IP Video and Related Technology Installation

Introduction

The following steps, guidelines, and resources are intended to assist College of Food, Agricultural, and Environmental Sciences (CFAES) administrative units and departments in the process of developing and enhancing new or existing classroom space, conference rooms, and meeting locations with the latest technologies supported by the college. Currently, those technologies include IP video conferencing, select classroom teaching/presentation systems, and distance delivery tools.

Step 1:      Identify project lead from department/unit—This individual will be the liaison between contractors, FOD, OCIO, Purchasing, CFAES Communications and all other approved vendors during the engagement. Additionally, a technical contact (departmental staff member) who will be in charge of managing and training others on the use of the technology, and a scheduling contact for the space, will need to be assigned.

The department contact will be in charge of setting up and arranging meetings, making assignments, and approving budgets for the project. The departmental/unit project lead must have authority (or access to the resource) to initiate eRequest(s) for payment of all expenses that are the responsibility of the department/unit.

Step 2:      Request initial assessment by CFAES Communications Production Services and Information Technology Services units—Once the above step is completed, the department project lead submits the Project Request Form to alert Communications of the project’s requirements, needs, anticipated timeline, and projected and available budget.

When submitting the assessment request, please know the following are currently supported tools:

• IP Video Conferencing H.323 (Polycom HDX)
• Camtasia Relay (computer capture, recording, and server archiving)
• CarmenConnect
• SMART Tools (screen annotation and recording)
• The Ohio State University has established standard A/V requirements that will be provided at the start of the engagement.

Once the Project Request Form is received, the request will be brought to a weekly production meeting where appropriate team members and a project lead will be identified to initiate the different components of the assessment.

Resources from OARDC and ATI will be fully engaged and part of the team(s) when the project is on one or more of those campuses. The initial assessment will include, but not be limited to the following:

• Assessment and testing of the existing network and IT infrastructure
• Evaluation of the current level of technology being used
• Site survey of the location
• Initial budget estimate and/or general budget considerations

Decision Point: Once the department/unit receives the results of the initial assessment, the project lead and/or administrative head must provide an e-mail confirmation of the decision to proceed with an approval of the estimated budget, or not to proceed.

 

Important Consideration: Recognizing that the Communications team is engaged in multiple projects simultaneously, the Communications leadership team will determine an appropriate project schedule based on existing capacity and commitments.

Step 3:     Identify team—Once approval has been received, the Communications project lead will identify the team members who will be part of the project. It is the responsibility of the department/unit project lead to work with the CommTech project lead to schedule meetings and coordinate schedules.

Step 4:     Plan developed—With the team identified, the following will be completed:

• ITS support and recommendations of proper network (wired and wireless) solutions
• Recommendations on the best use and technology practices supported college-­‐ wide
• Budget estimates and quotes for all aspects of the project
• Coordination with outside vendors for media, video, and IT needs
• Coordination with outside vendors for preventive maintenance and repair services
• Software installations, upgrades, and server management changes if required
• Physical facility renovation plans and budgets

In addition to this document CFAES will also be using the A/V standards document cooperatively prepared by Communications and other media services groups throughout Ohio State.

Decision Point: Based on actual budget figures and proposed timelines, the department orunit will provide an e-mail that indicates acceptance of the project, a request for revisions toadjust budgets or timelines, or indication that the project will not move forward at this time.