REPORT ON TELEPHONE AND VIDEO CONFERENCING. Report by the Head of Policy and Performance

Transcription

1 THE HIGHLAND COUNCIL Climate Change Working Group 25 th Feb 2010 Agenda Item Report No REPORT ON TELEPHONE AND VIDEO CONFERENCING Report by the Head of Policy and Performance Summary This report updates members with further information on telephone, video conferencing and new technologies that will assist the reduction in staff and members business travel, following the report on business travel discussed at Climate Change Working Group on the 10 th December BACKGROUND 1.1 The Programme of the Highland Council states that We will prepare a Green Travel Plan for the Council and work with the Scottish Government to encourage and promote green travel plans for our public sector partners, and all businesses developments across the Highlands. The Council s intentions for green travel are set out in the revised Carbon Management Plan (CMP) which was approved in June At the meeting of the CCWG in December 2009, Members requested a report on: 1. Training for telephone and video conferencing 2. Fujitsu s plans to measure telephone conferencing and details of new technology options and; 3. Access to Community Planning Partner s video conferencing facilities across Highland 2. TELEPHONE & VIDEO CONFERENCING 2.1 Web Pages Web pages explaining telephone and video conferencing and how to measure time, cost and CO 2 savings for Highland Council staff and Members have been developed and are available via a link on the Council intranet at: (Appendix I) The telephone conferencing page details the various types of equipment available, the different forms of teleconference possible, training documents on how to use the equipment and who to contact for further information (Appendix II) The video conferencing web page explains what the Council system can do, training documents on how the equipment works, how to book and who to contact for assistance (Appendix III) The measuring time, cost and CO 2 savings page, enables staff to compare the costs of a face-to-face meeting, a Meet Me telephone conference and an average video conference (Appendix IV). Data shows that in 2008/09, Highland Council avoided 23,000 in costs and 20 tonnes of CO 2 were saved by staff using video conferencing equipment instead of travelling to meetings. 1

2 2.1.5 These web pages have been advertised to staff and members through s, posters, Service newsletters, the Big Picture and Management briefings. Web pages on new technologies such as web conferencing and web casting will be added as and when they become fully available. 2.2 Training Training documents for telephone and video conferencing are available on the web pages in addition to a contact address should staff want additional assistance. Guidance on best practice, etiquette and appropriateness of use is to be added by the end of March 2010 to further aid staff and member use of the technology A Green Travel Event is planned for March An integral element is a practical training session on telephone and video conferencing. The half day event in the Council Chamber will also be web cast and can be viewed live on Council computers on the day or at a later date. This reduces the need for staff and members to travel and offers the opportunity to experience video conferencing and web casting first-hand, whilst also being trained on how to use the necessary equipment. Staff wishing to attend in person at HQ must complete a booking form signed by their Line Manager. The fact that the event will be recorded and streamed live means that staff do not have to travel to the event and the training and information will be available to as high a proportion of Council staff as possible with the intention of influencing them to change their behaviour Staff responsible for booking video conferencing facilities (see appendix III) have been trained to offer practical training tips to staff. This can cover etiquette and the appropriateness of using telephone and video conferencing in certain situations. 2.3 Expansion of Council Video Conferencing Facilities The Council currently has seven video conferencing facilities in Highland: two in Headquarters and one each in Wick, Golspie, Dingwall, Portree and Fort William. The equipment in Dingwall, Portree, Fort William and Wick is to be upgraded by the end of April, 2010 to larger screens and improved sound systems. In 2008/09, 290 video conferences were held by staff. The highest usage was in Inverness with 108 conferences over the year and 90 conferences held in Wick. The lowest usage was in Portree with 13 video conferences over the year A new video conferencing unit and a mobile unit is being purchased for Headquarters, so staff are not restricted to using only meeting rooms with a fixed video conferencing facility. 2.4 Community Planning Partner s Video Conferencing Facilities Highlands and Islands Enterprise currently has nine video conferencing facilities within the Highland area in Thurso, Golspie, Dingwall, Portree, Auchtertyre, Inverness X 2, Aviemore and Fort William with another four units planned for Fort William and Dingwall in University of Highlands and Islands has video conferencing facilities in all its 32 main outreach centres in Highland. (Appendix V.) NHS Highland currently has 73 video conferencing units based in hospitals, general practices and clinics around the NHS Highland area (Appendix VI). 2

3 2.4.2 NHS staff report that the increase in usage has led to reductions in travel and direct financial savings as well as the more effective utilisation of staff time. The table below shows how the usage of video conferencing across the NHS Highland area increased between July 2007 and March Videoconferencing Usage across NHS Highland: Date Number of Conferences 3 Hours July - September Oct December Jan March The Convener has written to Community Planning Partners (SNH, UHI, NHSH, NC, HIFRS and SG) proposing that shared use of video conferencing facilities in Highland at no charge be explored (Appendix VII). UHI, HIE and NHS have over 100 video conferencing units in the Highland area. Whilst it may not be possible for all to be accessible for shared use, there appears to be scope in pursuing some form of agreement. 2.5 Measuring Benefits of teleconferencing Whilst most Council staff can teleconference from their desks using standard telephones, the Council has 19 polycoms (group teleconferencing devices) across Services and the Highland area. Staff can teleconference to external parties through the Meet Me service provided by Fujitsu. Use of this service will be recorded to include details of the user, call duration and organiser location and reported through the Carbon Management Plan. However there are currently difficulties in measuring staff use of teleconferencing via the Council internal phone system as there is not an automated recording method in place. The new system is a Cisco Voice solution that uses the internal council network to transfer internal voice calls rather than the public telephone network and it is planned to be implemented to the vast majority of Council sites between Nov 2010 and Nov Once the new system is implemented and staff have a standard number they call to initiate an internal conference call, a report can be set-up to run periodically against the conference number. 3. NEW TECHNOLOGIES 3.1 Web Casting On August 12 th 2009, the Council began a pilot phase of web casting committees, streaming the Planning and Development Committee live on the internet and available as archived footage. Subsequently, the INBS Licensing Committee and Planning Application Committee and the Joint Northern Police Board are also web cast. A report providing an evaluation of the pilot and seeking members approval to implement web casting on a permanent basis when the pilot ends in June 2010 is going to Council on 4 th March, It is anticipated that the Council will have broadcast 88 hours of meetings and events from Aug 2009 to June 2010, at a cost of 18,000. Since Aug 2009, 944 individuals have viewed committees live and 7,509 people have viewed recorded web casts. This is likely to have reduced officer/member and particularly

4 members of the public travel time, costs and emissions as they may have attended in person to view the proceedings had the web cast not been available. 3.2 Web Conferencing The computers and laptops expected through the I.T. re-fresh process will be capable of web conferencing using Live Meeting software. This allows staff to share a specific document or presentation, internal or external web sites or any Council business application that is running on their computer. Other members of the conference can participate and collaborate on the documents and can take control of the meeting subject to consent from the chairperson. Video connection will be possible through personal webcams but this will have to be considered on a business case basis. Pilot users are looking at this software now as part of the Corporate Improvement Programme and it should be available to all corporate desktop users (approximately 4,500) by Jan Teachers and pupils will not have the Live Meeting software but will have access to the GLOW web facility which provides similar functionality Benefits of web conferencing include: Saving time and reducing costs Communicating Council-wide messages Speeding up decision-making Conducting training on new policies Arranging large-scale meetings across a dispersed staff group Fujitsu will be able to monitor usage of the Live Meeting service, including the number of meetings, organiser location, duration and attendees. A form to capture specific information can be developed to be included at the end of each Live Meeting call. This can be piloted prior to Dec 2010 and reported through the Carbon Management Plan from Dec 2010 onwards. 3.3 Working from Home Council employees will continue to be able to access nominated services from home using secure VPN software on their Council computer over their personal (or council provided) broadband connection Council employees can also use their personal home computers and through the Council web site access Council and the internal Council website. The internal site will in the future, provide significantly more access to information stores and documents than the current system. This will allow information to be shared easily across operational areas and Council Services Council employees will be able to set-up audio or web conferences from home using a Council mobile phone or other landline and connecting to an internet connection (Wi-Fi hotspot or public access connection) from their Council PC The above solutions fit with the vision of the Corporate Improvement Programme to ensure staff can work in a more flexible and mobile manner. The main benefits to the Council being that staff should spend less time travelling, asset, travel and carbon emissions are reduced and technology is utilised to connect and communicate across the Highlands. 4. Resource Implications 4.1 There are no resource implications relating to the telephone and video conferencing web pages, the training planned for staff and the scheduled improvement to the Council s own video conferencing equipment which will be 4

5 met within existing budgets. 4.2 The proposed sharing of video conferencing equipment with Community Planning Partners should reduce the need for expenditure in the future which is not already planned. 4.3 There will be no costs for trial use of Live Meeting web conferencing by a limited number of users and the costs for the rollout of this service to all users will be covered in the core charges of the new contract. Meet Me telephone conferencing is charged on a pence per minute basis, but the monitoring and reporting of telephone charges to Services is being carried out by Fujitsu within the core contract charges so there is no additional cost for providing this. 4.4 The report to Council in March estimates that additional resources of just over 20,000 will be required to extend web casting. If the Council wish to web cast additional meetings, a further cost of per hour will be required (based on costs within the current contract). An increase in the number of meetings being web cast will however result in savings in business travel costs, emissions and staff time. 5. RECOMMENDATION: 5.1 Members are asked to note that: 1. That information on the use of telephone and video conferencing has been developed and is available on the Highland Virtual Learning Community website. 2. A Green Travel event will be held in the Council Chamber on the 10 th of March 2010 and will be available by web cast to all staff who can access the intranet. 3. The Convener has written to Community Planning Partners proposing that an agreement be drafted on shared use of video conferencing facilities at no charge. 4. Fujitsu will begin monitoring the use of the Meet Me teleconferencing system and will investigate further the measurement of telephone conferences through the internal Council phone system. This data will then be reported through the Carbon Management Plan. 5. The Council is piloting the use of web casting for several Council committees and is considering expansion to additional committees. 6. Staff will be able to web conference using Live Meeting on Council computers expected through the I.T refresh. 7. Staff can work from home using Council provided or personal computers and will be able to hold an audio or web conference using a Council mobile phone, landline or Wi-Fi. Signature: Designation: Head of Policy and Performance Author: Malina MacDonald, Travel Plan Co-ordinator and Cath King, Policy Manager Date: 19/01/10 5

6 Appendix I Highland Council Telephone and Video Conferencing Web Pages 1.1 Video Conferencing 1.2 Telephone Conferencing 1.3 What are the savings? Video conferencing allows three or more people in different locations to talk together and see each other. It also facilitates exchange of audio, image and video. How do I make a booking? Telephone conferencing allows three or more people in different locations to talk together without having to travel to the meeting. What are the options? Video and telephone conferencing save staff time, travel and accommodation costs, resources and carbon emissions. This ready reckoner calculator identifies the possible savings. 6

7 Appendix II Highland Council Telephone Conferencing Web Page What equipment is available? What types of telephone conferencing are available? Contact details for Fujitsu Meet Me Area Administrators? Who do I contact if there is a problem with the equipment? Further advice and training Telephone conferencing allows three or more people in different locations to talk together without having to travel to a meeting. WHAT EQUIPMENT IS AVAILABLE? You can use your standard desk phone to participate in a telephone conference. You can use a group conference phone (polycom) where a group of people are gathered to participate in the telephone conference. Polycom guidance You can also use a Blackberry or mobile phone to join a BT Meet Me telephone conference. WHAT TYPES OF TELEPHONE CONFERENCING ARE AVAILABLE? 1. Standard desk telephone conference This service enables a conference between up to 6 participants. To ensure that your phone is suitable for this type of telephone conference please check with the Fujitsu Service Desk on or servicedesk@highland.gov.uk If you have not used the system before you should read the operating guidance. 2. Fujitsu Meet Me telephone conference This service enables a conference between up to 40 participants. The Chairperson is required to contact their Area Administrator for their Fujitsu Meet Me telephone number and pin codes. A standard handset phone, group conference phone, BlackBerry or mobile phone can be used to join the meeting. 7

8 If you have not used the system before you should read the operating guidance and hints and tips. Contact Details for Fujitsu Meet Me Area Administrators The table below gives the contact details of the Area Administrators for the Fujitsu Meet Me telephone conference service and the location of the group conference phones (polycom). If you need to book a room for the use of the equipment please contact the Chief Executive Office in each location. Area Contact name Contact number Group conference phone (polycom) locations Caithness, Sutherland and Easter Ross Fiona Anderson Council offices, Thurso Drummuie, Golspie Council offices, Wick Ross, Skye and Lochaber Alison MacArthur Council offices, Dingwall Council offices, Portree Lochaber House, Fort William Service Centre, Alness Inverness, Nairn, Badenoch and Strathspey Maureen MacKenzie Town House, Inverness Council offices, Kingussie The Court House, Nairn Headquarters, Inverness Andrew Grant ECS, Ardross Street, Inverness Council HQ, Inverness Kinmylies Building, Inverness Who do I contact if there is a problem with the equipment? In the first instance, speak to Area Administrator in your location. If further assistance is required please contact Andrew Grant, Support Services Manager, HQ on Further advice and training If required, further advice and training can be offered by Andrew Grant, Support Services Manager, HQ on

9 Appendix III Highland Council Video Conferencing Web Page Booking a videoconference Is the equipment easy to use? What can the system do? Who do I contact if there is a problem with the equipment? External Users Measuring the Savings Video conferencing allows two or more people in different locations to talk together and see each other. It also facilitates exchange of audio, image and video. Is the equipment easy to use? The equipment is user-friendly, however some introductory training is required, especially for the more advanced features. If you have not used the system before you should read the appropriate Operation Guide (Sony PCs 1600; Sony GS50) and Best Practice Guide (to be added soon) for more information. What can the system do? The equipment at all locations can receive calls from all modern videoconferencing and teleconferencing systems from any organisation, worldwide and can link to a maximum of three sites. For videoconferencing to more than 3 sites, an additional connection (bridge) is required. This can be arranged by contacting Andy Grant on Booking a videoconference: The table below indicates the videoconferencing locations at the following Council premises and initial contact details for making a booking. Both the videoconferencing equipment and the room will need to be booked in each location: Location Contact Name Contact Tel No VC Equipment ISDN Line No Inverness HQ Rosemary MacRae / Gillian Sony GS (Committee room1) Douglas Inverness HQ (Council chamber) Rosemary MacRae / Gillian Douglas Sony GS Fort William Ellen Morrison Sony PCs Dingwall Alison MacArthur Sony PCs Wick Fiona Anderson Sony PCs Golspie June Mackay Anne Duncan Sony PCs Portree Fay MacRae Sony PCs

10 Who do I contact if there is a problem with the equipment? In the first instance, speak to the above contact in your location. If further assistance is required contact Andy Grant on Advice/Training If required, further advice and training can be offered by Andy Grant, Support Services Manager, Chief Executive Service, HQ, on Measuring the savings Video conferencing makes savings on staff time, travel and accommodation, resources and carbon emissions. This ready-reckoner calculator identifies the possible savings to be gained. Over 23,000 in business travel costs were avoided in 2008/09 by staff using video-conferencing facilities. 10

11 11 Appendix IV

12 Appendix V UHI Video Conferencing Facilities in Highland 1. Thurso 2. Wick 3. Kinlochbervie 4. Lochinver 5. Lairg 6. Helmsdale 7. Ullapool 8. Brora 9. Dornoch 10. Gairloch 11. Strathpeffer 12. Tain 13. Alness 14. Staffin 15. Portree 16. Kyle of Lochalsh 17. Teangue 18. Plockton 19. Strathcarron 20. Fortrose 21. Dingwall 22. Balloch 23. Nairn 24. Inverness 25. Granton 26. Aviemore 27. Kingussie 28. Ardtoe 29. Kilchoan 30. Strontian 31. Fort William 32. Kinlochleven 12

13 Appendix VI List of NHS Highland video conferencing locations LOCATION NUMBER OF UNITS Armadale - GP 1 Aviemore - Rathven 1 Broadford - Mackinnon Memorial Hospital 1 Dingwall 2 Fort William 6 Golspie - Lawson Memorial Hospital 1 Grantown - Ian Charles Hospital 1 Invergordon 2 Inverness 40 Kingussie 2 Kyle - Lochalsh Healthcare Centre 1 Lochinver - Medical Centre 1 Nairn - Town and County Hospital 1 Portree - Hospital Meeting Room 1 Thurso 4 Ullapool - GP 1 Wick 7 TOTAL 73 13

14 Appendix VII To CPP Partners February 2010 SHARING OF VIDEO CONFERENCING PROVISION ACROSS THE COMMUNITY PLANNING PARTNERSHIP As you know, we are all committed through the Single Outcome Agreement to reducing our carbon footprint and contributing to more sustainable ways of carrying out our day to day business. All Community Planning Partners have signed the Highland Climate Change Declaration in which we committed to reduce emissions from our operations and to make public our commitment to action. Furthermore, at the Convention of the Highlands and Islands in October 2009, Convention members were asked whether they would commit to routinely using video and telephone conferencing facilities to avoid emissions from business travel. Through the Highland Council s Green Travel agenda, the Council has a target to reduce CO 2 emissions from business travel by 12% by This will entail a reduction of 1.5 million miles and travel budgets have been cut by 900k over 2 years to reflect this. In order to achieve this reduction it is clear that we must actively seek out every opportunity to improve the way we approach our business travel. It was in this context that in December 2009, members of the Council s Climate Change Working Group voiced support for the further promotion of Video and Telephone Conferencing and they requested that I approach the Community Planning Partnership to seek agreement to the sharing video conferencing facilties across the Partnership at no charge. I am delighted to inform you that the Highland Council is able to offer video conferencing facilities to its Communitty Planning Partners at no charge from our HQ building in Inverness as well as in Wick, Golspie, Dingwall, Portree and Fort William. I would be grateful if you could indicate whether you would be prepared to offer the same in return. On behalf of the participating partners, the Council is happy to take on the coordination and mapping of provision across the Partnership so we can each know what availablity exists and also to compile a list of who the key contacts are in each organisation to assist with the booking of facilities. Should you be in agreement with this approach, I would be grateful if you could let me know who your key contact will be. The lead officer for the Highland Council is Malina MacDonald, Travel Plan Co-ordinator, Yours Sincerely Highland Council Convener 14