Using the appropriate documentation during the sales and installation process can lead to many up-selling opportunities, writes Ron Callis, Jr.

Every project can be broken up into two phases: The sales phase and the construction phase.

There are best practice forms of documentation that you should be using during these two phases that offer you and your client many benefits including an installation completed on time and on budget.

In this second article on project documentation, we will go into detail describing construction phase documentation.

Pre-wire plan

Definition: This is a drawing that shows where all wires (new or existing) are to be located in relation to the floor plan. Take the client’s floor plan, which is typically available in either PDF or DWG format, and place icons along with the associated wire complement onto the plan. The following information should be conveyed: Wire type, number of wires, origination point of wire and unique wire ID number.
[Common software: D-Tools, AutoCAD, Visio]

Why you should use it: The Prewire Plan serves as a road map for both the installation team as well as the client in case they need the project serviced in the future. The Plan should show all wire including wire that will be used immediately and wiring for future applications. If software such as D-Tools is utilized, you will also be able to pull reports which will aid communication such as: project management sign off sheets, installation reports, printable wire labels and unique wire ID’s may be cross referenced to the project schematics. Specifying the correct wire ensures a smoother running installation.

Technical power plan

Definition: This is a project floor plan-based drawing showing line voltage requirements, power consumption data, and heat output data for a low voltage AV system. In addition the drawing should describe mounting height requirements for line voltage outlets that will be serving the low voltage system, such as TV locations.
[Common software: D-Tools, AutoCAD, Visio, Excel]

Why you should use it: It is quite common that the AV system has changed the line voltage requirements for the structure. For example, TVs might require power outlets at varying heights above the finished floor, head-end gear locations will require power, locations with sensitive electronics might have their power feed looped back to centralised surge and conditioning gear. This drawing will reduce confusion and increase communication between all trades resulting in a smoother running project. The technical power drawing is highly recommended on medium to larger projects where change orders are likely to occur. It is also worth noting that the heat output data for the equipment rack locations will be very useful to the HVAC contractor when he is calculating his heat loads for the structure.

Rack elevations

Definition: Rack elevations show the location of equipment that is or will be located in a given rack. Racks are measured in rack units (RU) where one rack unit equals 1.75” (4.4cm), usually starting at the bottom of the rack. If a piece of gear measures 2RU, it will measure 3.5” (8.8cm) in height.
[Common software: D-Tools, AutoCAD, Visio, Net Zoom, Rack Tools]

Why you should use it: It is common to show both the front view and side view of the rack to ensure the selected gear will fit in terms of width and depth. Drawings should be labeled and dimensioned therefore providing an easy and effective road map for the technician who will be responsible for assembling the racks. Creating this drawing early eliminates many of the mistakes made during design and installation.

Schematics

Definition: Schematics are detailed input/output diagrams illustrating connections to be made between hardware. Drawings are commonly broken up by discipline such as ‘Audio’, ‘Video’, ‘Control’ and ‘Other’. Another common method is to define head-end interconnections on one page and then show multiple room connections on additional pages.
[Common Software: D-Tools, AutoCAD, Visio]

Why you should use it: A schematic is the most important piece of engineering documentation for any project. Whether you have a simple listening room or a large automation system, the schematic defines several very important system criteria:
• Resources: Every input and output for all hardware is shown;
• Use: Gear is connected based upon intended use and scope requirements;
• Wire Allocation: Every wire from the pre-wire plan is shown.
Using the system schematics will drive your firm to a higher level of accuracy and efficiency:
• Sales – The salesperson sells an engineered proposal, not a parts list;
• Accounting – The correct gear is ordered the first time;
• Installation – The team follows the map as it is has been designed;
• Programming – Your programmer has their exact port assignments.

CAD details

Definition: CAD details accurate and dimensioned drawings created in computer-aided design (CAD) software. Typical applications include: User interface locations, TV bracket mounting requirements, motorised lift applications, projector/screen sightlines and speaker locations details.
[Common Software: AutoCAD, AutoCAD LT, Visio]

Why you should use it: It is best to use these drawings when the details matter and getting it correct the first time is the only option. A project is accomplished in less time with greater accuracy when the details have been laid out in a drafting software package.