Attachment 1 - 14-001 FMS Facilities IT SOP.pdf

STANDARD OPERATING PROCEDURE LLVAMC FMS PROJECTS

SOP No: 14-001

SOP Title: Loma Linda VA Medical Center Facilities Information Technology SOP

SOP Number: Insert number SOP Title: Loma Linda VA Medical Center Facilities Information Technology SOP

Name Title Signature Date

Author: Paul Wiklund Program Analyst

Reviewer:

Authorizer:

Effective Date:

Review Date:

READ BY

NAME TITLE SIGNATURE DATE

STANDARD OPERATING PROCEDURE LLVAMC FMS PROJECTS

1. Purpose

1.1. This SOP serves to inform local shops, project managers, architects and other concerned parties of local facilities standards for information technology additions, renovations, and requirements as it relates to construction and renovation of owned and leased spaces for the

Department of Veterans’ Affairs at Loma Linda. The intent is to ensure compliance with VA, VHA, and internal procedures/guidelines while guaranteeing system compatibility and integration for all current and future projects

2. Introduction

2.1. It has come to the attention of facilities management personnel that when attempting to codify standards during design, construction, and renovation, there are many variations, with differing levels of relevance. This document should rectify that and serve as the de-facto guide for all architects, project managers, designers, and contractors with the intent of clarifying design requirements, as well as setting down a consistent and clear set of rules.

3. Scope

3.1. This SOP will cover references to relevant documentation, IT hardware and equipment, the procurement process, general cabling guidelines, and the overall activations process. This guide will also cover electrical, HVAC, and structural requirements as they relate to IT services, but those standards will not be set in this document. Interested personnel are referred to the appropriate SOPs and installation guidelines for the affected services.

4. Definitions

• IT: Information Technology

• OIT: Office of Information Technology

• SNOW: Service Now Ticketing System; used by IT to track work requests and activations.

• TR: Telecommunications Room; receives signals from the data center and distributes to the end users.

• WAP: Wireless Access Point; used to convert wireless signals to wired signals.

• Server Room / Data Center: Where servers reside; data flows from data centers to telecom rooms

• Keystone: Replaceable female end to copper structured cabling.

• Structured Cabling: Cabling that runs through walls/interstitial spaces from one location to another or runs underground; generally considered to be part of the overall structure.

• Patch Cable: Cables used to connect structured cabling to devices (a process known as patching)

• IEEE: Institute of Electrical and Electronics Engineers, a standards setting organization for telecommunications.

• EIA/TIA: Electronics Industries Alliance/Telecommunication Industries Association, a standards setting organization separate from IEEE.

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5. Responsibilities

5.1. Project Manager / Program Analyst / COR

• Coordinate all shutdowns and inspections related to IT and ITS equipment in any facilities project

• Handle all notifications and coordination of notifications for all shutdowns involving IT and

IT subsystems.

• Provide relevant site-specific documentation to the architect as it relates to the appropriate project.

• Ensure that the project is designed within the constraints provided by the VA

• Ensure that the project is constructed within the constraints provided by the architect

• Identify IT needs for activation and initiate activation requests through the IT supervisor.

5.2. Architect

• Design IT systems and subsystems within the constraints and according to the documentation provided by the project manager and the National Contracting Office.

5.3. Construction Supervisor / Construction PM

• Construct (or inspect the work of subcontracted) IT infrastructure and systems installed under the contract under the constraints and in accordance with the documentation provided by the contracting officer and the National Contracting Office.

5.4. ITS Supervisor or designated representative

• Assist in the planning and design of the IT Network and IT subsystems as they relate to the project, providing guidance and clarity when IT design questions arise

• Inspect IT and IT-related systems designed by the architect at each design phase, approving or declining submittals

• Inspect IT and IT-related systems during installation phases as installed by the general (or sub) contractors, ensuring system interoperability and connections

• Finalize system connections during and prior to activation.

• Initiate activation requests with the National OIT

6. Specific Procedures

6.1. Local Telecommunications Standards (local)

6.1.1. General Notes: The local facility has written telecommunications standards dated 25

February, 2021, that are required to be used for the acceptance of any contract that involves IT and or telecommunications work at Loma Linda VAMC or its associated properties. That document is included as an appendix to this document.

6.2. Cabling Primer (understanding the fundamentals of data cabling)

6.2.1. General Notes: All devices, even wireless ones, eventually need to send data through wiring to get to the server room. The de-facto standard for cabling at Loma Linda VA

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Medical Center is spelled out in the local cabling standards (attached), however the guidelines below will assist project managers, contractors, and architects in selecting appropriate cables and their connections.

At LLVAMC, copper cabling is used for connection to end user devices, and for the majority of the cabling here. Fiber-optic cabling is used to connect TRs back to the main server room. As a general rule, multi-mode (MM) fiber cabling will be used for all in-building

(intra-building) connections, and single-mode (SM) fiber will be used for all connections between buildings (inter-building).

6.2.1.1. Copper Twisted Pair Cabling and Ratings: All category cabling (1-7) is twisted pair cabling, meaning that pairs of wires are twisted around one another for the length of the cabling. There are usually four pairs per cable, for a total of eight wires.

Protection against electrical interference is the primary distinction between cable ratings, and higher ratings are generally equivalent to higher speeds. More accurate twists in the copper pairs helps minimize interference (for example) and plastic internal separators allow pairs to avoid interference from other pairs.

A facility’s data throughput on a measured cable test is only as fast as the lowest rated point in that connection. If a CAT3 patch cable is used in a CAT6A installation

(as an extreme example) then that run’s data throughput at the final measurement could potentially be capped at 10Mbps. Care must be taken to ensure that the patch

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cables for the installation match the structured cabling, and this includes ensuring that the phones are capable of handling the rated speed of the connection (as phones act as data pass throughs).

There is less of a concern when using CAT6 patch cables with CAT6A installations than if using CAT5 patch cables with the same installation.

The outer cladding in structured cabling can also be used to prevent interference, and copper cabling can yet further be protected by shielding, which is a flexible aluminum coating around the inner jacket of the cable to prevent electrical interference. Further, cable can be protected from damage by a braided metal sleeve under the PVC jacket. These are all considerations when looking at cabling in terms of cost, diameter, and weight.

For all cabling, facilities should choose between shielded and unshielded twisted-pair

(STP vs UTP).

For CAT6A, facilities should be careful to differentiate between foiled and un-foiled

(F/UTP vs U/UTP).

Because of the need to resist overwhelming the existing cable conduit in the interstitial spaces, Loma Linda VA Medical Center chose foiled, unshielded twisted-pair cabling (U/FTP), which allowed the facility to meet the same cable diameter as the existing CAT5 cabling, and thus not have to replace the cable pathways in our interstitial spaces and above-ceiling areas.

U/FTP is only necessary where reusing the existing conduit at ¾”/ F/UTP is acceptable in all areas where ethe new conduit s being run provided the new conduit does not exceed 60% fill (40% at time of construction, 60% max, see LLVAMC Cable

Specs Complete 2021 v. 2.2 section 2.1.2.3.1)

All cabling here at LLVAMC is terminated to EIA/TIA 568-A standards. Installers will not, under any circumstances repurpose cabling in the walls by removing it from a telecommunications jack and using it for something else. All installations will consist of new cabling.

6.2.1.2. Plenum Rating: A plenum is a separate space provided for air circulation for heating, ventilation, and air-conditioning. The space in an interstitial, or the space in drop ceilings or raised flooring may be considered a plenum space. Ethernet cabling releases toxic gases in the event of a fire, and as such special plenum cabling should be used in those areas. Plenum rated cable has a special insulation that has low

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smoke and low flame characteristics. Plenum rated cable comes at a higher cost than non-plenum rated cabling, but it’s worth it from a safety standard to avoid dying.

6.2.1.3. Keystones, Patch Panels, Wallplates, and patch cables:

• Keystones: A keystone is the female receptacle added to all copper structured cabling. Modular female CAT6A keystones will be Yellow, Ivory, or Gray in color

IAW local cabling standards dated 25 February 2021. They must be capable of accepting either RJ11 or RJ45 male jacks, and will not be distinguished between phone and data. These keystones must be shielded to prevent interference.

• Patch Panels: Patch panels hold keystones at the consolidated end of the structured cabling. Patch panels serve to aggregate connections. Vendors will design for, provide, and install copper patch panels conforming to EIA/ECA 310-

3 dimensions and suitable for mounting in standard equipment racks, with 48 modular CAT6a RJ45 jacks aligned in two horizontal rows of 24 per patch panel.

• Wallplates: Wall plates sit at the opposite end of the structured cabling from the patch panels, and their primary purpose is to house keystones at the end

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user location. Wallplates and end user connections should be designed and planned to consist of a 4-port single-gang quad outlet faceplate, with three connections (Yellow, Ivory, Gray).

The fourth port should be blank, and the plate should have sufficient space to label the top and the bottom with the appropriate telecommunications information. The wallplate must be capable of accepting modular CAT6A jacks.

• Patch Cables: Patch cables serve to connect devices to the structured cabling, a process colloquially called “patching.” Copper patch Cables should be CAT6a, and ordered according to the colors as specified in the local cabling standards.

They will come from the manufacturer pre-terminated to the appropriate ends and standards according to IEEE and EIA/TIA. The primary consideration is to ensure that “crossover cables” (cables that change pin-outs on each end) aren’t ordered unless specifically requested, and that the ratings match the structured cabling that they connect to.

• Penetrations: All penetrations through all physical media, whether ceiling tiles or smoke/fire barriers will be sealed from smoke and vapor. Penetrations through ceiling tiles will be sealed with caulk of an appropriate and matching color, and penetrations through smoke/fire barriers will be fire-stopped with a material chosen IAW sections 6.9.8 and 6.10.12 of this SOP.

6.2.2. Fiber Optics

6.2.2.1. General Notes: Fiber optic cables pass data in the form of light. This light comes in a single wavelength (Single mode) as pulses of light, or multiple wavelengths

(multiple colors, multimode) whose waves cannot meet (at peak or valley) without causing interference and data loss (commonly referred to as packet loss or packet collision).

Multimode cables, and their overall possible maximum length for data transmission is determined by how long it takes for the differing peaks or troughs on the light waves to hit and cause interference.

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Best practice for design will typically be to replace multimode cable with multimode, and single mode cabling with single mode. If the current cabling is suitable for the distance it covers currently, there should be no need to change single for multi (or vice versa).

It should be noted that fiber-optic cables to not carry power over ethernet the way that copper cables do. As such, the switches cannot transfer power over fiber. No switch (core or otherwise) can serve as a source of power through a fiberoptic connection.

6.2.2.2. Single mode versus multimode: Multimode cable is rated as OM (optical multimode) 1-4. OM1 cable is normal in older VA construction, and is typically orange. If found, it needs to be upgraded to laser-optimized OM4 or better, which is typically aqua (pretty shade of blue).

Single wavelength cables are called single mode and have a much longer total distance because there is no interference from other light wavelengths. Single-mode’s max distance is determined by the quality of the glass in the cable, and leakage through refraction.

Single mode cabling is rated as OS (optical single-mode) 1-2. Laser optimized cable can (should) be aqua for easy identification. OS1 cable is typically yellow jacketed.

OS2 is available in both aqua and yellow jacket. Yellow-jacket OS2 (non-laser optimized) is perfectly acceptable.

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Decisions between single and multimode cable are usually determined by the distance that the data must travel. Single mode cable is good for long-haul, and multimode data is good for short-haul (keep in mind that a “short” distance for fiber optics is relative).

As a general rule, in-building fiber optic cable should be multimode, and intra-building (between buildings) cable should be single mode. HOWEVER, if the facility currently has single mode cabling in place anywhere inside the building, it does not necessarily need to be changed to multimode.

OS-1: Optical Single-mode Cable, suitable for indoor runs.

OS-2: Optical Single-mode cable, suitable for buried runs

OM1-4: Multimode cable, suitable for indoor runs only or in protected conduit if buried.

6.2.2.3. Pairs vs strands: All fiber is counted in either strands or pairs. Light passes unidirectionally down each strand, meaning that one fiber in the pair is used to transmit and one is used to receive. A bundle of 96 fiber strands is equal to 48 pairs.

When doing assessments or replacements, ensure that the project distinguishes between strands or pairs, as multiples of 6 are common. Finding out during a project that the facility ordered 12 strands and not 12 pairs for their telecommunications room can be an issue resulting in a change order. Project managers that count properly can save significant money by avoiding labor later.

6.2.2.4. Connectors: All new fiber connections, or replacement fiber connections should utilize LC connectors. While a discussion on connector sizes and whether twist-style connectors or click style connectors is almost interesting, the common standard for all future upgrades is typically LC connectors. Below is a picture of what a pair of LC connectors looks like. One side is designated as transmit and the other is designated to receive.

6.2.2.5. Patch panels and fiber cans: Fiber cans or enclosures house fiber patch panels, which serve an identical function to copper patch panels. Vendors will design for, STANDARD OPERATING PROCEDURE LLVAMC FMS PROJECTS provide, and install fiber patch panels conforming to EIA/ECA 310-3 dimensions.

Fiber cans in the telecom rooms will be rack mounted, and stacked, with the top-most can connecting to 1C04E Core 1 (left-hand side), and the second can connecting to 1C04E Core 2 (right-hand side).

The design and construction shall include rack mounted patch or distribution panels installed inside a lockable cabinet or “breakout enclosure” that accommodates a minimum of 24 strands of single mode fiber - these counts do not include the VA’s 50 percent spare requirement best practice. Each fiber enclosure must have a cable management system.

6.2.2.6. SFP/GBICs: Fiber optic signals require a secondary device called an SFP-GBIC

(small form-portable-gigabit interface connector), commonly referred to simply as either an SFP or a GBIC. These devices convert laser signals to electrical impulses, allowing the fiber signals to be read by the switch or router. Certain servers may also require them if they have a fiber-optic network card. These devices should be provided by local OIT after reviewing the connection types and determining the appropriate type.

6.2.3. Labeling: All structured cabling, wallplates, racks, and patch panels will be labeled in accordance with the local cabling standards, which are included as an attachment to this document. Vendors are directed to reference diagrams 1 and 4 of those standards, entitled “Data Jack Assignment Specifications” and “Patch Panel Example,” respectively in the last few pages of the attachment.

Fiber enclosures will be labeled with the start and end point of each fiber run using machine printed labeling on the front of the fiber can. If a fiber can contains more than one run, all runs will be identified on the front of the can. Local OIT and the vendor will work together to establish a consistent labeling schema that can be easily read and understood by all concerned parties, which should be handled independent of the project management process.

6.3. Routing and Switching

6.3.1. General Notes: Any area that has an IT component will have a telecommunications room

(TR) associated with it, which is commonly referred to as an IT closet. This IT closet may or may not require renovation, or it’s possible that the room may be part of new construction. That TR will always have switches in it to control the flow of data. That room may also have a router, depending on the size and location of the IT space. All VA network devices require a secondary source of power. This may be small-form factor UPS’ in the telecom rooms, or large-scale UPS’ in the server rooms/data centers. If there are separate power circuits available, those should be considered as well especially since most modern

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switches come with redundant power sources. Placing power sources on wholly independent circuits removes single points of failure and guarantees network up-time.

6.3.2. Switches: A switch is a device that receives all of the data and cabling from the end user devices and controls the flow of information within the local area. This is why a switched network is called a “local area network.” If the project substantially increases the overall number of end user devices, or is standing up new construction, then it is likely you will need to order switches from IT through the activation process. There are different types of switches, but for general purposes all project managers (unless standing up large medical centers) should be requesting “access switches.”

6.3.3. Routers: A router takes all of the input from the switches and controls the flow of information over a greater area, called a “Wide Area Network (WAN).” It is used to connect disparate local area networks over distance.

The simplest way to determine whether a project requires a router is to consider the construction location and determine how it connects to the main hospital. If the location is at the main hospital / ACC, or there is another VA telecommunications room at the same street address, then typically a new router will not be required, as there is already one in the local vicinity providing that external connection. If a project results in a new street address off the main facility campus, then a new router will be required. A new leased space across town for instance, would require a router to bridge that leased spaces’ LAN with the one at the hospital.

6.3.3.1. All routers and switches require an SFP/GBIC to connect through to the next routing/switching device over fiberoptic cable. For more information on SFP/GBICs, refer to section 6.2.2.4.1 of this SOP.

6.4. Structured Cabling and Support Structures

6.4.1. Structured Cabling: Cabling that runs through walls from one location to another or runs underground is commonly referred to as structured cabling, as its presence is immutable without renovation or new construction (it is, therefore part of the structure). Connections between devices are determined by device type, location, and the distance between the start and end point of the connections.

6.4.2. Connections:

6.4.2.1. Connecting carrier circuits to routers: Connections between the carrier circuit and the router are handled over single-mode fiber from the point of demarcation

(DEMARC). This fiber will connect to an appropriate SFP at each end. Both ends of the fiber should have male LC connectors and terminate to fiber patch panels in fiber cans. From those cans, the connection to the device will be covered by a short patch

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cable. Installation of a new carrier circuit at a new location is part of the IT activations process.

6.4.2.2. Connecting routers to switches: Connections between the router and any switch are handled over multimode (MM) fiber over short distance (under 1KM) and single mode fiber (SM) over longer distances (or for underground burial). Both ends of the fiber should have male LC connectors and terminate to fiber patch panels in fiber cans. From those enclosures, the connection to the device will be covered by a short patch cable.

6.4.2.3. Connecting the switches to the rooms: Connections between TRs and any other

OIT owned space are typically handled as part of structured cabling in a manner identical to that between routers and switches.

6.4.2.4. Final Connections: Copper connections between devices and the structured cabling (e.g.: between the switch and the patch panel, or between the computer and the wall plate) are handled by patch cables. These are cables of an appropriate CAT rating with male connectors designed to plug directly into keystones at the wall plate or patch panel. All patch cables should be CAT6 or better, and a color appropriate to identify the connection (colors are identified in the local cabling standards). Patch cables are typically provided by local IT, but a contract for construction or renovation may include them as well.

Copper structured cabling will terminate in female RJ-45 jacks known as keystones and affixed to a patch panel in the TR on one end, and a wall plate at the end-user device on the other. Specifications for both wall plates and patch panels are covered elsewhere in both this SOP and the local cabling guidelines. In places where a wall plate is not appropriate (above ceiling, or affixed to drop-ceilings), a surface-mounted jack known as a “biscuit” may be substituted for the wall plate.

The jacks for all patch cables CAT3 and above are designed to connect to the same keystones, so installers and inspectors should read the cable rating printed on the jacket when troubleshooting or making an assessment.

6.4.3. Basic structured cabling diagram: For a very basic structured cabling diagram, please refer to Appendix B of this document.

6.4.4. Vertical and Horizontal Racks: General telecommunications room construction guidelines for the local facility are to install a series of two-post racks. These racks should be arranged in a manner so that the VA switches and the fiber can are in the same two-post rack (rack

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#1), which should be placed furthest from the door. The fiber cans should sit above the switches.

The second and third racks should contain the patch panels, with available space in the rack farthest from the VA switch used to house non-VA provided equipment such as Philips patient monitoring, or guest Wi-Fi switches.

The racks should be braced at the top by structured cabling supports colloquially known as

“ladder-racks” that are affixed in a permanent manner to the walls of the TR, and support the weight of the cabling as it circles the room. These ladder racks should guide the cabling to the two-post racks without letting it hang suspended at any point. Suspending cables is bad, both for the structured cabling and the self-esteem of the installers.

All racks designed to be affixed to the floor will be bolted into the concrete and their installation performed by a licensed contractor. This rule does not apply when such racks are installed by medical center personnel, in which case that work would be performed by the structural shop and signed off by the structural supervisor.

6.4.5. Grounding and Surge Protection: The racks themselves should have a ground-to-earth either in the form of a copper bus-bar on the wall of the TR, or a gas-discharge surge protector (typically used in data centers). All telecommunications systems must be grounded, because the equipment is expensive, and frying network equipment because of negligence is something to be actively avoided. The point of both grounding and surge protection is to allow excess electrons to reach the earth (similar to the path that lightning takes).

The difference between surge protection and grounding is that grounding is a direct path to earth, whereas surge protection absorbs (and slowly discharges) or redirects

(sometimes to ground) the excess electrons and protects the equipment.

Large scale electrical and telecommunications work should have both grounding and surge protection, and as such a gas-surge protector/module should be installed in large telecommunications areas (such as server rooms). Smaller telecommunications areas (TRs, PBX rooms) may get away with a copper connection to earth via a bus bar.

When making this determination it is important to understand that while a gas-discharge surge protector is capable of dispersing a much larger amount of electricity, they require periodic testing and replacement. Further, there is a long-term cost that must be considered with gas-discharge modules. If not replaced, the surge protector becomes useless and leaves the equipment unprotected.

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6.4.6. Vertical and Horizontal cable management: All two-post racks will utilize vertical cable management on both sides. Where two racks meet in series, only one vertical cable manager is necessary to be shared between them. When assessing the need for vertical cable managers, it is equal to the number of two-post racks, plus one (n+1).

All cabling will be combed and dressed neatly, with bundled cabling being attached to ladder racks solely though the use of hook and loop enclosures. Zip-tying to cable support structures is not authorized.

All patch panels will utilize horizontal cable management in the spaces both immediately above and or below it. When assessing the need for horizontal cable managers, it is equal to the number of 48-port patch panels plus 1 (n+1).

6.4.7. Installation in confined spaces: Cabling that runs through confined or interstitial spaces must be in approved cable trays to the point where it must branch out to the end user location. Where it deviates, it must be in electromagnetic shielded tubing (EMT) or in flex conduit. This is to prevent confined spaces from becoming cluttered with structured cabling, prevent damage to the cabling, and to ensure that the facility uses clearly defined pathways.

Cabling through vertical walls does not typically require conduit, and cabling above drop ceilings (but below the interstitial hardpan) should follow approved cabling paths using J-hooks.

6.5. Wireless Access Point Installation

6.5.1. Wireless Access Point Installation: The vendor is not allowed to purchase any wireless access points to be installed on the VA network. All WAPs will be provided by National OIT under their contract with Cisco and Red-River. This is to remove the possibility of black or gray-market equipment finding its way onto a secure network.

The facility is responsible for providing, hanging, installing, certifying, activations, and testing all access points whose installation is not provided by National OIT.

On contracted installs, Contractor is responsible for all patch panels, cabling (to include patch cables at both ends), “biscuits,” jacks, firestopping, testing, certification, documentation, and installation of structured cabling for the wireless access points.

Locations for WAPs to be installed (and consequently where the structured cabling ends) are to be provided as part of the predictive analysis, and the process for procuring that is covered in section 6.7.4.3 of this document.

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Cabling at the access point end of the run will penetrate the interstitial space before terminating to a surface-mount jack, commonly called a “biscuit jack.” A 14’ purple patch cable will run from the surface mount jack and be left visible through the drop ceiling.

All penetrations through fire or smoke barriers made by the contractor will be fire stopped.

The contractor will be responsible for labeling all patch panels, biscuits, cables, and wiring installed during any project by the contractor at both ends, and ensuring that the labeling convention meets local OIT requirements.

No installation will exceed 250 linear cable feet from the patch panel to the end of the patch cable where the AP is to be installed.

6.5.2. WAP Activations: The wireless access point activation process is covered under section

6.7.4.3 of this SOP.

6.6. Patient Cameras

6.6.1. Patient camera system design and installation: Patient viewing cameras are required in any area where a patient will reside overnight or where confined for safety/contagion reasons. It is imperative that project managers understand that patient monitoring cameras cannot be recorded. Installation of any device that appears similar to a recording device (Network Video Recorders, etc.) may result in a finding during Joint Commission inspections.

Patient camera systems cannot tie into the VA network and must be “air-gapped.” These cameras may only be viewable from a private monitoring area in the nurses’ work area

IAW VHA Directive 1078(1), amended 19 November 2014.

Because of the air-gapped requirement, these cameras may not connect to a VA switch, and as such will require their own switch provided by the vendor as part of their design. It does not need to be Cisco or OIT-approved. A separate monitor and camera signal decoder

(preferably located at the monitoring area) will also be required.

Neither local IT nor National IT provide any of the equipment for patient cameras except the monitors and patch cables.

6.7. IT Activations

6.7.1. Early IT involvement: It should be understood by all parties that the IT department has a separate activation and contracting process that is managed internally for all new construction, and / or renovations. The FMS activation process should always be

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coordinated with the IT activation process because of long lead times for obtaining IT equipment. In all cases IT should be brought in to the design process as early as possible to ensure compliance with security and the planning for equipment.

6.7.2. IT equipment: All equipment for OIT activations will be provided by National OIT through the local IT department. This is explicitly limited to the following items:

• Computers for end-users

• Monitors

• VOIP phones and accessories

• Printers (excluding Ricoh Multifunction devices)

• VA Wireless Access Points

• Routers

• Switches

6.7.3. Non-IT equipment: Non-IT equipment is common equipment and technology that is needed to open an area (and may connect TO the network) but not provided by National

OIT.

• Biomedical equipment, including patient booms, patient monitoring, IV pumps, etc… This equipment may be under contract o Coordinate with Biomedical representative for the affected area beginning at 35% design submittal.

• Telecommunications support structures o Part of construction during projects

• Ricoh Multifunction Devices o IDIQ contract managed through Logistics department.

• Physical security devices o Refer to section 6.7.5.1 of this SOP and begin coordination at 35% design submittal.

• Fire Alarm system o Refer to section 6.7.5.2 of this SOP and begin coordination at 35% design submittal

• Nurse Call o Refer to section 6.7.5.3 of this SOP and begin coordination at 35% design submittal.

• Any/all guest wireless o Refer to section 6.7.5.4 of this SOP and begin coordination at 35% design submittal.

• Building Automation Control Networked (BACNet) systems o coordinate with HVAC shop supervisor throughout the design process

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6.7.4. The IT Activation Process:

6.7.4.1. General Activations Requests: All IT activations start with an email to the IT supervision, and should include the relevant information based on the type of activation request listed below. Coordination between IT and Facilities Management is an informal process, and will result in several emails that should be maintained in the project folder.

6.7.4.1.1. Inclusions: An email to both supervisors in IT (back-office, and front-office) requesting the activations process should be sufficient, but the project manager must include the following information in the email:

• Project number

• Summary of the statement of work

• Attachment of CAD drawings and furniture plan

• Information from the bullets below (as needed) o Number of computers requested (expect two monitors per computer, this will include the keyboards and mice, as well) o Number of patient phones being requested o Number of new telephones requested (include the number of phone expansion modules) o Number of phones being moved from the old location o List of telephone extensions to be moved from old location to new o Number of switches requested o Number of routers expected (typically 0, maybe 1, almost never 2 unless a whole new hospital is being built).

o Number of carrier circuits (typically equal to the number of routers) o Number of printers requested o Number of fax lines requested o Number of conference phones requested

Project managers should request confirmation with the activations request information from local IT. This will be a standard ticket number beginning with

INC#######, and that number can be used to track the status of the activation.

6.7.4.2. Determining Needs

6.7.4.2.1. Carrier Circuits: If new construction occurs at an off-site location, or a new lease occurs, then it is understood that a new connection to the main facility will be required. That new connection is called a “carrier circuit,” and must be ordered through the OIT activations process. At 65% design, an email should be sent to OIT supervision requesting an outside circuit be purchased through the Telephone Business Office (a division of National OIT).

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That circuit will be the connection for the router to talk to the outside world, and there will be no internet connection whatsoever without that.

6.7.4.2.2. Data drops versus wallplates: For new construction or renovation, the blueprints will have planned locations for data drops, which typically correspond to the furniture plan. These data drop locations (unless otherwise specified) will have three cables running to them, and ALL CABLING must be installed, even if it is not planned to be in use. This will help determine the number of data drops and patch panels in the telecommunications room.

If all cables are not installed, the port numbering system is thrown off, resulting in blank spaces in the patch panels. This has caused issues with determining cabling replacement at other sites within the VISN, as cable speeds become varied between ports

6.7.4.2.3. Calculating switch needs: Switches for the VA as of 01/01/2020 are only available from the LAN team and procurement in 48-port models (for copper).

It is improper to count all available data drops and plan for switches using that number, as actual usage hovers somewhere between 33% and 66% at any given wallplate. The local standard is to account for 20% available extra to account for future expansion.

When calculating needs, it is appropriate to begin with the number of computers (do not count phones), printers, and specialized devices in an area.

That count will give the minimum number of switch ports needed to begin functioning. Care must be taken to ensure that CCTV cameras, patient cameras, and wireless access points are included in that total. Since switches have 48 ports each, some simple math can be done to determine the overall switch count.

If, for instance, a site has 100 wallplates, that would be 300 cables through the walls. With an estimated usage of 50%, 150 switchports are needed. After accounting for the 20% expansion (total * 1.2) This gives you 4 switches (as you must round up).

300/2 = 150

150*1.2 = 180

180/48 = 3.75 (4)

Another technique is to take the number of wallplates specified in the blueprints and multiply that number by two. Using the second technique, if the

STANDARD OPERATING PROCEDURE LLVAMC FMS PROJECTS

site has 122 planned devices (including everything), add 20% for expansion

(round the result up), then divide by 48.

122*1.2=146.4 (147)

147/48=3.05 (4)

In either above example, four switches are necessary (results must always round up to the nearest whole number).

Whichever method generates the higher number should become the method used. That final number is the count of individual ports on the switch that are needed.

Either result yields 4 switches. These switches are the minimum needed, and may increase as part of the activation.

6.7.4.2.4. Calculating Computer Needs (and phones): The number of computers calculated will come from the furniture plan for the area. If a service is moving into that area from another, it must be assumed that the existing computers will be moved with them. The difference between that number and the number of computers on the furniture plan is how many computers will need to be ordered. Rarely (if ever) does a service give computers back after a move, as moves are usually the result of a department expansion.

6.7.4.2.5. Calculating Telecommunication Needs

6.7.4.2.5.1. Carrier circuits and TBO requests: Carrier Circuits are circuits used by routers to connect a building to the outside internet. Sites will require a minimum of one carrier circuit per location, with two being preferable for purposes of redundancy.

These circuits will be necessary in any new construction or newly leased space that the VA occupies. Without a connection to the outside world, the area cannot send to or receive data from the main hospital. This includes telephone calls, CCTV footage, patient monitoring data, etc.…

Carrier circuits should be requested via email to the local OIT management <vhalomtelco@va.gov>, and the payment for said circuit will come from National OIT’s Telephone Business Office. IAW section

6.7.4.1.1 of this SOP.

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6.7.4.2.5.2. Calculating types of phones: Phones should be counted as one per work area. Care must be taken to count the number of phones (and their assigned extensions) moving into the area, as well as their make and model. That info should be given to local IT, as phones may be upgraded during the move. The number of phones being moved into the area should be subtracted from the overall total of phones prior to ordering.

Blueprints, in conjunction with personnel scheduled to move into the area can be used to calculate the number of patient phones to be installed.

Information on expansion modules for VOIP phones (to add a second or third row of auto dialing extensions) should be gathered from the users of the area during the design period and those modules requested as part of the activations process (at 35% or greater for design).

6.7.4.3. Wireless Activation Requests: All areas regularly staffed will require the installation of wireless access points for the purposes of serving VA devices. National

OIT will plan for the deployment and the positioning of those devices and they should NOT be in the architects’ blueprints. If wireless is found in the architects’ drawings or plans, it should be de-scoped completely, and a credit from the architect or contractor pursued.

Instead of the architect planning wireless, the CAD blueprints with the final wall placement (at approximately 65% design) should be sent over to local IT in an email to the local IT supervisor with a request for wireless activation.

After time, the local IT department will receive and forward a document called a

“predictive analysis” that shows the WAP locations. Installation of the structured cabling for the WAPs should be included in the construction contract.

If not already included, either a change order to include it, or a new contract will have to be initiated. National OIT will provide the wireless access points, as well as any necessary wireless controllers, but installation of, including all cabling, is typically the responsibility of the site.

6.7.4.4. Telehealth and Administrative VTC requirements: Administrative personnel for the area to be occupied will assist the PM or COR in determining if there are any telehealth needs. OIT Telecommunications (not networking) will work with the local

PM and or COR in determining how to best gather that equipment, but as with all

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other IT items, this needs to be identified and the activation process started during design.

6.7.5. Sole Source Requirements

6.7.5.1. Physical Security: All new telecommunications room construction will require physical security IAW the physical security design guide, a copy of which can be reviewed with the VA police for design compliance.

Guidance from Capital Asset Management as of 23 Jan 2020 is that all new telecommunications rooms will require cameras in addition to the standard physical security plan.

Physical Security devices include closed circuit television systems (CCTV), wall-mounted card/PIV readers, electronic locks, and all associated equipment required to make those devices function.

Those devices, their installation, and the maintenance of them are under sole-source contract by Security Solutions, and the company should be brought in during the design portion of all projects.

Contact information for Security Solution and its representatives can be obtained through the VA Police.

6.7.5.2. Fire: All telecommunications rooms, new construction, and renovations necessarily have an HVAC component of some sort. Main HVAC systems contain fire monitoring systems. Fire monitoring (to include smoke detectors), and reporting to the fire department is directly handled by Apple Valley Communications. Their contact information can be obtained from the HVAC shop supervisor.

Because all installations must tie into Apple Valley’s system, they must also be consulted for all new installs and or renovations that touch the HVAC system (which contains detectors and fire dampers). They do not have to perform the installation, however.

6.7.5.3. Nurse Call: Nurse call systems are installed and certified by TRL systems. The electronics shop supervisor has the contact information for the vendor. All nurse call systems are proprietary to the hospital, and new spaces that contain patient beds cannot open without a functioning nurse call system. Nurse call is not necessary in spaces where there are no in-patient services.

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6.7.5.4. Guest Wireless: Guest wireless is under a five-year contract that began in 2019.

Contact information for guest wireless can be gained from the electrical supervisor, who manages the contract. The company is Alvarez LLC, who has subcontracted

Norseman Consulting to perform the installation and management. Any area with a waiting area will have a guest wireless component.

6.8. Leased Spaces

6.8.1. General Notes: We may, as a department, be asked to renovate or design for renovation IT spaces or modifications in leased spaces. Prior to beginning any work, permission must be obtained from the lease-holder, and that permission should be obtained by the lease manager in writing to avoid future liability.

The lease holder / owner becomes a stakeholder at that point and should be kept in the loop throughout the rest of the process

6.9. Acceptable Manufacturers

6.9.1. Data jacks: Keystones will consist of: One each [Yellow, Ivory, Gray] rated for the cabling, manufacturer agnostic.

6.9.2. Patch Panels: CAT 6a 48 Port Flat (non-angled) manufactured to telecommunications industry standards, manufacturer agnostic.

6.9.3. LAN Cable: PLENUM-RATED unshielded, foiled twisted pair (U/FTP) CAT-6A Com Scope, Berk-Tek, Mohawk/CDT, Essex, or approved equivalent (Yellow, Blue, Red).

6.9.4. LAN cable standoffs - Panduit PPIS-SIOX (2"), PP2S-SIO-X (4-5/8") or approved equivalent.

6.9.5. LAN cable tie mounting device - Panduit PLC-2S-S 1 0 series, or approved equivalent.

6.9.6. LAN Wire Management: Ortronics (OR-60400129)

6.9.7. Data face plates: Tripp Lite 4-Port Quad Outlet RJ45 Universal Keystone Jack Face Plate

UNSPSC 43201612 or approved equivalent

6.9.8. Firestop Putty: Type similar to 3M UNSPSC# 46191503 in color red-brown, or approved equivalent.

6.9.9. Decorative trim rings: White or ivory decorative trim or escutcheon ring sized appropriately for the cable to pass through, to be verified by COR or COTR as appropriate prior to installation.

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6.10. Detailed Specifications: Architects are encouraged to tailor TIL specifications division

27 these standards.

6.10.1. Two-post racks:

• Two-post “open frame”

• Black

• 45RU in height

• 19" Rack Size

• Spacing will conform to EIA/ECA 310-E dimensions.

6.10.2. Single mode fiber

• Campus Area Network (CAN) connection, building-to-building, by Single Mode (SM)

OS2 Fiber 10 Gbe or better for building-to-building

• Single Jacket Non-Armored Loose Tube fiber cable for running in conduit

• Armored fiber for direct-buried or aerial runs

• All SM cable will be specified as dielectric

• Vendor will plan for 96 Count (48 pair) in each fiber can, terminated with LC connectors.

• All OS2 fiber will terminate in the basement and a separate run from the basement to 1C04E will bridge that fiber to the cores. As with the OM4 fiber, each core will have its own can of OS2 fiber to maintain redundancy.

• Labor quotes from vendor must include field-termination of fiber.

6.10.3. Multimode fiber

• All multimode fiber must be smoke-rated Multimode OM4 Laser Enhanced to 40 Gbe

Laser Optimized 50/125 μm fibers with effective modal bandwidth of at least 4,700

MHz∙km at 850 nm. All Multimode fiber will have an aqua jacket and utilize LC connectors.

• Termination Method: Pre-terminated with MPO (Long run cables and campus network cables will have terminations completed in the field, as required)

• Strand Count: 24 per assembly

• Bundling: Loose Tube

• Polarity: Straight (or Type A-Key up one end, and key down on the other)

• Labor quotes from vendor should include field-termination of fiber.

6.10.4. Fiber can labeling

• CAT6A cabling

• Plenum-rated category 6a cable (CAT6A) unshielded foiled twisted pair (U/FTP), with additional slack, as required, to redesign telecommunications room (TR) racks during renovation.

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• Design must be compliant with the BICSI standards (ANSI/NECA/BICSI 568, Standard for Installing Commercial Building Telecommunications Cabling and ANSI/TIA-1179-A

Healthcare Facility Telecommunications Infrastructure for new installations)

• Tested to ANSI/TIA-568-C.2 Category 6A requirements including NEXT, ELFEXT (Pair-to-Pair and Power Sum), Insertion Loss (attenuation), Return Loss, and Delay Skew.

• Minimum Transmission Parameters: 500 MHz

• Four pair 0.205 mm2 (24 AWG) cable or better

• Terminate all four pairs on same port at patch panel in TR.

• Terminate all four pairs on same jack, at work area Telecommunication Outlets

(TCO).

6.10.5. CAT6A cable labeling

• Provide labeling in accordance with ANSI/TIA-606-B.

• Print lettering of labels with thermal ink transfer process; handwritten labels are not acceptable.

• Label both ends of all cables in accordance with industry standard. Provide permanent Labels in contrasting colors and identify according to system “Record

Wiring Diagrams”.

• Each cable end label will include the patch panel jack as well as the switchport information within the TR or Data Center.

Example:

SW2P14

042-2

• Refers the reader to Switch 2, Port 14 which also terminates to wall plate 042 on port

2 (see local cabling standards Diagram 1).

6.10.6. Keystones

• The VA at Loma Linda does not make a distinction between RJ-45 keystone types

(i.e.: no keystones will be marked as “printer” or “voice”)

• Provide RJ45 jacks of modular design and capable of accepting and functioning with other modular (i.e. RJ11) plugs without damaging jack.

• VA requires PC compatibility.

• Shielded Cat 6a Keystone Jack - RJ45 female Wall Jack White 110 Type

• Keystones will be colored in accordance with local cabling standards, and installed in a consistent manner throughout the entire project.

• Product type must be modular insert

• Depth: no greater than 1.75 in

• Height: 0.6 in

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• Width: 0.8 in

6.10.7. Single-Jack Surface-Mounted Drops (“Biscuits”)

• Category: CAT 6A

• Port Qty: 1 port

• Compatibility: PC

• Connector Type: RJ-45

• Gender: Female

• Mounting Type:…