Network Infrastructure Cabling/Equipment Request Process for The University of Georgia

 

Purpose:

 

This procedure is to clarify the Network Infrastructure Cabling/Equipment Request Process for Data, Voice and Cable TV for the campus community at UGA for projects under $1,000,000. We want to insure that the Network Infrastructure is reliable and delivers the services that are needed to support the UGA Strategic Plan and the Ten Year Master plan. We also want to provide the end user with the best, most cost-effective infrastructure solution possible and provide the standards necessary for qualified contractors to consistently install a quality Network Infrastructure. This document describes the process and standards that must be followed by anyone wanting to connect to the UGA Network Infrastructure.

 

Standards:

 

It is the responsibility of anyone wanting to attach new or newly renovated construction to the UGA Campus Infrastructure to insure that all UGA Network Infrastructure Standards have been met. The UGA Network Infrastructure Standards have been developed for Data, Voice and Cable TV and are located at (http://www.uga.edu/netinfo/standards). Therefore, new or newly renovated network infrastructure that does not comply with UGA standards will be refused connection to the Campus Network Infrastructure until it comes into compliance.

 

Process Documentation:

 

The University of Georgia continues to grow at a fast pace.  As a result we have a large number of requests for support on Network Infrastructure cabling projects. This covers small job requests, new construction, renovations and upgrades of the current system.

 

Since staffing is limited and we have a very heavy volume of requests coming from many customers at UGA, there needs to be a process that supports UGA customer needs and streamlines the process to insure that we are using our resources to the best of our abilities.

 

Cabling Wiring/Equipment Request:

 

What is a Cable Wiring/Equipment Request?

 

Cable wiring request is any Data, Voice or Cable TV cabling requiring an add, move or change and any network equipment needed for the expansion or growth of the Network that is not being coordinated by the Real Estate Foundation or UGA Architect.

 

What is not a Cable Wiring/Equipment Request?

 

The adding or changing of telephone features, cell phone request, pager request, cable TV programming questions, telephone/cable repairs, general trouble tickets/calls or billing questions. (These requests should be made through the normal help desk request form or channel.)

 

Customers Process (Process Map is Attachment A-1)

 

For the purpose of this process "Customers" are described as anyone who is requesting infrastructure cabling/equipment support on projects at UGA that are not working with the University Architects (OUA) or Real Estate Foundation (UGAREF). The OUA and UGAREF processes are similar but are broken out since they work on large projects.

 

When a customer has a need to have additional infrastructure cabling/equipment support and they are not working with the OUA and UGAREF, the following process should take place:

 

 

  • Remedy will forward a copy of the work order support request to EITS coordinators (Data/Voice/Cable TV) and to UGA TEC Services.

 

  • EITS will send an e-mail to the customer and UGA TEC Services for verifications of the order. (Attachment C )

 

  • UGA TEC Services will contact the Customer within 2 working days, unless other arrangements have been agreed to, and coordinate with the Customer to complete any work except for Network Electronic Equipment and Outside Cable Plant which EITS will coordinate unless other arrangements are agreed to.

 

  • UGA TEC Services will use e-mail to notify the customer and EITS (Data/Voice/Cable TV) that work has been completed.

 

  • EITS, if necessary, will meet with customer and UGA TEC Services to complete a walk-through. If a final walk-through is required and there are changes needed, a punch list will be given to UGA TEC Services with a specified time for the work to be completed.

 

  • EITS will require an approval letter from UGA TEC Services (Attachment G) stating that the project is complete and certifying that standards have been met prior to final payment. The “as built” drawings with a hard copy and electronically accessible copy of the testing results must be received by the customer and EITS before final payment is released.

 

  • If UGA Campus community does not use TEC Services, they can use other providers as long as they have their systems certified before connecting to the campus backbone. Certification may be billed at a standard rate of $30.43 per hour.

 

Construction and Renovation Project with the UGA Architect (OUA) (Process Map is Attachment A-2)

 

  • OUA starts by developing a written program of space requirements which provides the basis for preliminary cost estimation information.

 

  • OUA will provide the “Assumption Standard Information for UGA Architect Projects” (Attachment D) and forward to the Project Director for Venus.

 

  • The Project Director for Venus will provide estimates for the cost of the project to OUA (Attachment E).

 

  • If this is a BOR project we would follow the “EITS Approval Process for the BOR Construction Projects”.

 

  • OUA will work with the customers to develop plans for all new construction projects, and Network Infrastructure will be based on UGA Standards (http://www.uga.edu/netinfo/standards).

 

  • OUA will develop plans to 80% completion and meet with appropriate personnel for review. EITS will have two weeks to review the plans at the managing party's location, unless otherwise specified, and there will be a project manager identified as the one point of contact for each project.

 

  • OUA will complete the 100% contract plans, request a final review and approval on the infrastructure from EITS (Attachment F). EITS will review plans, document any changes and forward a memorandum/approval letter to the managing parties recapping any changes. The review/approval letter will be completed within two weeks of the 100% plans being received in the EITS Project Director's office or within three weeks if required to review the plans at another location.

 

  • OUA will send a copy of the completed contract plans to EITS.

 

  • OUA will request proposal/bids from vendors on inside/outside network infrastructure, except for electronic equipment. EITS will do proposals/bids for all electronic equipment necessary to activate all project related infrastructure.

 

  • OUA will review proposals/bids from vendors; will review with EITS and the General Contractor to select a low voltage BICSI certified vendor for the project.

 

  • EITS will make periodic inspections according to the scope of the project. If a final walk-through is required and there are changes needed, a punch list will be given to the vendor with a specified time for the work to be completed.

 

  • EITS will require an approval letter from the vendor (Attachment G) stating that the project is complete and certifying that standards have been met prior to final payment from the General Contractors. The “as built” drawings with a hard copy and electronically accessible copy of the testing results must be received by OUA and EITS before final payment is released.

 

Construction Project with the University Real Estate Foundation (UGAREF) (Process Map is Attachment A-2)

 

  • UGAREF starts by developing a written program of space requirements which provides the basis for preliminary cost estimation information.

 

 

  • If this is a project over $1,000,000 we would follow the “EITS Approval Process for the BOR Construction Projects”.

 

  • UGAREF will work with the customers to develop plans for all new construction projects and Network Infrastructure will be based on UGA Standards at http://www.uga.edu/netinfo/standards.

 

  • UGAREF will develop plans to 80% completion and meet with appropriate personnel for review.  EITS will have two weeks to review the plans at the managing party's location, unless otherwise specified, and there will be a project manager identified as the one point of contact for each project.

 

  • UGAREF will complete the 100% contract plans and request a final review and approval on the infrastructure from EITS (Attachment F). EITS will review plans, document any changes and forward a memorandum/approval letter to the managing parties recapping any changes. The review/approval letter will be completed within two weeks of the 100% plans being received in the EITS Project Director's office or within three weeks if required to review the plans at another location.

 

  • UGAREF will send a copy of the completed contract plans to EITS.

 

  • EITS will meet with the UGAREF Architect at their request to provide support and review questions/concerns on any project.

 

  • UGAREF will request proposal/bids from vendors on inside/outside network infrastructure and electronic equipment. EITS will review all proposals/bids for all electronic equipment necessary to activate all project related infrastructure before bids are presented to vendors. EITS will review all proposals/bids within 3 business days of receiving the completed documentation at their office or will schedule a proposal/bid review with the UGAREF Project Manager/Architect as schedules permits.

 

  • UGAREF will review vendor proposals, select a low voltage BICSI certified vendor and request that EITS attend a vendor meeting before Network Infrastructure work is started.

 

  • EITS will make periodic inspections according to the scope of the project. If a final walk-through is required and there are changes needed, a punch list will be given to the vendor with a specified time for the work to be completed.

 

  • EITS will require an approval letter from the vendor (Attachment G) stating that the project is complete and certifying that standards have been met prior to final payment from the General Contractors. The “as built” drawings with a hard copy and electronically accessible copy of the testing results must be received by UGAREF and EITS before final payment is released.

 

Vendors:

 

  • EITS, UGA Architect and Real Estate Foundation will insure that all vendors working on Infrastructure are aware of the UGA Network Infrastructure standards for Data, Voice and Cable TV.

 

  • All network infrastructure related materials ordered for a project and not used on that project will be inventoried and controlled for future projects.

 

Technology and Standards:

 

 

General information:

 

·        Bids should be a “Turn Key Project” and include all cost, labor, documentation, testing and material to activate every port include in the project. The electronics, switches, hubs, routers, etc. are the only components that will not be included in every project.

 

·        All projects will have “as built drawings”. They should show the layout of the buildings, cable/wiring paths, and all outlet locations with jack ID's included.

 

·        All Network Infrastructure cabling projects must be certified before they can be connected to the Network Infrastructure backbone.