Travel Costs Reduced by Video Teleconferencing Implementation

Positive Return on Investment in less than 2 years from new VTC capability

CHALLENGE: Defense Contracts Management Agency (DCMA) needed a cost effective solution to replace the time consuming and expensive approach of in-person meetings which usually required travel. The need was an ability to communicate, collaborate, and share ideas using technology rather than travel. Essentially, the challenge was to give DCMA a new way of conducting business. The existing DCMA video teleconferencing capability was not available at all locations, and the quality of the VTC was substandard. Moreover, the ability to communicate with external business partners and other government agencies was a resource intensive and expensive effort, that typically ended up costing the agency more to set up than the value it delivered.

SOLUTION: As experts in the industry, NES recommended a redesign of DCMA’s video teleconferencing infrastructure. This solution involved a forklift replacement of the agency’s legacy VTC systems that used ATM and ISDN circuits endpoint equipment. The new solution established a VTC architecture that would easily converge on to the Agency’s Internet Protocol (IP) based data network. Key design factors included proper allocation of the video dial plan, bandwidth capacity analysis, traffic management and quality of service (QOS). NES designed, engineered, deployed and successfully implemented a government owned and operated VTC capability that provided DCMA an effective alternative to business travel.

RESULT: The video teleconferencing architecture and infrastructure has been a huge success for DCMA. Savings from the VTC capability are approaching an estimated 35-45 % reduction of travel across the agency. The return on investment period was less than two years. Video teleconferencing is widely used today and no longer considered a novelty but rather a commodity from DCMA’s perspective. Within today’s DCMA infrastructure, there are over 200 VTC endpoints, and over 100 desktop clients in use. DCMA now has the ability to communicate externally through NIPRNET or the Internet. The DCMA VTC initiative has been used as an example of the positive results and experiences that other government entities can apply.