Revised Voice over Internet Protocol VoIP Engineering Change Proposal

1
Audio / Data Conferencing Overview David
Swynford VITA
December 6, 2007
2
Agenda

• Legacy VITA Audio / Data Conferencing Solution
• Why a New Solution Now?
• Audio Conferencing Solution
• Pricing
• Implementation Plan
• Questions / Feedback

3
The Legacy VITA Conferencing Solution was
effective in its day, but has become obsolete

• Premise-base conference bridge located in RPB
• Projected to do 7 million conferencing minutes
  in FY08
• Bridge equipment has reached end of life
• All conferences are scheduled by a staff of four
  as either meet-me or operator assisted calls
• 93 are meet me
• 7 operator assisted
• Onsite support provided 5x8 with after-hours and
  weekend support provided as on-call
• Data conferencing solution has limited
  functionality and is not widely used across VITA
• Majority of Agencies have selected WebEx as data
  conferencing solution

4
The new conferencing solution provides customers
with many new features and benefits

• Reached a decision point on current premise-based
  equipment as it is end of life and it either
  needed to be upgraded or replaced
• Hosted conferencing solution delivers tangible
  benefits
• Reliability Leverage robust infrastructure of
  conferencing provider and eliminate reliance on a
  single site / single premise-based solution
• Functionality Wide range of standard and
  optional services that deliver high-tech
  conferencing to the Commonwealth
• Freedom Reservationless allows Leaders to
  initiate audio conferences at any time with no
  notice two usage models for data conferencing
  that separates light users from medium to heavy
  users
• Cost A cost effective solution that allows
  users to take advantage of toll-free access
  numbers to avoid long distance and 800 number
  costs
• New data conferencing solution seamlessly
  combines audio and data conferencing into a
  highly interactive, visual environment

5
Reservationless Conferencing allows users to
conduct a call without prior scheduling

• Each new account owner will receive permanent
  dial-in and PIN information for all of your calls
• This means you have no reservations, operators or
  time limits for your calls
• Your individual line is available 24 x 7
• With this flexibility, you can start a meeting
  with participants at a moments notice

• Reservationless calls can accommodate up to 125
  participants and has numerous features to help
  facilitate your meetings
• The leader can dial out to participants, mute all
  or individual participants, prevent new callers
  from joining, and control the audio conference
  from a Web browser
• With the new service, you can record the
  conference for later playback
• For breakout sessions, participants can be put
  into sub-conferences

6
To help agencies control costs, different levels
of service are available to customers

• The level of service you authorize for your
  account owners is your choice
• Among the factors to consider is price

7
Project Plan Overview

• Project Approach
• Plan developed with the input and support of a
  matrix team
• Rollout Plan Strategy
• Application of Change Management best practices
• Phased or staggered rollout methodology to
  mitigate risk and enhance the end-user experience
• Leverage existing infrastructure and plan for
  build out in support of long-term needs
• Ex. Utilizing the existing VCCC Support Model and
  the TSR Process for ordering
• Key Events
• Phase II Pilot of new services and process (All
  users with existing reservations in legacy
  system) - Start (12/12) / Finish (12/27)
• Phase III Production Rollout (New end-user
  prospects) - Start (1/16/08)

8
Questions / Feedback

• Questions?
• Seeking feedback
• Overall impression
• Transition timeline / order of transition
• Interest in data conferencing solution
• Data conferencing usage models Per minute vs
  Seat

9
Appendix
10
Pricing Example

• Audio Conferencing
• 10 participants, 30 minutes each 300 total
  minutes
• 300 x .05 (cost per minute) 15
• Data Conferencing
• 10 participants, 30 minutes each 300 total
  minutes
• 300 x .20 (cost per minute) 60 OR
• Concurrent license approach depending on how much
  your Agency uses conferencing

11
Reservationless calls allow you to control many
features from your phones keypad