and Tecton (SmedleyD@tectonpc.com). D1.4 (PM&IM) Task: Provide Project Schedule to Team IC and PM PM by referring to Design Appendix O will establish and communicate the projects 20 week schedule using the baseline template as a guide. D1.5 (PM&IM) Task: Drawing Alert Distribution Establish email notification listing for OT.aetna.com drawings alerts and update the notification database be sending an email address list to Geof Carofino. D1.6 (AIS-AVPM) Task: Attain Approval from BU of the AV estimate BU must respond to the email provided in design step D1.2 and provide a cost center. A temporary cost center can be provided upfront and changed later if needed. D1.7 (AIS-AVPM) Task: Establish BU Contact Identify the business contact who will the primary AV contact. D1.8 (AIS-AVPM) Task: Receive and Record Project Cost Center Confirm and record project cost center for AV chargeback in project tracking spreadsheet. D1.9 (AIS-AVPM) Task: Confirm that ACT Associates has sent over project initiation form Confirm that project initiation form has been sent to the PM PM Archive the form in the project s private folder. D1.10 (AIS-VRE) Task: Confirm that Tecton has sent over project initiation form Confirm that project initiation form has been sent to the PM PM Archive the form in the project s private folder. D1.11 (AIS-IC) Task: Create Site Code If this is a completely new office then a site code must be developed and assigned. Determine the address, RES code, and employee count (estimated) and forward an email to Geof Carofino and Kathy Dodge who will assign the site code and add to the master site code database. This step does NOT apply for an office relocation. Offices that move will maintain their existing site code.
Page 4 Design Week 2 Theme: Confirm Progress on Design Drawings D2.1 (AIS-VRE) Task: Release 50% Progress Set Within 5 days of D1.3 Meeting, AIS will place a progress set of drawings at http://ot.aetna.com for preliminary review by overall project team. IC will notify PM via Email. PM PM will communicate to the whole team. D2.2 (AIS-AVD) Task: Distribute AV test fit for approval ACT will reply all to the distribution of the D1.3 design meeting and send out an AV test fit drawing for confirmation of scope and placement of AV components. D2.3 (AIS-AVPM) Task: Provide ACT with green light to proceed AVPM to review AV test fit. Depending on complexity solicit approvals from BU, PM, and/or architect and then provide ACT with approval to proceed. D2.4 (AIS-AVPM) Task: AVC Heads Up Notify AV Contractors that request for quote is two weeks away (heads up) D2.5 (AIS-VRE) Task: TC Heads Up Notify Cable Contractor that request for quote is two weeks away (heads up)
Page 5 Design Week 3 Theme: Begin Drawing Review D3.1 (AIS-VRE) Task: Receive final drawings from IR Confirm that access control drawings from Brian Quinn have been sent to Tecton D3.2 (AIS-VRE) Task: Receive final drawings from Logison Confirm that sound masking drawings from Logison have been received and sent to Tecton D3.3 (AIS-AVPM) Task: Receive final drawings from ACT Confirm that final AV drawings have been received D3.4 (AIS-VRE) Task: Receive final drawings from Tecton Confirm that the full combined set of all AIS drawings has been uploaded onto http://ot.aetna.com by Tecton D3.5 (AIS-VRE) Task: AIS Release Review Set Within 10 days of the initial design kickoff meeting (D1.3), AIS will place a full review set at http://ot.aetna.com IC will notify PM via Email who will communicate to the whole team. D3.6 (AIS-VRE) Task: APC Drawing Review Notify APC (Chris Tiberi) that the drawings are ready for APC review. D3.7 (PM) Meeting: A&E (Architect and Engineering) Review Meeting Meeting with architect and project engineers to review VDC Room and Audio/Visual drawings and answer questions. Refer to Design Appendix J for meeting agenda. Participants IC, VRE, AVPM, ACT, Geof Carofino, Architect, Mechanical Engineering, Electrical Engineer and Chris Tiberi (Chris.Tiberi@schneider-electric.com) D3.8 (IM) Task: DSS Approval of the PSR (PC Staging Room) and Cable Plan A. IC shall forward drawings to DSS Site Lead. An email response approval is required from the site lead for the size and location of the PC Setup Room (PSR) with an acknowledgment that DSS staff are to maintain a workstation outside of the PSR. B. The output contact and onsite DSS contact both must review and approve the cable plan confirming the location of printers, fax machines, and copiers wherein they must confirm that the correct number of data jacks are shown on the plan.
Page 6 Design Week 4 Theme: Final Drawing Coordination and release as DWG to A&E team D4.1 (PM) Meeting: Furniture Coordination At the discretion of the PM PM, this meeting can occur as part of the D3.6 A&E Meeting only when that determination is made and communicated when setting up the D3.6 meeting. This meeting will consist of a triple check of the exact methods by which furniture splines and tables are being provided with pathways for power, tel/data, and audio/visual. Refer to Design Appendix K for meeting agenda and guidelines D4.2 (PM-FC-AVPM) Task: Release Table Shop Drawings Provide AIS with table shop drawings for archiving. If standard typical shop drawings are being used Be sure to confirm the exact type (Type-A, Type-B, Type-C etc) with the AVPM. D4.3 (AIS-VRE) Task: Final Review and Comment on VDC Room Drawings Send final comments to Tecton about any final changes and request Tecton to produce final set with DWGs. D4.4 (AIS-AV) Task: Final Review and Comment on AV Drawings Send final comments to ACT about any final changes. D4.5 (AIS_VRE) Task: Release Final AIS Drawings Within 5 days of the D3.6 meeting, AIS will incorporate engineering changes into drawings and publish the final drawings (in DWG format) at https://ot.aetna.com D4.6 (AIS-AVPM) Task: Order Phone(if required) for AV If any of the A/V enabled rooms have a PolyCom SoundStructure integrated phone system pre-order that line by working with the IC to identify the voice contact for the project. D4.7 (AIS-AVPM) Task: Approve Shop Drawing for conference room logo All conference rooms with a permanently installed video conferencing system must have a logo installed. Contact the PM and request the shop drawing / Review shop drawing for compliance with Design Appendix 2.5.12 and approve if compliant. Archive Shop Drawing.
Page 7 Design Week 5 Theme: Start Bid Process D5.1 (PM-ARCH) Task: Upload PERMIT/BID Permit and/or Bid sets must be uploaded to OT.aetna.com once completed. AIS will review and offer comments. D5.2 (AIS-AVPM) Task: Request quote for AV Scope Forward link to design drawings and request quote D5.3 (AIS-VRE) Task: Request quote for Telecom Cable Scope Forward link to design drawings and request quote D5.4 (AIS-VRE-AVPM) Task: Provide Comments / Review CD Set Within 5 days AIS will review and approve or provide comments. D5.5 (IM) Task: Request project budget from PM Send PM PM an email reminding them that in design week 7 that AIS will be looking for the VDCRoom construction costs broken out seperatly from the overall construction effort. (General Contractor, Electrical Contractor, and Mechanical Contractor) Design Week 6 Theme: Confirm progress on cost proposals D6.1 (AIS-AVPM) Task: Receive Quotes from AVC Review and confirm project scope and costs. D6.2 (AIS-VRE) Task: Receive Quotes from TC Review and confirm project scope and costs.
Page 8 Design Week 7 Theme: Publish final CDs / Confirm final construction schedule D7.1 (PM-ARCH) Task: Upload Final CDs Release of final and approved CD s to contractors for permits and Final Furniture Plans to Infrastructure support for cable numbering. A copy of the final CD s (in PDF and DWG formats) set should be sent to AIS contacts (IC, Infrastructure Support and Geof Carofino). D7.2 (PM) Meeting: Contractor Drawing Review Meeting Schedule a phone meeting with all the contractors (AIS: IC, Infrastructure Support and Geof Carofino) to review the drawings and answer questions about logistics. Agenda https://vdc.aetna.com/vdc/process Participants should additionally review construction details https://vdc.aetna.com/vdc/reference which details many of the most common construction mistakes. D7.3 (PM) Task: Inform AIS of the project budget for just the VDCRoom and wire closets Send the budget to the IC, Infrastructure Support rep and Geof Carofino. This data is saved and used to continually refine the budget process. D7.4 (PM) Task: Establish the construction count down schedule Refer to the construction count down schedule and ensure that the GC and cable contractor are aware of the specifics. Work with AIS contacts to formalize the count down. Each week of the construction count down should be mapped to a calendar week. Ensure that the cabling contractor is aware. Publish the schedule using established MS Excel spreadsheet format include Geof Carofino and Vinny Washington in addition to the project team. Changes to the schedule after Week1 starts will incur a $1200.00 charge from APC to the project. D7.5 (AIS-AVPM) Task: Confirm AV actual vs. initial quote If the costs from final AV quote are greater than the original estimate re-attain approval for AV costs from BU. D7.6 (AIS-VRE) Instruct Telecom Contractor (TC) to ramp up VRE will review TC s proposal and send PM an email indicating AIS approval and request that PM release a PO. D7.7 (AIS-AVPM) Make AVC decision AVPM will review bid responses and collaborate with AV team to select a contractor D7.8 (AIS-IC) Revise A0.0 and release as a formal revision IC will send the At-A-Glance sheet to Smedley at Tecton with VRE on copy and request an updated A600 construction schedule. D7.9 (AIS-AVPM) Revise cover sheet of the AV drawing with schedule AVPM will request that cover sheet of AV set be updated with actual project schedule. D7.10 (AIS-AVPM) Issue AV letter of intent AVPM will work to build letter of intent and forward to Harold Turk to be released to the awarded AV Contractor.
Page 9 Design Week 8 Theme: Completion of Design Process D8.1 (AIS) Task: Order UPS and Cooling Units. AIS will order the UPS and Cooling units directly with APC and request a delivery date in conjunction with the schedule developed in step D7.4 and send a confirmation email to PM once completed. The order must be released a minimum of 12 weeks prior to the occupancy date (or 8 weeks prior to week 5) D8.2 (PM-GC) Task: Onsite Construction Kick Off AIS Infrastructure Support contact will travel to the site to meet with contractors, further review drawings and walk thru the space. Depending on the project size and scope AIS members may opt to not attend in person. D8.2 (PM) Task: Collect COIs PM will provide the LandLord s COI requirements document which the AIS team needs to send to all vendors who will work in the space. D8.3 Continue with construction count down process.