Audio / Data Conferencing Overview David Swynford VITA

1. Audio / Data Conferencing Overview David Swynford VITA December 6, 2007

2. Agenda • Legacy VITA Audio / Data Conferencing Solution • Why a New Solution Now? • Audio Conferencing Solution • Pricing • Implementation Plan • Questions / Feedback

3. The Legacy VITA Conferencing Solution was effective in its day, but has become obsolete • Premise-base conference bridge located in RPB • Projected to do ~7 million conferencing minutes in FY08 • Bridge equipment has reached end of life • All conferences are scheduled by a staff of four as either “meet-me” or operator assisted calls • 93% are meet me • 7% operator assisted • Onsite support provided 5x8 with after-hours and weekend support provided as on-call • Data conferencing solution has limited functionality and is not widely used across VITA • Majority of Agencies have selected WebEx as data conferencing solution

4. The new conferencing solution provides customers with many new features and benefits • Reached a decision point on current premise-based equipment as it is end of life and it either needed to be upgraded or replaced • Hosted conferencing solution delivers tangible benefits • Reliability: Leverage robust infrastructure of conferencing provider and eliminate reliance on a single site / single premise-based solution • Functionality: Wide range of standard and optional services that deliver high-tech conferencing to the Commonwealth • Freedom: Reservationless allows Leaders to initiate audio conferences at any time with no notice; two usage models for data conferencing that separates light users from medium to heavy users • Cost: A cost effective solution that allows users to take advantage of toll-free access numbers to avoid long distance and 800 number costs • New data conferencing solution seamlessly combines audio and data conferencing into a highly interactive, visual environment

5. Herndon Roanoke Richmond Reservationless Conferencing allows users to conduct a call without prior scheduling • Each new account owner will receive permanent dial-in and PIN information for all of your calls • This means you have no reservations, operators or time limits for your calls • Your individual line is available 24 x 7 • With this flexibility, you can start a meeting with participants at a moment’s notice • Reservationless calls can accommodate up to 125 participants and has numerous features to help facilitate your meetings • The leader can dial out to participants, mute all or individual participants, prevent new callers from joining, and control the audio conference from a Web browser • With the new service, you can record the conference for later playback • For breakout sessions, participants can be put into sub-conferences

6. To help agencies control costs, different levels of service are available to customers • The level of service you authorize for your account owners is your choice • Among the factors to consider is price

7. Project Plan Overview • Project Approach • Plan developed with the input and support of a matrix team • Rollout Plan Strategy • Application of Change Management best practices • “Phased” or staggered rollout methodology to mitigate risk and enhance the end-user experience • Leverage existing infrastructure and plan for build out in support of long-term needs • Ex. Utilizing the existing VCCC Support Model and the TSR Process for ordering • Key Events • Phase II: Pilot of new services and process (All users with existing reservations in legacy system) - Start (12/12) / Finish (12/27) • Phase III: Production Rollout (New end-user prospects) - Start (1/16/08)

8. Questions / Feedback • Questions? • Seeking feedback… • Overall impression • Transition timeline / order of transition • Interest in data conferencing solution • Data conferencing usage models – Per minute vs Seat

9. Appendix

10. Pricing Example • Audio Conferencing • 10 participants, 30 minutes each = 300 total minutes • 300 x $.05 (cost per minute) = $15 • Data Conferencing • 10 participants, 30 minutes each = 300 total minutes • 300 x $.20 (cost per minute) = $60 OR • Concurrent license approach depending on how much your Agency uses conferencing

11. *0 00 Keypad Commands *1 Operator Assistance – Conference *2 Operator assistance – Individual *3 Dial-out to a participant Begin/end conference record *4 Change entry/exit method (recordings, tones, silence) *5 #5 Private roll call #6 *6 Mute/Unmute – group (all lines except leader’s) #7 Mute/Unmute – individual *7 Lock/Unlock conference (including Operator) *8 Allow/disallow conference continuation *# Participant count ** List available keypad commands Reservationless calls allow you to control many features from your phone’s keypad