Video Conferencing Facilities Task Team Final Report May 9, 2013

Video Conferencing Facilities Task Team Final Report

May 9, 2013

Summary from our Charter

The West Lafayette Campus currently includes a range of facilities and rooms equipped

to host video conferences. Some of these are managed and operated by departments

charged with providing such services and tend to be widely known and used by video

conference patrons, while others are managed and operated by various schools, colleges

and departments and which may be relatively unknown to video conference patrons.

Additionally, the technical support for operating these spaces, especially those held at the

school, college and departmental level broadly ranges, making the use of some spaces

problematic.

Goals from our Charter

The Video Conference Facilities Task Team is charged with identifying the current status

of video conference facilities on the West Lafayette campus and the level of technical

support associated with each facility, along with a plan for managing these assets and

resources going forward.

Team Deliverables

The Group has 5 deliverables, all of which are addressed in this report

Deliverable #1

Survey the West Lafayette campus and identify the location, management policies, and

technical capabilities of existing video conferencing venues (VCV’s) capable of hosting

higher-end video conferencing.

You will find attached a list of facilities that we have determined (as of May 9) were capable of hosting higher-end video conferencing. The team used several criteria for determining the facilities for this report. They included existing infrastructure, seating capacity and management policy; i.e., open to most departments on campus.

See Appendix A

Through this process, we have determined that there are more facilities out there that we just don’t know about. With such a large campus, it is impractical to find every single room that has a camera for videoconferencing. Despite this we believe this listing is a solid representation of what is available and can be used to formulate a strategy going forward.

Deliverable #2

Similar to #1, survey the West Lafayette campus and identify which departments or units

can provide production support for video-conferencing. Some of these departments or

units may be affiliated with the VCV’s identified in #1.

We found the following departments were capable and willing to provide production support for video conferencing:

Agriculture Information Technology College of Pharmacy

Engineering Professional Education Hall of Music Productions

ITaP Customer Relations Video and Multimedia Production Services (VMPS)

We defined production support as having personnel available to assist in the production and/or organization of a video conference. That support could be as simple as making sure the computer and camera in a small room are set correctly, which Ag Information

Technology could do, to running a larger facility involving multiple cameras which falls to areas such as Agricultural Communications, College of Pharmacy, Engineering Professional Education, Hall of Music Productions and VMPS.

Deliverable #3

For VCV’s and production staff controlled by localized departments (as opposed to

departments whose mission includes providing campus-wide services) determine each

department’s willingness to join in a campus-wide confederation supporting video

conferencing. Nothing about joining this confederation should be construed as removing

primary control of these VCV’s and production staff from their current departments.

All departments that we have contacted have agreed to be part of a campus wide confederation supporting video conferencing. These departments are:

College of Agriculture College of Engineering

Krannert School of Management College of Pharmacy

College of Technology

College of Veterinary Medicine Housing and Food Services

Information Technology at Purdue

This confederation could be very helpful in determining standards, feasibility of reducing costs for video conferencing and future growth.

Deliverable #4

Determine an optimal number of VCV’s to support current and near-term growth of

higher-end video conferencing on the West Lafayette campus and an optimal staffing or

production support paradigm. Consideration should be given to providing geographic

diversity for the convenience of patrons, technical infrastructure related to production and

creative support, production assistance, and non-technical infrastructure (accessibility,

audience seating, parking, rest rooms etc.).

The team in its draft report determined the optimal number of VCV’s would be four. They were:

Stewart Center Room B26

Pfendler Hall Dean’s Auditorium Room 241 Lawson Hall Room 1142

Johnson Hall of Nursing Room B17

These were chosen based on location, existing technical and non-technical infrastructure along with potential for future expansion. Lawson Hall room 1142 is a perfect example of a room that doesn’t’ have operational equipment but has the infrastructure in place for future technology upgrades.

Although we still feel 4 is the optimal number, we have, after further discussion, with both the team and the ITaP OCC, decided to recommend starting with 2. This would allow us to determine the usage rate for a high end facility. In addition it would allow us to see how a strategy that encourages faculty and staff to use a limited number of facilities would play out long term.

In addition, we identified the need for 2 mobile units that would closely replicate the stand alone higher-end facilities. These units would be capable of being used in virtually any room on campus to deliver higher quality video conferencing. . These units could be stored and coordinated through ITaP Customer Relations and would have HD camera and codecs as part of their makeup. Based on the experience of the team, we don’t see a scenario where every video conferencing need could be filled by having 4 standalone rooms or venues.

Deliverable #5

Recommend management and funding models for the operation of West Lafayette

VCV’s and production support to accommodate current needs and near-term growth of

higher-end video conferencing. If there is a gap between VCV availability/capability or

production support and current or near-term needs, recommend development of new

VCV’s, renovation of existing VCV’s and staffing adjustments as part of the

management and funding models.

The Cost analysis and Funding recommendation for Video Conferencing Facilities is attached in Appendix B. In summary, the total cost will be $364, 800, which provides for operations oin Stewart, Lawson and two Mobile Facilities.

Video Conferencing Facilities Task Team

John Dietrich

ITaP Infrastructure Services Broadcast Networks and Services

Edward Dunn

ITaP Customer Relations VMPS (Co-Chair)

Tim Frye

Engineering Professional Education

Andrew Glomski

Hall of Music Productions

Phil Knobloch

ITaP Customer Relations AV (Co-Chair)

Mark Sharp

College of Pharmacy

Ed Stanisz

College of Agriculture

The Co-Chairs would like to acknowledge the work of the entire team in putting together

this report. Their experience and insight has been invaluable in this process and we look

forward to working together as we compile our final report.

Appendix A: High-End Video Conferencing Facilities

Video Conferencing Facilities

Capabilities

Building Room estimated value local client displays distance ed formats Software involved Capacity of room Protocols Used IP video Hardware Primary Use Primry Users In use % hrs/wk Available for non-department use?Is there a cost for non-department use?Primary Contact Comments

ARMS 3001 $30,000 VSX 7000 Engineering

BRNG 3288 Cur & Instr B. Evans

BRNG BRNG

KNOY 202 $50,000 2 panels & projector all 24 VSX 9000 TECH TECH

EE 317 Elec&CptEngr

LILY 3113A Projector Crestron Controlled ~30 IP - Skype, AdobeConnect Seminars/mtgs Animal Sci ~35 yes, but Ag only no Pat Jonas

LILY 3113B $40,000 ~20 Seminars/mtgs Animal Sci ~35 yes, but Ag only no Pat Jonas

RAWL 3070 $60,000 Management L. Ratliff

RAWL 3082 $100,000 Management

PFEN 241 $250,000 triple projection Creston Controlled 100 H.323 Polycom FX AG 1 0 Yes

POTR 262 $250,000 (34) - 22" VGA display

Live streaming, VOD Streaming, Rich Media, audio confereing

Telestream Pipeline, Echo360 SafeCapture HD, Osprey SDI, Getner phone Hybrid

65 H.264 Primarily Credit and non-credit course production Engineering Professional Education 40 hours/week Spring 2013, varies with course production load. Yes

Yes, fees determined annually through rate approval.

Tim Frye, Engineering Professional Education 364-D Potter 494-8036, [email protected] Varies, generally < 5 years old.

POTR 265 $50,000 24" Smart display/ tablet Lecture capture, Rich _Media Blackmagic Hyperdeck, _{Dell PC} 3 Webinars, lecture _capture Engineering Professional Education 10 hours/week Spring 2013, varies with production load. Yes

Yes, fees determined annually through rate approval. S/A Varies, generally < 3 years old.

POTR 268 $225,000 (20) - 22" VGA display

Live streaming, VOD Streaming, Rich Media, audio confereing

Telestream Pipeline, Echo360 SafeCapture HD, Osprey SDI, Getner phone Hybrid

40 H.264 Primarily Credit and non-credit course production Engineering Professional Education 37 hours/week Spring 2013, varies with course production load. Yes

Yes, fees determined annually through rate approval. S/A Varies, generally < 5 years old.

MJIS 1001 $45,000 Dual projection 2-way videoconferencing, VOD lecture capture

Polycom Codec, Echo360 SafeCapture (shared with MJIS 1083) 84 Credit courses, Seminars, faculty meetings Biomedical

Engineering Varies Yes No Andrew Brightman Unknown

MJIS 1083 $45,000 Dual projection 2-way videoconferencing, VOD lecture capture

Polycom Codec, Echo360 SafeCapture (shared with MJIS 1001) 39 Credit courses, Seminars, faculty meetings Biomedical

Engineering Varies Yes No Andrew Brightman Unknown

FRNY B-124 $100,000 Dual projection VOD lecture capture Telestream Pipeline - _{located in Potter 264} 50 Credit courses, _{Seminars, meetings} SMAS managed _classroom Varies Yes No SMAS

STEW G52 $250,000 projector/panels IP, Adobe Connect, Skype Adobe Connect, Skype 44 Distance Learning

Any University

Department 13% 5 Yes

Depends, no cost for registered classes, regular

cost for everything else E. Dunn Equipment 15 years old

STEW 209 $150,000 3-Projectors & 3-screens IP, Adobe Connect, ISDN Polycom, Adobe Connect 39-42

2-way non-Academic Video Conferencing Researchers, Faculty, Staff, non-Purdue-related Clients, Students for

Thesis defense 10% 3 to 5 Yes

Everyone is charged for the use of this facility

Sean Laxton (operaton &

scheduling) Equipment 15 years old

STEW B26 $300,000 *as needed None as of now None 50

High end productions where sets are needed, green screen, uplinks.

Any University

Department 13% 5 Yes

Everyone is charged for the

use of this facility E. Dunn Equipment 15 years old

JNSN projection RHPH M. Sharp

AGAD 128 $50,000 Projector Crestron Controlled 30 H.323 PolyCom 8000 Meetings AG 0 0 Yes No AgIT

AGAD 212 2 Flat Panels 14 H.323/Adobe Connect/SkypeLifeSize Meetings/Distance Ed. AG 0 0 Yes No AgIT/4-H/Ag Comm 8 VC/month, meetings

AGAD 223A Projector 10 H.323 PolyCom VSX 7000 Meetings/Distance Ed. 4-H 0 0 Yes No 4-H 8 VC/month, meetings

KRAN 661 $60,000 3 projectors Crestron Controlled 30 H.323 Polycom & Adobe Connect Meetings AgEcon 1 0 yes yes Check with Jeff Greiner general meetings

PFEN 120 Projector 30 H.323 PolyCom VSX 7000 Forestry 0 0 Forestry

HORT 222 $1,000 Projector Skype/Adobe Connect 25 None None meetings HLA no

HORT 218 $50,000 50" Plasma Skype/Adobe Connect 10 None None meetings HLA no

VTCH B114 15 Meetings VTCH Tenants 10 No (Available for Tenant Use)

VTCH B80 50 Meetings VTCH Tenants No (Available for Tenant Use)

LILY 3425 $35,000 Projector Polycom 45 H.323 PolyCom VSX 7000 Meetings Agronomy 75% 30+ Yes No Connie Foster

STON B26 $25,000 Projector 40 H.323 PolyCom ViewStation SP Meetings/Classes HHS NO NO HHS Dean's Office

STON G53 $25,000 Panel/TV 20 H.323 PolyCom VSX 7000 Meetings/Classes HHS NO NO Nutrition Science

MTHW 111 $35,000 Projector 25 H.323 PolyCom VSX 7000 Meetings HHS NO NO HHS Dean's Office

STEW 130 $175,000 Projector/TVs Adobe Connect Adobe Connect 388 Lecture/ Webinar Various 30% Yes Yes Elliott Hall Music

STEW 138 $175,000 Projector/TVs Adobe Connect Adobe Connect 1011

Lecture/ Performance

Appendix

A: Video

Conferen

cing

Facilities

Capabiliti es Building Room estimate d value local client displays distance ed formats Software involved Capacity of room Protocols Used IP video Hardwar e Primary Use Primry Users In use % hrs/wk Available for non-departme nt use? Is there a cost for non-departme nt use? Primary Contact Comment s ARMS 3001 $30,000 VSX 7000 Engineeri ng BRNG 3272 $17,000 47" LG LCD x 2 Multi-way H.323 and web-based videoconf erencing and audio conferenc ing LifeSize codec, Skype, Adobe Connect 12 H.323, IP - Skype, Adobe Connect LifeSize Room 220 system and Dell Latitude E6400 laptop Classes and meetings College of Education 10 to15 hrs/wk Yes on a case by case basis No Mike Eldridge BRNG 2118 $10,000 monitor/ codec pkg H.323 VC mobile H.323 HDX 7000 Classes and

meetings Lib Arts IT

Blain

Drayer

codec pkg and meetings Drayer KNOY 202 $50,000 2 panels &

projector all 24 VSX 9000 TECH TECH

EE 317

Elec&Cpt

Engr

LILY 3113A Projector

Crestron Controlle d ~30 IP - Skype, AdobeCo nnect Seminars /mtgs Animal Sci ~35 yes, but

Ag only no Pat Jonas

LILY 3113B $40,000 ~20 Seminars /mtgs Animal Sci ~35 yes, but

Ag only no Pat Jonas

RAWL 3070 $60,000 Manage ment L. Ratliff RAWL 3082 $100,000 Manage ment PFEN 241 $250,000 triple projectio n Creston Controlle d 100 H.323 Polycom FX AG 1 0 Yes YONG 645 $8,000 2 TVs and Tanberg H.323 18 H.323 Tandberg codec TLI - statewide TLI Ragu Athinaray anan BRNG 3288 Cur & Instr B. Evans RAWL 2012 $3,500 40" LCD Skype, Connect, BlueJeans , MS Lyncs 12 IP - Skype, AdobeCo nnect Polycom 360 Departme ntal meetings Masters ? ? No NA Peggy Blessing/L isa Ratliff RAWLS 3074 20" TV on mobile

cart IP Polycom Mobile H.323

PolyCom VSX4000 Interview s Students 10% 4hrs/fisca l year Yes No Lisa Ratliff This is a mobile that can be wheeled

into a private room or classroo m with network connectio n. JNSN B17 $20,000 projectio n videoconf ercing Polycom 32 H.323 Polycom HDX 9000 Meetings /classes RHPH 30% 12hrs/we ek Yes No M. Sharp Room also serves as a productio n studio KRAN 116 $10,000 40" Smart Display Panja/Pol ycom, Skype, Bluejeans , Connect 10 H.323/Ad obe Connect/ Skype Polycom VSX 4000, Logitech Webcam Meetings Facutly, Admin 10% 4hrs/fisca l year Yes No Lisa Ratliff, Joyce Fuller Polycom equipme nt to be removed due to age. PWF $10,000 single panel/co dec videoconf ercing 10 H.232 Polycom 4000 meetings Invest/en dow DLRC 131 $185,000 scale-up room VC/Adob e/IP capture Polycom HD 120 H.323/H. 264 VXS 9000 anything goes Research ers, Faculty, Staff, non- Purdue-related Clients, Students for Thesis defense Laura Warner

/conf room HD 64 P. Warner DLRC $50,000 projector /conf room VC Polycom HD 30 H.323/H. 264 VSX 8000 meetings MANN Ist. POTR 262 $250,000 (34) - 22" VGA display Live streaming , VOD Streamin g, Rich Media, audio conferein g Telestrea m Pipeline, Echo360 SafeCapt ure HD, Osprey SDI, Getner phone Hybrid 65 H.264 Primarily Credit and non-credit course productio n Engineeri ng Professio nal Education 40 hours/we ek Spring 2013, varies with course productio n load. Yes Yes, fees determin ed annually through rate approval. Tim Frye, Engineeri ng Professio nal Education 364-D Potter 494-8036, tfrye@pu rdue.edu Varies, generally < 5 years old. POTR 265 $50,000 24" Smart display/ tablet Lecture capture, Rich Media Blackmag ic Hyperdec k, Dell PC 3 Webinars , lecture capture Engineeri ng Professio nal Education 10 hours/we ek Spring 2013, varies with productio n load. Yes Yes, fees determin ed annually through rate approval. S/A Varies, generally < 3 years old. POTR 268 $225,000 (20) - 22" VGA display Live streaming , VOD Streamin g, Rich Media, audio conferein g Telestrea m Pipeline, Echo360 SafeCapt ure HD, Osprey SDI, Getner phone 40 H.264 Primarily Credit and non-credit course productio n Engineeri ng Professio nal Education 37 hours/we ek Spring 2013, varies with course productio n load. Yes Yes, fees determin ed annually through rate approval. S/A Varies, generally < 5 years old.

Hybrid MJIS 1001 $45,000 Dual projectio n 2-way videoconf erencing, VOD lecture capture Polycom Codec, Echo360 SafeCapt ure (shared with MJIS 1083) 84 Credit courses, Seminars, faculty meetings Biomedic al Engineeri ng Varies Yes No Andrew Brightma n Unknown MJIS 1083 $45,000 Dual projectio n 2-way videoconf erencing, VOD lecture capture Polycom Codec, Echo360 SafeCapt ure (shared with MJIS 1001) 39 Credit courses, Seminars, faculty meetings Biomedic al Engineeri ng Varies Yes No Andrew Brightma n Unknown FRNY B-124 $100,000 Dual projectio n VOD lecture capture Telestrea m Pipeline - located in Potter 264 50 Credit courses, Seminars, meetings SMAS managed classroo m

Varies Yes No SMAS

STEW G52 $250,000 projector /panels IP, Adobe Connect, Skype Adobe Connect, Skype 44 Distance Learning Any Universit y Departme nt 13% 5 Yes Depends, no cost for registere d classes, regular cost for everythin g else E. Dunn Equipme nt 15 years old

STEW 209 $150,000 3-Projector s & 3-screens IP, Adobe Connect, ISDN Polycom, Adobe Connect 39-42 2-way non-Academic Video Conferen cing Research ers, Faculty, Staff, non- Purdue-related Clients, Students for Thesis defense 10% 3 to 5 Yes Everyone is charged for the use of this facility Sean Laxton (operaton & schedulin g) Equipme nt 15 years old STEW B26 $300,000 *as needed None as of now None 50 High end productio ns where sets are needed, green screen, uplinks. Any Universit y Departme nt 13% 5 Yes Everyone is charged for the use of this facility E. Dunn Equipme nt 15 years old AGAD 128 $50,000 Projector Crestron Controlle d 30 H.323 PolyCom

8000 Meetings AG 0 0 Yes No AgIT

AGAD 212 2 Flat Panels 14 H.323/Ad obe Connect/ Skype LifeSize Meetings /Distance Ed. AG 0 0 Yes No AgIT/4-H/Ag Comm 8 VC/mont h, meetings

AGAD 223A Projector 10 H.323

PolyCom VSX 7000 Meetings /Distance Ed. 4-H 0 0 Yes No 4-H 8 VC/mont h, meetings KRAN 661 $60,000 3 projector s Crestron Controlle d 30 H.323 Polycom & Adobe

Connect Meetings AgEcon 1 0 yes yes

Check with Jeff Greiner general meetings PFEN 120 Projector 30 H.323 PolyCom VSX 7000 Forestry 0 0 Forestry

HORT 222 $1,000 Projector

Skype/Ad obe

Connect 25 None None meetings HLA no

HORT 218 $50,000

50"

Plasma

Skype/Ad obe

Connect 10 None None meetings HLA no

LILY 3425 $35,000 Projector Polycom 45 H.323

PolyCom VSX 7000 Meetings Agronom y 75% 30+ Yes No Connie Foster STON B26 $25,000 Projector 40 H.323 PolyCom ViewStati on SP Meetings /Classes HHS NO NO HHS Dean's Office STON G53 $25,000 Panel/TV 20 H.323 PolyCom VSX 7000 Meetings /Classes HHS NO NO Nutrition Science MTHW 111 $35,000 Projector 25 H.323 PolyCom VSX 7000 Meetings HHS NO NO HHS Dean's Office STEW 130 $175,000 Projector /TVs Adobe Connect Adobe Connect 388 Lecture/

Webinar Various 30% Yes Yes

Elliott Hall Music STEW 183 $175,000 Projector /TVs Adobe Connect Adobe Connect 1011 Lecture/ Performa nce

Webinar Various 20% Yes Yes

Elliott Hall

Music

$2,964,500