Document Title: Video Conference Guidelines Document Type: Guideline No. Of Pages 6 Scope: Government of Newfoundland and Labrador Trim DOC6883/2008 Revision 03 Treasury Board Approval Not required for Guidelines 2008-07-31 Not required for Guidelines 2013-07-31 Operations Mark Coffey Jean Tilley Not required for Guidelines Date Created (yyyy-mm-dd) TB Approval Date (If approved by Treasury Board) Expiry Date (yyyy-mm-dd) (2 years from approval date) Lead Branch - Name Policy and Planning (Authority Name) Treasury Board Approval (Authority Name)
Table of Contents 1.0 List of Figures / Tables... 3 2.0 Introduction... 4 3.0 Purpose... 4 4.0 Scope... 4 5.0 Definitions and Acronyms... 4 6.0 Approval Process... 5 7.0 Change Policy... 5 8.0 References... 5 Appendix A: Video Conferencing... 6
Video Conference Guidelines 1.0 List of Figures / Tables Diagram 1: Video Conferencing Service diagram Appendices Page 3 of 6
Video Conference Guidelines 2.0 Introduction The Operations Branch of the OCIO receives numerous requests for implementation and support of video conferencing technologies from its various clients. Prior to the creation of this Service document, there had been inconsistent approaches to how the traditional IT Divisions supported video conferencing. 3.0 Purpose The purpose of this document is to define a governance framework for Video Conferencing within the Government of Newfoundland and Labrador (Government). This document will define the stakeholders, as well as the roles and responsibilities of each group. It is envisioned that this framework will assist in the standardization of video conferencing services and technologies within the Government of Newfoundland and Labrador. 4.0 Scope The following is a list of key stakeholders associated with video conferencing: Office of the Chief Information Officer Government Departments / Agencies / Courts (Government) Professional Development and Conferencing Solutions (PDCS) 5.0 Definitions and Acronyms 1.1. Office of the Chief Information Officer Define data communication requirements; Installation (assuming available budget) and support of Data communication lines; Provide IP address to PDCS for installation of video conferencing unit; Determining financial impact to OCIO of data communication portion of video conference service; Advise Government of potential costs for data communications; Liaison between PDCS and Government. 1.2. Government Departments / Agencies / Courts (Government) All operational costs associated with operating video conference equipment (excluding OCIO data network) includes usage fees, communication costs not associate with OCIO data network; All professional service costs associated with operating of video conference equipment including annual maintenance and support agreements; Staff training related to VC usage; Establishing MOU between with Government and PDCS with respect to support and on going operation of video conferencing equipment. 1.3. Professional Development and Conferencing Services (PDCS) Page 4 of 6
Video Conference Guidelines Professional Development and Conferencing Services Professional Development & Conferencing Services (PDCS) is an academic and service unit of the faculty of Medicine. PDCS mission is to support the fulfillment of the Faculty of Medicine s Continuing Professional Development (CPD) mandate through educational research and development. Video conferencing setup and configuration; Maintenance agreements; Video conferencing Helpdesk services; Prime contact for troubleshooting; Escalation of troubleshooting to OCIO as necessary; Scheduling (as required by Government); Video conferencing operation; Procurement advice to Government; Liaison with OCIO; Bridging Services; Usage reports; Establishing MOU between with Government and PDCS with respect to support and ongoing operation of video conferencing equipment. 6.0 Approval Process This OCIO guideline was approved by: OCIO Corporate Operations and Client Services OCIO Operational Branch 7.0 Change Policy This policy will be changed as necessary in order to appropriately reflect current software and hardware standards. Reviews will take place on a biennial basis. Changes will be made available to employees at the earliest possible convenience. 8.0 References Page 5 of 6
Appendix A: Video Conferencing Diagram 1: Video Conferencing Service Diagram