1)
“That is
not what I wanted” is not a phrase you want to hear during an acceptance
test. If a clear, definitive, scope of
work is not prepared, how do you insure that what you are selling is actually
what the customer is expecting, or that the technician installing the system
has a firm grasp of what needs to be accomplished. How will you or the customer
judge whether the installed system is functioning in full compliance with the
contract? When the customer requests the system, you need to document all
functions and have the customer sign off on the plan to insure you are both on
the same page. This must include a functional analysis of the system, bill of
material, and location of all components. Just what is it the system is
supposed to do, how it will communicate, how it will be programmed. If all
aspects of the system are included in a written document, the customer will be
on the same page as you, and “surprises” can be avoided. The scope can then be
used as a checklist during an acceptance test to insure total compliance.
2)
“The
customer only asked me to install one door”. Many access control systems
start out as one door, and there are a large variety of standalone devices for
this type of application. Everything from mechanical pushbutton locks to
off-line integrated locks that incorporate a keypad and/or card reader or an
on-line single door system. Questions need to be asked to determine what is
right for the customer.
a)
Does the customer have plans of adding access
control to additional doors? What is their long term plan?
b)
Does the customer have other facilities, and
will they want to expand the “system” to encompass these facilities? Have they
established a corporate standard?
c)
What is the desired method of programming? Do
they want to program via a keypad built into the unit, a hand held programmer,
or directly from a central database.
d)
Is there a requirement for an audit trail of transactions?
e)
How many users will there be, both now and in
the future?
3)
Is the opening currently mechanically secure? Is
the door and frame in good operational repair? Adding access control won’t fix
the existing mechanical problems.
4)
“I did
not include that in my bid”. What type of documentation and training is the
customer looking for? Are construction drawings required as part of the project?
How about riser diagrams, as-built drawings, or O&M manuals. Are they
expecting a formal training program, and if so, how many people are to be
trained, and is this during normal working hours? If some of the managers are 2nd
or 3rd shift, you may have to train them at odd hours. If the
project requires extensive drawings, and you do not have in-house CAD
capabilities, you will incur significant costs to have them prepared. If these
items are not included in your work, have you specifically exempted it in your
written Scope of Work?
Proper planning and documentation will help
you accurately estimate cost, minimize problems and maximize return.
