Smooth Operations in Data Centre Installation

Focus on Coordination, Communication and Collaboration

Modernising or expanding a data centre is a highly complex undertaking that requires close cooperation between numerous trades, subcontractors and internal teams. Seamless coordination and clear communication are essential to meet deadlines and ensure reliable operations.

In the following interview with Samuel Premkumar, Senior Executive for Services at Rosenberger OSI, we discuss the challenges and key success factors in implementing installation projects.

Table of contents:

How do you coordinate the various technical professions and subcontractors during a data center installation or extension?
How do you make sure that communications run smoothly and that all project participants are working with the same information?
How important is close cooperation between the installation and operations teams?

How do you coordinate the various technical professions and subcontractors during a data center installation or extension?

Coordination of the various technical professions and subcontractors takes place at regular site meetings, which are attended by all the relevant parties. These meetings are an important way of ensuring that all participants are up-to-date with what’s happening as well as of identifying potential problems before they can develop.

If the customer decides to control the project themselves, i.e. acts as principal, then regular meetings are scheduled as part of project planning. These are attended by the principal, the project manager or project office and the contractors – in our case, this also includes Rosenberger OSI as service provider. These meetings are important as they provide an opportunity to discuss progress and adapt the planning if required.

If Rosenberger OSI is the project owner, then we usually coordinate a weekly meeting with the project manager and the subcontractors. In addition, there may also be more intensive coordinations with the personnel on-site, such as the team leaders (TLs) or site foremen. The project management personnel are not always present on site. Despite this, we keep all project participants, interested parties and other stakeholders up-to-date through a detailed site diary and daily reporting.

Milestone planning serves as the basis for all project planning and coordination. These milestones are agreed on with the customer in order to ensure that all the aims are achieved and the project remains on schedule. A clear structure and regular communications are the keys to success.

Services milestone — Exemplary milestone planning for a project

How do you make sure that communications run smoothly and that all project participants are working with the same information?

Efficient communications are vital for project success, and this is particularly true of data center installations or extensions. We believe in the value of direct contact with all the relevant project participants and the various stakeholders, including the subcontractors, suppliers and other parties that can have an influence on the project. This personal contact makes sure that all parties receive the same information and that project progress is transparent.

We have to bear a number of challenges in mind with regard to the communications channels. For example, one typical problem on building sites is the limited mobile phone reception. This means that we cannot always be reached via the normal communications channels. We have therefore established clear processes to make sure that we can always be contacted even outside of the scheduled meetings. One of these is a structured ad-hoc communication that enables us to act quickly in the case of acute problems or escalations. For example, if technical difficulties arise or important decisions have to be taken, then the team members can communicate directly with one another, even outside of the regular meeting times.

Another important aspect is that we appoint contact persons for the different technical professions and teams. These individuals can then be contacted immediately if required in order to resolve problems quickly or exchange information. In this way, we ensure that communication is always efficient and that there are no delays.

How important is close cooperation between the installation and operations teams?

Close cooperation between the installation and operations teams is extremely important for project success. This cooperation ensures a seamless handover from installation to operation and makes sure that operations are efficient and stable right from the word go.

Rapid reactions to the customer’s requests for changes:
The customer’s needs and wishes may change during the installation process. Close cooperation between the teams allows us to respond flexibly and quickly to these change requests, while also avoiding delays or misunderstandings. The operations team, which is responsible for ongoing operations following installation, often has valuable insights that need to be taken into account during installation in order to avoid problems further down the line.

Better understanding of system requirements:
The installation and operations teams contribute different perspectives and experiences. The installation team is focussed on technical implementation, while the operations team often sees things from the standpoint of everyday operation and maintenance. By cooperating closely with one another, the two teams can develop a better understanding of the requirements and challenges facing the other team, and in this way create a system that is both technically stable and easy to use.

Optimization of the handover processes:
The handover from installation to operation is a critical moment. If the teams work together well than the handover will be efficient and free of problems, and operation can begin immediately without the need for any unnecessary adaptations or corrections. The operations team can provide input during the installation phase to ensure that the system is subsequently easier to maintain and operate.

Continuous improvement:
Cooperation between the teams means that feedback during installation can be rapidly transformed into improvements that enhance operating efficiency in the long term. This close cooperation also promotes a culture of continuous improvement in which the operations team regularly contributes insights and suggestions during ongoing operation which are then incorporated in future installations.

In short, close cooperation between the installation and operations teams not only ensures that technical challenges are efficiently overcome, but also that customers work from the outset with a system that meets their needs and is easy to operate. This brings about a high level of satisfaction for all parties and contributes to long-term project success.

In the interview:
Samuel Premkumar, Senior Executive for Services

Samuel Premkumar is a senior executive at Rosenberger OSI, where he is responsible for the strategic development of the company’s European service organization. Building on a well-established service organization in Germany, he is shaping the European direction of service operations, business development, and customer strategy. In this role, he plays a key part in advancing Rosenberger OSI’s evolution as a holistic solutions provider for connectivity and service-oriented partner for digital and AI infrastructure.

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