Video conferencing Project Status Report Grant #SJI-06-N-134 Ursula Kaunas

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1 Reporting Period March 01, 2009 Issue Date: 03/31/09 Steering Committee Name Phone Project Sponsor Michael C. O Malley [email protected] Administrative Sponsor Linda Lingler [email protected] Justice Integration SME TBD Joe Kosar [email protected] Technical SME Greg Popovich [email protected] Pete Szigeti [email protected] Judicial Agencies SME Kal Alnazer, Juvenile Court [email protected] Project Evaluator John Matthias [email protected] Grant Administrator Tom Ford [email protected] Project Manager [email protected] Vendor Project Manager Nick Traenkner, Wide Area Media Project Performance/Action Items Task Phase I Status (Under separate cover) Resource Assigned Target Date % Completed Date Completed Phase II (Under separate cover) Status Summary Joe Kosar, Video conferencing Manager Report: Bridge: The video bridge is now working; the audio codec s within the bridge, were somehow removed from its configuration and reported as a rare occurrence. Despite the minor set back on March 19 th, there have been many successful conferences being done. We have developed a good relationship with Ohio Department of Rehabilitation and Corrections (ODRC) and continue to connect to various Ohio Correctional Facilities through the ODRC. We have also been working with Ohio University Distance learning Department (OUCOM) out of Athens, Ohio to host video conferences with Northcoast Behavioral. Page 1 of 6 5/7/2009 Kaunas

2 Most recently we have established communications with Ohio Department of Youth Services (ODYS) which will prove to be beneficial to Juvenile Court. We are also working closely with Juvenile Court to ensure the presence of video conferencing at the new Juvenile Justice Center. A recent upgrade now allows remote (far end) locations to dial into the county s bridge. This, however, will not be the desired way to conference and will be reserved for use by governmental agencies at the state or federal level or as last resort for connectivity. Go Live Preparation: Grand Jury & Municipal Police Departments: We are working with the Grand Jury Unit and several municipalities to begin testimony to the Grand Jury. Grand Jury testimonies were started in March and are progressing nicely. Below is a list of municipalities that went live: Shaker Heights began on Monday March 16th Parma on Tuesday March 17th Lakewood Thursday on March 19th We are currently working to bring in Cleveland Police Districts (Bureau of Special Operation 6 th floor and the 3 rd District) live for Grand Jury testimony. Other locations include: Beachwood & University Heights: Efforts are being made to address the network issue(s), we are currently working to schedule test calls. There has been added interest in Grand Jury testimonies from North Royalton and Middleburg Heights; we are working to provide them with information and next steps. We are scheduled to do a presentation on Grand Jury Testimony by Video to the Cuyahoga County Chief of Police Association on September 17, We are looking forward to this opportunity! Juvenile Court Juvenile Court has requested information and the viability to connect to the Ohio Department of Youth Services offices in Columbus, and their local parole offices in Cleveland. ODYS in Columbus is very interested and would support efforts to get a connection in place. We have since established communications with Ohio Department of Youth Services (ODYS) We are planning Go Live efforts with the Coroner s Office, Juvenile Court and the SIU. Court of Common Pleas Page 2 of 6 5/7/2009 Kaunas

3 The Court of Common Pleas pilot 17 th Floor courtrooms 17-A, B & D completed End User training March 30, 2009 on the Video conferencing mobile unit. The Video conferencing mobile unit was implemented to enhance efficiency in the courtroom and to provide access to teleconferencing offering flexibility and use not only to the Court of Common Pleas Judge(s) but also a wide-range of stakeholders involved throughout the process. There are many studies which support the fact that Video conferencing reduces time delays, saves money and increases public safety. Video conferencing Phase II Project Implementation April Cleveland Public Safety / Police Districts: We have been meeting regularly with Public Safety to keep momentum. IT Technical Teams; Cuyahoga County, Public Safety (MCPC) and Wide Area Media have been meeting since March 6th to establish point to point between the District endpoints and the Grand Jury. Neighboring the gatekeepers is the preferred method and is in progress. SJI Grant Evaluation: BEGINS MAY 1 st! We have made arrangements to begin the State Justice Institute (SJI) Video conferencing Grant Evaluation with The National Center for State Courts (NCSC). The Evaluation will commence on May 1, 2009 and continue for a period of two months (8weeks) ending on June 30, NOTE: The SJI Video conferencing grant Evaluation is mandated by the SJI, (the Grantor) your participation is required. Participation Details: The Evaluation will begin May 1, 2009 and run for a period of 8 weeks and ending June 30, Agencies are required to record each time they use the video conferencing equipment during the evaluation period. This is the Quantitative Measure of the evaluation. Quantitative Measure of the Evaluation: Measures the numbers of times during a data-gathering period when the videoconferencing (VC) equipment is used, and the purposes for which it is used. The method of data gathering will largely be a manual process of recording your video conferencing usage. Usage data will be collected from every location, on each side of the conference and/or from every location within a video conferencing session. You will be required to enter information into the USAGE LOG DATA SHEET: (see attached). Completing the USAGE LOG DATA SHEET: Page 3 of 6 5/7/2009 Kaunas

4 1. The INITIATING AGENT, this is the person who is making or initiating the call (aka: NEAR SIDE) 2. LOCATION : what room are you using? (Some Agencies have multiple rooms) 3. RECEIVING AGENCY is the locations you are calling out to. (aka: FAR SIDE) 4. LOCATION : what Agency specific location are you calling (EX: Shaker Hts Court, Jail or PD) 5. PURPOSE what were you using this for? (EX; BOND INVESTIGATION INTERVIEW) 6. DATE the date of the actual video session. 7. Enter the START TIME & END TIME of your session. 8. Enter the END TIME of your session. ATTENTION: Agency Point of Contacts: Each Agency "POINT OF CONTACT" will be responsible for ensuring compliance with the Evaluation Usage Logs! The USAGE LOGS" are to be maintained daily, have an ample supply placed with the video conferencing equipment. USAGE LOGS are to be submitted at the end of each week. An with the "USAGE LOG" template attached will be sent to each location "AGENCY POINT OF CONTACT" every Monday morning as a reminder! At the end of each week "Friday" an will be sent to each Agency "POINT OF CONTACT" with instructions on how & where to remit a copy of the "USAGE LOG. We recommend keeping a copy of the USAGE LOG for your records to capture your own Return on Investment data. The Qualitative portion of the Evaluation: A compiling of survey results of users regarding their experience. It is important to note that the survey is confidential! THE ON-LINE SURVEY start date will be announced at a later date. Instruction as to how you will be required to participate will be provided at that time. We want the focus and attention to be on the USAGE LOGS. The Video conferencing Resources: For your convenience we have posted the following Video conferencing Resource Documents to the County Intranet. We recommend printing this information and placing it with your video conferencing equipment. Remember to check this site periodically as information may be updated as requested. Agency Point of Contact List: Used to schedule point to point calls between agencies/endpoints. Municipal Agency Point of Contact List: Used to schedule point to point calls. Full Service Jail Fax List: Used to fax documents between County Agencies and Remote Jail Facilities FAX Cover Sheet Evaluation Usage Log: Keep ample supply in front of video unit, record each video session and keep on file. Remit copies upon request. Page 4 of 6 5/7/2009 Kaunas

5 Basic Standard Operating Procedures: How to schedule a video conferencing session... Quick Tips: Placing a Call Help Desk Manual: Planning tips & meeting etiquette, troubleshooting, Video Help Desk, etc... Warranty Information: Warranty info & Expiration dates, Agencies are responsible for maintaining their warranty once it has expired. Tri-Fold Brochure County Intranet link: (FYI: Only Internal Cuyahoga County Agencies are permitted on this site) Reminder: The Information Services Center has set up an exclusive Video Help Desk to provide assistance for all user agencies. The Video Help Desk will assist in scheduling multipoint (3 or more) video conferences, schedule video conferences with agencies (State & Federal) outside of the county video network and to insure a secure connection and aid in delivering the best quality for videoconferencing services available. Video Conference Help Desk (216) [email protected] Issues Grant Balance: As of this reporting period the grant balance is $9000. However there are discrepancies within the FAMIS accounting system that must be reconciled before we can purchase any additional equipment. Reconciliation is in progress and we are close to scheduling with OBM to make the necessary adjustments within FAMIS. Project Cost Digital Document & Electronic Signature: The scope of this Phase II project remains on hold pending the contingency fund balance. For reference on project expenses please refer to Phase I & II Summary Expense spreadsheets. Costs by Category Item Cost Grant Appropriations Salaries 15,750 (Category appropriations are flexible only with Benefits 4,250 the Applicant funds Contracts 110,000 NTE $400,000.00) Equipment 280,000 Key Accomplishments Last Period 1. Cleveland 3D equipment implementation was completed March 12, Holding equipment implementation was completed March 12, PVX licenses & camera delivered to Public Safety for implementation in BSO 6 th floor on March 6, PVX licenses & camera delivered to Public Safety for implementation in BSO 6 th floor on March 6, Page 5 of 6 5/7/2009 Kaunas

6 5. Court of Common Pleas pilot 17 th Floor courtrooms 17-A, B & D completed End User training March 30, Tasks Planned Next Period 1. County & Cleveland Municipal Court network configuration & testing. (Point to point & neighboring gatekeepers). 2. Cleveland Municipal Courtroom 3D & 120 Holding End User & Admin Training. 3. Public Safety to install PVX licenses & camera in BSO 6 th floor. 4. Public Safety to install PVX licenses & camera in District County & Public Safety network configuration & testing. (Point to point & neighboring gatekeepers). Page 6 of 6 5/7/2009 Kaunas