S 5.142 Technical approval of IT cabling

Initiation responsibility: Head of IT

Implementation responsibility: Head of IT

Approval can only be given after all tasks to be performed are completed, the person responsible for execution has reported for approval, and the inspections by the client did not reveal any unacceptable defects. The approval date should be selected so that there is enough time in advance to prepare for the approval inspections.

Completion of all tasks to be performed is generally confirmed by measuring the resulting performance. In addition to checking if the invoice is correct and if all tasks were actually performed to completion, the IT security aspects must also be checked during the approval process.

The following are advised as preparatory checks:

• The completeness and plausibility of all documentation belonging to the installation must be checked.
• In particular, the values in the measurement records must be checked. It is recommended to request re-measurement of any parameters with unusual measurement results.

The approval process consists of the following checks and tasks:

• The correctness of entries in floor plans, location plans, and cabinet projection diagrams is checked during the approval process.
• The delivery is checked to ensure the correct number was delivered in the requested quality.
• The work performed is checked to ensure it was done properly. It is recommended to use spot checks to, for example, check the installation of data boxes in detail, check if bending radii limits are maintained, and check the cables routed in trays.
• Unusual measurements identified while preparing for approval are to be re-measured.
• The approved parts of the system, the work still needing to be done as well as any work that needs to be redone are documented.
• Fixed deadlines are specified for the elimination of defects as well as for the work still to be done and any work needing to be redone. These deadlines absolutely must be met.
• The guarantee and warranty periods are recorded.

It is recommended to prepare the approval report in the form of a checklist. The checklist should also contain items relating to general requirements for the operations rooms that go above and beyond the usual measures in order to record the general status and quality of the systems. This provides comprehensive support for the operation of the systems and helps prevent failures.

These items are not relevant to the approval process for the IT cabling and will be forwarded to the responsible office afterwards.

It is recommended to design the checklists for approval so that they can be used to document the installation and commissioning as well as record the measures taken to prepare for approval. The checklists should be restricted to a reasonable size. It is therefore advisable to question the necessity of the items in the checklists and eliminate any unnecessary items, but also to add items wherever necessary.

The approval report must be signed in a legally binding manner by the participants and all persons responsible.

After approval, it must be checked that all defects were eliminated and that the remaining work and work that needed to be redone was completed. The invoices should only be released after approval, to the extent that this is contractually and legally permitted. The additional comments stated are to be forwarded to the affected specialised departments.