Section 9.c of Executive Order S-23-06 states:  "To enable the use of cost-effective videoconferencing, DGS shall identify State Agencies with significant field operations and provide them information on how video conferencing may increase Agency efficiency."

Videoconferencing and State Applications

Streaming video technologies also support videoconferencing services, where two or more locations simultaneously interact via two-way audio/video transmissions.  Over the past couple of years videoconferencing has made great strides in improving the technology, including how it is implemented and used.  State agencies are encouraged to take a closer look at videoconferencing technology as a method to improve operations and reduce costs.

The DGS considers all State agencies capable of leveraging videoconferencing services, whether State or vendor-provided.  Benefits of increasing the use of videoconferencing services include, but are not limited to:

• Reduces staff time and expenses to travel, both in-town and out-of-town.
  
• Reduces greenhouse gas emissions by eliminating unnecessary travel.
  
• Improves interactions and enables more effective meetings versus audio-only conference calls.
  
• Enables scheduling of impromptu face-to-face meetings with personnel in remote geographic locations.  

The DGS strongly encourages all government agencies to fully utilize videoconferencing capabilities.  This effort will build upon the experience of those State agencies that already take advantage of videoconferencing to facilitate intragovernmental meetings.  Agencies that have substantial videoconferencing capabilities include:

• Department of Corrections and Rehabilitation - Statewide application between headquarters and adult facilities.
  
• Department of General Services/Division of the State Architect - Statewide application between headquarters and regional field offices.
  
• Department of Transportation - Statewide application between headquarters and regional offices.
  
• Department of Parks and Recreation - Statewide application between headquarters, field offices and some K-12 schools. 

The DGS has refreshed the list of State agency buildings that currently have conference rooms with videoconferencing capabilities.  The current list includes conference room information for DGS-owned buildings plus the Ziggurat building. This information is now viewable online at the following link:  VideoConferenceRooms

As agencies add videoconferencing capabilities, the DGS would appreciate the addition of the agency information to the database to expand its utilization and its return-on-investment.  Agencies may submit videoconference room information to the DGS at this email:  ConferenceRooms6@dgs.ca.gov.

Videoconference Leveraged Procurement Vehicle

All California government entities are encouraged to utilize the CALNET II contract, Module 1, to obtain videoconferencing products and services.  Further information can be found at http://calnet.ca.gov/.