Videoconference (ENVISION) Network

I. PURPOSE

The purpose of this guide is:

• To provide general information and direction for the acquisition and management of videoconference resources and activities within the Centers for Disease Control and Prevention (CDC)*.
• To establish CDC-wide policies that meet all Federal requirements and that are consistent with CDC strategic plans regarding improving its communications infrastructure.
• To provide a consistent approach to videoconferencing throughout CDC, to promote effective and efficient use of videoconference equipment, and to allow for future technological positioning and integration.

II. POLICY

The CDC will research, develop, test, acquire, support, and manage a videoconferencing system (network) to facilitate communications within the organization and between CDC and other PHS agencies and parts of the public health system.

III. SCOPE

This policy applies to all videoconference activities administered by CDC, including field activities. It contains general guiding principles for videoconferencing management and support as well as specific policies on equipment and audiovisual peripherals acquisition. The primary sources for providing guidance are the Federal Acquisition Regulations, the Federal Information Resources Management Regulations, and other appropriate issuances.

IV. OBJECTIVES

The objective of this program is to enhance organizational communications by linking all Centers/Institute/Program Offices (CIOs)* and CDC sites with various other PHS agencies and key public health components through the development of a high quality, reliable, videoconferencing activity program. The use of compressed videoconferencing technology will enhance CDC organizational communications by facilitating participation in the following:

• Program meetings
• Conferences
• Seminars
• Significant events (e.g., Joseph Mountin Lecture)
• Training

V. RESPONSIBILITIES

The successful implementation of videoconferencing at CDC will require working together throughout CDC to share resources, expertise, and responsibility. A fully functioning system will require the assumption of a range of general responsibilities as described below.

• The ENVISION Oversight Committee will:
  • Plan, promote, and coordinate the growth of videoconferencing both internally and externally within the public health community.
  • Assess each CIO's request for expansion according to criteria such as need, ability to fund, ability to support, etc. Provide advice and assistance to CIOs in implementation.
  • Establish standards for procedures and operation.
  • Review and evaluate changes in technology.
  • Recommend adoption of new equipment, when necessary.

• The Public Health Practice Program Office (PHPPO) will:
  • Provide overall management of the videoconferencing program activity.
  • Conduct assessments for needs for new sites and recommend appropriate equipment, in concert with the ENVISION Oversight Committee and the CIOs.
  • Coordinate and oversee installation of videoconferencing equipment.
  • Develop operating systems and procedures.
  • Provide orientation and training for users.
  • Schedule all point-to-point and multipoint videoconferences involving the Clifton Road facility.
  • Provide product information, training, and technical consultation.
  • Serve as project officer for management of procurement contracts.
  • Monitor daily operations, frequency of usage, and cost effectiveness of the program.
  • Provide evaluation feedback to the CIOs and Office of the Director, CDC.
  • Convene and chair the ENVISION Oversight Committee.

• The Information Resources Management Office will:
  • Provide technical expertise for all communications linkage issues.
  • Coordinate the selection of related products.
  • Coordinate and oversee the procurement and installation of all communications links (e.g., T-1 lines) and auxiliary core equipment such as multiplexer, patch panel, cable.
  • Ensure that operational standards are maintained for these links and equipment.
  • Provide technical consultations and support on all applications such as the computer interface during video programming, multipoint configurations, dial-up service, etc.
  • Be responsible for operating and maintaining the technical components of videoconferencing interconnects.
  • Function as a consultant to rectify technical problems.
  • Aid in researching, developing, and evaluating new video and related technologies.
  • Provide a resource person as a permanent member of the ENVISION Oversight Committee.

• The Centers/Institute/Offices will:
  • Designate at each location a primary videoconferencing meeting room (which will contain and secure the videoconferencing equipment).
  • Provide a single scheduler for videoconferencing meeting rooms and equipment.
  • Develop internal policies to ensure that meeting organizers from each location initiate necessary reservations to use the room and equipment.
  • Provide necessary support persons to set up equipment and furniture and to assist in complex presentations as needed.
  • Pay for dial-up charges, ongoing maintenance costs, and other direct expenses related to the network site(s).
  • Requisition videoconference and peripheral equipment (including related installation and maintenance packages) additional to that provided in the core plan. Purchase these items through existing contracts or other mechanisms established through the ENVISION program. Coordinate these purchases through the ENVISION Oversite Committee and PHPPO. Fund and support an umbrella maintenance contract by processing a Transfer Adjustment Voucher (TAV) to earmark funds to the ENVISION budget at the beginning of the fiscal year.
  • Fund and support additional, optional, CIO-specific programs and sites as needed or desired (e.g., training centers, State headquarters, etc.).
  • Provide a technical resource person, such as the IRM Coordinator, as a permanent member of the ENVISION Oversight Committee.
  • Provide evaluation and usage data to PHPPO's program manager as required.

• The Office of the Director, CDC, will:
  • Provide the resources to equip, connect, operate, and maintain the basic core infrastructure necessary to support videoconferencing capability to each CDC site or location.
  • Include in this infrastructure such items as one basic videoconferencing system, room cabling, multiplexer, patch panel, carrier, or network at each CDC campus.

VI. ACQUISITION STANDARDS

This policy guide is the basis for establishing standards for CDC acquisition strategy and direction for videoconferencing activities.

The CDC videoconferencing standards are generic requirements relating to functionality, integration, consistency and compatibility, support ability, future adaptability, and price performance.

Acquisition requests that are consistent with the CDC videoconferencing standards will be approved by the PHPPO's ENVISION program manager. The PHPPO, with the assistance of the ENVISION Oversight Committee and IRMO, will develop a list of videoconferencing equipment and audiovisual peripherals that meet the criteria. This is to assist users in determining which products meet or exceed the CDC videoconferencing standards.

Acquisition requests that are not consistent with these standards or with the recommended list of videoconferencing equipment can be approved for an overriding programmatic functional need or for a research and development pilot project. CDC will reevaluate the standards when results of pilot projects or research and development efforts indicate the need for revision.

References to CDC also apply to ATSDR.

References to Centers/Institutes/Program Offices also apply to ATSDR.