video conference stakeholder forum
TRANSCRIPT
Video Conferencing Stakeholder Forum
June 12, 2009
Agenda
ITEM PRESENTER TIME
Why are we here?
Welcome and IntroductionsHow we got to this Spot.Overview of the Task at Hand: Phase 1 Brief Overview of Phase 2:July 1, 2009 Forward
Debbie Fery/Bret West
15 min
Audio Conferencing and Web Based Meeting
The Plan and Stakeholder Meeting Debbie Fery 5 min
Hosting Video Conferencing
In-source Proposed InfrastructureOut Source Proposed Vendors and Costs
Debbie Fery 20 min
Volume Requirements
Customer Use VolumesCustomer Needs - Survey
Debbie Fery
Rate Design and Partners
In-Source Rate Design – Best Approach Discussion Next Meeting: Communication PlansQ and A
All - Everyone
Welcome and Introductions
Video Project and Support Team:
Shawn WagonerLawrence EngDoug InmanKevin HudsonGlenn RobertsonLinda Anderson
Who is here……DHSJusticeJudicialEducationCorrectionsDAS-HRSDODOTBoard of NursingForestry
So. Oregon ESDLane ESDWillamette ESDMarion CountyEconomic DevelopmentChemeketa CCState PoliceRevenue
Bret West – Operations Administrator and DAS CIO
Opening RemarksDAS Commitment to Customers
Road Ahead
How we got into this spot…..and what we are doing about it.
IRMD Re-Organization and staffing of the SDC Immediacy of need – No time to look back, Customers are
calling, customers of DAS were demanding services TSC redirected staff from LAN/Desktop Services to support this
service – Help Desk and Infrastructure Support – 3 staff, administration and billing - 0.5 staff
Revenues support the existing costs and emergency limitation was given to pay for these increased cost, as TSC did not have limitation budgeted going into 07_09.
The Video rate model was not fair, network rates increased and then decreased and customer were not budgeted to handle increases, but it was too late...as several smaller customers dropped service
It was not anticipated that TSC would remain in this business without limitation to support it correctly….but here we are.
…..We dug our heels in, got training, took each issue as it arose, talked to vendors, figured our infrastructure pros and cons, figured out who are customers are….
Customers came and they kept coming and kept coming…..
How we got into this spot…..and what we are doing about it.
Overview of the Task at Hand: Phase 1
The age of the current Video Conferencing infrastructure (in-sourced) is: at end of lifeout of capacity
Customers are demanding more services: video and audio based real-time streaming on-demand recording for posting to web sites and on-demand streaming of pre-recorded conferences
Bottom line: DAS has an outdated infrastructure and not enough FTE to support the expectations of an ever growing customer base. Given the economic conditions of the State of Oregon can outsourcers meet the State of Oregon business requirements and do it cheaper than we can do it ourselves?
Shall DAS or another governmental entity purchase and support self-hosting of the video conferencing service OR shall the state outsource this service? Which option is more cost effective and in the best interest of the State of Oregon?
Overview of the Task at Hand: Phase 1
Brief Overview of Phase 2:
If outsourcing is chosen: DAS will assist customers in transitioning to an outsourced vendor by working with the outsourcer, SDC networking and security, and any other support needs. As there is currently no contracted vendor to provide multi-point video bridging. A competitive procurement will need to happen (Phase 1 outcome)
If in-sourcing is chosen: a procurement will be done to purchased or lease the needed infrastructure and hire staffing to support the volume and business needs of customers. A rate will be developed that is fair and agreed upon and is cost recovery. Transition planning will occur to move customers from current bridging infrastructure to the new bridging infrastructure
July 1, 2009 Forward – Video and Audio Conferencing
TSC will continue to support customers in a self-hosting manner with its current infrastructure for 90 days at this point.
TSC will continue the present rate model and billing method
When a decision is made on Phase 1, we can send info via email or have another forum …..Vote…..on Phase 2 Planning
UPATE on Audio Conferencing and Web Based Meetings
What is Happening: Audio Conferencing and Web Based Meetings (with IP Desktop Video)
Stakeholder forum will be held soon. See Linda Anderson for sign up for this forum
Decision based on usage and rate – dictates outsourcing – Why…….
DAS is providing four mechanisms with four differing rate models for audio conferencing – one is a contract with ATT and the others are self-hosted within DAS for customers.
Agencies are individually purchasing Web Based Meeting services via contracts (GoTo Meeting, WebEx, LiveMeeting) - this has redundant process and lack of economies of scale for pricing. Nobody is getting any price breaks
The use of basic Audio Conferencing as an alternative to in-person meetings is underutilized in the State of Oregon. There is potential for huge growth, web based meeting is a natural off-shoot given it basic use of audio conferencing.
Pricing for the outsourced model would require the purchase of “buckets of minutes” and a “Bucket of Accounts”. DAS could be the administrator of the bucket for all customers to achieve economies of scale. DAS or the vendor would chargeback customers for their usage DAS would administer a contract with an outsourced vendor for the State of Oregon
All researched outsourcers are willing to lower their rates based on collective volume
The State of Oregon has a competitive advantage based on its volume. The State does not have a competitive advantage in hiring FTE and the ability to add capacity on the fly.
What is Happening: Audio Conferencing and Web Based Meetings (with IP Desktop Video)
Current and Estimated Volumes H.323 and H.320
Volume Projections in Minutes Per Year1/1/2010 1/1/2011 1/3/2012 1/4/2013 1/5/2014
Current Year1 Year2 Year3 Year4 Year5
Volume Annual Annual Annual Annual Annual Annual
Basic Video Bridging Stardard Definition (<512K) 5% Growth 1,488,000 1,562,400 1,640,520 1,722,546 1,808,673 1,899,107 8,633,246
Basic Video Bridging High Definition (>512K) 0 0 XXXXXExisting Customers would have to upgrade current cameras, new customers would have to purchase
HD Camera, as well as have the bandwidth to support
Basic Video Recording - On-Demand Playback Current - Based on 1 Recording at a time. Year1=Current+ 18000 90000 108000 126000 144000 180000Storage for Play Back on Streaming Server 22 110 132 154 176 220
Basic Video Streaming - Real Time (Real Player, Media Player) 18000 90000 108000 126000 144000 180000Current - Based on 1 Stream at a time. Year1=Current+
Desktop Video Conferencing Current - Based Limited Solution 17280Concurrent Seats - 25% Growth 25 31 39 49 6125 Seats @ 75%, 173.3 hours per month 2,339,550 2,924,438 3,655,547 4,569,434 5,711,792
Current Capacity In-source 60 ports of Standard Definition in Continuous presence (to
see all parties, for content and with audio add-ins)
OR 160 ports of voice activated switching 6- concurrent ISDN connections using 6 phone lines at
384K, 36 Phone line No High Definition Ports No Desktop solution Limited to 1 recording at a time Limited to 1 real-time streaming On-demand streaming (previously recorded) almost unlimited in
concurrent connections (RealPlayer) Separate Management and Reservation Tools Limited Usage reporting for customers 3000 Registered Endpoints in the Gatekeeper with 500
Concurrent connections
Replacement Capacity – In-source 80 OR 120 (converts HD ports) ports of Standard
Definition in Continuous presence (to see all parties, for content and with audio add-ins)
20 High Definition Ports 6- conncurrent ISDN connections using 6 phone lines
each at 384K – 36 phone lines 25 Concurrent Licenses – Unlimited Installs on Desktops 10 recordings concurrently 20 real-time streaming concurrently On-demand streaming (previously recorded) almost
unlimited in concurrent connections (Windows Media Server – 1000 per server)
2500 Registered Endpoints in the Gatekeeper with 500 Concurrent connections
Integrated Reservation, Bridge Management and Volume reports in a self-service model
Replacement- Capacity Cost
*Inflation Factor to be Applied 5% 5% 5% 5%Year1 Year2 Year3 Year4 Year5
HW and SW- New Investment 575,069.00$ XXXXX*HW and SW- New Investment - Maint 70,047.00$ 70,047.00$ 70,047.00$ 73,549.35$ 77,226.82$ *@SW Maint Current Investment 6,000.00$ 6,000.00$ 6,300.00$ 6,615.00$ 6,945.75$ 7,293.04$ Training and Implementation 22,170.00$ *Hosting Charges - SDC Rates, 3 Distributed System Servers 20,880.00$ 21,924.00$ 23,020.20$ 24,171.21$ 25,379.77$ *Disk Space - use SDC Rates 4,000.00$ 4,200.00$ 4,410.00$ 4,630.50$ 4,862.03$ *Hosting Network Gear and Gateway Gear - No Rate Established XXXXX XXXXX XXXXX XXXXX XXXXXDAS Overhead 102,141.00$ 102,141.00$ 107,248.05$ 107,248.05$ 112,610.45$
`FTE Help Desk 2 (ISS3 and ISS5) 261,836.25$ 261,836.25$ 269,167.67$ 269,167.67$ 291,585.23$ FTE Technicians 2 - ISS6 220,734.02$ 220,734.02$ 226,914.57$ 226,914.57$ 221,363.49$ FTE Admin Overhead (Management and Billing)Range 15 - .45 28,782.53$ 28,782.53$ 29,588.44$ 29,588.44$ 30,416.92$
@ - Keep Current SW Licensing for RealPlayer Streaming Server Totals 1,311,659.80$ 715,964.80$ 737,010.93$ 742,215.54$ 770,737.74$ 4,277,588.82$ 2,027,624.61$ 8,633,246 3,050,400
Cost per minute 0.495$ 0.665$
Current Volumes includes zero desktop volume. Go back to volumes slide Cost model makes streaming and recording the same as
bridging, meaning every port of bridging includes recording and streaming at the same cost per minute
Uses Windows Media Server and hosting at SDC – decommissions RealPlayer environment
Dollars not based on a competitive procurement Year 3 Expansion includes 20 additional SD ports and an
additional 25 licenses of desktop video for ~150K but is not included in this cost model yet
These are purchase numbers, leasing is available
Cost Model Assumptions:
Example Conferencing Designs
h.323 Camera
Recording and Streaming
Point to Point Conference
Media Server- Streaming and holding on-demand Recordings
ISDN or IP Site of other parties
to conference with
h.323 Camera
Recording and Streaming
Media Server- Streaming and holding on-demand Recordings
Example Conferencing Designs
Example Conferencing Designs
Outsourced Proposed Vendors and CostsATT Contract
See page 30 of the handout
Prices are not based on any volume bucks “marks”APPENDI X A - PRI CI NG Video Bridging – Call Types Price Price Unit Bridge
Dial-Out Dial-In to Bridge
Self-service conferencing (Auto Launch) Supports any mix of ISDN or IP sites on same call
ISDN (H.320) Speeds up to 512 Kbps $0.66* $0.66 /minute /site ISDN (H.320) Speeds up to 768 kbps $1.00* $1.00 /minute /site ISDN (H.320) Speeds greater than 768 kbps $1.40* $1.40 /minute /site IP (H.323) Speeds up to 512 Kbps $0.66 N/A /minute /site IP (H.323) Speeds up to 768 kbps $1.00 N/A /minute /site IP (H.323) Speeds greater than 768 kbps $1.40 N/A /minute /site Assisted conferencing with Meet & Greet Video Broadcast
Supports any mix of ISDN or IP sites on same call
ISDN (H.320) Speeds up to 512 Kbps $1.00* $1.00 /minute /site ISDN (H.320) Speeds up to 768 Kbps $1.50* $1.50 /minute /site ISDN (H.320) Speeds greater than 768 Kbps $1.90* $1.90 /minute /site IP (H.323) Speeds up to 512 Kbps $1.00 $1.00 /minute /site IP (H.323) Speeds up to 768 Kbps $1.50 $1.50 /minute /site IP (H.323) Speeds greater than 768 Kbps $1.90 $1.90 /minute /site * Network/ISDN Transport charges additional (see Bridge Dial-Out Transport section) AT&T reserves the right to change the above prices at any time. Above prices effective on ______________________ .
Outsourced Proposed Vendors and CostsIntercall
See Intercall handoutPrices are not based on any volume bucks “marks”
Bridging IP
Audio Add in
Bridging ISDN
Recording Webinar with
Streamed Auto
Webinar Participants
Recording Available Format
People and
Content
Minutes Video and Recording
Flat Webinar
Hosting On-
Demand Video Conf
# of connections to Webinar
Total
4/21/2009 9:30 to 4:30 1 1 0 Y Y 100 WMV Y Use Existing Solution5/19/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ 75.00$ free 840.00$ 1,519.80$ 6/16/2009 9-11:30 1 0 Y Y 100 WMV Y 150 216.00$ 75.00$ free 300.00$ 591.00$ 6/23/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ -$ free 840.00$ 1,444.80$
4/30/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ 75.00$ free 840.00$ 1,519.80$ 5/14/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ 75.00$ free 840.00$ 1,519.80$ 5/28/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ free 840.00$ 1,444.80$ 6/11/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ 75.00$ free 840.00$ 1,519.80$ 6/25/2009 9:30 to 4:30 1 0 Y Y 100 WMV Y 420 604.80$ free 840.00$ 1,444.80$
1IP Bridging per site per minute under 512K .44 per minuteISDN Bridging per site per minute under 512K .40 per minute + .065 per minute per channelRecording of Video Conference and Content for On-demand Hosting $1.00 per minuteStraight Audio Conferencing .02 per minute per Participant upto 125 participant - reservationless - InteractiveStreamed Audio Conference 02 per minute per Participant upto 125 participant - used with Webinar - Non-InteractiveAll-You-Can-Eat Webinars $75 flat per month
Cost Drivers:Number of Webinar Participants and the time they are connected.
Rate Model Discussion
What is the appropriate rate model for Video Conferencing?
By the Minute for each party on the conference billed to the host of the conference?
By the port – like a cell phone plan, each customer would purchase a certain number of ports and if they went over, extra charges would be incurred?
By physical site, meaning location of the camera?
How should we handle partners of customers who wish to participate in a conference but do not pay for their access to the Bridge?
Should recording and streaming be built into the rate or be an optional add on to the base bridging rate?
Should audio line add ins be and additional charge or should a certain number of line be built into the basic bridging rate?
Video Conferencing Stakeholder Forum
Linda AndersonEISPD -Project Manager955 Center St NE - Rm 470Salem, OR 97301503-373-7663
Debbie FeryTSC Manager955 Center St NE - U510Salem, OR 97301503-932-4573