IN THIS ISSUE:

* President's Invitation to MiCTA's Spring 2005 Conference

* Why MiCTA and MiCTA's Vendor Partners Work Hard for You

* Office Depot - A Great Program Just Got Better

* Request to Update Member Contact Information

* Telecommunications and Internet Services RFP Update

* Seven Steps to Successful Videoconferencing

* Webinar - Migrating from Conferencing to Collaboration, February 17

* Welcome to New Members

* USF 471 Funding Window Extended

* Brodart Special

* Gateway Special

* Tech Depot Special

President’s Invitation to MiCTA’s Spring 2005 Conference

I am pleased to announce that this year’s Spring Conference will be held May 2 – May 4 at the Soaring Eagle Convention Center in Mount Pleasant, Michigan.  MiCTA will be offering three tracks for this conference: Technology Issues, Technology Challenges and Vendor Programs. 

I realize that many members are looking for answers to questions regarding technology issues & challenges.  What better way to review these topics than a discussion with your peers!  A brand new “Vendor Programs” Track is being introduced this year.  This fulfills our member’s requests from previous conferences.  In this track, MiCTA’s Endorsed, Approved & Vendor Alliance partners will present sessions conversing about their product and service offerings.  An update on MiCTA’s current RFP for Telecommunications and Internet Services will be given during the membership meeting.

I strongly encourage you to review the conference information here for consideration.  A twenty-percent discount is being offered if you register before March 1, 2005.

I look forward to seeing you in May!

Sincerely,

John Sundstrum
President, MiCTA

Why MiCTA and MiCTA’s Vendor Partners Work Hard for You

Over the years, the staff at MiCTA has worked hard to stay abreast of telecommunications and technology issues and developments to ensure that MiCTA programs are relevant and provide members with the best values for telecommunications and technology products and services. Recently, member interest has driven expansion of the program line. As has been the case with traditional MiCTA programs, these new programs have been developed through the use of MiCTA’s comprehensive RFP program and have created a number of great new vendor partnerships and great values for MiCTA members.

Why does MiCTA work so hard to create and maintain great money saving programs? Because it’s our job. It’s what we do and what we have been charged to do by our members, our directors and our mission statement since 1982. The value in MiCTA’s programs begins and ends with hand picked experts doing a lot of hard work. It is also unlikely that a single organization could duplicate the results of MiCTA’s comprehensive RFP process. If one could it would be hard to justify in terms of time and expense. Consider this:

• A solicitation with technical requirements for technology or telecommunications related products or services takes about ten to sixteen weeks and costs about $100,000.
• Generally, MiCTA’s comprehensive RFP process will create a savings of 20-30% over a purchase with no RFP and 10-20% over an RFP let by a single organization.

By using MiCTA programs, your organization can avoid the time and expense of an in-house RFP and at the same time know that MiCTA programs result from a comprehensive RFP process that is time tested. A $75 annual membership fee allows participation in any and all MiCTA programs.

Our vendor partners work hard to meet member needs because it’s simply good business. It’s profitable to provide quality products and services at great values to MiCTA members. Why? Because it’s efficient! MiCTA vendors have special access to the membership and therefore ready exposure to many organizations. This advantage is realized through priority website presence, promotion in MiCTA publications, marketing and promotion assistance from the MiCTA staff, and invitations to meetings with key MiCTA contacts, like the ATAlliance. History has also shown that non-profit organizations are generally “good pay” and many are high volume users. For these reasons, MiCTA vendor partners value our relationship and therefore strive to address member needs.

MICTA Programs

Please visit the MiCTA website at www.micta.org or call the office at 888 870 8677 to learn more about these programs and how you can participate.

Office Depot & Tech Depot New Program Highlights

Benefits:

• Cost savings (hard dollar, administrative)
• Revenue generation
• Vendor consolidation

Services, Products and/or Resources Covered

All products represented in the Office Depot Business Services Division (BSD) catalog at time of purchase, except as noted for those covered by Tech Depot

• Office Supplies – paper, envelopes and business forms, filing storage and binding, labels and mailing, writing instruments, dated goods and personal organizers
• Office Equipment – desk accessories, office technology
• Audio Visual – visual presentation equipment and supplies
• Furniture
• Miscellaneous – breakroom, kitchen supplies, cleaning and safety equipment and supplies, school supplies, promotional products (advertising specialty)
• Computer peripherals and accessories (covered through Tech Depot)

Program Pricing Options and Considerations

Option A

• Choose up to 300 items from the authorized core list of 900 commonly used office products at aggressive pricing discounts.

• All other products discounted up to 88% off the manufacturer’s list price

• That is, products offered in the Office Depot Business Services Division (BSD) catalog current at the time of purchase priced at 8% off the “Your Price” column in the BSD catalog.

• Option A example from the January – July 2005 BSD Catalog

• Level of service price adjustments ( up to an additional 7% off)

• Additional price adjustments will be determined based on the institution or agency’s selection of options concerning the use of electronic orders, electronic payment, points of delivery, size and type of orders, etc.

• For example, a 1% reduction may be applied for electronic orders (minimum use 90%). Another 1% reduction may be applied for electronic payment (100% use).

Option B

• If not choosing Option A, all products are discounted up to 91% off the manufacturer’s list price

• That is, products offered in the Office Depot Business Services Division (BSD) catalog current at the time of purchase priced at 11% off the “Your Price” column in the BSD catalog.

• Option B example from the January – July 2005 BSD Catalog

• Level of service price adjustments. (up to an additional 4% off)

• Additional price adjustments will be determined based on the institution or agency’s selection of options concerning the use of electronic orders, electronic payment, points of delivery, size and type of orders, etc.

• For example, a 1% reduction may be applied for electronic orders (minimum use 90%). Another 1% reduction may be applied for electronic payment (100% use).

Consolidated Order Discounts

• Orders > $150 = additional 1% discount at point of sale
• Orders > $250 = additional 2% discount at point of sale
• Orders > $400 = additional 3% discount at point of sale

Conversion Allowance

• Office Depot to be designated as primary vendor
• 5% rebate on payments received on total net sales for a 6 month period beginning at an agreed upon launch date

Total Group Member Volume Incentives

At the beginning of each calendar year, the total aggregate sales volume for MiCTA & the ATAlliance Members will be analyzed. If exceeding the following thresholds, additional discounts will apply to the contract pricing for the upcoming year.

• Group sales > $20 M =1% reduction
• Group sales > $30 M = 2% reduction
• Group sales > $40 M = 3% reduction
• Group sales > $50 M = 4% reduction

* The American TelEdCommunications Alliance (ATAlliance) includes all four regional higher education compacts – the Midwestern Higher Education Compact, the New England Board of Higher Education, the Southern Regional Education Board, and the Western Interstate Commission of Higher Education – as well as MiCTA.

Additional Programs

Tech Depot Program

• $100 off first Tech Depot purchase if the original order value is $500 or more
• Customized extranet with pricing on a product category level for each institution or agency
• Pricing ranges between 10-30% off current pricing listed on www.techdepot.com.

Strategic Alliance Program

• Provides students, alumni and employees with special pricing for personal purchases.
• Provides the college, university or organization with additional forms of income.

Advantage Program

• Provides students, alumni and employees with a vehicle that provide additional discounts on Office Depot retail store and public website purchases
• College, university or organization receives additional income based on the payments received on combined purchases under the group number assigned to them

Environmental Products Program for Students

• Makes Starter Kits containing a mix of recycled products available for sale to students at the beginning of each school year.
• Office Depot works with the Student Affairs Office to develop a plan for the sale and delivery of the Kits
• Combined sales of this program may net an additional 5% rebate

Promotional Products Program

• Offers a private website referred to as The Company Store to provide college, university or organization with the ability to place on-line orders for promotional products for internal use.
• Includes an incentive of 5% of payments received for quarterly cumulative total net sales
  

For further information, contact:

Request to Update Member Contact Information

To ensure useful and timely distribution of MiCTA communications, the staff is now working to update member contact information. We are asking that each member email Heather Nostrant (hnostrant@mictaservice.com) at the office. Heather will return to you, the data sheet for your organization. We ask that you review the data sheet, update appropriately and return to Heather. If you have questions, please give Heather a call. Your help with this important effort will be greatly appreciated.

Heather Nostrant
(888) 870 8677

Telecommunications and Internet Services RFP Update

On December 15, 2004 , the Telecommunications and Internet Services RFP was released to over 550 sales executives representing 280 companies nationwide. An ad was also placed in the weekend edition of the USA Today and their on-line service. The RFP addresses the following services: Traditional Telecommunications, VoIP Network / Carrier, IP, Wireless and Cellular, Managed Services, Last Mile Access, Cable TV Program Access, Global Positioning Systems, and Comprehensive Conferencing and Fax Solutions. MSC has also received certification for the second national USF Form 470 filed on behalf of all eligible Members in conjunction with those services and/or products included under this RFP that qualify for USF reimbursement.

MSC has received an encouraging number of Intent To Respond (ITR) forms from vendors with an expressed interest in responding to the RFP. Additionally, vendors continue to contact the office requesting the RFP, and those who submit the ITR are provided the access codes for the on-line postings of the QnA and document revisions. Based on requests from several vendors, MSC provided vendors with a one-week extension and RFP responses are now due on Wednesday, February 23, 2005 .

MSC is hosting the Evaluation Retreat in San Diego during the week of March 6, 2005 , and evaluators have been recruited to represent each of the ATAlliance founding member organizations – MiCTA, MHEC, SREB, WICHE, and NEBHE. The objective of the evaluation retreat is to have the evaluation process completed by the end of the week, and award recommendations finalized and presented to the respective Boards for approval by the end of the following week. Members have requested to have contracts in place by June 1 st, and MSC will be working with the successful vendors to meet this timeline. Members with questions regarding the RFP can contact MSC Program Development, at 1-888-870-8677.

Seven Steps to Successful Videoconferencing

S. Ann Earon, Ph.D.
President
Telemanagement Resources International Inc. (TRI)
124 Thomas Lane
Manahawkin, New Jersey 08050
S. Ann Earon can be reached at 609-597-6334 or Email: AnnEaron@AOL.COM

The word videoconferencing is quickly becoming a common term for many people. Yet others are wondering when it will be a success, and some are questioning why their systems are not being used. Videoconferencing is a new way of doing business for many people. However, it is unrealistic to assume that once a system is installed users will immediately flock to use it.

One way of looking at videoconferencing is to equate it to a personal computer (PC). When PCs first entered the marketplace no one was expected to immediately sit down and use them to solve all business problems. Instead, most users found a learning curve associated with the hardware and with each software package. The same holds true for videoconferencing. Users look at a technology that will improve productivity, increase the use of subject matter experts, and allow meetings to be held when needed. These are all factors that are difficult to quantify and place a dollar value on. Yet many users have discovered that videoconferencing is a business advantage.

How is a successful videoconferencing system implemented? The answer is by concentrating on the human factors as well as the hardware. Let the business needs drive the technology, not the reverse. There are seven important steps to successful videoconferencing:

• needs assessment
• system design
• system management
• internal promotions
• user training
• usage tracking
• system expansion.

1. Needs Assessment

Begin by conducting a needs assessment to determine how potential users of the system presently conduct business. A needs assessment will provide data needed to develop an economic justification showing what the system will cost and what its rate of return will be for the organization in terms of dollars and other, less quantifiable benefits. It provides input into the system design phase by identifying key locations and functions to be served and the specific equipment to meet the needs. A thorough needs assessment assures that once a system is installed, it will be used effectively because it is designed to meet the requirements of the organization. A needs assessment also provides input into long-range plans for eventual system expansion.

Consider what happens when a needs assessment is not conducted. A high tech firm decided to install several videoconferencing rooms at the suggestion of its management. When the rooms were not being used, a study was conducted to find out why. The study showed that users needed extensive graphic capabilities, not existing in the videoconferencing room. Video was nice to have, but didn't meet the need. The video systems have been enhanced with additional graphics features and the rooms are in constant use. Think of the time and money that could have been saved if a needs assessment had been done prior to installing what someone perceived was the equipment needed.

2. System Design

The system design is based on information obtained during the needs assessment phase. Specific equipment is selected to support the identified needs, and facilities are selected, designed, and constructed. It is important to take into consideration the impacts of acoustics, lighting, HVAC (heating, ventilation, and air conditioning), room location, and furniture selection and placement when implementing videoconferencing. Lack of attention to any of these issues can negatively impact the quality of a videoconference. It is important not to design the system before the needs assessment is completed or to ignore its results. It is not uncommon to hear that an organization installed a particular videoconferencing system because the chief executive officer heard that another organization had the same type of system.

3. System Management

Once the appropriate system is designed it is important to consider how it will be managed. Will users call one central number for reserving the facilities? Will someone be responsible for each site and available at any time to provide assistance to users? System management deals with all aspects associated with reservations and room operations. The videoconferencing system should be easily accessible to all potential users. It is also important to be sure the facilities and equipment operate properly.

Consider developing guidelines for room operations. These guidelines are a ready reference for individuals wishing to use the room and a permanent copy should be placed by the equipment. A separate user guide should be available for participants to take with them.

4. Internal Promotion

An often-overlooked problem is how to be sure the system will be used once it is installed. The answer is an active, ongoing promotion campaign. If users are not made aware that a videoconferencing system exists and how it can be used effectively there will be little usage. Users need to be told how and why they can benefit from videoconferencing, and the promotion effort must be ongoing to ensure a continued and growing level of usage.

To do this, consider using a variety of media. People react differently to different types of media. Posters, flyers, memo pads, travel inserts and other print material may appeal to one type of person while another reacts more favorably to computer presentations and videotapes. Hearing about the successes of others often causes people who have not used a system to try it. As users find new applications for the technology, it is important to promote these applications. A promotional effort is closely linked to user training.

5. User Training

Presently, most vendors provide technical, maintenance training and general user training to help users understand how to operate the system. Unfortunately, one important aspect of training is frequently overlooked -- application training. Organizations are repeatedly finding that usage of a videoconferencing system often drops once the initial newness has worn off. Many videoconferencing systems have been installed with one particular application in mind and no forethought given to future uses of the system. Developing potential applications along with conducting a needs assessment will help users prepare for ongoing system use.

6. Usage Tracking

A usage tracking system will provide valuable information for evaluating the effectiveness of a videoconferencing system and for monitoring room and equipment use. This system also will monitor system utilization over a period of time, help to determine system strengths and weaknesses, and gauge user satisfaction.

Information gathered by a usage tracking system also will provide the data to develop justification for the current system and for future expansion.

Consider the following areas of usage tracking:

• reservation system data
• post-meeting questionnaires
• participant surveys
• telephone interviews
• travel questionnaire and trip data
• reports to management

A successful usage tracking system, with sufficient data collected, will make expansion of a videoconferencing system easier to justify.

7. System Expansion

Based on the success of the initial system, expansion of the system will need to be addressed. The development of a guideline for system expansion is undertaken in this phase. Many organizations have found a guideline particularly useful for educating other organizations about how to successfully implement a videoconferencing system. The guideline not only provides a step-by-step process, but also provides common definitions and suggestions for avoiding potential pitfalls.

A system expansion guideline might contain the following chapters:

• introduction & general information
• audio conferencing
• audiographics/multimedia
• videoconferencing
• conducting a needs assessment
• facilities selection & preparation
• usage tracking and evaluations
• applications

It is time for vendors and users to consider all the elements needed for a successful videoconferencing system. Costs are dropping and the number of applications is increasing. Using videoconferencing is an advantage, because it improves the ability to meet, wherever and whenever. S. Ann Earon is President of Telemanagement Resources International Inc. (TRI), Manahawkin, N.J., a 23 year old management consulting firm specializing in marketing, communications, and training with an emphasis on all aspects of teleconferencing (audio, audiographics/multimedia, video and streaming).

Webinar – Migrating from Conferencing to Collaboration

Speaker:  Dr. S. Ann Earon
Sponsored by:  Applied Global Technologies and TANDBERG
Date:  Thursday, February 17th
Time:  11am Eastern Time

For more information or to sign up for this webinar, please click here.

If you have questions or desire additional information please contact: 

Daniel Odykirk
Director of Marketing
MiCTA Service Corp.
www.micta.org
(888) 870-8677
dodykirk@mictaservice.com

Welcome to New Members

USF 471 Funding Window Extended

As we move into February and the last weeks of the FY2005 471 filing window we want to remind school and library members that the window was extended by the FCC to 11:59 PM EST , February 18 th, 2005 . As stated in an earlier announcement, members can still take advantage of the existing MiCTA/ATAlliance contracts for Telecom/Internet Services as we have “survivability” language in our contracts which protects a member for the term of their signed agreement under our Master Contracts. However, members will have to use their own 470 for this year’s process.

Beginning with FY006, MSC, on behalf of MiCTA and ATAlliance, has been certified for a 5 year 470 that will allow members to use the MiCTA 470 process and avoid having to bid for Priority One Services well into the future. Members having questions regarding this process or the current TIS RFP/470 process currently being conducted should contact Phil DeLong or Gary Green.

(888) 870 8677
pdelong@mictaservice.com
ggreen@mictaservice.com

Account Executive: Mike Shields
Phone: 800-211-4952 ext. 56464
Fax: 775-898-5047
E-Mail: mike.shields@gateway.com

Gateway M210E

System Quote

Part Number: 1008333
Operating System: Microsoft® Windows® XP Professional Edition
Application Software: Microsoft® Works 8.0
AntiVirus Software: Norton AnitVirus 90 day introductory offer
Processor:Intel® Pentium® M Processor 715 (1.5GHz)
Mobile Technology: Features Intel® Centrino™ Mobile Technology
Memory: 256MB 333MHz DDR SDRAM
Hard Drive: 40GB 4200rpm Ultra ATA hard drive
Floppy Drive: Integrated 4-in-1 Memory Card Reader
Optical Drive: Integrated 24x/10x/24x CD-RW / 8x DVD combo
Expansion Slots: One type II PC card slot
External Ports: (3) USB 2.0, VGA, IEEE 1394 (FireWire)
Recycling Fee: My order is not shipping to California - no recycling fee required
Screen: 14.1" Widescreen XGA TFT Active Matrix
Video: Integrated Intel® graphics with 32MB UMA memory technology
Keyboard and Mouse: Full-Sized Keyboard and EZ Pad® Pointing Device
Multimedia Package: Integrated sound and stereo speakers, headphone/speaker jack, and mic jacks
Speakers: External speakers not selected
Battery: Lithium ion battery with AC pack and 1 yr. limited battery warranty
Modem: Integrated V.92 56K modem
Network Adapter: Integrated Intel® 10/100 Ethernet Adapter
Internet Service Provider: Six months America Online® Internet access
Integrated Wireless Networking Adapter: Integrated 802.11b/g wireless networking card (does not qualify as Centrino if Celeron® processor is selected)
Extended Service Plan Including Limited Warranty: Notebook Value Service Plan -- 4 year part/labor/no on-site/4 year technical support
Carrying Case: Gateway Carrying Case

Configured Price: US $1,334.00
System Quantity: 1
Total Price: US $1,334.00

Comments:

When placing your order, please attach this quote to your purchase order.
A copy of this quote will be held for a period of 90 days after 01/27/2005

Quote subject to terms of current Agreement signed by you and Gateway, or absent Agreement, to Gateway’s Standard Terms of Sale and applicable product and services warranties which are available by writing to Gateway Terms & Conditions, P.O. Box 1951 , North Sioux City , SD 57049-1951 . Prices exclude shipping and handling and taxes unless otherwise noted. AOL Promotional Plan Customers: TO AVOID BEING CHARGED A MONTHLY FEE, CANCEL BEFORE PROMOTIONAL PERIOD ENDS. Promotional period begins 30 days from receipt of system. All AOL Customers: You may incur surcharges even during promotional period for premium services, or long distance charges on your phone bill, depending on location and calling plan. Communication surcharges may also apply with some access numbers and in AK. For details and access numbers call 1-800-846-2000. Check with your local phone company to determine whether the access number you select is a local call for your calling plan. New U.S. members only. Major credit card or checking account required. Use may be limited, especially during peak usage. Certain Microsoft® software product(s) included with this computer may use technological measures for copy protection. IN SUCH EVENT, YOU WILL NOT BE ABLE TO USE THE PRODUCT IF YOU DO NOT FULLY COMPLY WITH THE PRODUCT ACTIVATION PROCEDURES. Product activation procedures and Microsoft’s privacy policy will be detailed during initial launch of the product, or upon certain reinstallations of the software product(s) or reconfigurations of the computer, and may be completed by Internet or telephone (toll charges may apply). Leasing opportunities are offered by independent leasing companies to qualified commercial customers for minimum acquisitions of $750 (before shipping and taxes) in Gateway products. Lease payment (if shown) is based on an 'FMV lease' (purchase option equal to 'fair market value' at lease end). Lease rate dependant on credit qualifications. Additional terms and options may be available. Documentation fees, security deposits, or advance payments may be required of lessees. All lease payments, terms, and credit qualifications are subject to change without notice or obligation. © 2001 Gateway, Inc. All rights reserved.

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