Stage 1: SLT Rooms - Massey University Site... · Web view2017/12/04 · Also optimised for all...

Information Technology Services

Requirements

and

High Level Project Plan

for

Video Conferencing Rooms Refresh

Stage 1: SLT Rooms

Updated: 3 December 2018

Stage 1: SLT RoomsVideo Conferencing Rooms Refresh Project

Document History

Version Date Reviewed by Review Description1.0 3/12/2017 Sue Tait First draft by the ITS Interactive Technologies

Manager1.1 4/12/2017 Sue Tait, Richard

Greaney and Yousuf Baig

Reviewed and updated

Document Approval

Name Date Method of signoff

Business Owner(s) authorised to signoff

dd/mm/yyyy Signature / Meeting minutes or email etc confirming signoff that this document accurately and completely states the requirements in the scope of this project

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Stakeholders

The following list includes stakeholders who have a stake in the contents of the document including:

SLT Sponsor – the SLT member(s) who will support any requests for approval / funding within their delegation or to the University Senior Leadership TeamBusiness Owner – the person or people who own/s the business area and business processes primarily affected by this change and has the authority to sign off on the final user requirements to be commissionedConsulted – anyone who has been consulted in and contributed to the creation of the document. Includes all workshop, meeting, videoconference attendees. These people will have the right to review the document prior to approval.Information Only – others who are not directly involved in the creation of the document but may want to know its contents

Name Job Title / Contact Role in this documentCathy Magiannis AVC FISC SLT Sponsor

Alistair James CIO Project SponsorHarry Faas Associate Director –

Business Systems SupportProject Executive and Senior Supplier

Mareen Watts Associate Director – Service Delivery

Senior Supplier

Richard Greaney Network and Unified Communications Manager

Project Manager: Outlook Exchange and Skype for Business services

Sue Tait Interactive Technologies Manager

Project Manager: Video conferencing and audio visual equipment

Dale Parkes Senior Advisor to the VC SLT members use the TUR ISC1.10 Uni House video conferencing room

Brigid Kavanagh Dee EA to the VC SLT members use the TUR ISC1.10 Uni House video conferencing room

Toni Wilson EA to the AVC OI REG SLT members use the TUR ISC1.10 Uni House video conferencing room

Rod Grove Campus Operations Manager, Auckland

SLT members use the AKL QA2.63 video conferencing room

Sarah Hutchings Business Manager, CoCA SLT members use the WLG LongBox video conferencing room

Distribution List

Stakeholders Project Team members

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Table of Contents

1 EXECUTIVE SUMMARY................................................................................................52 SCOPE.........................................................................................................................5

2.1 Scope of Work Included...............................................................................................52.2 Out of Scope................................................................................................................52.3 Deliverables.................................................................................................................62.4 Dependencies..............................................................................................................62.5 Constraints..................................................................................................................62.6 Risks.............................................................................................................................72.7 Assumptions................................................................................................................7

3 DEFINITIONS AND REFERENCES...................................................................................83.1 Terms...........................................................................................................................83.2 Related Documents or Projects...................................................................................8

4 REQUIREMENTS..........................................................................................................84.1 Technical Requirements..............................................................................................84.2 Business Requirements................................................................................................84.3 Functional Requirements.............................................................................................9

5 INDICATIVE LOOK AT SCALABILITY............................................................................116 INDICATIVE LOOK AND FEEL OF THE USER INTERFACE...............................................117 PROJECT TEAM MEMBERS........................................................................................14

7.1 External Suppliers......................................................................................................147.2 Massey ITS Staff.........................................................................................................147.3 Massey Key End Users...............................................................................................15

8 ROOM BOOKINGS FOR PROJECT...............................................................................169 RESOURCE AVAILABILITY DECEMBER 2017 TO FEBRUARY 2018.................................1710 HIGH LEVEL PROJECT TIMEFRAMES AND STATUS......................................................17

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1 Executive Summary

This project is to refresh the 4 SLT video conferencing rooms so that they just work all the time.

2 Scope

2.1 Scope of Work IncludedThe following items have been identified as being in scope:

ID Description

SCP.001 Video conferencing refresh of the 4 ITS supported video conferencing rooms used by SLT

SCP.002 Front end technology installed in the rooms which is supported by ITS including video conferencing endpoints and integrated audio visual systems, computers and services

SCP.003 Back end technology to support video conferencing which is supported by ITS network, outlook exchange people and room booking system, and skype for business services

SCP.004 Training of ITS support staff and SLT office staff at the time of completion of each SLT video conferencing room

SCP.005 Online training materials for present and future users of the rooms

SCP.006 All operating costs to support the technology in the room once the project is completed, signed off and accepted for release into production

SCP.007 Provisioning of sound proofing and room acoustics; if required

SCP.008

2.2 Out of ScopeThe following items have been identified as being out of scope:

ID Description

OOS.001 Provision of all the room based services which impact on video conferencing including: selection of the room(s) / space(s) available to house the technology, the location of doors and windows, lighting, floor coverings, drapes / blinds, wall paint and coverings, fixtures and furniture within the room.

OOS.002 Other technology and services in the room which are not an integral part of the video conferencing system provisioned by the project

OOS.003 A refresh budget to be able to replace or enhance the technology in the room when it reaches end of life in 3 – 8 years time; depending on the life expectancy of individual components

OOS.004 Non ITS managed devices

OOS.005 CMIS Integration

OOS.006

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2.3 DeliverablesThe following items will be delivered by ITS as part of this initiative:

ID Description

DEL.001 Back end Skype for Business systems tuned and optimised

DEL.002 SLT video conferencing room on the Auckland campus in QA2.63

DEL.003 SLT video conferencing room on the Manawatu campus in ISC1.10 (Uni House)

DEL.004 SLT video conferencing room on the Wellington campus in 5H29

DEL.005 SLT video conferencing room on the Wellington campus in The LongBox

DEL.006 End user training, training materials and web sites updated

DEL.007

2.4 DependenciesThe successful implementation of this project is dependent on the following:

ID DescriptionDEP.001 Agreement on the requirements as defined in this document

DEP.002 Funding to fully cover delivery of the requirements

DEP.003 Provision of all dependant equipment and services by facilities management services which will affect the quality of video conferencing

DEP.004 Quality of all dependant national and international network and power services which will affect the quality of video conferencing

DEP.005

2.5 ConstraintsThe successful implementation of this project may be affected by the following constraints:

ID DescriptionCON.001 Approval of the agreed user requirements within the required timeframes

CON.002 Approval of the required funding within the required timeframes

CON.003 Availability of the room to complete all stages of the project including pre-cabling, installation, programming, commissioning, testing, signoff, training and acceptance by the support teams

CON.004 Availability of all other project resources within the required timeframes including suppliers and testers

CON.005

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2.6 RisksThe successful implementation of this work package is subject to the following identified risks:

ID Description Mitigation identified

RSK.001 Delivery may be delayed if Business Owner or stakeholders are unable to provide the dependencies outlined in Section 2.4 Dependencies.

Requirements were agreed with the stakeholders in November 2017 in order that the technical design was completed and the orders placed by 1 December 2017

RSK.002 Delivery may be delayed if the rooms are not available to complete all stages of the project

Video conferencing meeting will need to be scheduled in other rooms until all project issues are resolved

RSK.003 Functionality and / or quality may be compromised if the project dependencies are not delivered as expected

The expected quality of video conferencing meetings will need to be revised

RSK.004 Funding is not approved to meet all the requirements

The expected functionality of video conferencing rooms will need to be revised

RSK.005

2.7 AssumptionsThe following assumptions which may affect the eventual solution have been made:

ID Description

ASM.001 This first stage of the project is to refresh the 4 SLT video conferencing rooms to the top standard within a proposed structured tier of solutions to ultimately refresh all Massey video conferencing rooms

ASM.002 The underlying video conferencing technology will be applied to all tiers to ensure a familiar and reliable video conferencing experience in all refreshed video conferencing rooms within the proposed structured tier of solutions

ASM.003 Technology which will not compromise video conferencing quality, such as booking panels outside the rooms, touch LCD displays and ceiling microphones, is not expected to be required for all tiers

ASM.004 The next stage of the video conferencing project will be to refresh the 6 shared general video conferencing and (research) collaboration rooms supported by ITS with the same technology within the proposed structured tier of solutions

ASM.005 A Zoom Pro licence and Zoom Outlook Plug In will be required for a better user experience including: to host meetings over 1 hour, invite the room as a resource to be listed in the meeting schedule on the room booking panel and / or touch panel user interface and for meeting participants to be able to start the zoom meeting from the Zoom button on the second page of the touch panel

ASM.006

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3 Definitions and References

3.1 TermsTerm or acronym DefinitionAKL Auckland campus

TUR Turitea site of the Manawatu campus in Palmerston North

WLG Wellington campus

3.2 Related Documents or Projects

Name/Description Date

The original Video Conferencing Room audit and refresh business cases 2012 - 2015

MU Video Conferencing Room Audit October 2017 by Ian Darby, Pyrios 26 October 2017

4 Requirements

4.1 Technical Requirements

4.1.1 In room video conferencing, audio visual and computer technologyThe design prepared by Crestron Australia New Zealand has passed peer reviewed by the ITS Interactive Technologies team and the VideoPro, the selected installer from the preferred supplier panel.

4.1.2 Massey back end network and unified communications technologyThe back end has been tuned by Microsoft engineers from UCFX.

4.2 Business RequirementsThe high level business requirements are to refresh the Massey video conferencing rooms so that they just work all the time.

Booking request for the 4 SLT rooms need to be directed first to the booking agent to review and accept / approve to preserve existing business workflows

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4.3 Functional Requirements

ID Requirement Description CommentFR001 Optimised to integrate Massey's strategic and commonly adopted video

conferencing solutions and provide: a premium, “one touch to join” experience for Skype for Business

meetings a second best experience for Zoom meetings the same experience connecting from H.323 codecs via the Polycom

Real Connect Bridge

FR002 The meeting needs to start up quickly and reliably

FR003 The meeting must continue from start to finish reliably

FR004 The user experience across the levels needs to be familiar across all ITS supported Massey meeting rooms; such as suggested in the indicative look and feel to be developed from this document

FR005 The solution needs to be scalable across a tiered structure of meeting room sizes such as:Small meeting room with 3 – 5 peopleMedium sized meeting room with 6 – 11 peopleLarge meeting room 12 – 20 people

FR006 The solution needs to be scalable across a range of cost option options; to be developed from the indicative look at scalability in this document

FR007 For all Massey staff to use for Administrative or Research meetings and to a lesser extent Teaching and Learning

FR008 For hosting internal and external meetings including to overseas

FR009 For joining meetings hosted by external parties; subject to bridging if required

FR010 Able to host or join Massey's other commonly adopted software / browser based video conferencing solutions e.g: Adobe Connect

FR011 Able to join a wide range of other software / browser based video conferencing solutions adopted by other institutions and commercial partners internationally eg: WebEX

FR012 Can be integrated with Audio Visual components (displays, cameras, microphones and speakers) which can be scaled across the levels so that all meeting participants can clearly see and hear everyone in the connected rooms and especially the meeting chair and the person speaking at any one time

FR013 Any meeting participant can present from the in room system

FR014 Participants connected to a mobile / wifi network can join the meeting using the appropriate meeting app e.g: the Skype for Business app for iPhone or Android

FR015 Participants connected to the meeting from a mobile device can share content; subject to the app functionality eg: for example, currently screen sharing of iPhones is not supported

FR016 Supportable on site and remotely by internal IT support staff and external suppliers

FR017 All staff can view room availability in Outlook

FR018 All staff can request a room booking from Outlook which may be

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ID Requirement Description Commentforwarded to a room booking agent to review and reject or approve as appropriate

FR019 For rooms with booking agents, they booking agent can cancel or update any existing bookings if required

FR020 Provides comprehensive equipment usage reporting

FR021 Provides comprehensive meeting reporting

New requirements may be listed below to be considered for existing capability / variation requests

FR022

FR023

FR024

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5 Indicative Look at Scalability

Bronze (low end) Silver (mid-range) Gold (high-end) SpecialistAttendees 2-4 people 5-9 people > 10 people > 30 peopleCost < $12k <> $40k > $75k > $150kOperating Features

Cheap and cheerful

Touch panel UI

Bigger displays, quality speakers and microphones

Premium UI for Skype for Business. Also optimised for all strategic and commonly adopted video conferencing solutions at Massey

VLT2 style

Crestron controlled

6 Indicative Look and Feel of the User Interface

Video Conferencing Refresh Project: Stage 1; The 4 SLT video conferencing meeting rooms1. The 4 SLT video conferencing rooms which are supported by ITS and which are being refreshed around the

Christmas break are:Wellington 5H29Wellington LongBoxTuritea Uni-HouseAlbany QA 2.63

2. The rooms will be optimised for Skype for Business Meetings, meetings booked on a video conferencing bridge or meetings using other computer software browser based clients such as Zoom or WebEX

3. The technology in the rooms will include a Crestron RL2 video conferencing endpoint and touch panel to join and manage the meeting and the room will be set up as a resource that you can book by inviting the room as well as people from Outlook just as you do now for SfB or Zoom meetings from your office PC. There will also be a booking panel outside the room that can be used to view existing bookings or make new ones.

3.1 An example of booking people and a room for a SfB meeting in Outlook

3.2 An example of booking people and a room for a Zoom meeting in Outlook

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4. When people arrive at the room the Crestron booking panel outside the room and the Crestron RL2 touch panel inside the room will show the meeting room as booked for all SfB and Zoom meetings; having received this information from the Microsoft Exchange “back end” behind Outlook.

5. For SfB meetings (the premium experience using the physical room) simply touch the tile to “Join Meeting”

6. For Zoom meetings (the secondary experience using the same physical room) there will NOT be a “Join Meeting” button on the top page. Training materials will advise staff that to join Zoom Meetings they need to touch the “More Pages” button on the RHS of the panel; the intersecting white squares I have hand annotated on for now J

7. This will take them to the second page of the touch panel which we are having Crestron programming differently from the “out of box” second page shown below. For Massey the second page will offer touch buttons to either “Go To Zoom” or “Go To the Windows PC to do anything else”

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7 Project Team Members

7.1 External Suppliers

Name Mobile / Ext and Email Job Title / Company

Project Role and Responsibilities

Vicky (Bignesh) Dayal

+61 [email protected]

National Product Manager - Crestron (Australia)

Supplier side project manager across Crestron and VideoPro

Ben Fraser +64 [email protected]

Crestron NZ Manager

Equipment orders

Shane Hutchinson

+64 [email protected]

Crestron NZ Technical Support

Technical Design

Nathan Roche +64 [email protected]

VideoPro Director – Sales and Marketing

Installation, Programming and Commissioning of the 4 SLT rooms

7.2 Massey ITS Staff



Harry Faas +64 [email protected]

Associate Director – Business Systems Support

Project Executive

Richard Greaney +64 [email protected]

Network and Unified Communications Manager

Project Manager and user adoption: Outlook Exchange and Skype for Business services; including booking system

Ivan van der Merwe

+64 21 423 [email protected]

Systems Engineer Unified Communications

Skype for Business setup and processes; if required

Michael Ward +64 21 392 [email protected]

Senior Systems Engineer Technical Applications

Exchange booking system and registration of room resources

Sue Tait +64 21 937 [email protected]

Interactive Technologies Manager

Project Manager and user adoption: Video conferencing and audio visual equipment

Yousuf Baig +21 773 [email protected]

Interactive Technologies Technical Lead

Technical lead and project manager for the 4 SLT room installs; including RFC

Stuart Edmunds +64 21 770 [email protected]

Training Manager Development of the training and online materials for the ITS VC web site

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Mark Sacks Ext [email protected]

Trainer Development of the training and online materials for the ITS VC web site

Abi Moreno Ext [email protected]

Information and communication specialist

Development of the training and online materials for the ITS VC web site

Jane Johnston +64 21 661 [email protected]

Service Desk Manager

Update of ITS Service desk processes and web site materials

Tony Chesterman

+64 21 423 [email protected]

Service Delivery Support Team Leader, Manawatu

Receive technical training and deliver end user training

Barbie Yerkovich +64 21 241 [email protected]

Service Delivery Support Manager, Auckland


Kevin Reynolds +64 27 654 [email protected]

Service Delivery Support Manager, Wellington


7.3 Massey Key End UsersThe Massey staff who will be trained by ITS and have a train the trainer role for other uses the 4 SLT video conferencing rooms



Sharon McDougall

Ext [email protected]

Administrator, Office of the Campus Registrar, Auckland

User acceptance testing and train the trainer for:ALB QA2.63

Jan Clarke Ext [email protected]

Secretary, Vice Chancellor’s Office, Manawatu

User acceptance testing and train the trainer for:TUR ISC1.01 (Uni House)

Ruth Bulger Ext [email protected]

PA to the Facilities Management Director, Wellington

User acceptance testing and train the trainer for:WLG 5H29

Julie Fitzgerald Ext [email protected]

Community Manager, Office of the Pro VC CoCA, Wellington

User acceptance testing and train the trainer for:WLG LONGBOX

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8 Room Bookings for Project

Room Confirmed Bookings Booking AgentAlbany QA 2.63 Monday 18 – Thursday 21 Dec 2017: installation

Wednesday 3 – Friday 5 Jan 2018: programming, commissioning, ITS testing and signoff by ITS project team

Monday 8 Jan am; technical training and handover to ITS supportMonday 8 Jan pm; end user training by ITS supportTuesday 9 Jan am 2018: Contingency / end user familiarity and test meetings

First meeting: TBD. No earlier than Mon 15th Jan

Sharon McDougall

Turitea ISC1.01 (Uni House)

Wednesday 3 – Wednesday 10 January 2018: installation, programming, commissioning, ITS testing and signoff by ITS project team

Thursday 11 Jan am; technical training and handover to ITS supportThursday 11 Jan pm; end user training by ITS supportFriday 12 – Friday 19 January 2018: Contingency / end user familiarity and test meetings

Monday 22 January: Wellington Anniversary Day

First meeting: 8:30am Tuesday 23 January 2018

Jan Clarke

Wellington 5H29

Wednesday 3 – Thursday 11 January 2018; installation, programming, commissioning and ITS testing and signoff by ITS project team

Friday 12 Jan am; technical training and handover to ITS support teamFriday 12 Jan pm; end user training by ITS support


First meeting: 9:30am Monday 15 January 2018

Ruth Bulger

Wellington LONGBOX

Wednesday 3 – Thursday 11 January 2018: installation, programming, commissioning and ITS testing and signoff by ITS project team

Friday 12 Jan am; technical training and handover to ITS supportFriday 12 Jan pm; end user training by ITS support


First meeting: 9:30am Monday 15 January 2018

Julie Fitzgerald

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9 Resource Availability December 2017 to February 2018

Place / Person Closed / Annual Leave; inclusive dates Project Role BackupMassey 5pm on Friday 22nd December 2017 - reopening on

Tuesday 2nd January 2018None

Crestron 5pm on Friday 22nd December 2017 - reopening on Wednesday 3 January 2018

None

Video Pro Friday 22 December 2017 – Sunday 15 January 2017; but staff have been retained for this project

None

Sue Tait 6/12/2017 – 9/1/2018 Richard GreaneySue Tait 2/2/2018 – 13/2/2018 Richard GreaneyRichard Greaney 18/12/2017 – 5/11/2018 Yousuf Baig

10 High Level Project Timeframes and Status

ETA Activity Responsible Status Date ClosedNov 2017 SfB Back end tuned Richard and team Closed 20/11/2017Nov 2017 VC room technical design Crestron Closed 21/11/2017Nov 2017 VC room orders approved Alistair and team Closed 23/11/2017Dec 2017 Room bookings confirmed Sue and team Closed 4/12/2017Dec Order and setup Zoom NUC Yousuf Baig OpenDec Order an SOE Room PC Yousuf Baig OpenDec Determine booking requirements Richard Greaney Open18 Dec ff AKL QA2.63 Installation * Yousuf Baig OpenDec - Jan Implement agreed booking process Richard Greaney OpenDec - Jan Begin development of technical training

materials in conjunction with room buildYousuf Baig Open

Dec - Jan Begin development of end use training materials in conjunction with room build

Stuart Edmunds Open

Jan AKL QA2.63 Programming and Commissioning

Yousuf Baig Open

Jan TUR ISC1.01 Installation, Programming and Commissioning

Yousuf Baig Open

Jan WLG 5H29 Installation, Programming and Commissioning

Yousuf Baig Open

Jan WLG LONGBOX Installation, Programming and Commissioning

Yousuf Baig Open

Jan First release of Technical Training materials

Yousuf Baig Open

Jan First release of End User Training Materials

Stuart Edmunds Open

8 Jan am Technical Training of ITS Support Staff at Albany

Yousuf Baig Open

8 Jan pm End user training on Auckland campus Barbie Yerkovich Open

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9 Jan AKL QA2.63 first production meetingJan Final release of Technical Training

materialsYousuf Baig Open

Jan Final release of End User Training Materials

Stuart Edmunds Open

11 Jan am Technical Training of ITS Support Staff at Manawatu

Yousuf Baig Open

11 Jan pm End user training on Manawatu campus Tony Chesterman Open12 Jan am Technical Training of ITS Support Staff at

WellingtonYousuf Baig Open

12 Jan pm End user training on Wellington campus Kevin Reynolds Open15 Jan WLG LONGOX first production meeting15 Jan WLG 5H29 first production meeting23 Jan TUR ISC1.01 (Unit House) first

production meeting23 Jan All rooms in production

* NOTE: The key activity for the mid Dec – early Jan period will be the technical installation, programming and commissioning of the 4 SLT video conferencing rooms, which includes cabling, power and network registration, and will be project managed end to end by Yousuf Baig.

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