Each of these features come with many different options and levels of quality. In order to understand the alternatives available, each feature should be researched to determine the pros and cons. A couple of the options available for the features listed are discussed below.

 

At some point you will discover that these are emerging technologies and not all the interfaces imaginable have been worked out. Compatibility between hardware and software is not a given. Integration is a bit of an art form and, in this case the artist is a "technology integrator". The Lessons Learned section at the end of the article has more information about this key player.

 

It is also important to understand that at some point the desired features may come into conflict with each other or the budget. As an example: a desire for an operable wall to open up a room to allow for overflow crowds is typically not as effective as an acoustic separator as a fixed wall. There are specialized operable walls that do perform very well but they come at a significant cost. Prioritizing and budgeting will establish reasonable expectations and allow you to avoid disappointment down the road.

 

If you want to get technical about it....

 

Projection

One of the features rated highest by users is a projector and screen. A piece of equipment that is so common to almost every meeting room space can have the biggest impact on the cost and quality of the whole project. It's a bit surprising, but the first question that will come up is whether the design should incorporate High Definition (HD) technology. The simple answer is yes. HD technology is the corner stone of all 21st century equipment. A more complete answer comes with a caveat: The issue is HD technology is governed by Digital Rights Management (DRM) and this service does not always like to communicate with all of the various types of equipment available for a smart room. This is one of those "emerging technology" issues and one of the areas in which a very knowledgeable technology integrator can be of value. Be sure your technology integrator has specific experience with the incorporation of HD.

 

Other significant features of a projector and screen combination are allowable ambient light levels (can the picture be viewed with the lights on?), operational costs (the life of the lamp), projection surface, and the balance between resolution, brightness, reflectance, versatility (should you use a projection screen or a white board?). These are just a few of the options available that have a considerable effect on the quality and atmosphere of a smart room.

 

Conferencing

Another feature that is gaining in popularity in smart rooms is video conferencing. The main decision with video conferencing is whether to use proprietary or non-proprietary technology. There is no easy or right answer with this question.

• The proprietary option allows for a one stop shop which provides both hardware and software. Should something go wrong with the proprietary equipment, a tech support service is typically included. The down side is that rarely does the proprietary system allow other services, such as Skype or GoToMeeting, to run on their infrastructure.  
•  A non-proprietary system is a combination of third party hardware and software, usually freeware from companies who offer low cost for free video conference services. This option allows for maximum flexibility, however, when something goes wrong, rarely is there a tech service available.

This decision should be made by taking into account the level of knowledge of the library's IT services, the contractual agreement with the technology integrator, and the intended use of the space.

 

Adaptability

It is difficult to anticipate future needs. In addition to all of the features that can be incorporated into a smart room, it is crucial to plan for change. With this in mind, measures should be included in each project to have expansion potential incorporated into the design. A project should attempt to extend the utility of legacy technologies where appropriate (useful, cost effective) and identify desired future features. The best way to accommodate the unknown is to allow both digital and analog auxiliary ports. Digital will provide universal connections for the next generations of smart phones, tables and games; while analog will allow more universal connections for existing and past technologies, such as, a Wii, VCR, or eight-track cassettes (yes, you saw it here - eight-tracks!). Whatever is selected as an expansion strategy, it is important to think about what is important to you. If you have video disks, LPs - you name it - if it is important to your future, plan for it.

 

Getting it built.

 

With the global issues of users, activities and features addressed, the focus shifts to implementation. If the space is part of a new construction project, there is more flexibility for the library staff, architect and technology consultant to work the scope into the drawings and specifications. In a renovation, some of the parameters such as room size, shape, location and entry points may be fixed and the technology and other features need to be inserted within these constraints. Adjustments should be made to minimize the costs and disruption without undermining the essential purpose of the space. If you are finding too many compromises and losing the intended utility, its time to reconsider: a bit more effort to relocate an impediment could have a dramatic increase in utility that makes for a much better investment.

 

At this point, the library/

architect/technology consultant team will have a set of construction and performance requirements which can be sent out to multiple technology integrators for design proposals. It is important that the technology be described in terms of performance.There are many options for hardware and software on the market that make it difficult to get a competitive proposal if the documents list specific equipment. The scope documents should describe the space and limit the number of pieces of equipment desired wherever possible. This allows the library to secure proposals from multiple technology integrators with each integrator providing a solution utilizing their equipment to meet the performance requirements at their lowest cost.  

 

The technology integrator's proposal should include a bid for the design of the equipment, the installation of the equipment and the programming of the equipment. All three of these items are critical for a successful smart room. The design team should work with the integrator to understand the proposed solution and provide guidance related to scope, schedule, expandability and budget. In conjunction with the technology integrator, the project manager should coordinate between all contractors and the owner to ensure an integrated construction schedule that is within the budget of the project.

 

Keep in mind that technology integrators are not general contractors and separate bids may be required for electrical and general construction components of the project. (Please refer to the Lessons Learned section additional details.)

  

Lessons Learned.

 

When should a project involve a technology integrator?

In the beginning of determining if a library should incorporate a smart room, the first impulse is to contact a local technology business and start a discussion about possible scope and budget. The issue with this approach is that almost all technology integrators work with a narrow range of selected equipment, manufacturers, and installers, who will develop a solution for the smart room. This offers familiarity but does not necessarily provide a competitive bid and can limit the smart room to the equipment that the local business can provide. When developing a smart room, the design should incorporate the best solutions available in the industry to meet the needs of the library and not be limited to what the technology integrator can provide. This is not to say that the local business or technology integrator cannot be an integral part of the team during the implementation phase. The best time to involve an integrator is typically after the design team has defined the overall scope, use, features, and process of the project.

 

Do technology integrators, electrical contractors, and general contractors work under one contract?

A smart room can either be part of a renovation or new construction or a minor space upgrade. In a large project a general contractor or construction manager would provide the coordination between disciplines necessary for a successful installation. However, in minor projects it is important to understand that technology integrators are not general contractors. Typically, electrical and general construction components of a project do not fall within the scope of the integrator. The owner, architect or project manager usually coordinates the installation and schedules of these separate disciplines. Some of the larger or more diverse technology integrators do have electrical services, but it is important to know that most do not.

 

How is value engineering used to control costs?

The hardest part of any project is reconciling expectations with resources. When the scope does not match the budget and the design has to go through cost reductions, often near the end of the project, everyone feels let down.

 

In its best form, value engineering is an opportunity to establish realistic expectations, provide pre-defined milestones to resolve discrepancies between the budget and current estimates, and keep any scope reductions consistent with the larger goals for the project. It avoids a wholesale and random effort at the last minute to bring an inflated project within budget. The first of these opportunities is at the start of the project. Don't get carried away. Establish a realistic budget and realistic service-based performance requirements.

 

If the budget does not allow for all the features desired, the strategically focused value engineering effort offers two options for reducing the overall cost of a project. The first is to simply eliminate features or uses of the smart room. The second option is to reduce quality or features of the equipment. Analogous to purchasing a car, almost all the equipment will have different versions or levels which may provide the same service minus the extra, convenience, or expansion features.

 

It is always important to understand the relationship between cost and performance. An example of a design feature which, if eliminated, could have significant cost savings is the HD technology. HD technology has to be integrated with each and every component of the design to allow for proper communication between equipment. This means that most of the equipment selected for the design will be the best or highest version available. By eliminating HD technology almost every piece of equipment can be scaled back to work with analog technology. However, if the HD technology is eliminated the system will not be able to integrate with Blue Ray technology, the new gaming systems and any future digital devices. The project team should have a detailed discussion before determining which cost reductions have the least impact on performance while still maintaining the budget. 

 

We hope these tips and insights are helpful to your daily operations and future plans.

 

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Watch for the next e-journal. In Part 4 of this series, 

we will provide a series of resources that may be of use in your maintenance, inspection and capital replacement efforts.