Videoconferencing. Province of British Columbia. Inside: Overview

Transcription

1 Province of British Columbia Videoconferencing Inside: Overview... 1 Services and features Support... 4 Choosing a service Pricing... 8 Certification... 8 How to Order... 8 For more information contact your Shared Services BC Client Relations Manager or Client Business Analyst. Overview Videoconferencing has become a priority for many ministries to reduce travel costs and carbon emissions. The Ministry of Citizens Services offers a range of videoconferencing services to meet our clients needs, and to respond to client demand for lower priced options during this period of fiscal restraint. Shared Services BC is integrating existing services and implementing new services that will be available over the coming months. We are also making it easier for clients to order videoconferencing services, and we will provide a single point of contact to assist clients in selecting the products and features that are right for them. contacts/cba.htm

2 Videoconferencing Services and Features Bridging Service A universal bridge enables simultaneous videoconferencing among three or more videoconferencing sites (endpoints) in a similar way to a telephone conference call. The endpoints participating in a bridged call can be: new videoconferencing rooms ordered from Workplace Technology Services (WTS); existing videoconferencing equipment owned by ministries; or endpoints that are used by organizations outside of the B.C. core government, referred to as rest-of-world (RoW) videoconferencing sites. A new bridge with enhanced capacity and features was implemented July 1, This new service is available 24/7. Clients existing videoconferencing sites will be able to connect with the temporary and new bridges. Desktop Sharing With Video Two or more people can videoconference using desktop computers or laptops with an attached camera (webcam). They connect using Microsoft Office Communicator or Live Meeting 2007 desktop software. Advanced Collaboration and Communication software, including Live Meeting for videoconferencing, is being installed on all B.C. government desktops through the Upgrade 2.0 refresh project. Currently, this service is not compatible with the bridge. WTS is working with the videoconferencing vendor to explore ways to connect this service. Collaborative desktop sharing using Live Meeting software, a web cam and a round table videoconference device. 2

3 Low-cost Videoconferencing Devices Low-cost videoconferencing devices include such relatively inexpensive equipment as Polycom CX5000 (formerly Microsoft RoundTable) devices. These devices are used with the content sharing software Live Meeting, and are not compatible with the universal bridge at this time. WTS is working with the videoconferencing vendor to explore ways to connect webcams and this device to the bridging service. WTS is currently testing the CX5000 and other various devices for their features and compatibility with the bridge. High Definition Rooms High definition rooms consist of high-quality audio and video equipment with a dedicated network connection to the universal bridge, installed in a client ministry s meeting room that is renovated for videoconferencing. The high definition room offers one screen in a range of sizes for meetings with 8 to 18 participants (optimal) in the room. This service is available as of the end of July Ministries can order the service now and initiate room renovations. Please contact your Client Relations Manager. Telepresence Rooms Telepresence rooms are suitable for executive videoconferences. They consist of high-quality audio and video equipment with a dedicated network connection to the universal bridge. Two, three or four screens are mounted on a wall. The meeting rooms are renovated with the same wall colour, tables and chairs. Participants in different locations feel that they are in the room. Ministries can order the service now and initiate room renovations. 3

4 Videoconferencing Support Shared Services BC offers the following support: Assistance in selecting the best solution The Client Relations Manager will meet with clients to understand their requirements and help tailor a solution to meet their needs. Ministries can request an initial meeting through their Client Relations Manager. Scheduling of videoconferencing meetings The new bridge is available 24/7. Conferences can be reservationless (ad hoc no booking required) or scheduled, operator-assisted conferences. Participants join the videoconference similar to joining a telephone conference call. The new bridge is now available. Training for local room administrators and end users Shared Services BC will provide support and training for local administrators, back-up staff and end users of high definition and telepresence rooms. Training is now available. 4

5 Choosing a service: high-definition and telepresence rooms Preparation for high definition and telepresence rooms If a client determines that a high definition or telepresence room will best meet their requirements, there are some initial steps that must be taken to ensure that meeting rooms are videoconferencing ready. The Client Relations Manager will engage a Videoconferencing Project Manager from Accommodation and Real Estate Services (ARES) who will be the client s single point of contact in surveying the proposed space to see what, if any, tenant improvements (renovations) are needed. The Videoconferencing Project Manager will also deliver a proposal to the client that includes a description of the videoconferencing service, the room renovations required, timelines and all costs. The client will be able to submit an order through istore. It is important to note that the investment in facility setup costs must be recovered, so a 36-month minimum commitment to the service is required. High definition rooms This solution offers a single screen ranging from 32 inches to 50 inches in size, mounted on a pedestal. High definition offers superior audio and video quality and is ideal for most types of meetings. The equipment will fit into a variety of room formats, generally without the need for major tenant improvements. Other considerations: The camera is mounted on top of the video screen and the microphone is cabled back to the pedestal. When choosing a room format keep in mind that the location of the screen pedestal will affect the camera angle so you should ensure that the tables are perpendicular to the screen and avoid angled positioning. The microphone cable is available in various lengths to accommodate furniture layouts. The microphone should be mounted in the middle of the table array. Also: It is better to have no windows in the room. If windows are present, consideration should be given to the lighting and glare. Any tables within the conference environment should have a light coloured top surface. Glossy tops should be avoided, as should strong colours or any bold wood grain. Reflective surfaces on the wall such as white boards should be covered or mounted in a cabinet. The following table provides the details required to choose the proper configuration: format screen size optimal # of participants minimum room size maximum room size Small sq ft 360 sq ft Medium sq ft 540 sq ft Large sq ft 810 sq ft 5

6 Choosing a service: high-definition and telepresence rooms The following diagrams offer suggested room layouts for high definition rooms, although the actual equipment may not be exactly as shown. Diagram 1: Small Room (example layout) Diagram 2: Medium Room (example layout) Diagram 3: Large Room (example layout) 6

7 Choosing a service: high-definition and telepresence rooms Telepresence Rooms Telepresence rooms are designed to give the participants the feeling that they are in the same room as the other people on the conference. The formats offered range from a single-screen system for a small office environment, to a four-screen system with theatre-type seating. Customized conference tables are provided with the videoconferencing equipment. For the two-screen enhanced layout, special wall and ceiling panels are provided to enhance acoustics in the room. The client s Client Relations Manager engages the project coordinator and deployment team once the client has decided to move forward. We recommend that clients work with the deployment team to determine if telepresence is the right solution and to choose the proper room format based on the client s business requirements. The table below provides the details required to choose the best configuration for an optimal telepresence experience: Other considerations: Telepresence is generally used with two similarly configured rooms. Videoconferencing viewing layouts always default to the lowest common denominator when different types of equipment are used. This means that connecting a three screen telepresence system to a conference with two or more single screen systems would eliminate the telepresence effect as only one screen would be active. format optimal # of participants minimum room size Single screen 2 12 x 11 ft Two screen 4 17 x 11 ft Three screen 6 24 x 15 ft Two Screen Modular design, fits into an open space. Doors should be on the longest wall(s), close to the middle of the wall. Vendor provides a special ceiling cloud, built-in walls and lighting. Three Screen Doors should be on the shortest wall(s), close to the middle of the wall, microphones (2) hung from the ceiling. It is better to have no windows in the room; you must consider lighting and glare if windows are present. Note: The extra content-sharing screen (shown far left) is not included in the three-screen telepresence room. 7

8 Pricing / Certification / How to Order Pricing Bridging of existing equipment The bridging service is available in two billing models: Pay-per-use allows individual endpoints to join a bridged conference for a per-minute usage charge. The charges for each pay-per-use endpoint in a call will be billed to the initiator of the videoconference. Flat-rate billing is available for existing endpoints owned by the Province and is recommended if the monthly per-minute usage is expected to be high. The flat-rate is charged monthly to the ministry that owns the endpoints. High Definition and Telepresence Rooms Rates will have the following components: Site assessments: The ordering ministry will be required to pay for a feasibility assessment for the proposed room location. This will produce an assessment report that includes an estimated cost for tenant improvements. Tenant improvements (room renovations): The costs of tenant improvements will be borne by the ordering ministry. The ministry will require operating funds for costs under $50,000 and capital funding for costs of $50,000 or more. Capital funding is not required for the videoconferencing equipment which is part of the service and is recovered as an operating cost. One-time network connection charge. Monthly rates for the videoconferencing service, support, bridge, network and videoconferencing equipment. Consumption fees: Usage fees for each call, e.g. long distance charges. Certification Using the new bridge with existing equipment Clients can request certification of the ministry s existing equipment, i.e. remotely test the equipment at each site to ensure that it can connect to the bridge. Certification of existing government sites is free of charge in Clients can also request certification of rest of world sites with which the ministry will want to regularly videoconference. Certification of new sites New high definition and telepresence sites are certified by the service provider when they are implemented. How to Order High Definition and Telepresence Rooms If your ministry is interested in proceeding further, advise your Client Relations Manager, who will then contact the Videoconferencing Project Coordinator. The Videoconferencing Project Coordinator will work with you to initiate your order for a videoconferencing room through istore. More Information For the complete service description, please refer to the WTS Service Catalogue: For operational instructions and frequently asked questions, please visit the Shared Services BC videoconferencing extranet site: Service rates are currently under development. 8