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Audio / Data Conferencing Overview David Swynford VITA

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Audio / Data Conferencing Overview David Swynford VITA. December 6, 2007. Agenda. Legacy VITA Audio / Data Conferencing Solution Why a New Solution Now? Audio Conferencing Solution Pricing Implementation Plan Questions / Feedback. - PowerPoint PPT Presentation
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The IT Infrastructure Partnership Audio / Data Conferencing Overview David Swynford VITA December 6, 2007
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Page 1: Audio / Data Conferencing Overview David Swynford VITA

The IT Infrastructure Partnership

Audio / Data Conferencing OverviewDavid Swynford

VITA

December 6, 2007

Page 2: Audio / Data Conferencing Overview David Swynford VITA

2

The IT Infrastructure Partnership

Agenda

• Legacy VITA Audio / Data Conferencing Solution

• Why a New Solution Now?

• Audio Conferencing Solution

• Pricing

• Implementation Plan

• Questions / Feedback

Page 3: Audio / Data Conferencing Overview David Swynford VITA

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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

Page 4: Audio / Data Conferencing Overview David Swynford VITA

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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

Page 5: Audio / Data Conferencing Overview David Swynford VITA

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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

Page 6: Audio / Data Conferencing Overview David Swynford VITA

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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

Page 7: Audio / Data Conferencing Overview David Swynford VITA

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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

3

4

5

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

Page 8: Audio / Data Conferencing Overview David Swynford VITA

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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

Page 9: Audio / Data Conferencing Overview David Swynford VITA

The IT Infrastructure Partnership

Appendix

Page 10: Audio / Data Conferencing Overview David Swynford VITA

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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

Page 11: Audio / Data Conferencing Overview David Swynford VITA

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The IT Infrastructure Partnership

Reservationless calls allow you to control many features from your phone’s keypad

*1

*3*4

*5 #5

*7 #7*8

*2

*000

*6 #6

*# **

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 continuationParticipant count

Keypad Commands


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