Guidelines for Information Technology Involvement

Referenced by UNM Administrative Policies and Procedures, Policy 5310 "Information Technology for Facilities"

UNM IT staff have or will (through training and experience) possess a basic knowledge of the building and utilities planning, design, and construction processes, both generally and specific to UNM. The same is true of UNM planners, engineers, and construction managers in regard to the various IT areas noted on the web page "IT Services Covered by Policy 5310." As noted in Policy 5310 "Information Technology for Facilities," outside architects selected for work at UNM will have qualified IT planning and design expertise on their teams and general contractors will include approved IT subcontractors, including a BICSI certified Registered Communications Distribution Designer (RCDD). The project architect will review all appropriate drawings, showing pathways, conduits, fiber, copper, etc. that would impact the project. In addition:  

1. Input from IT User Groups will come primarily from two sources which will be established and organized by the FREM AVP and CIO and their designees.

2. The IT Project Manager and the Facilities Project Manager will filter information garnered from user groups to the planning team.

3. The IT Project Manager and qualified IT staff designated by the IT Project Manager will provide IT design input and will work closely with specialist design expertise that is included in the architect's design team. The IT project manager will provide ongoing meeting minutes regarding IT issues to the design team as well as asking for input on relevant issues from the planning and design team. As a result of this effort, the IT Project Manager and IT staff will develop an IT Scope of Work (SOW) relevant to the project. The initial SOW will be refined and updated as the various steps of the project planning and design process are accomplished. The resulting, complete approved and complete SOW will be used and become a part of the project's bid documents.

4. During each stage of the project the IT Project Manager and IT staff, in conjunction with the planning and design team, will provide the necessary design input in meetings, narratives, contract drawings and specifications, and will contribute to and comment on similar information provided by the specialist designer(s). The IT SOW will be included in the approval process at each level of project development.

5. At the end of each stage of the project the IT Project Manager and IT staff will review the project drawings, specifications and IT budgets. The project stage will not be considered complete nor will the project proceed to the next stage until the IT design issues are fully approved by the CIO or appointed designee. Such approval will be by written form, filled out and signed by the CIO or appointed designee.

6. At appropriate points during construction the IT Project Manager and relevant project staff will review submittals, answer questions, and periodically inspect IT related work on site.

7. Upon completion of the work, the IT Project Manager and relevant project staff will make final inspections and accept the finished product.

8. The FREM AVP and CIO in conjunction with the IT Project Manager and Facilities Project Manager will make financial expertise available to these processes from the finance division of their organizations.

9. Good effective communications between user groups and facility and IT planners is critical to ensure a successful and cost effective project.

10. Any exceptions to these requirements must be reviewed by the CIO and FREM AVP and documented in the project record by the Project Manager.