2.13.25  Video Conference Service

Manual Transmittal

July 23, 2013

Purpose

(1) This transmits revised IRM 2.13.25, Enterprise Networks, Video Conference Services.

Material Changes

(1) This IRM has been prepared in accordance with requirements resulting from the IRM restructuring and IRS modernization efforts. It provides guidance and directions for telecommunications services and knowledge of the processes and standards that are in place.

(2) This IRM has been revised to provide new technical information and to make editorial changes. In addition new procedures have been added to the following sections:

  1. Authorized Deployment Level

  2. Video Conference Service Program

  3. New Video Teleconferencing Systems

  4. Relocation of the Video Teleconferencing Systems

  5. Modifications to the Video Teleconferencing Systems

  6. Administrative Operations, Reservations, and Conference Controls

  7. VCS Technical Assistance

  8. VCS Room Coordinators

  9. VCS Management Information Reports

  10. VCS Training

  11. VCS Security

(3) Enterprise Networks was changed to User and Network Services throughout the document.

Effect on Other Documents

IRM 2.13.25, dated May 23, 2008, is superseded.

Audience

The Information Technology (IT) organization and other divisions and functions needing telecommunications services.

Effective Date

(07-23-2013)

Terence V. Milholland
Chief Technology Officer

2.13.25.1  (07-23-2013)
Purpose

  1. This IRM describes the Video Conference Service (VCS) provided by User and Network Services, Information Technology services (IT) organization. It provides guidance and the processes used by IRS employees for using VCS. It also establishes the Authorized Deployment Level (ADL) and provides procedures for obtaining, installing, relocating, and managing video room systems (excluding Interactive Video Teletraining).

    Note:

    IVT is provided by Communications & Liaison; Communications Division; Corporate Television Branch. Refer to the C&L web site at http://tv.web.irs.gov/ for additional information.

  2. This IRM is aligned with IRM 10.8.1,Information Technology (IT) Security, Policy and Guidance and follows security measures at the IRS provided in that document as well as IRM 1.16.1,Physical Security Program, Physical Security.

  3. If there are any questions or if additional guidance is needed with this IRM, contact Service Management and Planning Branch.

2.13.25.2  (05-31-2013)
Video Conference Service Program

  1. Information about the VCS program can be found on the VCS web site at http://vcs.web.irs.gov.

2.13.25.2.1  (05-31-2013)
Definitions

  1. The following terms are used in the VCS program:

    • Video Teleconferencing (VTC) is the real time, two-way transmission of digitized video images between two or more locations.

    • Interactive Video Teletraining (IVT) is live, instructor-based training provided through wideband (satellite) transmission.

2.13.25.3  (05-31-2013)
Video Conference Service Program

  1. The VCS program is provided by IT (User and Network Services) and is under the direction of Service Management and Planning Branch.

  2. The Service Management and Planning Branch is the authority source for VCS standards.

2.13.25.4  (05-31-2013)
Authorized Deployment Level

  1. The current ADL for VCS is established as one hundred (100) leased video teleconferencing (VTC) systems throughout the IRS. This level may only be increased at the direction of the ACIO, User and Network Services. For additional information on the ADL, contact the VCS PMO at 202-283-4567.

2.13.25.5  (05-31-2013)
New Video Systems

  1. New VTC systems will only be installed in locations that are more than 15 miles from existing video site(s). Installation of new systems will be determined by the ACIO (subject to availability of funds).

  2. Request for a new VTC system must be submitted through the Work Request Tracking System (WRTS) for review and approval by the Service Management and Planning Branch.

  3. There is a six month (6 mo) window for all new installations.

    Note:

    No action will be taken until the Unified Work Request (UWR) is approved, and funding is available.

2.13.25.6  (05-31-2013)
Relocation of Video Systems

  1. Relocation of existing VTC systems (and associated circuitry) must be requested 90 to 120 days prior to the actual move.(There is a 90-day window for internal moves and 120-day window for external moves.) Internal moves are defined as any relocation inside an IRS building where the existing VTC systems are currently located; external moves are defined as any relocation outside of an IRS building, that includes moving to another IRS building or moving to a new IRS facility/building for existing VTC systems.

  2. Mandated relocations (forced moves, lease expirations, restacks, rent reductions, etc.) are directed by the National Office and will be funded by the General Services Administration (GSA), Agency Wide Shared Services (AWSS) Real Estate and Facilities Management (REFM), or IT. (There is a 120-day window for these moves.)

  3. Request form for relocations can be downloaded from the VCS web site at http://vcs.web.irs.gov and sent via e-mail to MITS.Video@irs.gov. (A copy of the requisition must be submitted with each request form.)

2.13.25.7  (05-31-2013)
Modifications to VCS Network, Equipment, and Circuits

  1. Modifications to the VTC equipment and/or circuits will be in accordance with the existing contracts. All requested changes must be submitted for review and approval by the Service Management and Planning Branch.

  2. The following information must accompany all such requests:

    1. Purpose of the modification or change

    2. Needs assessment

    3. Affected Location(s)

    4. Date of the proposed change.

  3. IRS employees and contractors are prohibited from connecting external devices (VCRs, speakers, DVDs, cameras) to VTC systems. (This is a violation of the existing contract.)

2.13.25.8  (05-31-2013)
Administrative Operations, Reservations, and Conference Controls

  1. The VCS PMO is responsible for all administrative operations, including distribution and/or maintenance of the following items:

    • VCS Directory

    • Circuit and equipment inventory

    • Guidelines (for conducting and reserving video conferences, using corporate video rooms, and trouble reporting).

      Note:

      Non-corporate rooms are for executives and require special permission to use the VTC equipment. Corporate rooms are primarily dedicated for video conferences.

  2. The VCS Directory contains the address and room number of each location, the names and phone numbers of room coordinators and schedulers, and identifies both *corporate and *non-corporate rooms.

  3. A copy of the directory can be requested from the Business Services Section MITS.Video@irs.gov

  4. Requests for videoconferences (IRS sites only) must be submitted through the VCS web site at http://vcs.web.irs.gov for processing.

  5. Requests for videoconferences (non-IRS sites) which cannot be generated at the VCS web site must be e-mailed to MITS.Video@irs.gov . These requests must contain the following information:

    • Name and phone number

    • Location of the non-IRS site

    • Type of conference (point-to-point - two rooms only or multi-point - three or more rooms)

    • Date, time, and duration of the video conference (approximate length)

    • Name of Host site (customer location)

    • Name of Guest site (participating locations)

    • Purpose of the video conference (meeting, interview, briefing, etc.).

  6. Requesters are responsible for reserving the host and guest site rooms for their video conferences before submitting a reservation or request.

    Note:

    Rooms cannot be reserved arbitrarily by the Business Services Section because IT (EN) does not own or control the rooms where VTC equipment is located.

  7. VCS is for IRS employees and/or designated contractors use only. Video conferences with Government agencies and private companies must be requested (prior to actual video conference) and approved by the Business Services Section. All IRS users must adhere to this requirement.

2.13.25.9  (05-31-2013)
VCS Technical Assistance

  1. The Business Services Section will provide system support for the following activities:

    1. Assist room coordinators and end-users with VCS operational concerns and issues.

    2. Troubleshoot and resolve systemic and/or technical problems (if possible).

    3. Contact appropriate vendor (if problem cannot be resolved).

    4. Monitor performance of equipment vendor (who is responsible for corrective actions and "maintenance" .

    5. Immediately report outages to the appropriate vendor(s) and coordinate efforts to minimize downtime and ensure service is restored as soon as possible.

2.13.25.10  (05-31-2013)
VCS Coordinators

  1. VCS room coordinators (from various BUs across the IRS) will provide support and operational assistance to end-users and are responsible for the following activities:

    1. Reserve designated video room (as requested by end-users) for video conferences.

    2. Ensure room is open and video conference is setup 30 minutes prior to actual start time.

    3. Perform weekly test calls to ensure equipment is operational and functioning within normal parameters.

    4. Post or distribute VTC instructional information to local end-users.

    5. Provide operational assistance to local end-users and train new or replacement room coordinator(s).

    6. Report operational and/or systemic problems (i.e., equipment, circuit) to VCS PMO so trouble ticket can be opened with appropriate vendor(s).

    7. Ensure equipment and circuit security (room doors locked when not in use; equipment is to remain on; all cables connected to the appropriate outlets and/or wall jacks).

2.13.25.11  (05-31-2013)
VCS Management Information Reports

  1. The Business Services Section is responsible for tracking monthly equipment and circuit usage.

2.13.25.12  (05-31-2013)
VCS Training

  1. End-user training is only conducted by the equipment maintenance vendor (Pro Telecom) after new equipment installations.

2.13.25.13  (05-31-2013)
VCS Security

  1. The Business Services Section is responsible for overall security of the VCS program. VCS is not authorized for transmission of classified and/or sensitive information.

  2. Security procedures for physical and personnel access must be established for each room where the VTC equipment resides. These procedures must prescribe the following:

    1. Physical access controls must ensure that only authorized IRS employees, designated IRS contractors, and contract maintenance personnel obtain entrance permission and that those who have access are monitored.

    2. Only authorized and trained Business Services Section staff will have access to the VCS Reservation System. This includes submission and approval of Form 5081, Automated Information System (AIS) User Registration/Change Request.

    3. Facility environment must meet fire codes and standards, have detection systems, and offer protection against water and other environmental damage. See IRM 1.16.1,Physical Security Program, Physical Security.

    4. Risk assessment shall be conducted by the VCS PMO whenever there is a significant change to the system. The VCS PMO will remain with the Business Services Section's program office.

  3. The BUs shall ensure that only authorized individuals (IRS employees and/or designated contractors) can access the VTC equipment. See IRM 10.8.1,Information Technology (IT) Security, Policy and Guidance for additional information.

  4. BUs using the VTC equipment shall ensure transmission protections are in place to commensurate with the highest sensitivity/classification of information to be discussed over the video conference. See IRM 10.8.1, Information Technology (IT) Security, Policy and Guidance for additional information.

    Note:

    Non-IRS locations cannot access IRS VCS.

  5. Monitors are the only VTC components that can be turned off when the system is not in use. All VTC systems must be temporarily relocated to another conference room or stored in a locked room during renovation projects. SeeIRM 10.8.1,Information Technology (IT) Security, Policy and Guidance for additional information.

  6. The BUs must ensure adequate security is provided for all sensitive information transmitted in a video conference. See IRM 10.8.1,Information Technology (IT) Security, Policy and Guidance for additional information.


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