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Part 2. Information Technology

Chapter 13. Enterprise Networks

Section 25. Video Conference Service

2.13.25  Video Conference Service

2.13.25.1  (05-23-2008)
Purpose

  1. This IRM describes the Video Conference Service (VCS) provided by Enterprise Networks, a Modernization and Information Technology Services (MITS) 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 Video Conference Service at 202-283-4567.

2.13.25.2  (05-23-2008)
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  (05-23-2008)
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  (05-23-2008)
Video Conference Service Program

  1. The VCS program is provided by MITS (Enterprise Networks) and is under the direction of Enterprise Voice Messaging.

  2. The VCS Program Management Office (PMO) is the authority source for VCS standards and will stay at the EN Enterprise Voice Messaging level.

2.13.25.4  (05-23-2008)
Authorized Deployment Level

  1. The current ADL for VCS is established as ninety (90) leased video teleconferencing (VTC) systems throughout the IRS. This level may only be increased at the direction of the VCS PMO (Chief, Enterprise Voice Messaging). For additional information on the ADL, contact the VCS PMO at 202-283-4567.

2.13.25.5  (05-23-2008)
New Leased Video Room Systems

  1. New leased VTC systems will only be installed in locations that are more than 15 miles from existing video room site(s).

  2. Request for a new leased VTC system must be submitted through the Work Request Tracking System (WRTS) for review and approval by the VCS PMO.

  3. Installation of a new leased VTC system will be funded by the requesting business unit (BU).

  4. Funds will be transferred through IRS’ Web Requisition Tracking System (WebRTS) to the VCS PMO. Requisitions submitted for equipment moves must have the correct accounting information and will be routed to the appropriate management and budgetary offices for review and approval.

  5. For specific accounting and/or routing information, contact the VCS PMO (202-283-4567) or send an e-mail to MITS.Video@irs.gov.

  6. There is a 120-day window for all new installations from the date funding is received.

    Note:

    No action will be taken until the appropriate funds transfer has occurred.

    Note:

    Funding covers circuit and equipment installations and two (2) years of equipment maintenance. The third and subsequent years of equipment maintenance are covered by the VCS PMO Contract.

2.13.25.6  (05-23-2008)
Relocation of Leased Video Systems

  1. Relocation of existing VTC systems (and associated circuitry) will be funded by the requesting BU. (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. Specific costs associated with relocating the VTC equipment and circuitry are based on the existing contracts (Federal Telecommunications Service 2001 (FTS2001); Managed Leased Video Service).

  3. 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 the requesting BU. (There is a 120-day window for these moves.)

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

2.13.25.7  (05-23-2008)
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 to the VCS PMO.

  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  (05-23-2008)
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

    • VCS Web Site

    • Circuit and equipment inventory

    • Guidelines (for conducting and reserving videoconferences, 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 videoconferences.

  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 downloaded from the VCS web site at http://vcs.web.irs.gov.

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

  5. Requests for videoconferences (non-IRS sites) which cannot be generated at the VCS web site must be e-mailed to the VCS PMO at 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 videoconference (approximate length)

    • Name of Host site (customer location)

    • Name of Guest site (participating locations)

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

  6. Requesters are responsible for reserving the host and guest site rooms for their videoconferences before submitting a reservation or request to the VCS PMO.

    Note:

    Rooms cannot be reserved arbitrarily by the VCS PMO because MITS (EN) does not own or control the Rooms cannot be reserved arbitrarily by the VCS PMO because MITS (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. Government agencies and vendor companies are not authorized to use IRS’ VTC equipment without the expressed permission of the VCS PMO. All IRS users must adhere to this requirement.

2.13.25.9  (05-23-2008)
VCS Technical Assistance

  1. The VCS PMO 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  (05-23-2008)
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 videoconferences.

    2. Ensure room is open and videoconference 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 (FX Camera) is to remain on; all cables connected to the appropriate outlets and/or wall jacks).

2.13.25.11  (05-23-2008)
VCS Management Information Reports

  1. The PMO is responsible for tracking monthly equipment and circuit usage and cost. This information will be provided (upon request) to National Office and/or BU management.

2.13.25.12  (05-23-2008)
VCS Training

  1. Requests for training will be coordinated and scheduled with the vendor by the VCS PMO.

  2. Training sessions will only be scheduled for five or more participants.

2.13.25.13  (05-23-2008)
VCS Security

  1. The PMO 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 VCS PMO 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 annually by the EN PMO or whenever there is a significant change to the system. The VCS PMO is the authority source for the VCS standard and will stay at the EN Enterprise Voice Messaging level.

  3. The BUs shall ensure that only authorized individuals (IRS employees and/or designated contractors) can access the VTC equipment. The BUs must also implement controls to ensure that only individuals (IRS employees and/or designated contractors) that they have authorized to attend a specific videoconference can only participate in that designated videoconference. 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 videoconference. See IRM 10.8.1, Information Technology (IT) Security, Policy and Guidance for additional information.

    Note:

    Non-IRS locations cannot access IRS VCS.

  5. Although most VTC equipment cannot be turned off when not in use, BUs must ensure that the plasma monitors and units are turned off or disabled when not in use. All VTC equipment used for VCS must be stored in a locked room when not in use. See IRM 10.8.1,Information Technology (IT) Security, Policy and Guidance for additional information.

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


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