LOS ANGELES UNIFIED SCHOOL DISTRICT

POLICY BULLETIN

ROUTING
TITLE: Acceptance of IT Technical Systems for Maintenance Administrators

NUMBER: BUL-2175

ISSUER: Megan Klee

Chief Information Officer

DATE: January 17, 2006

POLICY: The purpose of this bulletin is to clarify the criteria for final acceptance
of IT systems for maintenance. IT systems must be fully functioning
and compliant with technical specifications before final sign-
off/acceptance is given to the contractor or any district unit completing
an installation.

MAJOR
CHANGES: This is the first version of this document.

GUIDELINES: Local Districts, Central Facilities, Information Technology Division

(ITD) and schools have shared responsibility to ensure that technical
systems function when installed, and to ensure that they can be
maintained after installation. Technical systems include Local Area
Networks, Phones (PBX), Intrusion Alarms, Public Address, and
Intercommunication Systems. Many of these systems are installed
through Local District Safety and Technology, Modernization,
Additions, New Schools, or other projects. As these technical
systems are installed, critical minimum criteria and standards must be
met in order to maintain them. Facilities Division, Local Districts,
schools and ITD are responsible for oversight of the system
installations. This oversight includes ensuring that systems are
functional when they are delivered from contractors, and that they are
complete with one-year warranties, and technical documentation. As
part of the process, we require the school Principal to certify that the
system is operational before the contract is considered substantially
completed and the contractor paid. As the onsite end user, the
Principal is a critical part of the approval process before a project is
considered complete and working.

ITD will not accept maintenance responsibility for technical systems

not installed to ITD-approved specifications and fully functioning at
the time they are turned over to ITD for maintenance support

BUL- 2175 Page 1 of 6 January 17, 2006

Office of the Chief Information Officer
 LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin

ITD will make every effort to budget for future years’ maintenance
centrally, but until the maintenance is centrally budgeted, Local
Districts will also need to plan for system maintenance.

Attached are check-off lists to assist in planning. The ITD

Infrastructure Group is available to assist in clarifying the scope of
technical work, specifications and designs, and to help ensure that a
fully functioning and compliant technical system exists before final
sign-off/acceptance is given to the contractor.

ASSISTANCE: For assistance from ITD call James Alther, Chief Technology Director
– Infrastructure Group at (213) 241-1332.

BUL- 2175 Page 2 of 6 January 17, 2006

Office of the Chief Information Officer
 LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin

Checklist for Local Area Networks (LAN)

The following criteria must be met before ITD can accept responsibility for maintenance:

The entire scope of work and specifications includes all elements to achieve full connectivity
to the Internet from every drop installed. [ ] [ ]
The LAN was installed and completed according to the entire scope of work and
specifications. [ ] [ ]
All Requests for Clarifications (RFCs) and Change Orders causing a deviation from the
scope or specifications are documented in writing and are attached to this sign-off sheet¹. [ ] [ ]
Network is fully configured, addressed, and integrated to ITD specifications. [ ] [ ]
There is a minimum of one computer attached, connected, and configured in every
classroom, instructional area, and office. [ ] [ ]
There is only one school site fully-integrated network that is attached to the T1 line. [ ] [ ]
There is sufficient electrical power for all LAN equipment and computers in the classroom. [ ] [ ]
There are proper environmental controls (i.e., air conditioning and uninterrupted power
systems where applicable) to protect equipment (maximum 72° F) in the MDF. [ ] [ ]
It has been demonstrated that students and teachers can access the Internet and District
Internet resources from all classrooms, offices, and instructional areas. The school must
have had use of the system for at least one week. [ ] [ ]
ITD has completed a test of the system(s) to verify it meets performance specifications. [ ] [ ]
ITD and the school are formally notified that the system is complete. [ ] [ ]
All above criteria has been verified: (check all that apply)
System/nomenclature LAN
□
Location/address

School Principal
(Print Name) Signature Date
Local District OAR
(Print Name) Signature Date
FTPMG Project Manager
(Print Name) Signature Date
FTPMG Director/Deputy
Director (Print Name) Signature Date

BUL- 2175 Page 3 of 6 January 17, 2006

Office of the Chief Information Officer
 LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin

Checklist for Local Area Networks (LAN) cont’d.

All documents have been provided to ITD, including but not limited to, as-builts, inventory of Initials
equipment, cost documents, warranty information, manuals for all equipment (CSIU representative). [ ]
The school site Principal or designee has certified that the entire system has been functioning for at
least one week and continues to function as of the date Principal signs this sign-off sheet. [ ]
Sufficient number of voice and data lines and bandwidth capacity into the school exist (verified by
ITD-Telecommunications Office). [ ]

ITD PMO Representative

(Print Name) Signature

School Accepted? Yes______ No______ Date: _____________________

Comments: __________________________________________________________________

1
Note: No changes are to be made to the specifications or the scope of work without approval from ITD.

BUL- 2175 Page 4 of 6 January 17, 2006

Office of the Chief Information Officer
 LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin

Checklist for Public Address, Intercom, and Phones (PBX)

The following criteria must be met before ITD can accept responsibility for maintenance:
Y N Initials
All Systems are installed and completed according to the entire scope of work and specifications. [ ] [ ]
All Requests for Clarifications (RFCs) and Change Orders causing a deviation to the scope or
specifications are documented in writing and are attached to this sign-off sheet¹. [ ] [ ]
Current installed phone system (PBX) can support the intercom systems and provide phone voice
service to all classrooms. [ ] [ ]
PBX and Intercom is fully inter-connected, configured, and programmed correctly. [ ] [ ]
There are proper environmental controls (i.e., air conditioning and uninterrupted power systems where
applicable) to protect equipment (maximum 72° F) in the MDF and Main Point of Entry (MPOE). [ ] [ ]
It has been demonstrated that there is phone (voice) access out to 911 and local calls from all
classrooms, instructional areas, and offices. The school must have use of the system for at least one
week before signing off. [ ] [ ]
ITD has completed a test of the system(s) to verify it meets performance specifications. [ ] [ ]
All above criteria has been verified: (check all that apply)
System/nomenclature Public Address Intercom PBX
□ □ □
Location/address

School Principal
(Print Name) Signature Date
Local District OAR
(Print Name) Signature Date
FTPMG Project
Manager (Print Name) Signature Date
FTPMG
Director/Deputy (Print Name) Signature Date
Director
The school site Principal or designee has certified that the entire system has been functioning Initials
for at least one week and continues to function as of (date): _______/_____/_________ [ ]
All documents have been provided to ITD, including but not limited to, as-builts, inventory
of equipment, cost documents, warranty information, manuals for all equipment (CSIU
representative): [ ]
Sufficient number of voice and data lines and bandwidth capacity into the school exist
(verified by ITD-Telecommunications Office): [ ]

ITD PMO
Representative (Print Name) Signature
School Accepted? Yes______ No______ Date _____________________
Comments:
__________________________________________________________________
1
Note: No changes are to be made to the specifications or the scope of work without approval from ITD.

BUL- 2175 Page 5 of 6 January 17, 2006

Office of the Chief Information Officer
 LOS ANGELES UNIFIED SCHOOL DISTRICT
Policy Bulletin

Checklist for Intrusion Alarm

The following criteria must be met before ITD can accept responsibility for maintenance:
Y N Initials
The Intrusion Alarm System was installed and completed according to the entire scope of work and
specifications. [ ] [ ]
All Requests for Clarifications (RFCs) and Change Orders causing a deviation to the scope or
specifications are documented in writing and are attached to this sign-off sheet¹. [ ] [ ]
System is fully functional and is connected, configured, and programmed correctly and meets School
Police and ITD requirements. [ ] [ ]
There are proper environmental controls (i.e., air conditioning and uninterrupted power systems
where applicable) to protect equipment (maximum 72° F) in the MDF. [ ] [ ]
ITD has completed a test of the system(s) to verify it meets performance specifications. [ ] [ ]
ITD and the school are formally notified that the system is complete. [ ] [ ]

All above criteria has been verified: (check all that apply)

System/nomenclature Intrusion Alarm

□

Location/address

School Principal
(Print Name) Signature Date
Local District
OAR (Print Name) Signature Date
FTPMG Project
Manager (Print Name) Signature Date
FTPMG
Director/Deputy (Print Name) Signature Date
Director
The school site Principal or designee has certified that the entire system has been functioning for at least one Initials
week and continues to function as of (date): _______/_____/_________ [ ]
All documents have been provided to ITD, including but not limited to, as-builts, inventory of equipment, cost
documents, warranty information, manuals for all equipment (CSIU representative): [ ]
Sufficient number of voice and data lines and bandwidth capacity into the school exist (verified by ITD-
Telecommunications Office): [ ]

ITD PMO Representative

(Print Name) Signature
School Accepted? Yes______ No______ Date _____________________
Comments:
__________________________________________________________________
1
Note: No changes are to be made to the specifications or the scope of work without approval from ITD.

BUL- 2175 Page 6 of 6 January 17, 2006

Office of the Chief Information Officer