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Two-Way VideoThe Telecommunications & Records Branch (TRB) provides information and assistance in acquiring Two-Way Video/Satellite Downlink services and associated equipment. For a better understanding of Two-Way Video and Satellite Downlink Programs refer to documents titled "ARS Interactive Video System Information"; "ARS Two-Way Video Room Directory"; and "AT&T FTS2000 Videoconferencing Reference Guide".
ARS Interactive Video System InformationIntroduction In an age of changing technologies, there are many ways to communicate. Three ways are by using an audio network (i.e., telephone), satellite network (ARS satellite downlink) or a video network (i.e., video tape). All three of these technologies give the user limited interaction with the presenter. With budget and personnel cutbacks, it has become apparent that new ways of doing business must be achieved. One such way is to utilize the technology of interactive two-way video. The Hardware and Communications Branch of AFM has been tasked by the Deputy Administrator to prepare a needs assessment of this technology for ARS. A interactive two-way video network, utilizing current telecommunication technologies, would allow for immediate interaction between two locations for point-to-point communications and if required would allow for multi-point communications through a commercial bridge. This technology would allow for the reduction of overhead costs related to meetings, travel and training. Not only will this technology reduce costs but will improve the effectiveness of communications currency conducted by audio conferencing. This would allow for impromptu and scheduled meetings between management, scientific, and technical groups within AFM, ARS, NPS, and Area/Location offices. The conferences could pertain to budgets, construction, training, management concerns, project management and program reviews. This technology would also allow for interactive meetings with commercial and university research facilities. Two-Way Video Information Currently, there are approximately 413 video conferencing rooms within FTS2000 Network "A" in the federal government. These rooms use various FTS2000 services, such as Compressed Video Transmission Service (CVTS) (dedicated service), Switched Compressed Video Transmission Service (SCVTS) (dial up-service) and Switched Data Service (SDS) (dial up-service). The video rooms currency in service are divided into the three services as follows: 135 CVTS rooms, 39 SCVTS rooms and 239 SDS rooms. CVTS was the first attempted to provide interactive video to FTS2000 users. The service utilizes 384 Kilobits per second (Kbps) which is seven channels of a T-l and is expensive to set up. The start up costs which includes preparing a room and purchasing of equipment is approximately $100,000. The SCVTS and SDS utilize either 2 - 56 Kbps or 2 - 64 Kbps circuits. The start up costs per location are approximately $50,000 for equipment. The SCVTS and SDS services are modifications to the FTS2000 contract and is replacing the CVTS offering. AT&T FTS2000 has committed to continue the support of CVTS until current users migrate to the current technology. In addition to the room configurations, current technology has allowed for desktop video using personnel computer. This technology also utilizes the 56 or 64 Kbps services.
Existing Interactive Video ResourcesExisting ARS Two-Way Video Resources ARS has 117 locations throughout the country, 20 locations are currently implementing Desktop Video systems. These locations are associated with the Lower Mississippi Delta Nutrition Initiative, Utilization Labs, Nutrition Centers, Universities and Children's Hospitals. Existing USDA Two-Way Video Resources Currently, there are 15 CVTS and 19 SDS rooms within USDA. The Department has an Audio/Video group that maintains a CVTS room in the South Building and recently ordered on PictureTel 4000 series video system. In addition to ARS, other USDA agencies (i.e., Forest Service, APHIS and NASS) are looking into using two-way video.
Potential Uses for Interactive Video ConferencingIntroduction A Two-Way Video Network provides a media that opens the door for ARS, NPS, AFM, Area office/location and non-government entities to interact with each other in a timely manner at a lesser cost. This delivery platform provides interaction between two locations (point-to point) or many locations (multi-point) for conferencing. Types of Potential Uses There are various types of uses that a interactive video network could provide.
How to Establish a Interactive Video ConferenceInformation Two-Way Video uses bandwidth on demand which equates to 2-56 or 64 Kbps voice/data lines. Once we establish a location as a Two-Way Video user, they will be given two "700" numbers or local seven digit numbers and put into the FTS2000 Video Room Guide. Procedures There are three ways to set up a video conference. They are as follows:
Acquisition of Two-Way Video EquipmentPurpose This document recommends acquisition procedures to purchase Two Way Video Equipment which will enable video conferencing between ARS, NPS, ARS, Area/Location offices, Federal Government Departments/Agencies and Non-Federal entities. Rationale The use of GSA Authorized Telecommunications Schedule Price list FSC Group 58, Part VI & VII (FSC Class 5805) for Commercial Telecommunication Equipment Visual Teleconferencing Systems Video and Audio Equipment should be utilized. This would allow for all locations to have equipment that is manufactured by the same company and would be compatible, throughout the agency. This would also allow for Point-to-Point and Multi-Point conferencing without additional costs for algorithm conversions by GBVS. Installation logistics would be by the same company and would alleviate the possibility of figure pointing, which occurs with third party vendors. Cost Based on the requirements of each location, there is a one time cost for equipment which will be approximately $40,000 for a conference room type system. The cost for a desktop system will be approximately $6200.00 which does not include the PC. It should be noted that if a video conference is going to be conducted for a group of two or more people at a location the roll-about system is required. It is recommended that the selected vendor provide administration and installation training to the Hardware & Communication Branch, Customer Support Branch and the Area Computer Specialist. Equipment Minimum conference room equipment requirements: (Basic System - Refer to Price Quote from PictureTel)
Minimum Desktop Video Equipment Requirements: C nt n d) (Refer to AFM Purchase Order and Modification) (Picture Tel: PCS100 WAN Desktop Product PCS100E
Pros and Cons on Interactive Video NetworkingIntroduction There are many concerns in implementing a Two-Way Video Network within ARS. The following table discusses the various pros and cons dealing with type of media, scheduling, equipment and personnel staffing that could impact such a network.
Cost AnalysisIntroduction The implementation of a Two-Way Video Network will enhance the communications, training and quality partnership capabilities within AFM/ARS. Cost for Two-Way Video Hardware The cost per location for the initial Two-Way Video equipment/installation is estimated at $40,000. There are options (i.e., Second Monitor or VCR) to this requirement that could raise the cost per location. These requirements should be addressed on a case by case situation. The cost for Desktop Video Units which are retrofitted to existing PC's is approximately $6,200 each. The costs for these options will be addressed in the procurement document. One-time cost for the proposed implementation:
Recurring Costs
The average multi-point video conference call is estimated to cost between $280 - $580 per hour per location. The only time the cost for system speed or algorithm conversion will be required is when a conference is scheduled with another federal/non federal location that does not have the same type of equipment. Locations Which Require Two-Way Video Equipment The following locations will require the proposed Two-Way Video Equipment:
Cost Comparison Currently, ARS/AFM conducts meetings by utilizing audio conferencing or by travel. Due to future budget constraints and the necessity to have more meetings, the technology of interactive video has been investigated. As an example of cost, the ARMPS review is used as an example. Currently, on an average 4 people travel to Greenbelt from each location to discuss ARMPS. It is estimated that $3500 (travel costs and per diem) is spent for a two-day trip. This does not include the cost of lost productivity time while in travel status. It is estimated that this could be $1200 for two days, based on employee grade levels. The estimated cost for 7 area offices is approximately $32,900. If additional meetings of this type are held during the year utilizing video technology, the location travel budgets could be reduced and used for other programs. Since it is not know how often the network will be used, it is hard to establish a payback time. The more the network is used the travel budget and payback time could be reduced. Location RequirementsPersonnel Resources Each location should appoint a two-way video coordinator and an alternate. The responsibilities of the coordinator and alternate will be to insure that the equipment is operational at all times. They would be the point of contact if there are problems and to also coordinate the use, to avoid conference conflicts. the user should schedule the conference room and then inform the video coordinator that they require the use of location equipment. The coordinators should at times present training to the users, so that they are aware of the system and how to use it. This function should only take minimal time away from their normal duties. Space Requirements The space utilized for two-way conferencing, should be a room that can accommodate 5 - 10 employees. There are no special requirements concerning lighting and acoustics. If a location elects to use a Personal Computer for conferencing, it should be located in a common area, so anyone can use it. Each location that is designated as a video conference facility, should have access to FTS2000 (i.e., 2 - 56 or 64 Kbps circuits). a location can have more than one room designated as a video facility. It should be discussed if ARS would like to make their video rooms available to other agencies. This could be accomplished by utilizing third party billing with AT&T. There are some locations that are considered "closed rooms" and do not allow others to use their system. This is due to the sensitivity of work done at those locations. Once ARS establishes their video rooms, they will be added to the FTS2000 Network "A" conference room directory, and will state if they are "open" or "closed" rooms.
SummaryIntroduction A major goal of AFM is to provide a cost effective communications mechanism that could benefit all employees. This can be accomplished by implementing a Two-Way Video Network within ARS. The information provided in this document supports the cost savings that could be realized using this technology. Recommendations The following are the recommendations for AFM/ARS in implementing a Two-Way Video Network.
For Additional Information Please Contact: Tony Koontz, (301) 504-1097, Fax: (301) 504-1137 E-Mail: tkoontz@ars.usda.gov
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