Navigating IT Strategy in Fitout Construction: A Guide for Project Managers

Navigating IT Strategy in Fitout Construction: A Guide for Project Managers

Information technology is a critical component for any business, and it can be a high-risk element within a fitout construction project. The Project Manager must recognize these risks, ensure the right support is engaged, and understand and deliver the client's requirements. In this blog, we will explore the key aspects of managing an IT fitout project, from understanding the IT strategy to the detailed phases of project delivery.

Understanding the IT Strategy

The client's IT strategy plays a pivotal role in shaping the fitout project. Depending on the organization, the IT strategy may be developed by an IT Leadership team comprising IT Services, IT Infrastructure, IT Service Management & Operations, and IT Cloud. These stakeholders manage enterprise platforms, digital toolkits for the workforce, and service and device management. It's crucial for the IT Workstream lead to consult these teams before making significant decisions regarding workplace IT technologies and building core IT networks.

Other important consultations include the IT Security team and senior leaders from functional and customer-facing sides of the business. These leaders provide insights into how enterprise platforms support corporate finance, asset management, knowledge management, and client relationship management systems.

Key Areas of IT Strategy:

• Purpose: Understand the detailed objectives of the IT strategy, such as reducing operational budgets, migrating from servers to the cloud, or enhancing IT security.
• Mission: Identify the CIO's commitments, such as technology cost reductions, automation initiatives, and server footprint reduction.
• Key Performance Targets: Determine how these targets impact project delivery.
• Key Findings: Understand the core technologies in use and required digital tools.
• Roadmap: Assess the transition from decentralized to centralized operating platforms.
• Ongoing Projects: Identify any projects under development that may impact resource availability.
• Operational Costs: Consider IT operational cost reduction targets and their effects on the project.

Project Delivery Lifecycle: Deliverable and Acquisition View

The Project Delivery Lifecycle for an IT fitout project involves several phases, each with specific deliverables and acquisition activities. Here’s a comprehensive view of the lifecycle:

Phase	Deliverables	Acquisition Activities
Initiation	- Project Charter	- Identify and onboard key stakeholders
	- Preliminary Project Scope Statement	- Develop initial project budget and timeline
	- High-Level Risk Assessment	- Engage initial consultancy services if needed
Planning	- Detailed Project Plan	- Develop procurement strategy
	- Detailed Scope Statement	- Identify and select vendors and suppliers
	- Work Breakdown Structure (WBS)	- Conduct procurement planning meetings
	- Risk Management Plan	- Issue Requests for Proposal (RFPs)
	- Communication Plan	- Evaluate proposals and negotiate contracts
Execution	- Construction Drawings	- Finalize and sign contracts with vendors
	- Detailed IT Specifications and Layout Plans	- Procure and order necessary equipment and materials
	- Progress Reports	- Coordinate with vendors for delivery schedules
	- Site Mobilization Plan	- Arrange for storage and handling of equipment and materials
	- Schedule Updates	- Manage procurement of additional supplies as needed
Monitoring and Control	- Performance Reports	- Track and manage deliveries and inventory
	- Change Requests	- Ensure compliance with procurement contracts
	- Quality Assurance Reports	- Conduct regular procurement audits and reviews
	- Risk Mitigation Reports	- Resolve any procurement issues or delays
Closure	- Project Closure Report	- Finalize payments and close out procurement contracts
	- Lessons Learned Documentation	- Conduct final inventory audit
	- Final Quality Inspection Reports	- Return any excess materials and equipment
	- Client Acceptance Form	- Ensure all procurement documentation is archived and complete
	- Handover Documentation
Post-Implementation Review	- Post-Implementation Report	- Review procurement processes and outcomes for future improvement
	- Operational Support Transition Plan	- Document and resolve any outstanding procurement issues

Planning Considerations for the Fitout

The Project Director will liaise with the IT Workstream lead to understand the IT brief and proposed process to commence planning, procurement through to the build of the organization’s specialty facility or data center fitout. This could involve ground-up construction or relocation of existing infrastructure in a new building.

The actual IT fitout process involves a linear progression from start to finish. The initial phase includes ensuring the necessary site prerequisites, permits, equipment, service availabilities, and people resources are available. Budgeting, scheduling, and deployment matters are also crucial at this stage.

IT Fitout Phases:

1. Roughing-ins and Stub-outs:
• Conduits and cabling are laid out, and any necessary cutting and coring through concrete are done.
• Major cable runs may commence and be left coiled in the ceiling space until partition framing is installed.
2. Termination and Finishing:
• After roughing-in works, the IT consultant returns to terminate the wiring and cabling.
• Termination plates or outlets are installed.
3. Testing and Commissioning:
• Prior to equipment installation, testing and commissioning for the wires and conduits are done.
• Witnesses from the client, designer, contractor, and project manager certify the test results.
4. Equipment Installation:
• Equipment installation is scheduled after construction work is done to avoid damage.
• Environmental control should be stabilized before equipment installation.
• Separate testing for equipment ensures no disputes if commissioning problems arise.

Procurement Process:

• Major equipment should be addressed during the early planning stages, especially items with longer lead times.
• Procurement processes include additional supplies, changes to IT equipment, or additional requirements to the fitout project.
• Delivery schedules need to be coordinated with vendors, and activities on-site planned around equipment availability.

Deployment Phase:

• Scheduling activities based on the timeline and plotting the exact timing for equipment delivery.
• Documentation and tracking of task completion provide an overview of progress.
• Any issues during this phase must be resolved by the Project Manager.

Fitout Works Under Contract

IT work in fitout projects is generally divided into four parts: roughing-ins and stub-outs, termination and finishing, testing and commissioning, and equipment installation. Proper planning and execution of these phases ensure a smooth transition to the new installation, accommodating the client's needs and coordinating the physical installation work.

By understanding the IT strategy and meticulously planning each phase of the fitout project, Project Managers can ensure the successful delivery of IT infrastructure that aligns with the client’s business objectives. Effective communication, thorough planning, and diligent execution are key to navigating the complexities of IT fitout projects.