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G2S Project Code: 2017-OK-79125
State: Oklahoma
Fiscal Year: 2017
Grantee
OKLAHOMA DEPARTMENT OF LIBRARIES

Project Director
Director Name: Cathy Van Hoy
Director Phone: 405-522-3321
Director Email: cathy.vanhoy@libraries.ok.gov
General Information
Title: ODL Video Conference
State Project Code: 170101
Start Date: 10/01/2016
End Date: 09/30/2018
Abstract:

Video conferencing equipment was purchased in 2010 with Library Services and Technology Act (LSTA) funds to demonstrate the need for this service for the Oklahoma Department of Libraries (ODL) awarded American Recovery and Reinvestment Act ARRA Broadband Technology Opportunities Program (BTOP) libraries. The selection team from the Oklahoma Department of Libraries (ODL) chose to test both of the top video providers, Tandberg (2 small 10 people conference rooms) and Polycom (one large 50 people conference room.) Over the years ODL has used the video conferencing for many meetings and training's with our partners - Friends of Libraries in Oklahoma, Oklahoma Library Association, Smart Start Oklahoma, and many other agencies. This equipment reached End-of-Life (EOL) and needed to be replaced. Usage indicated that one small and one large video conferencing room was all ODL required.

The six person video evaluation team reviewed the two bids submitted, attended bidder's presentations and visited referral sites.  i2i technologies was selected as the vendor.

In addition, one last year of video maintenance was purchased for existing EOL equipment.

State Goal: Goal 2: Institutional Capacity
Budget Information
LSTA
MATCH-State
MATCH-Other
Total
$98,256.40
$0.00
$0.00
$98,256.40
Intent(s)
Improve library's physical and technology infrastructure.
Systems & Technologies
Activities
Activity Details
Title: ODL's Video Conference Equipment Maintenance and Purchase
Narrative:

The video equipment purchased in 2010 was End-of-Life (EOL) and needed to be replaced. Over the years the Oklahoma Department of Libraries (ODL) has used the video conferencing for many meetings and training's with our partners. Usage indicated that one small and one large video conferencing room was all ODL required.

The six person video evaluation team reviewed the two bids submitted, attended bidder's presentations, visited referral sites, and selected the vendor, i2i technologies.

In addition, one last year of video maintenance was purchased for existing EOL equipment for three conference rooms.  The maintenance contract was purchased from the original vendor who installed the equipment and is familiar with the equipment and configuration.



Intent: Improve library's physical and technology infrastructure.

Activity: Procurement
Mode:
Format:


Quantity
Number of materials/supplies acquired: 3
Number of acquired materials/supplies used: 3


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: Yes
For a targeted group or for the general population: Targeted
Geographic community of the targeted group: Rural
For what age groups: 18-25 years
26-49 years
50-59 years
60-69 years
For what economic types: Economic Not Applicable
For what ethnicity types: Ethnicity Not Applicable
Is the activity directed at families: No
Is the activity directed at intergenerational groups: No
Is the activity directed at immigrants/refugees: No
Is the activity directed at those with disabilities: No
Limited functional literacy or informational skills: No
Is the activity category not already captured: No


Locale
Is the activity state-wide: No
Specific Locations: Yes
Name: OKLAHOMA DEPARTMENT OF LIBRARIES
Address: 200 Northeast 18th Street
City: Oklahoma City
State: OK
Zip: 73105-3298
Project Outcomes
Project Outcomes
List any important outcomes or findings not previously reported:
Many organizations relied on the Oklahoma Department of Libraries (ODL) video conferencing equipment to provide real-time access for global participants. ODL’s video rooms allowed face-to-face group meetings and training versus the faceless/voiceless webinar or one-to-one Skype-like video. Video rooms gave everyone - rural, suburban, out-of-state, the sense of community and active participation that only video rooms can provide. The equipment was used frequently, for state and national meetings, workshops, and continuing education classes. The maintenance contract has proven to be a valuable asset to assure the video conferencing equipment remained functional. Replacement of the equipment was imperative because the EOL of the existing equipment meant the end of maintenance.
Please briefly describe the importance of these outcomes and findings for future program planning:
The Oklahoma Department of Libraries (ODL) has been at the forefront of video conferencing since 2010. The agency's ability to host large and small meetings and distance learning opportunities, for not just ODL and statewide library staff but for various state agencies and partners, has been instrumental for all. Many organizations looked to ODL to provide this global access.
Explain one or two of the most significant lessons learned for others wanting to adopt any facets of this project:
Give yourself plenty of time to properly evaluate the bids. From sending out the Request for Proposal (RFP), site visits to organizations currently using equipment from both bids, review of the 2 proposals, 2 vendor demonstrations, and 3 referral site visits by the evaluation team, the process took 5 months to award the contract. When technology of this complexity is utilized, it is vitally important to have a maintenance plan, with experts available for on-site or telephone assistance especially for end-of-life equipment.
Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort in managing this project:
Yes
Explain:
We will continue to purchase maintenance for the new equipment and explore additional options such as direct video dialing, additional networking infrastructure, and successful implementation to fully utilize the video conferencing and ensure everyone understands how to best apply it.
Do you anticipate changing the types of activities and objectives addressed by the project:
Yes
Explain:
We will no longer need to purchase equipment. We will continue to purchase maintenance for the new equipment and explore additional options.
Was an evaluation conducted for this project:
Yes
Was a final written evaluation report produced:
No
Can the final written evaluation report be shared publicly on the IMLS website:
No
Was the evaluation conducted by project staff (either SLAA or local library) or by a third-party evaluator:
Third-Party
What data collection tools were used for any report outcomes and outputs:
Did you collect any media for the data:
What types of methods were used to analyze collected data:
Other:
How were participants (or items) selected:
What type of research design did you use to compare the value for any reported output or outcome:
Exemplary: No
Exemplary Narrative
Project Tags: Video conference equipment maintenance