Wyoming Video Task Force Overview

Needs Analysis/Survey, Stakeholder Interviews and Statewide Inventory:

Conduct a thorough Needs Analysis of major stakeholders in IP communications and video teleconferencing.  This would include working with the Task Force developing a comprehensive needs survey. 

Stakeholder Interviews:
  • Governor's Office 
  • Legislative Leadership 
  • Representatives from the Wyoming Department of Education 
  • Representatives from the Wyoming Community College Commission 
  • The Dean of the Outreach School of the University of Wyoming 
  • Vice President of Information Technology, University of Wyoming 
  • Chief Academic Officers, Wyoming Community Colleges 
  • The State Chief Information Officer 
  • Representatives from the Wyoming Department of Administration 
  • Representative from the Wyoming Business Council 
  • Representatives from Telehealth and Wyoming Healthcare Information Organization (WyHIO) 
  • Approximately 10 agency representative sessions from differing State agencies. Options for these sessions may include holding meetings in Cheyenne, meeting via teleconference, or any other solution which meets the needs. 
  • Others stakeholders (including end-users) such as, private and public sector users 
Statewide Inventory:  

Develop a detailed inventory of the various networks and video teleconferencing endpoints including:
    • A comprehensive network diagram.
    • Document and assess the various networks and their strengths/weaknesses.
    • Map of geographic endpoints with all current locations identified.
    • Inventory of endpoint characteristics, including room capacity, frequency of use, any endpoint limitations and the administrative control/ownership of the room.
    • Business Requirements and Functional Requirements Analysis.
    • Capture the core business rules and highest priority features associated with the administration of IP communications and video teleconferencing, including functional requirements, such as hardware and software necessities.
    • At the stakeholder entity level, inventory current funding levels and funding sources for video teleconferencing systems. In total the funding inventory should provide a baseline for the State's current video teleconference expenditures. 
Technology Recommendations and GAP Analysis:
Design and recommend a technical solution that meets the objectives and the needs of the stakeholders including changes to network structure and operations, hardware and software requirements – including identifying appropriate collaborative software packages. Recommendations should minimally address needs, technology, costs, and, operational efficiency and effectiveness, including: 
    • Documenting the benefits of recommended technologies. 
    • Using the findings of the Needs Analysis and inventory, including business requirements and functional requirements, taking into consideration the need for ease-of-use (scheduling events, calendaring and tracking of system usage) and requirements for special needs, to conduct a Gap Analysis against the State of Wyoming's current systems and structure. This analysis should articulate how the recommendations bridge the determined gaps and define how the State of Wyoming moves from where we are today to the recommended solutions. 
    • Provide a thorough description of the staff recommended to appropriately support the solutions. 
    • Detailed one-time and recurring costs, including support costs, (e.g. personnel, hardware and software upgrades and/or replacement costs). In the developing a cost structure, along with using the Needs Analysis, possible system implementation phasing should be identified so that, if desired, the solution framework may be installed in phases. 
    • Eliminating inefficient and costly redundancies. 
    • Identifying and quantifying any measurable risk or security issues with the current State VTC environment and with any recommended technologies and propose appropriate mitigation strategies. 
Governance Recommendations:

Examine the current governance for Video Teleconferencing Communications and IP network efforts, assets and network infrastructure across the various State agencies and institutions, and make specific recommendations regarding ongoing governance. Recommend and include examples of two or three possible governance structures and frameworks for operation of the solution(s) that will:
    • Articulate the role that video teleconferencing is expected to play within the State of Wyoming. 
    • Focus on the distribution of services Specify the degree of centralization. 
    • DRAFT of Final Needs Analysis Report.
    • This report should include an executive summary of all of the above deliverables (1-3). 
    • Final Needs Analysis Report.
    • Finalized report incorporating comments/changes by the Task Force.