The IT Infrastructure Partnership Audio / Data Conferencing Overview David Swynford VITA December 6, 2007
Dec 22, 2015
The IT Infrastructure Partnership
Audio / Data Conferencing OverviewDavid Swynford
VITA
December 6, 2007
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The IT Infrastructure Partnership
Agenda
• Legacy VITA Audio / Data Conferencing Solution
• Why a New Solution Now?
• Audio Conferencing Solution
• Pricing
• Implementation Plan
• Questions / Feedback
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The IT Infrastructure Partnership
The Legacy VITA Conferencing Solution was effective in its day, but has become obsolete
• Premise-base conference bridge located in RPB– Projected to do ~7 million conferencing minutes in FY08
– Bridge equipment has reached end of life
• All conferences are scheduled by a staff of four as either “meet-me” or operator assisted calls
– 93% are meet me
– 7% operator assisted
• Onsite support provided 5x8 with after-hours and weekend support provided as on-call
• Data conferencing solution has limited functionality and is not widely used across VITA
– Majority of Agencies have selected WebEx as data conferencing solution
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The IT Infrastructure Partnership
The new conferencing solution provides customers with many new features and benefits• Reached a decision point on current premise-based equipment as it is
end of life and it either needed to be upgraded or replaced
• Hosted conferencing solution delivers tangible benefits– Reliability: Leverage robust infrastructure of conferencing provider and eliminate
reliance on a single site / single premise-based solution
– Functionality: Wide range of standard and optional services that deliver high-tech conferencing to the Commonwealth
– Freedom: Reservationless allows Leaders to initiate audio conferences at any time with no notice; two usage models for data conferencing that separates light users from medium to heavy users
– Cost: A cost effective solution that allows users to take advantage of toll-free access numbers to avoid long distance and 800 number costs
• New data conferencing solution seamlessly combines audio and data conferencing into a highly interactive, visual environment
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The IT Infrastructure Partnership
Reservationless Conferencing allows users to conduct a call without prior scheduling• Each new account owner will receive permanent dial-in and PIN
information for all of your calls– This means you have no reservations, operators or time limits for your calls
– Your individual line is available 24 x 7
– With this flexibility, you can start a meeting with participants at a moment’s notice
Richmond
Roanoke Herndon
• Reservationless calls can accommodate up to 125 participants and has numerous features to help facilitate your meetings
– The leader can dial out to participants, mute all or individual participants, prevent new callers from joining, and control the audio conference from a Web browser
– With the new service, you can record the conference for later playback
– For breakout sessions, participants can be put into sub-conferences
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The IT Infrastructure Partnership
To help agencies control costs, different levels of service are available to customers• The level of service you authorize for your account owners is your choice
– Among the factors to consider is price
Service Level Description Price Point Reservationless Audio Conferencing
The standard service that does not require reservations and can accommodate up to 125 participants
$0.04-0.05 per minute
(Reservationless Audio Conferencing is the service you will likely use most often)
Operator-Assisted Audio Conferencing
An enhanced service that permits reservations up to 30 minutes prior to the event and can accommodate up to 10,000 attendees
$0.19 per minute
Event Services Audio Conferencing
For high-profile meetings, Event Calls are similar to Operator Calls, with added capabilities and support
$0.28 per minute
VITA Data Conferencing
A web service that allows the leader to post materials and conduct live trainings, presentations or product review sessions online
$0.20 per minute
Or
$109-191 Unlimited usage per user, per month
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The IT Infrastructure Partnership
Project Plan Overview • Project Approach
– Plan developed with the input and support of a matrix team
• Rollout Plan Strategy– Application of Change Management best practices– “Phased” or staggered rollout methodology to mitigate risk and enhance the end-user experience– Leverage existing infrastructure and plan for build out in support of long-term needs
• Ex. Utilizing the existing VCCC Support Model and the TSR Process for ordering
• Key Events– Phase II: Pilot of new services and process (All users with existing reservations in legacy system) -
Start (12/12) / Finish (12/27)– Phase III: Production Rollout (New end-user prospects) - Start (1/16/08)
ID Project Implementation Plan Start Finish DurationJan 2008Dec 2007
12/2312/9 12/3012/2 1/271/1311/25 12/16
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12d12/27/200712/12/2007Phase II: Pilot
0d12/28/200712/28/2007Milestone: Production Rollout Go/No-Go Decision
0d1/16/20081/16/2008Phase III: Production Rollout (New Users)
Nov 2007
1/2011/11 1/611/1811/4
1 14d12/6/200711/19/2007Phase I: Proof of Concept (w/ ~65 VITA Users)
2 0d12/7/200712/7/2007Milestone: Proof of Concept Evaluation / Pilot Go/No-Go Decision
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The IT Infrastructure Partnership
Questions / Feedback
• Questions?
• Seeking feedback…– Overall impression
– Transition timeline / order of transition
– Interest in data conferencing solution
– Data conferencing usage models – Per minute vs Seat
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The IT Infrastructure Partnership
Pricing Example
• Audio Conferencing– 10 participants, 30 minutes each = 300 total minutes
– 300 x $.05 (cost per minute) = $15
• Data Conferencing– 10 participants, 30 minutes each = 300 total minutes
– 300 x $.20 (cost per minute) = $60 OR
– Concurrent license approach depending on how much your Agency uses conferencing
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The IT Infrastructure Partnership
Reservationless calls allow you to control many features from your phone’s keypad
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Operator Assistance – Conference
Change entry/exit method (recordings, tones, silence)
List available keypad commands
Operator assistance – Individual
Dial-out to a participant
Begin/end conference record
Private roll call
Mute/Unmute – group (all lines except leader’s)
Mute/Unmute – individual
Lock/Unlock conference (including Operator)
Allow/disallow conference continuation
Participant count
Keypad Commands