Executive Overview
Introduction to Multimedia at UCAR
Multimedia equipment and support are essential and vital to UCAR's ability to function and prosper in a rapidly evolving technological environment. The strategic direction that has been recommended for UCAR is to create an information environment that ultimately can support all-electronic operations, effective communications (corporate-wide and external), departmental specialization, and archiving, all with appropriate levels of security. Intellectual artifacts (e.g. papers, software, equipment, ideas, etc.) are among the most important resources and outcomes associated with UCAR's mission and efforts, and this architecture recognizes that such artifacts, along with financial transactions and business documents, are becoming entirely electronic at a strikingly rapid rate. Multimedia technology will support and integrate into this architecture.
It is becoming increasingly obvious that solutions to shared needs should be explored that could contribute to increased ease, efficiency and effectiveness of UCAR's operations. Multimedia is but one area that touches multiple divisions, programs, functions, science, research, collaborations and communication. This document describes the strategic factors that will guide the UCAR's Multimedia Program in planning, operating, and assisting communications for all of UCAR into the next century.
UCAR's Multimedia capabilities will fundamentally support organizational goals in the advancement of science, technology, and education through a program that includes maintainability, adaptability, accommodation of future growth, and cost-effectiveness. Hence the vision underlying this strategy is of a multimedia infrastructure that enhances information flows, eliminates middlemen, saves time, and helps ensure the timely communication of information throughout the organization and its collaborators.
Multimedia Support and User Feedback
The principal UCAR forum for multimedia-user feedback regarding central multimedia services is the Multimedia Advisory Group (MAG), which consists of technical and non-technical representatives from the various NCAR and UCAR programs. The purpose of the MAG is to advise the Information Technology Council (ITC) and the Multimedia Engineering Group concerning multimedia and facility planning, policy, expansion, collaboration and operational issues. The MAG reports to the ITC group.
UCAR Multimedia Services and Funding
Beyond science- and education-oriented changes, the UCAR Multimedia strategy embraces business-oriented shifts, commensurate with the fact that multimedia networks are becoming vehicles for information and commerce. Organizations, especially those operating in more than one geographic location, are conducting their affairs in unprecedented ways. Changes include using the Internet and attached "intranets" for phone calls, videoconferences, and public relations, in addition to a full range of financial transactions and authorizations thereof.
The FY2000 Multimedia/Engineering budget for UCAR multimedia is $363,716. This budget amount includes equipment and services to upgrade two meeting rooms, two auditoriums, service contracts, and one and one-half staff positions. FY2001 budget request is $322,250 for upgrades to additional meeting rooms, upgrading and maintaining equipment, and one and a half-additional technical support people. FY2002 budget request is $324,351 for equipment, services, service contracts, and salaries (See Table 1 under Section 6).
Advances in technology will continue to create new and improved ways to provide and communicate information. UCAR's Multimedia services will be seen as vital to the essential business and scientific applications at UCAR and its scientific collaborators.
Summary
UCAR's Multimedia capabilities will fundamentally support organizational goals in the advancement of science, technology, and education through a program that includes maintainability, adaptability, accommodation of future growth, and cost-effectiveness.
Table of Contents1. Introduction
2. Multimedia as an Essential Enabling Technology
3. The Objectives of Multimedia
4. The UCAR Environment for Multimedia
4.1. Organizational Expectations
4.2. Divisional Services
4.3. Multimedia Policy Environment5. Operational Strategies: UCAR Multimedia Engineering Group
5.1. Operational Areas and Issues
5.1.1. General Meeting Support
5.1.2. Desktop Interactive/Collaborative Technology
5.1.3. Webcasting
5.1.4. Consulting
5.1.5. User Training5.2.1. Customer support
5.2.2. Equipment Reliability and Compatibility
5.2.3. Advance New Multimedia Technologies
5.2.4. Staff Training
5.2.5. Consulting Services
5.2.6. Basic and Premium Levels of Service6. The Future Direction and Resource Requirments for Multimedia Services
6.1. Introduction
6.2. Funding Sources6.3.1. Equipment Costs.
6.3.2. Operating Costs
Table 1. UCAR Multimedia Budget Proposal7. Conclusion to Strategic Plan
1. Introduction
This document examines the strategic factors involved in the design, implementation, operation, and utilization of multimedia services at the University Corporation for Atmospheric Research (UCAR). Multimedia is shown to be an essential enabling technology whose infrastructure must be carefully tended to assure the institution's ability to fully adopt rapidly evolving information technologies in a timely manner. The multimedia capabilities and strategies presented in this document fundamentally support UCAR's goals for the advancement of science, technology, and education. Multimedia services provide a vehicle for UCAR, and others in the scientific community, to convey technical and non-technical information relating to research, calculations, collaborations, data assimilation, communications, satellite information, conferencing and other scientific information. This will require the ability to communicate information reliably, quickly, maintaining content integrity and providing information in a variety of formats to meet individual needs. The strategic multimedia plan contained herein was originally formulated because UCAR management was concerned about rapidly escalating multimedia advances occurring without reference to a strategic context. The multimedia strategies that follow are therefore intended as an advisory, management, and maintenance resource for making institutional decisions regarding multimedia equipment, resources and services.
2. Multimedia as an Essential Enabling Technology
Like networking systems, multimedia is also an infrastructure-based technology, meaning that it is woven throughout all parts of the physical framework of the institution. Multimedia systems are essential components to provide quality communication and information through multimedia products and services. The ongoing design, implementation, operation, and utilization of multimedia require strategic planning. No simple formula yet exists for the design, implementation, operation, and utilization of multimedia services. Multimedia is a changing technology and it continues to change and evolve. Likewise, the communication needs of UCAR are also changing, evolving and growing. To achieve success with multimedia services requires the prediction of a future of changing probabilities in which the values of the variables are not known, and even many of the variables themselves are not known. Strategic planning is also necessary because the UCAR organization has fallen behind with multimedia products and services. Requests for newer, quicker, and better ways to communicate and present information continue to force the organization to seek out the best approaches to meet the growing needs of the institution.
3. The Objectives of Multimedia
For strategic planning to work, one must know what is to be achieved, i.e., the objectives, and one must know the boundary conditions, i.e., the available resources and the solution environment. In the case of multimedia at UCAR, the objectives are quite simple. In fact, there is only one fundamental objective, and that is to support the mission of UCAR by providing ubiquitous, high-quality multimedia that supports the current and future essential communication and presentation applications of the institution. At UCAR, the essential multimedia applications divide into two distinct types: scientific applications fundamental to the core mission of UCAR, and business applications that enable the institution itself to function. In some cases these two types of applications have different multimedia needs, but in most cases the needs are the same. Both types of applications require universal availability of multimedia services throughout the institution. Both types require robust, reliable, dependable, timely multimedia equipment and services. And both types require the aforementioned qualities with respect to access to multimedia equipment and services outside of UCAR. Accommodating future multimedia needs is also a critical objective. Multimedia departments must be developed to be expandable, flexible, adaptable, and maintainable, and to provide products and services in a cost-effective manner.
4. The UCAR Environment for Multimedia
Multimedia technology developments external to UCAR are anticipated to continue at very rapid paces. Such developments and the ways that organizations exploit them must be tracked continually, and UCAR must be willing and able to adapt whenever the potential for enhanced effectiveness warrants employing new or changed technology. In other words, UCAR will employ the most effective information technologies that are available and affordable, and the strategy recognizes the inherently evolutionary nature of this objective. UCAR manages several programs that supply these services, with NCAR being the largest such program. In FY1997, UCAR employed approximately 1,136 people and expended about $142,000,000. UCAR's own facilities are located in 9 buildings at 4 sites centered throughout Boulder County. There are two main auditoriums and about 12 conference/meeting rooms, plus numerous smaller division/program meeting rooms located throughout the organizational sites. Each of these locations requires access to the capabilities of multimedia equipment, products and services. UCAR supports a specific budget for central multimedia services. These services are currently being provided within the F&A Division through the IT group. The FY2000 budget reflects a dollar amount of $363,716 to support the multimedia upgrade of the two auditoriums and two meeting rooms as well as one FTE and one student assistant for support services.
4.1. Organizational Expectations
Requests for multimedia services continue to expand beyond current capabilities requiring the organization to seek the best possible avenues to meet the current and future needs. The Multimedia Engineering Group is responsible for staying abreast of current and future technologies. They must anticipate new technology and provide guidance in the purchase and integration of these technologies. The Engineering Group expertise is sought as consultant services for a variety of multimedia projects and programs for the organization. Maintaining equipment and providing training on the use of equipment is also required.
Divisions and programs also have multimedia needs that they service with their own equipment and support systems. Divisions are not responsible for providing multimedia equipment or services for any other division or program. Divisions require the services of their own systems administrators who can optimally configure and operate Divisional systems in a complex networking environment. Even if the network is properly engineered and operated, optimal performance of these systems requires optimal internal system configurations, and such configurations can be difficult to achieve. The central multimedia services department may assist divisions and or programs with the division multimedia equipment and services if requested.
4.3. Multimedia Policy Environment
The principal UCAR forum for multimedia-user feedback regarding central multimedia services is the Multimedia Advisory Group (MAG), which consists of appointed technical and non-technical representatives from various NCAR and UCAR programs. The MAG reports to the ITC and is chartered to develop policies and strategies, recommend technologies, and leverage and coordinate existing expertise and infrastructure related to UCAR's use of multimedia resources and to guide the activities of the Multimedia Engineering Group. The scope of the MAG covers all multimedia services for UCAR, including hardware, software, research, testing, design, maintenance, consulting and training services.
5. Operational Strategies: UCAR Multimedia Engineering Group
The various operational areas, issues and strategies are examined in this section.
5.1. Operational Areas and Issues
5.1.1. General Meeting Support
A/V equipment and support are provided in the 12 public meeting rooms and the numerous division conference rooms at both the Mesa and Foothills campuses as well as important off site meetings and events. Current capabilities include the following equipment: slide projector, overhead projector, screen, flip chart, data projector, speakerphone and VCR. Support is provided during setup and users are shown how to operate the equipment when necessary. Issues associated with this operational area include the lack of permanently installed multimedia equipment in the rooms and requests for support that strain existing resources. Current and future plans include four meeting rooms (Damon, MSR, FL2-1001 and FL2-1022) are scheduled to be remodeled and/or have new multimedia equipment installed in the room. After that the plan is to upgrade the multimedia systems in two meeting rooms a year, one at the ML and one at FL. MAG will determine which rooms to do each year.
5.1.2. Desktop Interactive/Collaborative Technology
Emerging interactive desktop technologies include video and audio conferencing over ISDN and IP, data sharing and remote desktop collaboration. Current capabilities include the ISDN based video conferencing system; the speakerphone systems and the experimental IP based desktop conferencing hardware and software. The primary issue currently is finding a permanent location for video conferencing. Short-term plans include testing and implementing new collaborative software including NetMeeting as well as offer video conferencing as a corporate service. This technology includes the PC based ISDN and IP video conferencing systems and a multimedia server that will offer locator services for internal users who wish to collaborate. There is also a plan to acquire fiber optic interface equipment that will allow UCAR to fully utilize the BRAN network and connect all the UCAR campuses via video and audio. Future indications are that as compression capabilities improve and bandwidth limitations are solved IP based video conferencing and desktop video will become viable tools.
Build, maintain and support UCAR webcasting capabilities from various locations including all the auditoriums. A webcasting server and software, cameras, microphones and additional production equipment are available. However this system has yet to be installed and tested. A streaming media server and software will allow us to webcast from those rooms that lend themselves to media production, such as the auditoriums. The demand for the delivery of video and audio to the desktop via the inter/intranet will increase as the technology improves. Training, multiple site meetings, and scientific and administrative presentations will drive the demand for these services. Therefore, the hardware, software and staff training necessary to provide these services will also to be required.
Provide information and direction to divisions and programs regarding all aspects of multimedia to enable them to make full use of this technology. Provide assistance in the installation of new multimedia equipment upon request.
Provide training to staff to enable them to fully participate in the use of multimedia technologies.
The cornerstone of the operational strategy is to provide exceptional quality service that will enable all employees to best communicate their information and collaborate with others in pursuit of their mission.
5.2.2. Equipment Reliability and Compatibility
New multimedia equipment must be researched and tested prior to purchase in order to make informed decisions about emerging technologies and the appropriate equipment to meet organizational needs. Reliable vendors must be sought out, equipment must be tested and maintained, reliable service and product warranties must be provided, and spare equipment must be available for possible emergencies.
5.2.3. Advance New Multimedia Technologies
As new multimedia technologies and division and program needs emerge, research will be required to determine if and how new equipment and/or services can be purchased and integrated into existing systems. A priority status will need to be identified.
Training will be required for the Multimedia staff to stay abreast of current and new multimedia technology. The Multimedia group will provide user training or support on the use of new technologies.
The Multimedia Engineering Group can provide assistance and guidance to divisions and programs on a variety of multimedia equipment, services and products. As the use of multimedia equipment becomes more widespread, divisions and programs are acquiring their own assets. The Multimedia Engineering Group can provide recommendations on specific equipment brand, models and service programs to best serve division and program needs.
5.2.6. Basic and Premium Levels of Service
Levels of service have to meet the basic needs of the UCAR organization. As new technologies, needs and services become available added services structures may be required. As these services become more evident, the MAG will review them in respect to additional fee structures.
6. Future Direction and Resource Requirements for Multimedia Services
This section presents the current year (FY2000) funding for multimedia activities, and the recommended funding for the next three years, if the strategic goals for multimedia at UCAR are to be accomplished. The FY 2001 budget is proposed for the consideration and approval of the ITC and the President's Council. It should be noted that the precision of the budget estimates diminishes with time, due to both technological and service level uncertainties. The projected budgets for FY2002 and 2003 are presented to show the level of effort and organizational needs as it is now seen. They also provide a perspective in which FY2001 needs can be considered, and illustrate the ongoing nature of multimedia activities at UCAR.
The acquisition of multimedia capital equipment (over $5K) for the two auditoria as shown in FY2000 is being provided from UCAR bond issue proceeds. Likewise, the capital equipment items for the two meeting rooms to be upgraded in FY2000, and the additional two rooms in FY2001, FY2002 and FY2003 are included in current bond proceeds allocations, although at a lower dollar level than this budget requests. The budgets presented below assume that the additional funding required for equipment acquisition will be available to complete the upgrade of the remaining UCAR-administered conference rooms in the out-years. Such acquisitions' costs are repaid through annual interest and depreciation charges to the operating program of Multimedia Services.
Operating costs of the Multimedia Engineering Group are funded through the UCAR General & Administrative overhead rate, and are included in the indirect cost budget of the Finance and Administration Information Technology Department. Operating costs include the salaries and benefits of the multimedia staff, the supplies, outside services and training necessary to provide a dependable level of service to the customer, and provide for future needs.
In FY2000, both the Mesa Lab Main Seminar Room and the Foothills Lab Auditorium will be undergoing remodeling. As an integral part of the remodels, the multimedia capability of the rooms will be dramatically improved. New computer projection devices, computers, and other leading edge multimedia systems with sophisticated control components are being designed into these rooms. Also in FY2000, two conference rooms (Damon Room and FL1001 small auditorium) are being upgraded to include ceiling-mounted projectors, permanent personal computer systems with appropriate multimedia and networking capabilities, new screens, and the like. In FY2001, two additional UCAR-administered rooms (specific room selection is now in process) will be upgraded. MAG's strategy is to continue this two-room-per-year upgrade until all centrally administered meeting rooms are upgraded to a comparable level. In addition, an annual item for the ongoing upgrading of equipment and acquisition of new technologies, is included beginning in FY2001. The requests at this level will enable multimedia to take advantage of advancing technologies consistent with the strategies outlined in this plan.
The current staffing of the multimedia engineering group includes one full time position, augmented by a half time student assistant. In FY2001, it is requested that an additional student assistant be added, as well as a second full time position at the technician level. Additional ad hoc support will continue to be provided by the F&A IT DSN staff. Materials and supplies costs include: an NT server and workstation upgrade (under $5K), for Webcasting and videoconferencing testing; large-scale phone system for the two auditoria; non-capital items for video teleconferencing and exploration of new technologies; replacement of smaller, portable InFocus projectors; and general supplies, such as cables, carts, cases, cards, bulbs and the like that are necessary to operate and maintain service levels. Included in this account are spare parts for all in-use equipment. Purchased services include software purchases, training costs, maintenance/service contracts, communications, etc. Also included in this category is the interest expense assessed by UCAR for the use of bond funds. Travel covers mostly local travel for the multimedia staff. Travel for conference and training classes is included in Purchased Services. Depreciation Expense is the amortization of the cost of bond-financed capital equipment. Depreciation rates are based on the estimated useful life of the equipment. Depreciation charges in this table are estimates, and will need to be verified with Budget & Finance.
Equipment Costs: ML Main Seminar Room
FL Auditorium
Meeting Room 1
Meeting Room 2
Equipment Upgrades
Total Equipment Costs
Operating Costs: Salaries and Benefits: Manager/Technician
Students
Technician
Total
Sal. Inc. 1.057
Work Time .85
Adjustment
Total Salaries
Benefits
Total Salaries and Benefits
Materials & Supplies: General
Computer Equipment
Meeting Rooms
Total Materials & Supplies
Purchased Services: Communications
Software
Maintenance
Training & Conferences
Interest Expense
General
Total Purchased Services
Travel:
Depreciation Expense: Total Operating Cost
Total Cost 7. Conclusion to MAG Strategic Plan
It was only a few years ago that overhead projectors were seen as high tech multimedia equipment. Today, although they are still used, they are becoming more and more obsolete in the sophisticated arena of multimedia. Changes in the technologies available to manage information are so rapid, and more often than not so unpredictable, that long-term planning requires constant evaluation and reconsideration. It will be critical for UCAR to remain flexible, open to new opportunities, willing to make decisions and commit to certain choices, constantly observant of the field and requirements to stay abreast.
Innovations such as the Web, Webcasting, high-tech projection, video/audio conferencing, digital images, file transport methods, electronic mail, satellite imaging, and various conferencing, teleconferencing and groupware tools will continue to transform how people interact and communicate. With the creation of a third campus, electronic communication, collaboration and connectivity become absolutely vital in facilitating efficient business and science practices.
The UCAR multimedia strategy anticipates increased amounts of scientific, business and educational activity occurring across the inter/intranets, Webcasting, satellites, including collaboration, data access, instrument control, desk-top access to information and field-program management. Coupled models will run concurrently with multiple computers, and their results will be studied in visualization systems on a wide variety of computers in many locations. As the demand for multimedia equipment and support increases, additional resources will be required to meet them.
The MAG, with its extensive multi-divisional staff participation, has developed a Strategic Plan that promises important and beneficial advances for all of UCAR. The goal of the MAG is to oversee, inform, advise, and guide the corporation on all issues relating to multimedia. The MAG encourages feedback and exchange of information with respect to this plan with its community, oversight committee, and other divisional staff. The MAG recommends that this strategic plan be re-evaluated in three years.
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