Video Conference Center Project

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1 Rik Beatty T LSTE 7309 Fulper Video Conference Center Project Purpose: This project is to create a network of Video conference centers within the Division of Disability Services. These centers will connect local branch offices throughout the state of Arkansas with the various residential care facilities which may be housing clients that are unable to travel home on a regular basis. These centers would be an audio-visual link for clients and their families that be accessed on a more regular basis (For example a weekly basis rather than a monthly or yearly basis). These centers can be dual purposed for administration use such as meetings with the central office, meetings among branch offices, vendors, or outside medical personnel. Justification: The purpose of the DDS is to provide services to a wide array of people with a wide array of special needs from all over the state of Arkansas. This can be a great logistical challenge. The time and resources (gas, vehicles, manpower, planning time and energy) wasted on travel, incomplete communication via telephone or , and the large dependence on hard copy transfer of information can be a huge financial drain on any organization, and scheduling trips here and there can waste time and energy that could be devoted to helping the clients with their needs, and in a quicker more meaningful manner. There will, of course, be a need for actual physical travel. However, these centers could provide an added value to those trips by keeping the residential clients in more regular contact families so that when there are trips the clients and families are not being thrown into an almost unfamiliar situation. The dual purpose nature of these centers can also be of benefit to the administration of this Division. There can be more direct face to face communication between the Division Heads and the Facility, or Branch Administrators. These video conferences could be of various natures

2 ranging from simple executive briefings, to Division policy and procedure creation or review meetings, to group staff development seminars or training via distance learning programs. Planning: This is a multi-year plan. Long Term Goal: A Dual-Use Video Conference Center in every DDS branch that can: A) Improve the Face to Face contact capability between Clients, Guardians, Friends and Family living across the State. B) Improve the administrative communications capability between the Central Office and the braches spread around the State. Short Term Goal: To have these Centers in the Residential Care Facilities around the State, and a few Branches that can service the greatest number of clients. Objectives: Year 1 - Create a committee drawn from the different Facilities, Branches, IT Services, and Administration to determine the most effective placement of the first of these Centers, and a plan the course of implementation for the rest. - Once the first group of locations is selected, the selected facilities will start finding and securing space for the Centers. They will also start planning budgets accordingly. Objectives: Year 2 - Begin the process of determining and securing materials (Hardware, Software, Installation Services, etc.) - Begin installation process, and complete installation process. Objectives: Year 3 - Notify all potential end users of the new services and Centers. - Evaluate the effectiveness of these Centers, and determine if more Centers are warranted. If so follow similar plan for those future centers.

3 Floor Plan: Maybe be scaled to a single Conference Room if facility is to small to accommodate. (Legend on following page.)

4 LEGEND 1- Computer/Camera control center 2- Conference Table w/ 3 power outlets embedded in table top Cable and Outlet placement starting at power/communication outlets ending at Device or power/communication outlet. Wires and Cables to be laid in the floor or walls. Unnumbered shapes: Long Rectangles: Large Flat Panel TV/Monitors Short Rectangles: Chairs Lines w/arcs: Doors Double Line through center of room: Retractable Partition to split room into Two separate conference rooms if needed.

5 Hardware: (Per Center) - (2) Flat Panel LCD TV/Monitors w/ Wall Mounting hardware. - (2) Modified Conference Tables - (2) Desk top Computer Units (Tower (minimum requirements: 3 GHz 64-bit Dual Core Processor, 4 GB RAM, 1TB Hard drive, 8 USB ports, DVD+R/RW Rewritable Drive, Ethernet Capability), Monitor (min. req.: 17 LCD flat panel, USB compatible), Mouse, Printer/Scanner (min. req.: Combo unit, Color, Laser, USB compatible)) - (2) Computer Kiosks - (2) Video Cameras w/ wall mounting hardware (Minimum Requirements: 720p HD, Color, built in microphone (Moderate Sensitivity up to 30 ), High Speed USB compatible, Windows 7 compatible) - (12) Chairs - Electrical Wiring and connectivity cables Software: (On Both Computers Present) - Currently approved Operating System (OS) (Example: Windows 7 Professional) - Currently approved Office Suite (Example: MS Office) - Currently approved Video Conferencing Software (Example: GoToMeeting) - Adobe Reader - Currently approved Web Browser (Example: Microsoft IE) - Currently approved Security Suite (Example: McAfee Total Protection) - Any additional software requested by facility that may be related to job specifics Networking: The networking of these centers will be wired for a better, more reliable connection so as to minimize the number of drops during conferences and increase the data transfer rate to minimize lags in the stream. These Centers will be wired as a separate feed into and out of the server in being used in the given facility. The type of broadband transmission lines may vary due to the availability in a given area. However, all internet connection will be broadband, and if necessary will be upgraded.

6 Policies and Procedures: Acceptable Usage Policy: Purpose: The Alexander Human Development Center is a residential life skill training facility for adult males 18 years and older that that have a dual diagnosis of both a mental disability and a mental illness. These clients are unable to live on their own and it is the main purpose of this facility to help them do so. It is also a responsibility of the facility to document the client s health issues, behavioral activity, and treatments while in residence at the facility. The use of computers and the internet in this facility is to be by authorized staff only and for administrative use and purposes during the course of the work day. Security: The computers of this facility, like all other materials in the staff only areas, will be kept in locked offices whenever staff is not present. This is to protect the equipment for any physical damage, theft, and to help secure any information on the clients and their care. The computers will be password protected and any authorized user will be given a personalized user login and password. The computers are to be logged off when not in use or staff is not present.

7 Other forms of security could include, but not limited to, security suite, usage motoring software, and various filters. These programs are to help insure that client and administration information is secure from theft, corruption, and unauthorized viewing by unauthorized staff, clients, or any other person that may come in contact with the facility computers. Equipment: The computers provided will be of the standard desktop variety (Tower, Monitor, Keyboard, and Mouse). Other peripherals (Printers, Scanners, Fax, Special Needs Accessories, etc.) will be provided as needed for specific job duties and staff needs. The software installed on all computers will be the standard Operating System determined by the Chief Administrator. Other programs to be installed will be of a work related nature such as the MS Office suite, Adobe Reader, a standard web browser, and the standard security suite (anti-virus, firewall, etc.) that has been chosen by the Chief Administrator. Other programs may be added for Job specific uses as needed, and with approval from system administrators. Computers will have internet connectivity by way of a facility server that functions as a conduit for Local Area Network, and the primary connection to the World Wide Web for the facility. Most computers will have connectivity by way of a wired connection. There will be wireless connection provided for staff that may have specially approved wireless technology, and for the clients to use in the cases they have need to do so with technology that they

8 personally own and are able to use. The wireless network will not be connected directly to the Facility wide LAN, but can access it through a secure Login site. Login and passwords will be provided to approved staff as needed. Maintenance: Physical equipment maintenance will be conducted by on a regular basis (no less than once a month) to be determined by the System or Facility administrators in order to insure that all equipment is in working order. Computer software maintenance is to be two fold. All computers are to have setting that allow for automatic updating of programs that have this capability, and physically checked on a regular basis (no less than once a month) that is to be determined by the System or Facility administrators. If there is anything found to be in need of repair during these checks, it is to be fixed immediately or as soon as possible if resources or service professionals are not present on site. Personal Use: Due to the highly sensitive nature of the data and information present in the facilities computers, there is to by no use of facility computer equipment for personal use. All usage is to

9 be strictly work related. This is to help insure the client s right to privacy, and aid in facility compliance with HIPPA laws. Terms of Use: All newly hired employees will be made aware of these policies whether they are to be authorized users or not. Employees will be notified of these policies both verbally and in written form. Employees will also be required to prove that they have been made aware of these policies by signing the correct form. Employees that misuse or a in violation of any of these policies will be subject to action from Facility Administrators ranging from minor disciplinary procedures to termination. Replacement Schedule: All equipment in the Centers will undergo a full evaluation every two years to determine if it still functioning up to acceptable standards, and still in working order. A more regular and basic check will be done on a weekly or monthly as determined by the facility and it s system administrators. Scheduling of Conferences: Each Facility will require its staff to fill out a usage request form that will be reviewed and ruled on by the appropriate administrators. If request is accepted, the request form will be kept on file, and the session logged by the appropriate staff. If it is a client s conference a copy of the log will be added to the client s cases history.

10 Bid Specification: - Each facility will seek bids locally, and from pre approved vendors. - In addition, The Central Office will provide a list of all available equipment and materials that could be used in the completion of the project. - The accepted bid must conform to all States guidelines, policies, and procedures. - Each bidding period will only be valid if at least three bids are submitted. - If three bids are not submitted, another bidding period will be opened. - The lowest bid will be accepted and if contracted agreed price will be final and non negotiable. - Bids will be only for goods not already in inventory and services that cannot be provided by current employees. - If a bid is accepted it by a facility, before contracting it will be reviewed and final approval granted by the Central office if acceptable, and conforms to all division standards and policies.

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