Cancer Service Networks National Program: CanNET Victoria ... · This is the final report of phase...

Cancer Service Networks National Program: CanNET Victoria Final Report May 2012

Contact Officer Spiri Galetakis Program Manager, Victorian Integrated Cancer Services Cancer Strategy and Development Department of Health, Victoria 03 9096 2131 Project Period: 1st July 2010 – 30th June 2012

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Table of Contents

Tables..............................................................................................................3

Acknowledgements......................................................................................4

Main Messages ..............................................................................................5

Executive Summary.......................................................................................6

Background .........................................................................................6 Discussion.............................................................................................7 Sustainability ........................................................................................7

1. Project Overview...............................................................................10

1.1 Background ............................................................................10 1.2 Project aims ............................................................................11 1.3 Project governance...............................................................11

2. Project objectives .............................................................................12

2.1 Project objectives...................................................................12 3. Discussion of project outcomes and achievements.....................23

3.1 Discussion ................................................................................23 3.2 Outcomes and achievements .............................................24 3.3 Lessons learnt..........................................................................24 3.4 Sustainability ...........................................................................25

4. Conclusion.........................................................................................26

Appendix A Deliverables Register

Appendix C Project Governance Committee Terms of reference

Appendix D How to identify potential MDM linkages

Appendix E Strategy for developing ICT linkages

Appendix F Room audit tools

Appendix G CHW Report ICT & AV Services Solution Guidelines

Appendix H Request for proposal for AV upgrade room 3.1 Austin

Tower

Appendix I Design concept for MDM room development

The Royal Women’s

Appendix J Solution Comparison Matrix of Collaboration Technologies

to Support Virtual Meetings for Multidisciplinary Teams

Appendix K Project Brief revision of MDM toolkit

Appendix Consensus dataset

Appendix M Terms of reference ICS Consumer Participation

Network Group

Appendix N Consumer Participation Toolkit

CanNET Victoria Final report – May 2012 - 2 -

Tables

• Table 1 Tasks to establish the use of WebEx for MMHM. Page 12 • Table 2 Multidisciplinary team meeting linkages. Page 14


Acknowledgements

Funding The North Eastern Melbourne Integrated Cancer Service delivered the CanNET Victoria program funded by Cancer Australia and the Victorian Department of Health.

CanNET Victoria Project Team Name Role

Spiridoula Galetakis Executive Sponsor

Margaret McKenzie Project Manager

Peter Garriga Project Officer

Sandi May Project Officer

Victorian Integrated Cancer Services The CanNET Victoria project has been a state wide project with contributions from staff and consumers at each of the Integrated Cancer Services (ICS):

− Barwon South West Regional Integrated Cancer Services (BSWRICS) − Gippsland Regional Integrated Cancer Services (GRICS) − Grampians Integrated Cancer Services (GICS) − Hume Regional Integrated Cancer Services (Hume RICS) − Loddon Mallee Integrated Cancer Services (LMICS) − North Eastern Melbourne Integrated Cancer Services (NEMICS) − Paediatric Integrated Cancer Services (PICS) − Southern Melbourne Integrated Cancer Service (SMICS) − Western Central Melbourne Integrated Cancer Services (WCMICS)


Main Messages

Multidisciplinary team meeting linkages

• The use of online meeting technology (WebEx) for linkage to cancer multidisciplinary team meetings (MDM) is now sustainable in a number of meetings.

• Other linkages have been developed utilising videoconferencing equipment.

• When linkages are made to existing meetings, a change in culture of the existing meeting members may be required to ensure external participants are meaningfully included.

• The use of videoconferencing is not as flexible as the use of WebEx for MDM links.

• Dedicated rooms that are sufficiently equipped are essential to sustain linked MDMs in the long term.

• Where linkages have been developed for MDMs administrative support to the meeting is essential.

MDT meeting directory • An online cancer Multidisciplinary team meeting (MDM) directory has

been developed during the project and will require resources to maintain its currency.

• The directory should now be marketed to potential users including general practitioners, other referrers and people affected by cancer.

• The Victorian Department of Health’s Human Services Directory is an appropriate solution to house the data for the MDM service directory however, it requires further promotion and communication to health services about the value of maintaining the data that it contains.

Multidisciplinary team meeting toolkit • The toolkit has been reviewed in consultation with the Integrated Cancer

Services and now reflects the development that has occurred in MDMs in the past six years.

• The revised toolkit includes resources to assist team development, meeting sustainability and capacity building.

Consumer Participation • The ICS Consumer participation group has been established.

• A toolkit to assist the Integrated Cancer Services to develop sustainable consumer participation in their activities has been published.


Executive Summary

Background This is the final report of phase 2 of the CanNET Victoria Project funded by Cancer Australia and the Victorian Department of Health. This is a state-wide project involving all of the Integrated Cancer Services (ICS). The ICS are a key structure for cancer service development in Victoria. Both the initial and current phase of the CanNET Victoria project have sought to build on and complement existing initiatives in Victoria.

This project specifically aims to build on a number of initiatives established in the CanNET Victoria project from 2007-2009. These are:

• To facilitate the development of linkages to multidisciplinary team meetings (MDMs) using information communication technology(ICT).

• To trial and evaluate the supportive care and information referral pathways developed.

• To continue to develop consumer networks which had been established and to extend these in one other ICS.

Scope CanNET Victoria sought to add value to existing work in Victoria around multidisciplinary care by developing linkages to cancer MDMs in each ICS, developing a state-wide directory of multidisciplinary teams and revising the Department of Health’s MDM toolkit. The project also aimed to build on the strategies for successful engagement of consumers which were achieved in the first phase.

Approach Expressions of interest were called for members of a project governance committee to provide advice and clinical leadership to the project. A project team was appointed with some members of the original team continuing. This had the benefit of maintaining some of the knowledge and learnings from the first phase of the project. Each ICS was consulted about the project to encourage participation and gauge readiness for development of linkages.

Results New linkages between four multidisciplinary teams have been established. Some of these linkages utilise online meeting technology (WebEx) while others use videoconferencing systems available through health services or local IT Alliances. Upgrades to MDM rooms within five organisations are underway. Tools have been developed which set out the requirements for MDM rooms and equipment and also the requirements for administrative support of MDMs. These tools may assist organisations to set up or improve MDMs.

The revision of the Department of Health’s MDM toolkit has enabled the inclusion of information related to MDM linkages. The toolkit will be completed by the end of June 2012.


A web-based, state-wide MDM directory has been established and the Department of Health’s Human Services Directory utilised as a repository for the directory data items. To date, 70 MDMs have been listed in the directory and data collection is ongoing.

An ICS Consumer participation group has been established and has met every three months via teleconference or face to face. A Consumer Participation Toolkit has been developed to guide and enhance consumer participation activities within the ICS.

Discussion

The successful outcomes of this project have been achieved where the engagement with health services has led to greater support for MDMs. This includes enabling priority use of rooms for cancer MDMs, administrative support and support in the use of technology. The relevant ICS secretariats have also played an important role in achieving outcomes, including the development of linkages and providing information to populate the MDM directory.

The availability of appropriate infrastructure to conduct linked meetings is critical. This requires considerable planning, consultation with the meeting participants and funding. A strong skill set around online meeting technology has been developed and shared with stakeholders through training and support whilst establishing the linkages. This process has included consultation with health service IT departments and has raised the profile of MDMs and increased awareness of how patient outcomes may be improved through new ways of using technology.

Where MDM coordinators are in place there has been an opportunity to build capacity through successfully linking clinicians to meetings. The process of managing and conducting linked MDMs places extra burden on the coordination of meetings and is difficult, if not impossible, to achieve and sustain without administrative support.

Successful linkages require that attention be given to the human factors of team building. The importance of clinical leadership cannot be underestimated here.

The Human Services Directory (HSD) appears to be a strong solution for a data repository to support the MDM Directory in Victoria. The HSD has an established process for updating information regarding health professionals. However knowledge of the HSD by the acute health services sector is currently limited and this has presented a number of barriers during the course of the project.

Sustainability

Numerous strategies have been implemented to support the sustainability of project deliverables.

• For ICS with linked MDMs occurring regularly administrative staff have developed the skills to provide ongoing support for these links.

• Project reports and design concepts for the development of MDM rooms have been made available to IT departments and other ICS, some of whom have already utilised these in local MDM development.


• Information about WebEx licence arrangements has been disseminated to the ICS and the responsibility for purchasing the licences will be carried by the ICS.

• Documentation has been developed to support the subsequent update and modification of the MDM directory data by appropriate personnel.

• The data resides in the HSD where staff will assist the ongoing update, maintenance of auditing of data.

• Consultations with the Cancer Council Victoria have commenced in relation to possibly housing the MDM directory in the longer term.

• An ICS Consumer Participation group is established under the jurisdiction of the ICS.

• One member of the CanNET Victoria project team has secured ongoing employment with NEMICS and the role will include some EFT towards the maintenance and development of the MDM directory in the short term until a longer term solution is confirmed.

Conclusion MDMs are considered to be core business in the provision of high quality cancer services. Current technology can improve access to MDMs for clinicians caring for patients in regional, remote and metropolitan health services where local MDMs are not available.

Access to multidisciplinary care for treatment planning can be improved by the development of linkages to established meetings but this takes considerable planning and resourcing.

The CanNET Victoria project has successfully supported the development of linkages to existing MDMs as a means for closing gaps in areas where local MDMs for particular tumour streams are not possible or viable. It is now widely recognised that an MDM does not need to be confined to a single site. However, infrastructure for linkages must be provided and administrative support is necessary. Linkages for MDMs represent a new way of working and a change in culture is often required to ensure that meeting participants acknowledge the presence of remote participants and actively include them in meeting discussions. The role of the chair is critical in promoting this.

Lessons learnt in the development of linkages have been communicated to other jurisdictions. The design concepts for the MDM rooms have relevance for the design of the numerous regional cancer centres currently under development. The MDM toolkit has been developed with reference to work in Australia and internationally and could be applied to MDMs in other settings, such as non malignant chronic disease.

Our original objective to define the functional specifications of a state wide directory of MDMs and to scope options for creating a sustainable web based solution incorporating these specifications has been surpassed. A fully functional web-based system has been built and established. Sustainability concerns in relation to the maintenance of data have been addressed by utilising the HSD as a data repository.


The ICS Consumer Participation group has assisted the progress of meaningful engagement of consumers in ICS activities.

The ICS represent clinical networks in their own right and are well placed to sustain and progress the achievements of CanNET Victoria.


1. Project Overview

1.1 Background This is the final report of Phase 2 of the CanNET Victoria Project.

The first phase of the CanNET Victoria project commenced in 2007. Funded by Cancer Australia it was a joint project between two of the Victorian Integrated Cancer Services (ICS); the North Eastern Metropolitan Integrated Cancer Service (NEMICS) and the Hume Regional Integrated Cancer Service (Hume RICS).

The ICS are formal partnerships between health services that aim to improve the planning and delivery of cancer care so that it is coordinated, appropriate and effective. There are nine ICS in Victoria. The map below demonstrates the areas covered by each one.

Both the initial and current phase of the CanNET Victoria project have sought to build on and complement existing initiatives in Victoria.

− There are nine ICS in Victoria.

− Victoria’s Cancer Action Plan 2008-20111 has provided clear direction for developments in multidisciplinary care which were congruent with the elements of the CanNET program that we sought to work on.

Key deliverables met during the first phase of the project were in relation to multidisciplinary care, consumer participation and referral pathways leading to recommendations that formed the basis of the plan for phase 2 CanNET.

1 Victoria’s Cancer Action Plan. Victorian Department of Health 2008


Evaluation of the first phase of CanNET Victoria indicated that:

− networking between Hume RICS and NEMICS should continue to support ongoing development of MDM linkages and implementation of referral pathways that were developed but not tested within the project timeframe

− knowledge related to the development and implementation of MDM linkage should be transferred from the CanNET project team to build local capacity within Hume RICS and NEMICS

− the resources and tools that facilitate access to and support MD linkage be transferred to other ICS across Victoria

− there was value in continuing to develop the consumer network established through the project to support service planning and improvement activities

The second phase of CanNET Victoria was a state wide project that focused on:

− Multidisciplinary care coordination − Referral pathways − Consumer participation

1.2 Project aims This project aimed to build on initiatives established in a number of CanNET Victoria project elements implemented from 2007-2009. These were:

− To facilitate the development of linkages to MDMs using information communication technology

− To trial and evaluate the supportive care and information referral pathways developed

− To continue to develop consumer networks established and to extend this in one other ICS

1.3 Project governance

• A Project Governance Committee was established in August 2010 to oversee the second phase of CanNET Victoria. Expressions of interest to join the committee were called for by the Victorian Department of Health with applicants required to nominate an element of the project they would advocate for on the committee. These areas were:

− Multidisciplinary care

− Supportive care

− Consumer participation

• Two consumer representatives were recruited to the Governance Committee

• Representatives were recruited from metropolitan and regional ICS • Terms of reference were developed - Appendix C


2. Project objectives

2.1 Project objectives • OBJECTIVE 1 – Multidisciplinary Care Coordination

Objective 1.1 To link clinicians from the Hume RICS to MDMs in NEMICS and Western Central Melbourne Integrated Cancer Services (WCMICS) for lung cancer and haematology and to link a radiation oncologist to the general MDM in Wangaratta.

During the first CanNET project the use of an online meeting technology, WebEx®2, was piloted to link regional clinicians to a lung MDM at Austin Health. The technology was successfully piloted but the number of regional referrals to the meeting was low. One of the reasons given for low referral numbers was that the linkage did not reflect existing referral patterns and so in the sustainability phase a linkage was developed to a second lung MDM at the Royal Melbourne Hospital (RMH). For a number of months, this link seemed to address the referral patterns however in recent times few links have been made. WebEx technology was introduced to re-establish the use of online meeting technology to enhance an MDM supporting shared care between medical oncologists from Border Medical Oncology, Wodonga and haematologists at the RMH for haematology patients. This meeting was established with a Cancer Australia grant and is referred to as the Mentoring in the Management of Haematological Malignancies program (MMHM).3 Using online meeting technology for the established MDMs required support and assistance from project staff throughout the project timeframe. A key objective of the sustainability phase in relation to online meeting technology was to increase the skills of local ICS secretariat staff to ensure the technology could be utilised and supported locally in the longer term. The table below outlines the activities undertaken to meet this objective for a specific meeting.

2 WebEx is a registered trade name for an online meeting technology, referred to in this document 3 Underhill C, Koschel A, Szer J, Steer C, Clark K, Grigg A et al. Mentoring in the management of haematological malignancies. Asia Pacific Journal of Clinical Oncology. 2010 Mar;6(1):28-34


Table 1: Tasks to establish the use of WebEx for MMHM

Outcome Tasks undertaken Engagement of stakeholders in project

Identification of key stakeholders Contact with stakeholders to communicate the project and to demonstrate WebEx technology. Establishment of a working party consisting of the following members:

• Hume RICS Cancer Network Coordinators • Hume RICS Multidisciplinary Team Meeting Coordinator

(Border East Network) • Administrative Coordinator Melbourne Health Tumour

streams • CanNET Victoria Project Officer • CanNET Victoria Project Manager

Development of appropriate distribution lists and regular updates distributed to managers and clinical directors of the participating ICS.

Capacity of MDM venue to utilise WebEx technology for linkages assessed

Visits by project staff to meeting venues to identify available equipment and infrastructure including:

• computer with internet access • webcams • teleconferencing capacity • microscopes & cameras, with connections to computer

to be used for WebEx linkage Communication with relevant information technology departments and staff to ensure that WebEx is permitted to be used in particular organisations for these linkages. “Test meetings” conducted prior to actual MDMs to ensure viable/ functioning links.

Up skilling of ICS staff members and MDM participants to build capacity for using WebEx online meeting technology.

Identification of training needs of different participants. Provision of training to:

• MDM administrators • Clinicians • ICS staff

Development of a “train the trainer” package commenced. Establishment of agreed processes and documentation to guide meeting linkages.

Identification of current meeting processes for referral of patients to the meeting. Development of updated process documents to reflect inclusion of referrals from external participants of the meeting. Ratification of these documents by relevant stakeholders. (i.e. Meeting chair, MDM participants)

Clinicians from regional areas nominating & presenting lung cancer patients at Royal Melbourne Lung MDM via WebEx

Processes for meeting invitations established and actioned. Patients are referred for discussion. Clinician supported to use technology.

WebEx utilised in MMHM meeting Clinician supported to use technology. Clinicians have the required resources to participate in WebEx online meetings.

“Test” meetings performed on the individual computers of clinicians prior to participating in a formal link. Webcams purchased for use by clinicians in regional areas.


Objective 1.2 to establish a minimum of one new formal link per ICS to facilitate participation in an MDM for a specific cancer stream of the ICS choosing based on local need.

The first activity to progress this objective was to consult with each of the ICS to discuss how potential linkages might be identified and progressed. A tool to assess the need for linkages was developed - Appendix D. Visits to each ICS enabled the project team and secretariat staff at the ICS to identify readiness and opportunities for change in access to MDMs both within and outside the health services in their region.

A number of ICS identified links that they wished to progress. Some of these were new links and some were existing links with room for improvement in the quality of the link. The following steps were undertaken to progress this objective:

- A strategy was developed to assist with planning for links - Appendix E. - Tools for auditing rooms and assessing preparedness for MDM linkages

were developed - Appendix F. - Room audits were conducted where potential links were identified - Identification of key stakeholders by the ICS - Consultation with stakeholders of each meeting as to their requirements

was conducted by ICS staff and the CanNET team - Plans to upgrade equipment where required were developed and

implemented - Liaison with health service management, IT services, administration,

engineering and appointed vendors has occurred when required - Testing of equipment and the process for linking meetings undertaken - Training and support provided to the meeting participants and

coordinator to conduct the links

A number of sustainable linkages have been successfully established utilizing both WebEx and videoconferencing equipment. WebEx has been shown to have the following advantages over traditional videoconferencing:

- better video compression algorithms to provide effective and usable radiology and pathology imaging at the remote site

- allows ad-hoc participation in meetings directly from desktops and traveling participants using laptops without requiring specific software to be purchased or installed

In our project plan we stated we would aim to establish one linkage for each ICS. New linkages are being hosted in health services in four of the nine ICS. In addition preparatory work to enable further linkages has occurred with information from the CanNET Victoria project but will be progressed independently by Southern Melbourne Integrated Cancer Services (SMICS). The table below outlines the linkages that have been developed or sustained during the CanNET Victoria project.

Two regional ICS were already using established videoconferencing technology for links to clinicians within their ICS prior to the CanNET Victoria project and these have remained their focus rather than establishing new links at this time.


Table 2 Multidisciplinary team meeting linkages

Multidisciplinary team meeting linkages ICS initiating link Proposed link Status/Technology

PICS Royal Children’s Hospital (Solid Tumour Stream MDM) to Monash Medical Centre and The Royal Hobart Hospital

Initially this link was developed utilising WebEx technology however when this meeting was relocated to the new RCH links this changed to video conferencing equipment. These meetings are conducted on a weekly basis. An evaluation survey has been conducted with participants of this meeting. Established July 2011

NEMICS

Mercy Hospital for Women: WebEx link for medical oncologists from Peter MacCallum Cancer Centre (Peter Mac) & Wodonga to weekly gynaecology MDM Links to the lung Cancer MDM occur on a weekly basis from The Northern Hospital and on an ad hoc basis from regional clinicians

WebEx technology utilised to link a medical oncologist on a weekly basis. Austin Tower Room 3.1-2 upgrade completed May 2012. Evaluation of the links will be conducted by NEMICS when the upgraded facilities have been used for several months

Hume RICS (West Network)

Goulburn Valley Health (new gastrointestinal MDM): Medical oncologist from St Vincent’s Hospital and radiation oncologist from Peter Mac

Linked meetings for GI tumour streams occurring on a bi-monthly basis using a Polycom Videoconferencing system Links commenced October 2011

BSWRICS

Royal Women’s Hospital (Gynaeoncology MDM): Improving the technology to facilitate links with Geelong and introduction of a link to Wodonga

Consultation with stakeholders at The Royal Women’s Hospital and WCMICS complete Design concept for room development complete Process for engaging contractors to progress room upgrade underway

GRICS New lung cancer MDM at Central Gippsland Health Service with VC /OMT links for Latrobe Regional Health and other external clinicians

Established and occurring on a fortnightly basis An evaluation survey has been conducted with participants of this meeting. Linked meeting commenced June 2011

SMICS

Cabrini Health has expressed interest in linking individual clinicians to the newly established Cabrini lung MDT (commenced 7/2/12). The breast MDT, which alternates between Brighton and Malvern sites fortnightly, uses WebEx technology.

Videoconferencing and WebEx technology will be included in the meeting room upgrades to support on-line linkages between sites/ individual clinicians. Discussions have occurred with various MDT members through the recent tumour group meetings. There is general support for on-line linkages and MDTs to pilot these linkages will be identified when the room upgrades have been completed. MDT room upgrades are due for completion by July 2012 in the following health services: • Southern Health: Monash Medical Centre

Clayton & Moorabbin • Peninsula Health-Frankston Hospital • Alfred Health-Alfred Hospital

• Cabrini Health-Cabrini Brighton (independent of SMICS)


Barriers to the development of links have included:

• The time to develop each individual link has been longer than anticipated, due mainly to the requirement to implement changes in the available infrastructure.

• a lack of clinician engagement.

• perceptions that linkages will overburden MDMs that are already at capacity and will not cope with any additional demand to discuss extra patients.

• turnover of staff within the ICS secretariat who held knowledge about MDMs and the project.

• commitment to videoconferencing systems (by regional IT Alliances) that do not have the flexibility of online solutions.

Objective 1.3 To further embed the use of online and conferencing technologies to support MDT linkages and other activities including professional development between clinicians across Victoria

Ensuring that online meeting technologies remain a viable option for linkages beyond the resources of the CanNET Victoria project has required attention to the following areas:

• improving the quality of the linkages. • building capacity and knowledge around the use of the technology. • ensuring that the most cost effective approach to maintaining licences to

be utilised for MDMs is utilised.

During the initial phase of CanNET Victoria MDM linkages were developed between clinicians in Hume RICS to Austin Health for a lung cancer MDM utilising WebEx online meeting technology. This was well accepted by clinicians but the process of utilising a desk top to desk top solution for online meeting linkages was complicated when translated to an environment of desk top to meeting room. In particular the quality of auditory component of the meeting for remote participants was often suboptimal. Efforts to improve the quality of the sound and add an increasing number of applications to be shared led to solutions that were complex and time consuming to set up prior to each meeting. This led to the steps described below to engage a technology integrator to simplify and improve the processes for linkages.

Room modifications to accommodate linkages have been shown to be essential. The following actions were undertaken to improve the quality of the linkages and simplify set up processes at the host site:

• A technology integrator was engaged to review the process and design a system that would simplify the effort required to run a linked meeting and improve the quality of the link, more specifically the audio component.

• The report from the technology integrator has formed the basis of a number of pieces of work to improve the infrastructure available for MDMs to enable quality linkages to be established. This report is included as Appendix G.


• Upgrading of audio visual systems in an MDM room at Austin Health has occurred to: − improve the functionality of the system used in MDMs. − improve the quality of the audio for external participants.

• The process of the upgrade required the following steps − Audit of existing equipment and provision of a report on findings

and re-usable equipment. − Preparation of detailed design specification documenting the

preferred option for audio visual services for all spaces in the room including AV schematics, AV floor plans and reflected ceiling plans/ plans /elevations/ sections indicating equipment locations and projection surfaces.

− Consultation with IT and capital works departments at Austin Health in relation to IT and joinery requirements.

− Preparation of tender documentation and distribution to potential contractors.

− Selection of AV contractors. − Contracting of builders for joinery, electrical works and

communications cabling. − Coordination of contractors during works. − Testing of equipment once installed. − Provision of training to room users.

CHW Consultants were engaged to conduct room audits and provide design concepts for approval of teams and then detailed technical specifications for audio visual upgrades for both Austin Health (Appendix H) and The Royal Women’s Hospital (Appendix I)

The Australian Centre for Health Innovation was engaged to revise the original matrix for information communication technology (ICT) solutions to support MDM linkages. This report is included as Appendix J. The purpose of this was to ensure that the online meeting technology (OMT) we were using (WebEx) had not been surpassed by others in the two years since we had selected it as our preferred option.

Initially the agreement with Cisco WebEx to purchase licences for WebEx was based on a multiple host model. This was appropriate in the pilot stage of the process when a number of different people at different location required licences to host meetings for a range of purposes. These included MDMs, team meetings, training and demonstrations to our stakeholders. However after reviewing the usage of the licences for the previous 12 months in October 2011 it was decided that the flexibility of the multiple host model was not required. There was a change to a more cost effective model. Since December 2011 CanNET Victoria has purchased “Meeting Center – Pro Meeting” licences. “Meeting Center – Pro Meeting” has the following features:

• Meeting capacity: 25 attendees (Linking to a central host/ point/ service). • Unlimited usage - you can schedule unlimited meetings in number and

length. • The named host licence is linked to an email address, login name and

password.


• The licence is not linked to a particular computer or laptop, so meetings can be scheduled and hosted from any location.

This model has proven to be a viable option when there are only one or two people within an organisation that host all the meetings, for example the MDM coordinator or an administrative assistant. The following points should be considered:

• The licence is assigned to a person and can only be used by that person so contingency arrangements need to be made for when that person is unavailable due to leave (or for other reasons).

• Co-host arrangements cannot be set up prior to the commencement of these meetings however once the meeting has started the host role can be transferred to another participant allowing the person hosting to leave if necessary.

A number of efforts were made early in the project to utilise WebEx for the purpose of making the Cancer Grand Rounds available to people external to Austin Health. This was trialed on six occasions but abandoned as confirmation of Grand Round topics was unknown until a few days prior to the session and therefore difficult to market to outside audiences in a timely manner. In addition the lack of a consistent room for the rounds meant that setting up equipment required to utilise WebEx was difficult.

Discussions were held with the PICS in relation to using WebEx for education sessions currently conducted by videoconference. While there was support for this idea, competing priorities have meant that to date this has not been progressed.

Objective 1.4 To implement and evaluate relevant protocols and guidelines within each ICS to support MDT linkage

A strategy outlining the process for developing ICT linkages has been developed. The Victorian Department of Health MDM toolkit has been revised and includes tools that support the development of linkages. This is currently in draft form and will be available online later in 2012. To support this work:

• A project plan was developed in December 2011 - Appendix K • A workshop was conducted for the ICS MDM group to review content

for the revised toolkit • An online workspace provided by Hume RICS has been utilised for

members of the ICS MDM group to review the suggested content of the toolkit

Objective 1.5 To facilitate state wide agreement on an administrative dataset to support MDT meeting.

- The Victorian ICS Information Management Group (IMG) has developed a consensus data set with the primary aim of supporting the administrative function of MDMs. This work has occurred in the context that a number of administrative systems are being implemented and used across Victoria. Individual ICS choose which items they use when collecting data in consultation with MDM members. The Consensus Dataset is attached to this report as Appendix L and is included in the revised version of the MDM toolkit.


Objective 1.6 To explore options for advancing the directory of MDMs

The initial deliverable related to this objective has been surpassed as there was sufficient drive and expertise within the CanNET Victoria project team and commitment from the Department of Health to progress to the development of a prototype. The highlights of this objective are:

• A functional specification was developed in June 2011 and translated into a working prototype. The web-based prototype was presented to all ICS through October and November 2011 to obtain feedback on the design and content.

• The Human Services Directory (HSD) was chosen as the repository of the data because it houses data about health services in Victoria and is declared by the Department of Health and the Department of Human Services to be the preferred source of service information in this state.

• A data collection form was developed using the same items that are included in the NSW “Canrefer” directory.

• This form has been distributed to all ICS. • The approvers for health service information at each health service have

been contacted as data to enter into the HSD is received and negotiations on how to complete the data entry.

• A strategy was developed for the sustainable collection and storage of data.

• The MDM directory prototype has been continually enhanced to transform it from a prototype into a stand-alone website populated by data supplied by the ICS and Health Services around Victoria.

• To date approximately 70 meetings have been listed in the directory which represents almost 60% of the meetings in the state.

• The directory can be accessed at www.cancermdmdirectory.org • OBJECTIVE 2 - Referral pathways

Objective 2.1 - To trial and evaluate the supportive care and information referral pathways across Hume RICS and NEMICS

During the first phase of CanNET Victoria two referral pathways were developed. The first of these was an information pathway that listed resources for people with lung cancer against the stages of the patient pathway as outlined in the Lung Cancer Patient Management Framework4. The second pathway outlined referral pathways to address the supportive care needs of people affected by lung cancer in the Mitchell and Murrindindi Shires. Several attempts to pilot these resources were made without success. The first pilot involved four day oncology units across NEMICS and Hume RICS. The plan was for both pathways to be used to address the identified needs of patients with lung cancer attending these units.

4 Non-small cell Lung Cancer; Patient Management Framework. Department of Human Services, Victoria 200


http://humanservicesdirectory.vic.gov.au/

http://www.cancermdmdirectory.org/

Each site was provided with: • education sessions on the referral pathways • an information pack detailing the background to the project,

criteria for using the pathways, evaluation forms and contact details of project staff

Initial responses to the demonstration of the referral pathways were positive however there was no utilisation of either of the pathways at any of the four sites. Reasons for this were cited as no time and a lack of a “trigger” to prompt the need to use the pathways. It should be noted that this pilot occurred prior to the implementation of routine supportive care screening for cancer patients in participating health services.

The next attempt to pilot the referral pathways looked at each separately. Concurrent to the CanNET Victoria project the NEMICS developed a supportive care directory which is available online at www.findcancercare.org.au . Information contained in the Supportive Care Referral Pathway for Mitchell & Murrindindi Shires developed by CanNET Victoria was cross checked against this online resource. All services listed outside of the NEMICS were added to the NEMICS supportive care database where appropriate.

The supportive care pathway was developed for supportive care services within the Mitchell/ Murrindindi Shires. Hume RICS developed projects across the region to pilot supportive care screening for cancer patients within four health services in 2010. It was proposed that the supportive care pathway developed in CanNET 1 be used as a template for these projects to identify local supportive care services in each.

The Australian Lung Foundation was consulted in relation to the Information for Lung Cancer Patient’s Referral Pathway to determine if there were any opportunities to use and evaluate the resource. Through these consultations we were informed about a project underway at Peter MacCallum Cancer Institute collating available information resources for health professionals working with patients affected by lung cancer. The listing of resources collated in the CanNET project was passed on to the project team at PMCC. The resource list from this project is now housed on the Australian Lung Foundation’s website.

A meeting was held between Cancer Australia and the CanNET Victoria project team in September 2011 to discuss the progress of this objective. Since the project plan for CanNET Victoria phase 2 was developed a number of other projects focusing on supportive care have been instigated in Victoria. Many of these projects are focusing on supportive care screening and developing local referral pathways. The information developed in the first phase of CanNET Victoria has been distributed where appropriate, for example to inform work being undertaken in the Hume RICS region. However much of this recent work has rendered the further trial and evaluation of the referral pathways developed in CanNET Victoria redundant. It was agreed to delete this objective from the project deliverables and a variation to the contract was arranged.


http://www.findcancercare.org.au/

• OBJECTIVE 3 – Consumer Networks

Objective 3.1 To continue the development and evaluation of the Hume RICS and NEMICS consumer network to inform and support local ICS service improvement

Objective3.2 To extend the consumer network model from Hume RICS and NEMICS to one other regional ICS

Consumer participation is an integral component of quality health care and service improvements in Victoria5 6 7 8 9 10 11. During the course of CanNET Victoria 1 two consultations with consumers were conducted. From these consultations consumer networks were developed in NEMICS and Hume RICS regions. The original plan for CanNET Victoria 2 was to extend the consumer network model from Hume RICS and NEMICS to one other ICS and continue to support the development of the consumer networks in NEMICS and Hume RICS.

Several months after the commencement of the project, CanNET Victoria was approached by members of ICS not participating in the consumer participation component of the project with a request to be included. There was concern that there was duplication of processes and effort across the state. Turnover of staff in different organisations also contributed in some areas to a lack of progress in the development of consumer participation. A request was received for the CanNET team to conduct a workshop with representation from ICS staff and consumers where an opportunity would be provided to discuss issues and barriers facing those working to develop consumer participation.

The workshop was conducted on the 9th of September 2010. All nine ICS were represented by a mix of program managers, staff and consumers. Presentations were given by Department of Health staff in relation to;

- the requirements of Victorian health services in relation to consumer participation

- 2009 survey looking at consumer participation activities across the ICS.

Participants at the workshop agreed that there would be benefits to working together on some issues that that they would like to meet 3-4 times per year; this would be a combination of face to face meetings, teleconferences or online meetings.

A proposal was put to the CanNET Victoria Governance Committee to change our plan around the consumer participation objective. This was approved by them and subsequently by Cancer Australia. Outcomes include:

5 Doing it with us not for us, Strategic Direction 2010-2013Victorian Department of Health, 2010-10-06 6 A guide to enhancing consumer and carer participation in Victoria’s Integrated Cancer Services, Victorian Government Department of Human Services, 2007 7 Consumer and carer participation in the Integrated Cancer Services, JA Projects Pty Ltd, 2010 8 Developing a strategy for consumer and carer participation in cancer service reform, Final project report, Victorian Government Department of Human Services, 2007 9 Victoria’s Cancer Action Plan, Victorian Government Department of Health, 2008 10 A model framework for consumer and community participation in health and medical research, Commonwealth of Australia, Canberra National Health and Medical Research Council & Consumers’ Health Forum of Australia, 2004a, 11 Involving consumers in improving hospital care: lessons from Australian hospitals, Commonwealth Department of Health and Aged Care. Draper, M 1997,


- The formation of an inter-ICS group, the ICS Consumer Participation Network Group.

- The group has met regularly via teleconference through 2011 and 2012 and at a second workshop in September 2011

- Terms of reference were developed and ratified by the ICS Program Managers group-Appendix M

- Two working parties were established. These working parties looked at training, recruitment and support issues for consumers involved in ICS activities across Victoria.

- A toolkit has been developed and published that includes a matrix of training options both for consumers and health professionals who work in service development activities, it is included as Appendix N.

- During the course of this work the National Framework for Consumer Participation was released by Cancer Australia and it was used to inform aspects of the toolkit.

- It is anticipated that the toolkit will help prevent the loss of information when there are changes of staff within the ICS secretariats.

- The toolkit has been disseminated to all ICS, other CanNET jurisdictions and other relevant organisations.

- A survey of the ICS consumer participation group was conducted as an evaluation of activities to date and to inform its future direction.

• Seven people completed the survey • They indicated that participation in the group had been of

benefit to staff working in the area of consumer participation. • Members also felt participating in the group had led to a

decrease in unnecessary repetition of resources. • There was support for continuation of the group.


3. Discussion of project outcomes and achievements 3.1 Discussion Key findings contributing to successful outcomes

- Successful outcomes in this project have been achieved where there has been engagement with health services to achieve support for MDMs. This includes enabling priority use of rooms, administrative support and support in the use of technology.

- Having a dedicated project team with an understanding of the requirements of MDMs and the technology requirements.

- The provision of appropriate Infrastructure to conduct linked meetings is critical. This requires considerable planning, consultation with the meeting participants and funding.

- Also critical to the success of links has been the training and support provided to staff utilising online meeting technology and videoconferencing systems. The project team have developed a strong skill set around online meeting technology and this has been shared with stakeholders.

- Where MDM coordinators are in place there has been the opportunity to build capacity in relation to understanding how the technology can be used to successfully link clinicians to meetings. The conduct of linkages places extra burdens on the coordination of meetings and is difficult, if not impossible, to achieve and sustain without administrative support.

- Consultation with health service IT departments has raised the profile of MDMs and increased awareness of our patient outcomes may be improved through new ways of using technology.

- Access to reliable broadband internet is essential for the conduct of online meetings.

- Successful linkages require attention to the human factors of team building. The importance of clinical leadership cannot be underestimated here.

- Where possible utilising existing systems, such as the HSD for the directory, contributes to the acceptability and sustainability project achievements.

- The ICS Consumer Participation Network has provided an avenue for sharing of information across the ICS of resources and knowledge in relation to the promotion of consumer participation.

Transferability (local and national) & national relevance

- Lessons learnt in the development of linkages have been communicated to other jurisdictions.

- The design concepts for the MDM rooms have relevance for requirements of regional cancer centres currently under development.

- The MDM toolkit has been developed with reference to work in Australia and Internationally and could be applied to MDMs in other settings, possibly across other chronic illness care besides cancer.

- Data items in the state wide directory of MDMS are consistent with other CanNET jurisdictions, in particular NSW.


- Video conferencing has been utilised in the health care setting for many years in other States such as Western Australia, with the roll out of the National Broadband Network it will be possible to widen the scope of traditional VC by using online meeting technology.

3.2 Outcomes and achievements

- Linkages between multidisciplinary teams have been established between ICS, within ICS and with organisations interstate.

- Tools have been developed that may assist organisations to seek organisational support for MDMs in the form of rooms and administrative support.

- A web-based, state wide MDM directory has been established. - The ICS Consumer participation group has provided a forum for ICS staff

not just to discuss ideas and promote best practice in relation to consumer engagement, but to actively engage these ideas with the participation of consumers in this group.

- The development of the Consumer Participation Toolkit.

3.3 Lessons learnt In relation to the linkages

- Linkages can be accomplished with either WebEx technology or networked videoconferencing systems; however WebEx remains a more flexible option for external participants.

- Existing commitment and investment in video-conferencing equipment has made the willingness to trial online meeting solutions problematic in some areas.

- IT services are provided in regional areas by alliances that do not have a specific focus on cancer so these projects have to compete with other priorities.

- Not all clinicians will take up the opportunity to present patients remotely once linkages are established.

- Health service IT departments may need support when asked to assist with these technologies as it represent new work for them.

In relation to the development of the multidisciplinary team directory - The HSD appears to be a strong solution for data storage to address the

maintenance of data. However knowledge of the HSD by the acute health services sector is currently limited and this has presented a number of barriers during the course of the project.

- It forces a heavy administrative load to set up with each Health Service.

- Many health service “approvers” of HSD information have little understanding of the purpose of the HSD.

- There is no arrangement with the Department of Health and the company they engage to maintain information within the HSD to have information entered by a third party (such as project staff in our scenario). Therefore approval to enter information has had to be sought through each organisation.


- Data entry into the HSD would benefit from a more expedient process to make changes to the data structure.

- Concerns of the value of the directory have led to some ICS to give the data collection a low level of priority.

- Differing priorities within each ICS (and Health Service) have seen a varied uptake and engagement in the project.

3.4 Sustainability - In ICS with linked MDMs occurring regularly administrative staff have

developed the skills to provide ongoing support of these links. - Project reports and design concepts for the development of MDM rooms

have been made available to IT departments and other ICS, some of whom have already utilised these in local MDM development

- Information about WebEx licence arrangements has been disseminated to the ICS and the responsibility for supporting the purchase and use of the licences will be carried by the ICS

- Documentation has been developed for subsequent update and modification of the MDM Directory data by appropriate personnel.

- Although not yet complete the data resides in the HSD which will assist ongoing update, maintenance and audit.

- Initial consultations with the Cancer Council Victoria have commenced in relation to possibly housing the directory in the longer term.

- The ICS Consumer Participation group will continue without the support of CanNET staff

- One member of the CanNET Victoria project team has ongoing employment with NEMICS that will include some EFT towards the maintenance and development of the directory in the short term until a longer term solution is confirmed.


4. Conclusion

MDMs are core business in the provision of high quality cancer services. Current technology can improve access to MDMs for clinicians caring for patients in regional, remote and metropolitan health services where local MDMs are not available.

Access to multidisciplinary care for treatment planning can be improved by the development of linkages to established meetings but this takes considerable planning and resourcing. There must be willingness from clinicians to try new ways of including clinicians from regional and other metropolitan areas into existing meetings. Infrastructure for linkages must be provided and administrative support is necessary. Achieving satisfactory audio quality has been a major area of work. The auditory experience of remote participants has been a significant issue regardless of which system is used for the linkage. Audio equipment used in linkages is only part of the issue. More complicated is the change in culture required to ensure that meeting participants acknowledge the presence of remote participants and actively include them in the progress of the meeting. The role of the chair is critical to promote this.

The opportunity to trial the practical application of design concepts to improve the quality of meeting links has led to a greater understanding of the capability of the technology. Increased understanding of online meeting technology and how it might be applied in cancer MDMs has contributed to improvement in the quality of linkages. We have an increased level of understanding of the complexity of developing and sustaining linkages and the implications for required resources both in funding and human terms.

The CanNET Victoria project has successfully raised the idea of linkages to existing MDMs as a means of closing gaps for areas where local MDMs for particular tumour streams are not possible or viable. It is now widely recognised that MDMs do not need to be confined to a single site.

WebEx provides a more flexible solution for linking clinicians to MDMs than point to point videoconferencing systems. Issues that impact on clinicians utilising the links that have been established may include time constraints and familiarity with the technology. In settings where a low numbers of patients are referred for discussion by the remote participants there has not been an opportunity for all of these clinicians to develop a level of comfort and familiarity with the process.

Our original objective to define the functional specifications of a state wide directory of MDMs and to scope options for creating a sustainable web based solution incorporating these specifications has been surpassed. A fully functional web-based system has been built and established. Sustainability concerns in relation to the maintenance of current data have been addressed by utilising the HSD as a data repository. However the process of getting data into the HSD for each health service has delayed the development of the directory in the short term.


Our experience with using the HSD to house the data for our directory has had advantages and disadvantages.

The CanNET Victoria team contact with health services has been either through or with the permission of the relevant ICS. This has proved to be an enabler in some instances and a barrier in others. The different nature of the relationships each ICS has with the members of the MDMs in their jurisdiction has impacted on the collection of the relevant data for the directory. There is a level of risk that the data will remain incomplete if engagement with teams cannot be achieved.

Since the commencement of the ICS Consumer Participation group in 2010 much progress in relation to consumer participation has occurred in each individual ICS. The knowledge and skills that already existed in ICS where consumer participation was well integrated into regular activities has assisted staff in other ICS to increase the level of consumer engagement in their work. The toolkit has facilitated some consistency in how consumer participation is achieved and enhanced across all ICS. The CanNET Victoria project has sought to find solutions that can be sustained within existing work structures at the end of the project. It has assisted the ICS to find common ground in areas such as consumer participation and multidisciplinary care. The team has led by example using WebEx for group meetings, utilising online work spaces for collaboration and including consumers in project activities.

The ICS represent clinical networks in their own right and are well placed to sustain and progress the achievements of CanNET 2.


Appendix A Deliverables Register

Please complete the following register for deliverables as outlined in your funding agreement (Item F: Deliverables) Deliverable Status

D1. Agreement of final project plan Met

D2. First progress report including:

• Progress against milestones, difficulties and barriers encountered and how these were managed and achievements to date

• Administrative dataset to support MDTs developed and agreed upon by the ICS

Met

Met

D3. Second progress report including:


• MDT linkage –for lung cancer and haematology patients – between Hume RICS, NEMICS and WCMICS is sustained by ICS secretariat and hospital staff

• Processes for linkage between

Met

Met

Met


Wodonga and Wangaratta General MDT established

• Agreement to pilot linkage of clinicians to an intra or inter _ ICS MDT based on local need, obtained for each ICS

• Each ICS has documented IT strategy to support MDT linkage which includes infrastructure and training requirements

• Strategy for enhancing the consumer network and consumer engagement developed

Met

Met

Met

D4. 3rd progress report including:


• Each ICS has implemented its IT strategy to support MDT linkage

• Protocols and guidelines that support effective MDT linkages exists and is readily accessible by relevant clinicians

• Options identified and documented for creating a sustainable we-based directory

Met

Generic IT strategy for linkages developed and included in MDM Toolkit

Partially met, MDM toolkit and directory in development

Met, online directory developed www.cancermdmdirectory.org


http://www.cancermdmdirectory.org/

• Strategy developed and evaluated for consumer engagement in Gippsland RICS

Change in deliverables agreed on with Cancer Australia

D5: 4th Progress report including: • Progress against milestones, difficulties

and barriers encountered and how these were managed and achievements to date

• Evaluation strategy developed for protocols and guidelines that support effective MDT linkage

• MDT meeting toolkit enhanced and evaluation strategy developed

• Consensus exists between all ICS on the specifications of the web-based MDT service directory

• Trial and evaluate the supportive care and information referral pathways across the Hume RICS and NEMICS

- Pathways implemented in at least three different settings

- Pathways evaluated and recommendations made for modifying/ extending pathways

Met

A specific tool for evaluating linkages has been developed and will be included in the MDM toolkit with other evaluation tools for MDTs

In progress

Met

Change in deliverables agreed on with Cancer Australia in relation to this item


D6: Final Project Evaluation Report

• Evaluation of each ICS strategy to support MDT linkage is complete

• Strategy for enhancing the consumer network and consumer engagement evaluated

Partially met

Met


Can

Final financial statement– CanNET Victoria

Cancer Australiapartment of Health VCancer Australiapartment of Health VCancer Australiapartment of Health VSalaries Budget<As per listed in Item E>

Total salaries $0 $0 $0 $0 $0 $0Operational Budget<As per listed in Item E>

Total operational $0 $0 $0 $0 $0 $0TOTAL $0 $0 $0 $0 $0 $0

Expense/Budget Items

As at May 2012Budget Allocation GST Exc. Actual Expenditure GST Exc. Variance

• Cancer Australia contribution to be clearly detailed as outlined in Item E of Funding Agreement.

NET Victoria Final report – May 2012 - 33 -

Appendix B Financial Report • Report as agreed in Funding Agreement clause 3.12.8.

Appendix C Project Governance Committee Terms of reference

CanNET Victoria Project Governance Committee

Terms of reference

Background:

The National Cancer Service Networks National demonstration Program (CanNET) is a national program to improve links between cancer services across Australia to ensure more people with cancer access the most appropriate treatment, care and support.

The CanNET Victoria project commenced in June 2007 and aimed to build a partnership between two Integrated Cancer Services (ICS) - the North Eastern Metropolitan Integrated Cancer Service (NEMICS) and Hume Regional Integrated Cancer Service (Hume RICS). Key achievements from the project include:

• Linkage of regional clinicians to metropolitan multidisciplinary cancer teams (MDT) for the purpose of planning care for lung cancer patients using on-line meeting technology.

• The development of referral pathways that address the supportive care and information needs of consumers.

• Professional development sessions that involved clinicians from both regional and metropolitan areas.

• The development of a large cancer consumer network that has been instrumental in informing service improvement activities associated with the CanNET project.

Since October 2009, the CanNET Victoria project team has continued to progress CanNET activities.

Cancer Australia has approved a proposal to continue and extend the CanNET Victoria project to 30 June 2012. The CanNET Victoria continuation proposal aims to build on the work already undertaken by facilitating the spread and uptake of MDT linkage processes across Victoria, to increase the number of regional Victorian patients who have their case discussed and treatment planned in an appropriate MDT meeting.

The project will focus on:

• Multidisciplinary care (MDC) coordination • Referral pathways for supportive care and information • Consumer networks.

NEMICS has been appointed as the state-wide coordinator, with the continuation of CanNET to now involve all nine ICS across Victoria. A governance committee

is required to support the development, implementation and evaluation of the project.

Objective:

The role of the Governance Committee is to provide leadership and direction for the continuation of the CanNET Victoria project.

Scope:

In undertaking this task, the Governance Committee will:

• Ensure the outcomes of the CanNET project are achieved within stated timelines.

• Monitor and evaluate the progress of the CanNET project plan.

• Work with the CanNET Project Manager to ensure CanNET implementation is consistent with the proposal approved by Cancer Australia.

• Ensure communications and reporting processes are established with all ICS governance groups, DH and Cancer Australia.

• Support access to and dissemination of relevant information, data and resources.

• Ensure a clear and transparent process for access and accountability of CanNET funds.

Outcomes:

The Governance Committee will inform the direction and development of strategies relating to the implementation of the CanNET Victoria project, to successfully deliver the project on time and within budget.

Term of Office: Until 30 June, 2012.

Accountable to: Manager, Cancer Strategy and Development, Department of Health

Meetings: One-two monthly or as appropriate to review progress reports as required by Cancer Australia.

Quorum: Half of the Governance Committee plus one.

Membership: Drawn from ICS and to include some continuity from the first phase of CanNET, expertise and commitment for key components of the project and consumers: Chair: Associate Professor Paul Mitchell

Ms Katherine Simons, NEMICS Program Manager – Lead agency

Dr Craig Underhill, Advocate for multidisciplinary care

Ms Sue Liersch, Advocate for consumer participation

Ms Michelle McKimmie, Advocate for supportive care

A/Professor Jeff Szer, Advocate for MDM linkages

Ms Marilyn Dolling, Consumer representative

Mr Ian Roos, Consumer representative

Ms Spiri Galetakis, Cancer Strategy and Development representative (Executive Sponsor)

In attendance: • CanNET Project Manager, NEMICS

• CanNET Project Officer, NEMICS ** The Executive Sponsor will be the decision-maker, based on advice from members of the Governance Committee • Individuals will be co-opted to the Governance

Committee when there is an identified need • Proxy can be nominated to attend the meeting when a

member is unavailable (advise one week prior to meeting)

• Secretariat support will be provided by NEMICS • Working groups will be established as required

Reporting: Cancer Strategy and Development, Department of Health Information: Updates from the Governance Committee will be provided to:

• VICS Governance Group

• VICS Network Group

Appendix D How to identify potential MDM linkages

Process of identifying possible linkages where OMT might be used to connect regional clinicians to a metropolitan MDM:

1. Identify all current MDMs in your regional area. 2. Is there the opportunity for all tumour types to be discussed at an MDM in your area? 3. Are there any gaps of specialists in any of these meetings? (this could include surgical, medical, specialist nursing or allied health

staff) 4. Are there current referral pathways for patients who need to go elsewhere for treatment, for example patients with lung cancer

requiring surgery or patients with rare tumour types? 5. Are you aware of an MDM in metropolitan location that would enable any of these gaps to be addressed? 6. Is there potential to link a metropolitan based specialist to a regional MDM to fill a current gap? 7. What would be required to establish a linkage in one of these areas? 8. How many patients would potentially benefit from the proposed linkage? 9. Do you see any potential barriers to developing a link utilizing ICT in your region?

Appendix E Strategy for developing ICT linkages

Information Communication Technology linkages for Multidisciplinary Team Meetings: Implementation Strategy

Background Multidisciplinary care is a team approach where health professionals (such as surgeons, medical oncologists, radiation oncologists, pathologists, nurses, and allied health) work together to plan treatment and care for individual patients. An expanding body of international and national evidence has identified multidisciplinary care as a key component of best practice cancer care. 12 Until recent years attendance at a multidisciplinary team meeting (MDM) was restricted to those who could attend in person. Advances in information communication technology (ICT) enable clinicians in different locations to participate fully in MDM discussions. This includes the capacity for them to view and share radiological and pathology images. The successful development of linkages to MDMs that utilise ICT requires an approach that encompasses human and technological factors.

Objectives

Tasks

Deliverable

Ensure that the necessary equipment is available for all MDM participants

• Conduct room audit and

map existing equipment • Plan required changes/

additions to equipment utilising CHW report and relevant stakeholders at each site

• Conduct testing of equipment and systems

Individual and groups of participants in ICT linkages have appropriate equipment and resources.

Provide education and training to MDM participants and meeting coordinators

• Identify key stakeholders

in the conduct of ICT linkages

• Provide training in the conduct ICT linkages

• Provide support to meeting participants and coordinators

Participants in MDMs using ICT know how to use equipment and systems and be able to join in appropriately.

12 Victoria’s Cancer Action Plan 2008-2011 Victorian Department of Human Services, 2008

Rel

evan

t tra

inin

g an

d su

ppor

t pro

vide

d to

key

sta

keho

lder

s

New equipment installed

Dev

elop

men

t of

refe

rral p

athw

ays

and

Term

s of

Ref

eren

ce

Report recommendations

considered

Procure equipment if required

Support implementation of equipment

Trial ICT and links

MDM links commenced

Links evaluated

Health service sustains link, supported by ICS

CanNET Victoria Integrated Cancer Service

Appendix F Room audit tools

Multidisciplinary team meeting linkages using technology (August 2009)

Host site considerations (background work, stakeholders, IT specifications/design/connectivity, testing/troubleshooting, problem solving and implementation, limitations, enablers, evaluation, and recommendations)

Technology (hardware, software, WebEx

etc) considerations

Room considerations Staffing considerations Other considerations

Existing technology: What is currently in place?

Hardware including video conferencing

equipment

Software

Specifications of the above

How does the existing technology operate?

Function

Abilities and limitations

Current and potential capacity

Connectivity (current and potential) New technology

What are the benefits of the new technology?

What are the risks associated to the new technology?

Will the new technology talk to our current

technology?

If not, what needs to be investigated or

implemented to enable it to talk (where possible)?

How do we determine what new technology we need?

Why do we need new technology installed

e.g. a black box?

General considerations

How accessible is the room?

Who has access to the room?

What is the size and set up of the room?

Is the specific room and technology available for testing

at the same time as the relevant stakeholders?

Is there a phone in the room? If so, is it an analogue, digital or IP phone line in the room?

Is the phone on the wall, portable or a batphone? Does the phone have a microphone

and speaker? What are the benefits and limitations of the phone? How can this be

improved?

How many computers and monitors are in the room?

Who has access to these computers (e.g. passwords)?

If a room does not have video conferencing equipment, how

Existing and new technology

Who are our current suppliers (e.g. video conferencing equipment,

Cisco WebEx)?

Who is responsible for liaising with

these current, potential or new suppliers?

New technology

Does instalment require attendance by IT, engineering, service providers, ICS staff?

Who needs to learn what about the new technology?

Who provides this training?

Troubleshooting and testing

Who coordinates the tests and follows up on outcomes and issues?

How many staff are required to perform at test? This may vary

depending on the number of sites (e.g. two sites vs. four sites) and the complexity (e.g. IT support)?

Which staff need to be consulted before and after the test?

Outcomes

What are the IDEAL outcomes for all?

What resources and which stakeholders will need to be

involved to achieve this outcome?

What are mandatory outcomes/deliverables of the technology/links (e.g. audio)?

What are optional outcomes (e.g. visual via camera)?

What are cosmetic outcomes (e.g. presentation of an Agenda as part of the WebEx session)?

Other uses of online technology

How else will licences be used (e.g. virtual education and meetings )?

Protocols and training

Are there MDTM databases, policies and procedures (e.g.

information management), pathways (e.g. for links with external clinicians), forms (e.g.

How do we determine if the new technology (e.g. WebEx, hardware etc) has

provided a solution to our problem? If not, why and how do we approach this?

To purchase new technology, what is the approval process?

How long will it take to gain approval for the purchase of new technology?

Can the technology be purchased via a current supplier or does it need to be purchased via another company (e.g.

online) or a retail outlet (e.g. Dick Smith)?

How is the technology purchased if not through a current supplier (e.g. staff need

to use their own credit card and arrange reimbursement)?

How do we go about installing new technology?

How long will it take to receive/set up new technology? What could delay this?

How long will it take to implement new technology (e.g. physical, staff awareness and training)? What could delay implementation?

Troubleshooting and testing

What tests need to performed? Why and

when?

What needs to be in place to perform a

test?

How do we perform these tests?

do we maximise the

effectiveness of communication with the external site (e.g. batphone or

Webcam)? Is this solution satisfactory for participants?

Is the health service hosting the meeting off site (e.g. Wangaratta MDTM at the University site and Box Hill

Hospital Lung MDTM at Peter MacCallum site)? What needs to be considered re access,

change management and IT etc if this is the case?

Which staff need to be directly involved in the test?

How much time will it take to

perform the test/s? Is the length of time predictable? Can staff afford this time with in addition to their

current workload? General considerations

Who is suggesting we do a linkage?

Why do they/we wanting to set up a

link?

Who is currently involved with the linkages and what role do they play?

Who is and will manage WebEx related reports, contracts and

budgets?

Who is and will manage video

conferencing contracts and budgets?

Who understands the specifications of the current technology?

Who has knowledge and experience with online meeting technology?

Who can perform a back up of the computer? How long will this take

them?

Who are the key contacts for the site?

Who are the key IT staff contacts?

electronic or fax)?

What training is required (e.g. video conferencing, black box set up), software (e.g. microscope), WebEx and re use

of a combination (e.g. WebEx and video conferencing used together)?


What is in it for all those

involved?

What is in it this for patients?

What links currently exist? Why? How? Are they

successful? What are the barriers and enablers?

What is the culture of the organisation/individual/MDT? How do they respond to change and quality improvement

activities?

How does the meeting currently

operate? Resources

What resources will be required (staff time, expenses etc)?

What strategies and resources are available to support training (e.g. WebEx manual, sharing knowledge between staff)?

What hardware and software will be involved in the test?

What do we do when we identify a gap in connectivity?

What needs to be achieved prior a formal link taking place?

Who needs to be satisfied with the outcome of the tests prior a formal link?

Video conferencing and teleconferencing

If there is video conferencing technology in place, how does that interact with WebEx

and other new technology?

Is it possible to use an IP video

conferencing to perform the link?

What is involved with an ISDN video

conference link?

What is the speed of the VC equipment? What influence does this speed have on a

connection?

Are there benefits for using the WebEx

teleconference over another teleconference provider?

Audio and visual considerations

What do people use for visual (e.g. Webcam, built in camera on computer or

video conferencing set up)?

What do people use for audio (e.g. video conferencing set up, telephone, VoiP etc)?

What technology provides the best quality audio and visual outcome?

Who are the key change champions?

Who is the key contact for the

MDTM? Does the MDTM currently have a MDTM Administrator?

Who is coordinating MDTMs and linkages at present?

- Before the meeting e.g.

nominations, agenda’s, meeting invites, WebEx and/or videoconferencing pre tests, IT

support etc. - After the meeting e.g.

outcomes/documentation, follow up on quality of the link, evaluation if necessary etc.

- During the meeting e.g. managing the overall link

including audio, chat, visual, sharing of images etc.

Resources

Staff time and knowledge

Who has the capacity to participate

in the short, medium and long term? To what degree can they participate?

Who has the capacity in their current role to support existing and

new technology and linkages?

Who has the ability and capacity to

coordinate and monitor (e.g. project plans, stakeholders, suppliers, contracts, test plans and

designs, problem solving, deliverables, budgets, evaluation)?

How do we get the best quality audio and visual?

Hardware and software

If there is a computer, is there a monitor

with it or is the computer only connected to a larger screen (e.g. plasma)?

What is the RAM capacity of these computers and what impact does that have? Do we need additional RAM

installed?

How many USB ports are there in our

current system? How many are being used and how many remain available for use? What impact does this have?

How many keyboards and mice are connected to the computer? Are they wireless and if so do they operate via

charge or battery?

Would it helpful to have more than one

keyboard or mouse? How many participants use a keyboard and mouse during the meeting (e.g. for PET, radiology,

WebEx)

What screens are in the room (not

computer monitors - e.g. plasma and large screens)? What are these screens connected to?

Is there a projector in the room? What abilities does this projector have (e.g. is it connected to a camera)? What impact

does that have?

Who has the knowledge and capacity to set up and coordinate the host site PLUS be a support for each site that links in? Does this

require one or more staff members?

Who has the ability and capacity to liaise/consult with a wide range of stakeholders (e.g. ICS, MDT and

IT staff) and suppliers (e.g. video conference and online meeting suppliers)?

A majority of resources (e.g. time and

technology) will be coordinated and the

responsibility of the host site. Less time is required at the remote site.

Is there a document camera in the room? What abilities and limitations does it have?

Do these limitations impact on the meeting?

Is there a microscope in the room? What abilities does this have and how is it used in the meeting? What are clinicians

expecting from this (e.g. do they require that pathology is only on a plasma)? How do we achieve this?

Does the microscope, projector, document camera, camera (for visual) talk to the

computer for use via WebEx or can it just be used via IP/ISDN video conferencing? If it can only be used via video conferencing

what are the barriers? What can be done to enable these items to speak via the computer and via WebEx?

Does a member of the MDT bring a computer with them to share information? Is it a PC or Mac computer? Was

something installed to allow the additional computer to talk directly to the technology in the room? Does this present any

limitations? How is this process managed? How can this set up be improved?

Can PC and Mac computers be used during a link?


What is the best method of communication

to meet the need? ISDN or IP video conferencing or WebEx?

Do radiology and pathology images need to be of diagnostic quality or

presentation/discussion quality for the onsite and/or remote clinicians?

Does the host and external site have broadband internet? If not, what impact does that have?

How are computer back ups performed and where is this information stored? How

often should back up be performed?

Is the MDTM using pathology or radiology

from their health service or from another? How is radiology and pathology managed and shared effectively during an MDTM? If

it is external pathology or radiology, what are the barriers and enablers?

What are the issues/limitations of using some equipment over others?

Resources

Expenses: licences, telephony, RAM, hardware and software

CanNET Victoria MDM ICT Audit Key contacts and ICT specifications within an MDM room

PART 1

KEY CONTACTS and SITE DETAILS

Site details

Site: Site address: Room size (approx. no. of people: Is the room shared with others? If so, provide some detail.

Room layout (insert diagram and photos):

Purpose

What is the purpose of this visi t?

What would the site like to achieve?

Contacts

General (e.g. SIF): MDM Administration contact:

Room bookings/other site contact:

PART 2

VIDEO CONFERENCING (VC) EQUIPMENT

VC equipment make and model

ONLINE MEETING TECHNOLOGY (OMT)

OMT vendor and program

Video conference equipment Details

VC room phone number

VC site ISDN no./s

VC site IP no./s

VC speed

OMT

Details

If not WebEx complete below:

Equipment and connections required

Reach (e.g. abilities and limitations)

OMT audio options

OMT video options

Sharing options

PART 3

ICT (HARDWARE) – Provide details regarding connectivity, models, quality, reliability, expectations and requirements where possible.

ICT (HARDWARE) CONTINUED - Provide details regarding connectivity, models, quality, reliability, expectations and requirements where possible.

ICT (hardware) Details

Number of computer/s used in the MDM

Main computer

No. of free USB ports

No. of monitors

No. Keyboards and mice

Notes: E.g. regarding network connections etc

Second computer (if applicable)

No. of free USB ports

No. of monitors

No. Keyboards and mice

Notes: E.g. regarding network connections etc

Other computers used

RAM capacity

Current RAM availability

Computer access

Computer back up

Notes:

ICT (hardware) Details

Screen/s

(projector, plasma, LCD)

Projector/s

Document camera

Microscope

(with or without digital camera)

Telephone connection/s

E.g. analogue, digital, type of phone in room, is the phone always based in the room?

Provide as much detail as possible.

Audio options in the room

Visual options in the room

Other

Use of USBs, CDs/DVDs, Portable hard drives

PART 4

ICT (SOFTWARE, REMOTE DESKTOP AND OTHER) – Ex. Databases: see below

ICT (Software, remote desktop and other)

Details

Broadband internet connection/s and available network ports in the room

Radiology

Pathology

PET software (e.g. Mac Drive and Medview)

Microscope software/digital camera

Other/notes:

PART 5

ADMINISTRATION AND DATABASES - Provide details regarding the type of database, copies of any relevant documentation and note any challenges and requirements related to this area. Provide samples of Austin Lung MDM External Clinician Pathway (one pager) and also Austin Lung MDM Administrative Pathway.

PART 7

VENDOR INFORMATION (i f applicable)

Source Details

Database

MDM ToRs

Referrals and outcome forms

Agenda

Current linkages with other sites

(including details regarding background/history, who, how and when)

Provider

Company

Contact person

Contact phone number

E-mail

Video conference

equipment

Online meeting technology

PART 8

RECCOMENDATIONS

Short term – These recommendations are usually aimed at making improvements to the MDM using ICT currently available to the MDM, ICS and health service or very minimal outlay to purchase some ICT items.

Medium term – These recommendations are usually aimed at making a more significant improvement but are likely to require a larger outlay to purchase some ICT items. This is also likely to be associated with

more complex change management. Long term – These recommendations are associated with significant investment in ICT and ‘big picture’ ICT

solutions. This is associated with ICT wish lists and ‘big picture’ change management.

Recommendation Details

Short term

Medium term

Long term

NOTES:

Appendix G CHW Report ICT & AV Services Solution Guidelines

CHW Consulting report summary

Objectives CHW Consulting was engaged by CanNET Victoria to provide a design solution based on the requirements of their multi-disciplinary team meetings (MDMs). During the first phase of the CanNET Victoria project an online meeting technology (OMT) was identified and utilised to facilitate linkages for regional cancer clinicians to MDMs. Evaluation of the OMT has been positive however the process of using it in conjunction with existing video conferencing equipment is unwieldy and continues to require support of project staff. This project was commissioned with the following objectives, to: simplify the use of ICT currently used to facilitate linkages in MDMs design and implement a solution that improves the quality of the audio and visual components of the online meeting enable a number of applications from a variety of sources to be integrated and accessible during online meetings define a solution for utilising ICT for MDMs that is transferable to other sites Method CHW Consulting attended site visits at the following locations to observe MDM meetings; a) Room 3.1 / 3.2, Austin Tower, Austin Hospital b) Peter Mac Conference Room, Epworth Eastern, Box Hill Hospital c) Pathology Seminar Room, Northern Hospital Epping The purpose of these site visits was to gain an understanding of the functional and technical requirements of the MDM’s and identify existing issues. Results This report describes the audio visual (AV) design concepts and solutions proposed for the NEMICS MDMs. The general design concepts, minimal functional and technical requirements of each type of AV system are included. The design concepts reflect the requirements as outlined during the observation of several MDMs by CHW. Section 2 of the report describes solutions and recommendations for host sites where MDMs are conducted and linkages using OMT occur for remote MDM participants. The recommendations include: minimum room/equipment requirements design recommendations conceptual system schematics system functionality audio visual equipment specifications Section 3 describes in more detail the technical, operational and minimum system requirements for meetings utilising OMT. Options have been provided to enable greater understanding of the types of technologies and infrastructure models available within the OMT market. The infrastructure solutions described are: subscription based internally hosted externally hosted

Finally the report includes budget estimates for each of solutions. Recommendations It is the intent that this report informs improvements to the MDM facilities within NEMICS and the information should also be of value in the design and planning of existing and future MDM meeting rooms in other areas. For further information regarding the project please contact: Sandi May (CanNET Victoria Project Officer) on 03 9496 3809 or email [email protected] Matthew Pollard (CanNET Victoria Project Officer) on 9496 3828 or email [email protected]

mailto:[email protected]


T E C H N O L O G Y D E S I G N & I N T E G R A T I O N

C H W C o n s u l t i n g P t y L t d I GROUND FLOOR, 318 KING STREET, MELBOURNE VICTORIA 3000 AUSTRALIA I c h w . c o m . a u

ACN 103 605 027 ABN 69 716 913 466 I PHONE + 6 1 3 9 6 0 1 6 5 5 5 I F A X + 6 1 3 9 6 7 0 0 8 9 8 I E M A I L i n f o @ c h w . c o m . a u DESIGN Communications Information Technology Security Audio Visual Videoconferencing INTEGRATION Multimedia Control Systems Networks Building Technology Data Centres

ICT & Audio Visual Services

Solution Guidelines

for

CanNET Victoria &

North Eastern Melbourne Integrated Cancer Service (NEMICS)

MDM ICT Project

Reference: 409100929RSN.doc

Revision: B

Date Issued: 03/02/2011

CanNET Victoria & North Eastern Melbourne Integrated Cancer Service ICT and AV Services MDM ICT Project Solution Guidelines

Table of Contents

REVISION HISTORY................................................................................................................................... III

SECTION 1 INTRODUCTION...................................................................................................................1

1.1 GENERAL ...........................................................................................................................................1 1.2 BACKGROUND ..................................................................................................................................1 1.3 SITE VISIT FINDINGS.........................................................................................................................2 1.4 PROJECT DEFINITIONS....................................................................................................................4 1.5 TECHNICAL DEFINITIONS ................................................................................................................4 SECTION 2 MDM SOLUTION DESCRIPTION ........................................................................................6

2.1 GENERAL ...........................................................................................................................................6 2.2 AUDIO VISUAL DESIGN STRATEGY ...............................................................................................6 2.3 DESIGN STANDARDS .......................................................................................................................6 2.4 DESIGN CONSIDERATIONS AND LIFECYCLE ...............................................................................7 2.5 MDM HOST ROOM.............................................................................................................................7 2.5.1 Description........................................................................................................................................7 2.5.2 Minimum Room Requirements .........................................................................................................7 2.5.3 Design Recommendations................................................................................................................8 2.5.4 Conceptual System Schematic.........................................................................................................8 2.5.5 System Functionality.........................................................................................................................8 2.6 REMOTE MDM PARTICIPANT ..........................................................................................................9 2.6.1 Description........................................................................................................................................9 2.6.2 Minimum Equipment Requirements .................................................................................................9 2.6.3 Conceptual System Schematic.........................................................................................................9 2.6.4 System Functionality.......................................................................................................................10 2.7 AV EQUIPMENT SPECIFICATIONS................................................................................................10 2.7.1 Video / Data Projectors...................................................................................................................10 2.7.2 Projection Screens..........................................................................................................................11 2.7.3 Large Flat Panel Displays...............................................................................................................11 2.7.4 Video Matrix Switchers and Video Processing Equipment.............................................................12 2.7.5 PTZ Cameras .................................................................................................................................12 2.7.6 Front of House Speakers................................................................................................................12 2.7.7 Ceiling Speakers.............................................................................................................................13 2.7.8 Audio Amplifiers..............................................................................................................................13 2.7.9 Digital Audio Processors.................................................................................................................13 2.7.10 Wireless Boundary Microphones....................................................................................................14 2.7.11 Control Systems .............................................................................................................................14 SECTION 3 ICT REQUIREMENTS ........................................................................................................15

3.1 OMT INFRASTRUCTURE.................................................................................................................15 3.1.1 General ...........................................................................................................................................15 3.1.2 Overview.........................................................................................................................................15 3.1.3 Subscription Based Solution...........................................................................................................15 3.1.4 Internally Hosted Solution...............................................................................................................16 3.1.5 Externally Hosted Solution .............................................................................................................17 3.2 OMT SOLUTION OPTIONS..............................................................................................................17 3.3 MDM APPLICATION REQUIREMENTS...........................................................................................18 3.3.1 Application Sharing.........................................................................................................................18 3.3.2 Recommendation - Option 1..........................................................................................................19

CHW Consulting Pty Ltd Page i


3.3.3 Recommendation - Option 2...........................................................................................................20 3.3.4 Virtual Network Computing (VNC) Software...................................................................................21 3.3.5 Multiple Keyboard & Mouse Control ...............................................................................................21 3.3.6 Recommendation............................................................................................................................21 3.3.7 Microscope Digital Camera ............................................................................................................22 3.3.8 Recommendation............................................................................................................................22 3.3.9 OMT Administration ........................................................................................................................22 3.3.10 OMT Host PC Hardware.................................................................................................................23 3.3.11 Recommendation............................................................................................................................23 3.3.12 Network considerations ..................................................................................................................23 3.3.13 Local Area Network ........................................................................................................................24 3.3.14 Wide Area Network.........................................................................................................................24 3.3.15 MDM Host Internet Access.............................................................................................................24 3.3.16 MDM Remote User Internet Access ...............................................................................................24 3.3.17 Network Traffic Shaping .................................................................................................................24 3.3.18 Recommendation............................................................................................................................25 3.4 BUDGET ESTIMATES......................................................................................................................26 3.4.1 High Specification System..............................................................................................................26 3.4.2 Mid Specification System................................................................................................................26 3.4.3 Lower Specification System ...........................................................................................................26 APPENDIX A – OMT SOLUTIONS ............................................................................................................. A CISCO WEBEX.............................................................................................................................................. i OFFICE COMMUNICATIONS SERVER (OCS) ...........................................................................................iii ATTEND ANYWHERE VIDYO..................................................................................................................... vi TANDBERG VIDEO COMMUNICATIONS SERVER .................................................................................viii APPENDIX B – BUDGET ESTIMATES ...................................................................................................... B

CHW Consulting Pty Ltd Page ii


REVISION HISTORY

Revision Revision Description Designed QA Checked

Approved Issue Date

A First Issue for Client Approval TH/ SN PC TH 1/10/2010

B Final Issue

Design option for Box Hill added

Administration of OMT added

Updated background information

Included Application sharing options in budgets

Updated to reflect NEMICS comments

TH/SN PC TH 10/11/2010

CHW Consulting Pty Ltd Page iii


SECTION 1 INTRODUCTION

1.1 GENERAL

CHW Consulting has been engaged by CanNET Victoria and North Eastern Melbourne Integrated Cancer Service (NEMICS) to provide a design solution based on the requirements of their multi-disciplinary team meetings.

This report describes the audio visual design concepts and solutions proposed for the NEMICS MDM’s. The general design concepts, minimal functional and technical requirements of each type of AV system will be included. The design concepts reflect the requirements as outlined during the observation of MDM’s by CHW.

1.2 BACKGROUND

CanNET Victoria and NEMICS have been utilising Online Meeting Technologies (OMT) to facilitate their MDMs. A pilot project with software recommended by Cancer Services Network National Demonstration Program (CanNET Victoria) has been running for 12 months and is now under review.

The MDM ICT Project objectives are as follows;

a) simplify the use of ICT currently used to facilitate linkages in MDMs

b) design and implement a solution that improves the quality of the audio and visual components of the online meeting

c) enable a number of applications from a variety of sources to be integrated and accessible during online meetings

d) define a solution for utilising ICT for MDMs that is transferable to other sites

CHW have reviewed the current systems and have made design recommendations to help improve the overall functionally of the technologies used within the MDM.

CHW Consulting Pty Ltd Page 1


1.3 SITE VISIT FINDINGS

CHW Consulting attended site visits at the following locations to observe MDM meetings;

a) Room 3.1 / 3.2, Austin Tower, Austin Hospital

b) Peter Mac Conference Room, Epworth Eastern, Box Hill Hospital

c) Pathology Seminar Room, Northern Hospital Epping

The purpose of these site visits was to gain an understanding of the functional and technical requirements of the MDM’s and identify existing issues.

Information gathered was used to help CHW formulate design recommendations contained in this document.

The following are CHW’s observations in regards to each MDM room specified above;

Room 3.1 / 3.2, Austin Tower, Austin Hospital

The following is a summary of observations and finding from meetings attended by CHW at Room 3.1/3.2 at the Austin Hospital.

a) Multiple PC’s used to display different applications and displayed via different methods eg. PC 1 (HP Desktop) used for Webex and medical applications with image projected. PC 2 (Dell Laptop) used to display Pathology images with display shown on 42’ Plasma

b) Multiple keyboard inputs are desired

c) Split screen is not a preferred solution

d) A larger plasma screen would be preferred

e) Far end participant is not shown on either display this would be preferred

f) Control from the rear of the room would be a good option for presenters

g) Colour rendition on the projector is poor when using Webex

h) Audio clarity is poor sending/receive from remote sites

i) Digital Microscope connected to Plasma shows a consitent wave through the image

j) All clinical applications are accessible via Austin network

k) PC 2 was not connected to the network. Operated reported difficulty connecting to wireless LAN and reliability issues with performance

l) PC 2 was displaying multiple errors when trying to run Motic application

m) Clear One conference microphones used

n) Sony PTZ camera signal converted to enable use with PC. Image quality poor

o) Image quality of medical imaging applications regarded as adequate

p) Separate Webex PC (Laptop) used for admistration and chat purposes. This was connected to the internet via a 3G broadband modem not the Austin Network

q) All applications to be shown on projected screen was desirable



r) Monitoring of the Webex software was required by meeting facilitator

s) AMX control system wasn’t used to facilitate operations during the meeting

t) Microphone coverage does not including people standing at back of room

u) Site currently used primarily as a host site

Please note Webex with remote participants was observed in this meeting room.

Peter Mac Conference Room, Epworth Eastern, Box Hill Hospital

The following is a summary of observations and finding from meetings attended by CHW at Peter Mac conference room, Epworth Eastern, Box Hill Hospital

a) 2 x Data Projectors used for display

b) Dedicated PC for MIA connected to MIA network

c) Dedicated PC for Peter Mac connected to Peter Mac Network

d) Very limited network access between Peter Mac and Eastern Health

e) All computers extremely slow causing multiple delays

f) Conference phone used for audio conference

g) Sharing of application from single PC desired

h) Digital Microscope

Please note Webex was not used during the observation of this MDM

Pathology Seminar Room, Northern Hospital Epping

The following is a summary of observations and finding from meetings attended by CHW at Pathology Seminar Room, Northern Hospital Epping

a) Same AV setup as Austin 3.1/3.2

b) 3rd Display screen desired

c) Would benefit from ceiling speakers during OMT

d) Austin Health PC accessing Northern Hospital PACS was very slow

e) Audio conference via Cisco IP Handset

f) AMX touch panel not working correctly. AMX access point was in close to Cisco Wireless Access Point. May require tuning for correct operation

g) Site potentially used a host site and for remote participants

Please note Webex was not used during the observation of this MDM



1.4 PROJECT DEFINITIONS

The following definitions shall apply to this RFP:

CHW CHW Consulting Pty Ltd

NEMICS North Eastern Metropolitan Integrated Cancer Service

CanNET Victoria Cancer Services Networks National Demonstration Program Victoria

MDM Multi-Disciplinary Meetings

OMT Online Meeting Technology

1.5 TECHNICAL DEFINITIONS

The following technical definitions shall apply to this report:

AAC Advanced Audio Coding

ACA Australian Communications Authority

AEC Acoustic Echo Cancellation

ANSI American National Standards Institute

AV Audio Visual

CAD Computer Aided Drawing

CAM Camera

CAT5e Category 5e UTP cabling

CAT6 Category 6 UTP cabling

CMS Centralised Management System

Codec A device capable of coding and encoding a digital stream of data

DICOM Digital Imaging and Communications in Medicine

DOC CAM Document Camera / Digital Presenter

DVI Digital Visual Interface

DTV Digital Television

DVR Digital Video Recorder

FOH Front of House

FOV Field of View

Gbps Gigabits per second

HD High Definition

HDMI High-Definition Multimedia Interface

I/O Input / Output

IP Internet Protocol

IR Infra-Red

ISDN Integrated Services Digital Network

kbps Kilobits per second

ICT Information and Communication Technologies

IPTV Internet Protocol Television



IT Information Technology

LAN Local Area Network

LCD Liquid Crystal Display

LED Light Emitting Diode

Mbps Megabits per second

Mic Microphone

MPEG Moving Picture Experts Group

NTSC National Television System Committee (broadcast standard)

PAL Phase Alternating Line (broadcast standard)

PC Personal Computer

PoE Power over Ethernet

PIP Picture In Picture

PTZ Pan Tilt Zoom (camera)

RGBHV Red Green Blue Horizontal sync Vertical sync

RJ45 Registered Jack 45. Standard computer networking connectors

RJ11 Registered Jack 11. Standard telecommunications connectors

RMS Root Mean Squared

RS232 / RS485 Recommended Standard 232 / 485. Used for serial binary single-ended data/control signals

Rx Receiver

SCS Structured Cabling System

TCP-IP Transmission Control Protocol – Internet Protocol

TIA/EIA Telecommunications Industry Association/Electronic Industry Association

Tx Transmitter

USB Universal Serial Bus

VC Videoconferencing

VGA Video Graphics Adaptor

VLAN Virtual Local Area Network

VNC Virtual Network Computing

WAN Wide Area Network

WAP Wireless Access Point

Wi-Fi Wireless Fidelity

UTP Unshielded Twisted Pair



SECTION 2 MDM SOLUTION DESCRIPTION

2.1 GENERAL

The following section details the minimum audio visual requirements for NEMICS MDM participants.

Each system will utilise the nominated OMT solution in order to participate in the MDMs.

2.2 AUDIO VISUAL DESIGN STRATEGY

Any upgrade to rooms with audio visual (AV) systems will be designed to assist in conducting MDMs using OMT, by improving communications, and usability of software and hardware systems. Special considerations will be imparted for the following design aspects:

a) Quality of the local and remote sound

b) Quality of clinical information display across the MDM

c) Operability (user friendliness)

d) Manageability and maintainability

e) Cost efficiency (to install and operate)

f) Technology (modern, up to date)

g) Aesthetics

h) Re-use of existing equipment where possible

i) Flexibility (to enhance and upgrade)

j) Lifecycle (equipment longevity)

2.3 DESIGN STANDARDS

The following standards will be complied with for any audio visual upgrade works:

ANSI/INFOCOMM 1M-2009 Audio Coverage Uniformity in Enclosed Listener Areas

AS/NZS3000: Electrical Installations.

AS3080: Integrated Telecommunications Cabling Systems for Commercial Premises.

AS3084: Telecommunications Installation, Pathways and Spaces for Commercial Buildings.

AS1127 PT 1-9 inc: Sound System Equipment.

AS1633: Acoustic Glossary of Terms & Related Symbols.

AS1044 Limits of Electromagnetic Interference

AS3159: Electronic Sound and Vision Equipment.

AS3250: Approval and Test Specifications – Mains Operated Electronic and Related Equipment.

IEC118-4 Electro acoustics – Hearing aids – Part 4: Induction loop systems for hearing aid purposes – Magnetic field strength

TS 001, TS 008 and TS 009: ACA Technical Specifications.

CE marked: Complying with EEC directives 73/23 “low voltage” and 89/336 “electromagnetic compatibility”.

C-tick: Complying with Australia and New Zealand EMC Framework requirements.



2.4 DESIGN CONSIDERATIONS AND LIFECYCLE

The audio visual solution provided will be of the latest proven technology. The system design will consider lifecycle, upgradeability and expandability. It should be noted that given the constant advancements in OMT, the nominated solution may be superseded by other technologies within several years.

Certain existing AV infrastructure may already be at the end of its life, or better models may be available which would improve the quality of the MDMs (e.g. DICOM certified projectors).

Upgrade requirements and costs are to be determined for audio visual systems on a room by room basis. The core design philosophy however will be that the solution will work functionally, regardless of whether MDM meeting rooms have the latest AV infrastructure or not. Certain infrastructure is required in order to achieve a desirable level of quality.

2.5 MDM HOST ROOM

2.5.1 Description

A typical MDM Host Room shall be defined as an audio visual presentation space with the ability to host MDMs and engage with both local remote participants (e.g. an oncologist from home via a laptop).

The Room will require access to both a LAN and the Internet with existing audio visual presentation equipment such projectors and/or flat panel display, speakers, a touch panel interface and user PCs (running medical imaging applications such as PACS) and the ability to plug in additional computers or laptops.

Examples of rooms which would be classified as MDM Host Rooms include, but are not limited to:

a) Room 3.1 / 3.2, Austin Tower, Austin Hospital

b) Peter Mac Conference Room, Epworth Eastern, Box Hill Hospital

2.5.2 Minimum Room Requirements

As a minimum to complete an OMT with local and remote participants, it is recommended each MDM Host Room contain with the following:

a) Dual displays (projectors and/or flat panel displays)

b) Speaker system/s (stereo front of house and ceiling speakers)

c) Primary PC to chair MDM and run medical imaging applications (PACS, MedView, Web 1000)

d) Access to CanMAP database from either PC located in MDM room

e) Secondary PC/s to run additional medical imaging applications (Pathology) and digital microscopes as required

f) Wireless table microphones and interface to OMT Computer or Laptop

g) Audio processor with AEC

h) PTZ Camera and interface to OMT Computer or Laptop

i) Touch panel to control presentation systems

j) Associated processing, switching, amplification & control equipment



2.5.3 Design Recommendations

We also recommend the following design guidelines in order further enhance the quality of the MDM.

a) At least one display shall feature DICOM certification or Simulation in order to enhance the display of medical imaging.

b) Speaker systems shall comprise of both stereo front of house, and ceiling speakers. The stereo front of house would typically be use for general AV presentations (such as playing a DVD), whilst the ceiling speaker system would be used during MDM’s and other conferencing applications. The ceiling speaker system shall provide even audio distribution of the remote participant’s microphones.

c) Further PCs can be added to the system via the nominated data collaboration software.

2.5.4 Conceptual System Schematic

2.5.5 System Functionality

As a minimum, the audio visual system shall have the following functionality:

a) Dual display system to display images from the following sources:

i. Primary PC including OMT solution (secondary PC/s via software collaboration)

ii. Secondary PC to display Medical images and live digital microscope images

iii. Patient Information and Treatment Plans/Systems (CanMAP, PAS, etc)

b) Voice reinforcement through ceiling speakers, from the following sources:

i. Primary PC including OMT solution (secondary PC/s via software collaboration)

c) The control system (If installed) shall control / interface with the following:



i. Video / data projectors / flat panel displays

ii. Video switching devices

iii. Digital audio processor

iv. PTZ camera

v. Any existing functions required to make the AV System fully operational

d) All relevant equipment shall be neatly housed within an AV equipment rack.

2.6 REMOTE MDM PARTICIPANT

2.6.1 Description

A typical Remote MDM Participant shall be defined as user who participates in the MDM from a remote location via a computer (laptop or desktop PC). The remote location could be their home office, clinic, hospital or anywhere with a reliable broadband internet connection.

The computer will be fitted with a high quality webcam microphone and speaker. These devices shall ensure that participants are able to send high quality audio and video to the MDM host.

In addition to the computer, the remote user will also require access to a telephone.

2.6.2 Minimum Equipment Requirements

As a minimum, each MDM remote participant shall require the following:

a) Desktop PC or laptop (current industry spec)

b) High Quality Internal or External Webcam

c) High Quality Internal or External Microphone

d) High Quality Speakers

e) Access to Telephone (Phone Conference only)

2.6.3 Conceptual System Schematic




As a minimum, the audio visual system shall have the following functionality:

a) Computer to display the following images:

i. OMT solution

ii. Webcam

b) Audio reinforcement through personal speaker phone, from the following sources:

i. OMT solution

2.7 AV EQUIPMENT SPECIFICATIONS

2.7.1 Video / Data Projectors

As a minimum, the projectors will comply with the following:

a) DICOM certification or simulation preferred

b) Minimum resolution of 1024 x 768 pixels

c) Capacity to support the following video inputs:

i. VGA (15-pin mini D-Sub: Analogue RGB signal)

ii. DVI (24-pin mini D-Sub)

iii. HDMI

iv. RGBHV (15-pin mini D-Sub / 5 x BNC)

v. S-Video (BNC/RCA)

vi. Composite (BNC)

d) A lens to match the desired throw distance, including motorized focus, zoom and lens shift capability as required. Specialist lenses (such as ultra-show throw and on-axis lenses) shall be provided for applications such as interactive whiteboards and rear projection.

e) High Quality Image Processing

f) Compatible with NTSC/PAL/SECAM video systems

g) 4:3 native aspect ratio

h) Minimum 3000 ANSI lumens

i) Bright enough for the room in which it is installed when room lights are on full illumination

j) Minimum 900:1 contrast ratio

k) Image size will meet the design requirement of each area

l) Low noise fan (less than 35dBA)

m) A range of inputs to allow integration to audio visual system

n) All connections and cabling must be concealed neatly

o) RS232, USB and Ethernet control interfaces

p) Commercial grade manufacture

q) Reputable manufacture with local support



Recommended models include the NEC NP series which features DICOM simulation modes.

2.7.2 Projection Screens

As a minimum, the projector screens will comply with the following:

a) Sized to meet the requirements of the area

b) 4:3 native aspect ratio

c) Motorized and controlled by integrated AV control system. Programmed to drop when projector is turned on and rise with projector is turned off.

d) Minimum gain of 1.0

e) Wide viewing angle. Minimum 170 degree horizontal viewing angle

f) Minimum 90 degree vertical viewing angle

g) Optional electric motor, cables and roller to be neatly concealed within self-contained enclosure

h) Reputable manufacture with local support such as LP Morgan, Da-Lite, Screen Technics

2.7.3 Large Flat Panel Displays

As a minimum, the large flat panel displays will have the following specification:

a) DICOM certification or simulation preferred

b) Minimum resolution of 1366 x 768 pixels, 1920 x 1080 pixels preferred

c) Capacity to support the following video I/O:

vii. DVI (15-pin mini D-Sub: Analogue RGB signal)

viii. DVI (24-pin mini D-Sub)

ix. HDMI

x. RGBHV (15-pin mini D-Sub / 5 x BNC)

xi. Composite (BNC)

xii. DVI (15-pin mini D-Sub: Analogue RGB signal) output

xiii. Stereo Audio output mini jack

d) High Quality Image Processing

e) Compatible with NTSC/PAL/SECAM video systems

f) 16:9 native aspect ratio

g) Minimum 1000:1 contrast ratio

h) Bright enough for the room in which it is installed when room lights are on and the blinds are up

i) Wide viewing angle. Minimum 170 degree horizontal viewing angle

j) Minimum 90 degree vertical viewing angle

k) Not be susceptible to screen burn or suffer from motion jaggedness, aliasing, smearing, pixilation, bleeding and saturation that affect the viewing experience. All text must be visible and legible.

l) A range of inputs to allow integration to audio visual system. Provisions to install additional cards as required.

m) All connections and cabling must be concealed behind the panel.



n) Capacity to attach optional speakers

o) RS232 and IR control interfaces

p) VESA mountable

q) Reputable manufacture with local support

r) Commercial grade manufacture

A recommended manufacturer which complies with DICOM standards is the Eizo RadiForce range.

2.7.4 Video Matrix Switchers and Video Processing Equipment

As a minimum, all video switcher and processing equipment will have the following specifications:

a) Switch(s) will not degrade or scale down images resolution

b) Capable of supporting resolutions up to 1920 x 1080 (HD)

c) Switch(s) shall be of reputable manufacture with local support

d) Switch(s) must be able to route any incoming signal to any output device

e) Capacity to upscale image resolution as required

f) Reputable manufacturer with local support, e.g. Extron

2.7.5 PTZ Cameras

All cameras provided for the new facility will comply with following requirements:

a) PTZ controllable via RS232, VISCA protocol

b) 100 to 1 adjustable field of view

c) Auto hold of focus when zooming

d) Resolution to meet the requirements of each individual application

e) Automatic light and gain adjustment

f) Dynamic contrast adjustments

g) Colour / black and white selectable

h) Noise reduction

i) Signal to noise ratio less than 50dB

j) Minimum illumination of 5lx

k) Reputable manufacturer with local support, e.g. Sony

2.7.6 Front of House Speakers

As a minimum, the Front of House Speakers will have the following specifications:

a) Minimum of 50 watts continuous program power supply

b) Frequency range between 80Hz and 16kHz (-10dB)

c) 8 ohms impedance

d) 3kHz crossover frequency

e) All speakers must provide clear, echo and feedback free sound from all sources



f) Have sufficient frequency range to reproduce musical scores and voices from the source

g) Have SPL of no less than 84dB

h) Colour coded to match room

i) Reputable manufacturer with local support

2.7.7 Ceiling Speakers

As a minimum ceiling speakers will comply with the following minimum requirements:

a) Clear and distortion free audio reproduction

b) Frequency range of 70Hz – 20KHz

c) SPL of more than 84dB

d) 100-volt line or low-impedance (4 – 16 ohms) input as determined by application

e) Recessed and match the colour of the ceiling

f) Back cans and mounting hardware for plasterboard and /or ceiling tiles

g) Reputable manufacturer with local support, e.g. JBL

2.7.8 Audio Amplifiers

As a minimum, the Audio Amplifiers will have the following specifications:

a) Power output capable of driving the nominated speakers to their maximum SPL

b) 100-volt line or low-impedance (4 – 16 ohms) output as determined by application

c) Harmonic distortion less than 1%

d) Frequency response between 20Hz – 20kHz

e) Signal to noise ratio -70dB

f) Number of Inputs and outputs as determined by application

g) Reputable manufacturer with local support, e.g. Yamaha

2.7.9 Digital Audio Processors

As a minimum, the digital audio processor shall comply with the following requirements:

a) Capacity support multi-zoning

b) Multiple Mic / line inputs on barrier strip

c) Digital sampling, mixing and processing

d) Ethernet interface

e) RS232 Control

f) Have all, high, low pass, Notch, PEG, Mute, AGC and Level control on/off

g) Auto and manual gate

h) Mix, route, combine, EQ, delay and control

i) Frequency response 20Hz – 20kHz @ +4dB



j) Dynamic range 20Hz – 20kHz

k) Maximum gain 66dB

l) Line level input <-80dB

m) Mic level input <-75dB

n) Input impedance 8k ohms

o) Output impedance 200ohms

p) Sampling rate 48kHz or greater

q) 24bit A/D - D/A converters

r) Support audio echo cancellation

s) Full duplex transmission of sound for videoconferencing and teleconferencing applications

t) All audio shall be processed and clear of any echo, distortion and noise

u) Able to turn Echo and Noise cancellation on/off

v) Reputable manufacturer with local support, e.g. Biamp or ClearOne

2.7.10 Wireless Boundary Microphones

As a minimum, the Wireless Boundary Microphones will have the following specifications:

a) Must have transmitter built into the microphone

b) Frequency response between 60Hz and 20kHz

c) Have selectable bandwidth to allow for a great number of microphones

d) Linked receiving stations

e) Must be immune to interference, low noise and high SPL handling

f) Encryption capabilities

g) Charging docking station

h) Have a lock function to avoid accidental changing of settings

i) Reputable manufacturer with local support, e.g. Shure or Revolabs

2.7.11 Control Systems

Existing audio visual control systems shall be utilized, and the functionality shall be maintained including switching the PC/s to the display devices. Although the OMT will not directly the control system as it is PC based, any equipment upgrades that are required to meet this design solution will require re-programming the control system in order to interface to these devices.



SECTION 3 ICT REQUIREMENTS

3.1 OMT INFRASTRUCTURE

3.1.1 General

Online Meeting Technology (OMT) is a tool used to conduct live meetings via the internet. OMT enables participants to sit remotely at his or her computer and transmit video, voice and collaborate on applications. There are multiple infrastructure solutions available for OMT, they are as follows:

a) Subscription Based

b) Internally Hosted

c) Externally Hosted

3.1.2 Overview

This section will describe in more detail the technical, operational and minimum system requirements to perform meetings utilising the above technologies. Options have been provided to enable NEMICS to gain a full understanding of the types of technologies and infrastructure models available within the OMT market.

3.1.3 Subscription Based Solution

A subscription based solution is very common across small to medium enterprise as it requires no large hardware investment or maintenance. The user’s end point PC or MAC is the only hardware required along with Audio Visual equipment such as cameras, speakers and microphones.

The user is required to pay an access fee based on the amount of participants it requires in each meeting. This is usually charged at a per month cost.

Servers and back end hardware are located in the ‘cloud’ and accessed via an internet connection. As shown below in Table 1.



There no dedicated servers or back end hardware provided in this type of solution. Subscribers share the same infrastructure when using the OMT. This solution cannot take advantage of a Local Area Network (LAN) or Wide Area Network (WAN) linkages which can provide much faster access speeds and quality.

3.1.4 Internally Hosted Solution

An internally hosted solution is most commonly used in larger or enterprise size networks. All hardware is hosted internal to the organisations network. All maintenance and support is generally provided by the internal IT department but can also be contracted out to an integrator.

This solution provides dedicated access to servers and back end equipment. Users connected to the LAN or WAN will be provided with Quality of Service (QoS) and availability which are already features of the organisation network.

Internet based users will connect via an ‘edge server’ which is protected from the organisational network by firewall. Only OMT application traffic will be allowed to pass through to the internal network.

An internally hosted solution can also allow for integration into the current PABX environment pending compatibility.

Shown below in table 2 is a high level diagram of the internally hosted solution:



3.1.5 Externally Hosted Solution

An externally hosted solution can be used if the organisation cannot facilitate the OMT servers and back end equipment on their premises. This may be due to spatial or network security restrictions. Typically server hardware and back end equipment is purchased and located on the premises of a hosting company within their data centre. A private IP WAN link would be deployed to the host site location. It is recommended to provision dedicated WAN links to all sites hosting meetings. Alternatively all sites could access the hosted servers via the internet at reduced quality.

All internet based users would connect directly via their internet connection. Generally the server and back end equipment would be fully managed and maintained by the hosting provider. Shown below in table 3 is a high level diagram of the externally hosted solution

3.2 OMT SOLUTION OPTIONS

A variety of products where considered based on the various infrastructure models outlined in section 3.1. The most suitable products below have been selected for review and recommendation:

a) Cisco Webex

b) Microsoft Office Communications Server

c) Attend Anywhere Vidyo

d) Tandberg VCS

Full reviews of technical specifications of each OMT solution can be viewed in Appendix A



3.3 MDM APPLICATION REQUIREMENTS

3.3.1 Application Sharing

Application sharing is a key component to the successful operation of the MDMs. Typically there are 2 PCs located within the host room.

a) PC 1 – MDM Host PC. A MDM host PC will typically display the following applications:

i. OMT

ii. PET Images

iii. Radiology Images

iv. Microsoft Applications

v. Internet

vi. Intranet

PC1 is displayed on a LCD projector. The MDM Host PC will typically send these applications remotely via the OMT.

b) PC2 – Pathology Microscope PC. A MDM host PC will typically display the following applications:

i. Pathology Images

ii. Database Application

iii. Meeting Agenda

This PC is not a participant in the OMT. The image is of average quality and not capable of being transmitted to the remote site or displayed by the LCD projector locally. It is thought that making this PC a participant in the OMT would be cumbersome and have an adverse effect on the operation of the MDM.

The following diagram displays the current configuration:



3.3.2 Recommendation - Option 1

The following solution is recommended for the application sharing in a MDM where a single ICT network is available within the host meeting room. All PC’s within the MDM host room must be connected to the same physical network for this solution to be functional.

This will enable the display of all applications on PC1 and PC2 to the LCD projector. This will also provide the ability to share applications from PC1 and PC2 via the OMT to the remote participants.

Virtual Network Computing (VNC) software will enable the sharing of applications from PC2 to PC1. VNC is a graphical desktop sharing system that provides the ability to view the desktop of another network connect PC. For example VNC is widely used in educational contexts, for example to allow a distributed group of students simultaneously to view a computer screen being manipulated by an instructor.

The following diagram displays the option 1 configuration:



3.3.3 Recommendation - Option 2

The following solution is recommended for application sharing in a MDM where separate ICT networks are utilised.

This will enable all applications shown on PC2, PC3, PC4 to be switched and displayed on PC1 which will be locally projected and send remotely via the OMT.

A V-Grabber PCI video card will be used to enable the output signal from multiple computers to be displayed on the OMT host PC.

This solution is ideal for scenarios where organisations have IT network security issues.

The following diagram displays the option 2 configuration:



3.3.4 Virtual Network Computing (VNC) Software

Virtual Network Computing is a graphical desktop sharing application that allows the display of a remote computer to another in real time. Either PC can control movement of the mouse and keyboard input.

VNC Personnel edition is the required minimum and provides the following features:

a) Supports Windows NT4, 2000, XP, Server 2003, Vista, Windows 7, Windows 2008 Server

b) Unix & MAC OSX

c) 2048-bit RSA Server Authentication

d) 128-bit AES Session Encryption & Tamper proofing

e) Printing

f) One-Port HTTP & VNC

g) HTTP Proxy Support

h) Dedicated help and support channel

i) File Transfer

j) Integrated address book

k) Chat

l) Desktop Scaling

3.3.5 Multiple Keyboard & Mouse Control

There is a requirement for multiple users within the local meeting room to have control of the main presentation PC. An additional Wireless Keyboard should be provided and placed on the main meeting table for access of local participants.

3.3.6 Recommendation

Team Player pro software allows up to 30 wireless keyboards and mice to be connected to a single PC. To take control of the PC users must right click there mouse giving them control. Control can then be taken back by the host by right clicking their mouse.

It is recommended to use Logitech, Gyration or any keyboard that works within the 2.4GHz RF to guarantee smooth operation.



3.3.7 Microscope Digital Camera

Currently a digital microscope is used for the display of Pathology slides on the 42’ Plasma screen. The digital microscope is and analog device fitted with a USB digital camera interface which plugs directly into a PC. The image quality is of poor standard and a ‘rolling screen’ effect is present due to a possible refresh rate mismatch between the USB camera, Plasma screen and the PC.

The Moticam 2300 Digital microscope camera is currently used. The following are recommend technical requirements for operation:

a) Windows XP with Service Pack 3 (SP3) installed

b) Recommended - Pentium® 4 or equivalent, 1.5 GHz

c) Memory: 1GB RAM

d) Desktop resolution: Recommended - 1600 × 1200

e) 50 MB of hard drive space

f) A video card with 24-bit or 32-bit True Colour graphics capability, at least 64 MB of video memory and the latest vendor driver installed


The digital microscope is connected to a Dell Latitude D620 laptop. This laptop is assumed to be the baseline specification which should be more than adequate for the operation of the microscope camera.

The following is a list of checks recommended to ensure correct operation:

a) Ensure Laptop meets required specifications

b) Ensure laptop display configuration meets requirement

c) Ensure all Moticam software drivers are up to date and of correct version

d) Log with Moticam support for issue resolution

e) Test another Microscope camera in same environment (if possible)

As the currently microscope camera is approaching end of life it may be feasible to replace it with the equivalent or higher specification current model.

3.3.9 OMT Administration

The OMT host PC will administer the setup and configuration of the online meeting within a MDM. A separate locally connected monitor will be used to perform OMT administration tasks such as;

Add/invite participants

Monitor connected participants

Chat to remote participants

Assign control of the OMT

Temporarily freeze shared content

Enable/Disable video feeds

Enable/Disable annotation tools



Using a OMT tool such as Webex, the meeting tool bar can be moved across monitors once a desktop or application sharing session has been started. This second desktop would not be sent via the projectored image or to the remote participants via Webex.

3.3.10 OMT Host PC Hardware

The OMT host pc is the central hub of collaboration for the MDM. It will be required to process the following applications:

a) OMT

b) PETS

c) Radiology Images

d) Pathology

e) Microsoft Applications

f) Internet

g) Intranet

h) VNC software

To meet the requirements of an MDM, the PC requires being of higher specification than your standard corporate SOE desktop.


The OMT Host PC should meet the following hardware and software requirements as minimum:

a) CPU – Intel Core 2 Quad

b) RAM – DDR3 4GB SD RAM

c) Hard Drive – 160GB SATA 10,000 rpm

d) Slots - 3 full-height PCI, 2 full-height PCI Express x16, 1 full-height PCI Express x1, Full height AGP

e) Network Interface Card – 1GB

f) Operating System Windows XP Professional SP3 or higher

g) Quad Head multi-monitor graphics card- 128MB,

3.3.12 Network considerations

Availability of network bandwidth and quality of service are critical to the operation of the OMT. There are significant network considerations when deploying the OMT solution:

a) Local Area Network (LAN)

b) Wide Area Network (WAN)

c) MDM Host Internet Access

d) MDM Remote User Internet Access



3.3.13 Local Area Network

The local area network is critical to the operation of the OMT as it is responsible for connectivity of PC’s and to the immediate network. LAN speeds of 1Gbps to the desktop computer are common place within most organizations.

To help ensure availability and segregation of traffics LAN’s are designed with features such as VLANs and Quality of Service (QoS). VLANs can segregate applications such as voice and video over the LAN. This provides better management of network traffic and helps reduce issues such as broadcast storms. QoS is utilised to prioritize network traffic based on its type. High priority traffic such as voice and video can be tagged by the network and transmitted first (Platinum Priority), as opposed to data traffic which would be tagged and transmitted with best effort (Bronze Priority).

3.3.14 Wide Area Network

The Wide Area Network (WAN) is utilised for linkages between sites connected via private IP links. WAN speeds are scalable depending on the requirements of each site connected. WANs are an excellent way for organisations to provide network linkages between remote sites guaranteeing bandwidth and QoS configuration. There is an opportunity for MDMs to take advantage of the existing WAN links that exist between hospitals.

3.3.15 MDM Host Internet Access

Internet access at the host sites is critical to the success of the MDM. Currently MDMs are reliant on the internet access provided by the location. E.g. MDMs held at the Austin Hospital utilize the Austin’s IT infrastructure and internet link. As this link is shared with the staff of the Austin Hospital there is no guaranteed access speeds. This is the same situation for Northern and Box Hill sites

3.3.16 MDM Remote User Internet Access

Internet access for the remote MDM users can vary depending on their location. User’s participation ranges from Hospital internet links at Northern Hospital, home broadband links around metropolitan Melbourne to business broadband in remote locations in Wodonga. There is no guarantee of internet connection speed or reliability from remote participants.\

3.3.17 Network Traffic Shaping

Network Traffic shaping can be used to prioritize and optimize traffic per user. QoS rules can be applied per user across the network and offer the following benefits:

a) Bandwidth Management

b) Traffic Shaping

c) Prioritization

d) Active Directory Integration

e) Layer 4 TCP Optimization

f) Layer 7 Application Acceleration

g) Universal caching

By implementing a Network Traffic Shaping device priority could be given to OMT traffic trying to access the internet on a large network such as the Austin Hospital.




As a minimum the following bandwidth availability should be available to success provide HD quality MDMs

a) Local Area Network – 1Gbps connectivity to each PC

b) Wide Area Network – 600K – 3Mps Bandwidth availability per participant

c) Internet - 600K – 3Mps Bandwidth availability per participant

A Network traffic shaping device should be deployed so OMT traffic can be prioritized and managed. The will help ensure the quality of the MDM. Exinda Networks manufacturer appliance based traffic shapers which are ideal for this purpose.




3.4 BUDGET ESTIMATES

3.4.1 High Specification System

The following is a financial estimate for procurement, planning, project management and installation of a High specification solution. Pricing is based upon the following:

a) Fit out of single MDM host room with high specification equipment

b) Deployment of Internally hosted OMT Solution

c) Remote Participant requirements

3.4.2 Mid Specification System

The following is a financial estimate for procurement, planning, project management and installation of a mid specification solution. Pricing is based upon the following:

a) Fit out of single MDM host room with mid specification equipment

b) Use of externally hosted OMT Solution


3.4.3 Lower Specification System

The following is a financial estimate for procurement, planning, project management and installation of a lower specification solution. Pricing is based upon the following:

a) Fit out of single MDM host room with lower specification equipment

b) Use of externally hosted OMT Solution


Internet connection cost included for single ADSL+2 connection recommended under application sharing option 2 section 3.3.3.

Budget Estimates can be viewed in Appendix B.

Note: Re-use of equipment is recommended where it meets the nominated design guideline.


APPENDIX A – OMT SOLUTIONS

CHW Consulting Pty Ltd Appendix A


CISCO WEBEX

Cisco Webex is online subscription based product which specializes in provide real time collaboration, voice and video conferencing software. Listed below are points for consideration for NEMICS use of Cisco Webex for its MDMs and other meeting room functions:

a) Users familiar with GUI operation

b) No investment in hardware/software

c) Small local IT Department involvement

d) No need for 3rd Party integrator

e) Pay by the month subscription

f) Does not support use on LAN/WAN

g) Shared infrastructure with other subscribers

h) Low quality audio using standard microphone

i) Average quality audio using toll free dial in number

j) Average quality application sharing of Radiology and Pathology images

k) Low quality live video stream

l) Compatible with both PC and MAC

m) Applications available for iPhone and iPad

n) Sharing of full desktop available

o) Sharing of single application available

p) Support for dual screen PC’s

q) Simple implementation

r) Large online user base

s) Strong online and telephone technical support

t) Minimal software requirements

u) Built in Meeting Scheduler

v) Email & SMS meeting invitations

w) Scalable

x) No support of HD video

y) No support of Tandberg, Polycom and other Video Conferencing appliances

z) Supports SSL certificates

CHW Consulting Pty Ltd Page i


System Requirements

a) Operation Systems Supported

iv. Windows 2000, XP, 2003 Server, Vista and 7

v. Solaris 10/11

vi. Mac OSX 10.4, 10.5, 10.6

vii. HP-UX 11.11

viii. Linux

b) Hardware Requirements

i. CPU 1GHz Intel or AMD

ii. Minimum 512MB RAM 2GB Recommended

iii. 40MB Hard disk space

iv. 1GB NIC

c) Browsers Supported

i. Internet Explorer 6/7/8

ii. Firefox 2/3.x

iii. Chrome 4

d) Other Software Requirements

i. Java Script and cookies enabled

e) Firewall Requirements

i. TCP Port – 1270

ii. HTTP Port – 80

iii. HTTPS Port - 443

f) QoS Requirements

i. A third party traffic shaping device such as an Exinda 8060 would be required to prioritize traffic over the LAN/WAN

g) PABX Integration support

i. Webex does not support integration with an on site PABX

CHW Consulting Pty Ltd Page ii


Support and Maintenance

Webex support is available via the following methods:

a) Online training videos and documentation

b) Online knowledge base

c) Online helpdesk ticketing system

d) Toll free technical support number

e) Account Management contact

Webex is hosted and maintained by Webex. There are no maintenance requirements for subscribers. It is assumed desktop support to be provided by Internal IT Department

OFFICE COMMUNICATIONS SERVER (OCS)

Office Communications Server (OCS) is a Microsoft product providing real time voice, video and collaboration technologies. Listed below are the points for consideration for use of OCS for MDMs and other meeting room functions:

a) Simple GUI Operation

b) Dedicated or hosted infrastructure

c) Supports LAN/WAN and Internet based access

d) IT department involvement required

e) 3rd Party integrator required

f) Integrates with PABX

g) Integrates with Microsoft suite of products

h) Sharing of full desktop available

i) Sharing of single application available

j) Support up to HD Audio and Video

k) Support for dual screen PC’s

l) Supports up to 5000 users

m) Large implementation required

n) Client software installation required

o) Compatible with both PC and MAC

p) Supports HD

q) Scalable

r) Provides Web access front end (No client software required)

s) Supports Windows mobile devices

t) Support for iPhone & iPad via 3rd party software (iDialog)

u) Supports Tandberg, Polycom and other Video Conferencing appliances

v) Supports SSL certificates

CHW Consulting Pty Ltd Page iii


System Requirements

The following requirements are based on an OCS standard edition deployment

a) Server Operating Systems Supported

ii. Windows Server 2008 64 Bit Edition

iii. Windows Server 2003 64 Bit Edition

b) Desktop Operating Systems Supported

i. Windows XP SP 2, Vista and 7

c) Hardware requirements Servers

i. CPU Dual Processor Quad Core 2.0 GHz+

ii. Minimum 8GB RAM

iii. 30GB Hard Disk Space

iv. 2 x 1GB NIC

d) Hardware Requirements Desktop

i. CPU Quad Core 1.9GHz or higher

ii. 2GB RAM or higher

iii. Video card with 64MB RAM minimum

e) Other Software Requirements

i. MS SQL 2005 Standard Edition

ii. MS SQL 2005 Standard Edition

iii. Office Communicator Client

f) Firewall Requirements

i. HTTPS Port – 443

ii. SIP Port – 5061

iii. MTLS Port – 5061

iv. PSOM Port – 8057

v. UDP/TCP Ports – 5062, 3478, 443, 50,000-59,999

g) QoS Requirements

vi. Platinum Priorities for voice/video may be required depending on the deployment model used

vii. Alternatively a third party traffic shaping device such as an Exinda 8060 would be required to prioritize traffic over the LAN/WAN

h) PABX Integration

i. Supports integration with PABX via SIP Trunking and mediation server if required.

CHW Consulting Pty Ltd Page iv



Support options for OCS are as follows

a) Supported by internal IT Department

b) Supported by Integrator

c) Large online user base

d) Online training videos and documentation

e) Online knowledge base

f) Online helpdesk ticketing system

g) Toll free technical support number

Maintenance requirements for OCS are as follows

a) All servers will need to be maintained by the IT department or Integrator

b) Options available for fully hosted solution with full maintenance

c) It is assumed desktop support to be provided by Internal IT Department

CHW Consulting Pty Ltd Page v


VIDYO

Vidyo is a HD video conferencing solution with built in collaboration tools. It provides high quality video and audio capabilities with excellent application sharing clarity. It is designed as an alternative to appliance based video conferencing such as Polycom or Tandberg.

Listed below are the points for consideration for use of OCS for MDMs and other meeting room functions:



c) Subscription based service available

d) Supports LAN/WAN and Internet based access

e) IT department involvement required

f) 3rd Party integrator required

g) Sharing of full desktop available

h) Sharing of single application available

i) Support up to HD Audio and Video

j) Support for dual screen PC’s

k) Client software installation required


m) Scalable

n) Supports Tandberg, Polycom and other Video Conferencing appliances

System Requirements

a) Operating Systems Supported

ii. Windows XP SP 2, Vista and 7

iii. Mac OSX 10.5

b) Hardware Requirements Desktop

i. CPU- Intel 2.93 GHz Quad Core

ii. RAM- 2GB Minimum

iii. Hard Disk – 40MB

iv. NIC – 1GB

c) Software Requirements

i. Java Runtime Environment 1.5+

d) Browsers Supported

i. Internet Explorer 7/8

ii. Firefox 2.0

iii. Safari

iv. Camino

e) Firewall Requirements

CHW Consulting Pty Ltd Page vi


i. TCP Port – 80

ii. TCP Port – 443

iii. TCP Port – 50000

iv. UDP Ports – 50000-51000 (For optimal Quality)

f) QoS Requirements

i. A third party traffic shaping device such as an Exinda 8060 would be required to prioritize traffic over the LAN/WAN

g) PABX Integration

i. Not supported


Support options for Vidyo are as follows



c) Online user base



f) Australian based technical support number

Maintenance requirements for Vidyo are as follows




d) No maintenance required if subscription option selected

CHW Consulting Pty Ltd Page vii


TANDBERG VIDEO COMMUNICATIONS SERVER

Tandberg Video Communication Server (VCS) in tandem with the Tandberg Movi software provides high quality video conferencing, audio and collaboration. It integrates into the suite of Tandberg products who are currently one of the world leaders in Video Conferencing solutions.

Listed below are the points for consideration for use of VCS for MDMs and other meeting room functions:



c) Subscription based service available

d) Supports LAN/WAN and Internet based access

e) IT department involvement required

f) 3rd Party integrator required

g) Sharing of full desktop available

h) Sharing of single application available

i) Supports HD Audio and Video

j) Support for dual screen PC’s

k) Client software installation required


m) Scalable

n) Supports Tandberg, Polycom and other Video Conferencing appliances

System Requirements

a) Operating Systems Supported

ii. Windows XP SP 2, Vista and 7

iii. Mac OSX 10.5

b) Hardware Requirements

i. CPU - Intel Dual Core 1.8GHz or higher

ii. RAM – 2GB or higher

c) Software Requirements

i. Java Runtime Environment 1.5 or higher

d) Firewall Requirements

e) QoS Requirements

f) PABX Integration

CHW Consulting Pty Ltd Page viii


CHW Consulting Pty Ltd Page ix


Support options for VCS are as follows:



c) Online user base



f) Australian based technical support number

Maintenance requirements for VCS are as follows:




d) No maintenance required if subscription option selected


APPENDIX B – BUDGET ESTIMATES

CHW Consulting Pty Ltd Page B

Appendix H Request for proposal for AV upgrade room 3.1 Austin Tower



ACN 103 605 027 ABN 69 716 913 466 I PHONE + 6 1 3 9 6 0 1 6 5 5 5 I F A X + 6 1 3 9 6 7 0 0 8 9 8 I E M A I L i n f o @ c h w . c o m . a u

DESIGN Communications Information Technology Virtualisation Audio Visual Videoconferencing INTEGRATION Multimedia Control Systems Networks Building Technology Data Centres

Audio Visual Services

Request for Proposal

for

CanNET Victoria &

North Eastern Melbourne Integrated CancerService (NEMICS)

Austin Tower Combining Rooms 3.1 & 3.2

Reference: 478111214SGO

Revision: B

Date Issued: 14/12/2011

CanNET Victoria & NEMICS Audio Visual Services

Austin Tower Combining Rooms 3.1 & 3.2 Request for Proposal (RFP)

CHW Consulting Pty Ltd Ref: 478111214SGO Page i

Table of Contents

REVISION HISTORY...................................................................................................................................IV

SECTION 1 INFORMATION TO RESPONDENTS .................................................................................. 1

1.1 GENERAL ........................................................................................................................................... 1

1.2 PROJECT DEFINITIONS.................................................................................................................... 1

1.3 TECHNICAL DEFINITIONS ................................................................................................................ 2

1.4 CONDITIONS OF RFP SUBMISSION................................................................................................ 4

1.4.1 Lodgment of RFP.............................................................................................................................. 4

1.4.2 Documents to be submitted.............................................................................................................. 4

1.4.3 Format and number of copies........................................................................................................... 4

1.4.4 Closing date...................................................................................................................................... 4

1.4.5 Tender process schedule ................................................................................................................. 5

1.4.6 Enquiries ........................................................................................................................................... 5

1.4.7 Period of validity ............................................................................................................................... 5

1.4.8 Evaluation and Acceptance of RFP Submissions ............................................................................ 6

1.4.9 Respondents to inform themselves .................................................................................................. 6

1.4.10 Site Access ....................................................................................................................................... 6

1.5 ALTERNATIVE OFFERS.................................................................................................................... 6

1.6 CONFIDENTIALITY ............................................................................................................................ 6

SECTION 2 PROJECT REQUIREMENTS............................................................................................... 7

2.1 PROJECT MANAGEMENT................................................................................................................. 7

2.1.1 General ............................................................................................................................................. 7

2.1.2 Works Program................................................................................................................................. 7

2.1.3 Project Plan ...................................................................................................................................... 7

2.2 QUALITY OF WORKS ........................................................................................................................ 7

2.2.1 General ............................................................................................................................................. 7

2.2.2 Personnel.......................................................................................................................................... 8

2.2.3 Fit for Purpose .................................................................................................................................. 8

2.2.4 Consistency ...................................................................................................................................... 8

2.2.5 Applicable Standards........................................................................................................................ 8

2.3 DOCUMENTATION AND CONTRACTOR SUBMISSIONS............................................................... 9

2.3.1 General ............................................................................................................................................. 9

2.3.2 Technical Submissions ..................................................................................................................... 9

2.3.3 Samples............................................................................................................................................ 9

2.3.4 Installation Manual..........................................................................................................................10

2.3.5 Equipment Serial Numbers.............................................................................................................10

2.3.6 Software..........................................................................................................................................10

2.4 TESTING, COMMISSIONING AND HANDOVER ............................................................................11

2.4.1 Testing ............................................................................................................................................11

2.4.2 Test Records ..................................................................................................................................11

2.4.3 Test Equipment...............................................................................................................................11

2.4.4 Commissioning ...............................................................................................................................11

2.4.5 Acceptance Testing ........................................................................................................................12

2.4.6 Handover ........................................................................................................................................12

2.4.7 Practical Completion Requirements ...............................................................................................12

2.4.8 Practical Completion Documentation .............................................................................................12

2.5 TRAINING .........................................................................................................................................13



CHW Consulting Pty Ltd Ref: 478111214SGO Page ii

2.5.1 General ...........................................................................................................................................13

2.5.2 Course Outline................................................................................................................................13

2.5.3 Operator Training Course...............................................................................................................14

2.5.4 Technical Training Course..............................................................................................................14

2.6 DEFECTS LIABILITY PERIOD.........................................................................................................14

2.6.1 General ...........................................................................................................................................14

2.6.2 Response Time...............................................................................................................................15

2.6.3 Workmanship..................................................................................................................................15

2.7 CONDITIONS OF CONTRACT.........................................................................................................15

2.7.1 Contract Information .......................................................................................................................15

2.7.2 Intent of the RFP.............................................................................................................................15

2.8 COMPLETION DATE........................................................................................................................15

2.9 IPROLIVE REGISTRATION..............................................................................................................15

SECTION 3 SCOPE OF WORKS AND PROJECT COORDINATION ..................................................16

3.1 SCOPE OF WORKS .........................................................................................................................16

3.2 COORDINATION OF THE WORKS .................................................................................................17

3.2.1 General ...........................................................................................................................................17

3.2.2 Building Works................................................................................................................................17

3.2.3 Joinery Works .................................................................................................................................17

3.2.4 Electrical and Communications Works...........................................................................................17

3.3 WORKS BY THE PRINCIPAL ..........................................................................................................18

3.4 DRAWINGS.......................................................................................................................................19

SECTION 4 SYSTEM AND FUNCTIONAL REQUIREMENTS..............................................................20

4.1 GENERAL .........................................................................................................................................20

4.2 COMBINED MEETING ROOM .........................................................................................................20

4.2.1 System Description.........................................................................................................................20

4.2.2 List of Existing Equipment ..............................................................................................................21

4.2.3 System Requirements ....................................................................................................................21

4.2.4 System Functionality.......................................................................................................................23

4.3 CONTROL SYSTEM .........................................................................................................................24

4.3.1 General ...........................................................................................................................................24

4.3.2 Source Code...................................................................................................................................24

4.3.3 Touch Panel and Push Button Controller Workshops and Sample Design ...................................24

4.3.4 Technical Requirements .................................................................................................................24

4.3.5 Touch Panel Functionality ..............................................................................................................25

4.4 CONNECTION PLATES ...................................................................................................................27

4.5 PROJECTOR INSTALLATION.........................................................................................................27

4.5.1 General ...........................................................................................................................................27

4.5.2 Fixed Ceiling Mounts ......................................................................................................................28

4.5.3 Projection screen ............................................................................................................................28

4.6 LARGE FLAT PANEL DISPLAY INSTALLATION ..........................................................................28

4.7 AV EQUIPMENT SPECIFICATIONS ................................................................................................28

4.7.1 Video / Data Projector.....................................................................................................................28

4.7.2 Projection Screens..........................................................................................................................29

4.7.3 Large Flat Panel Displays...............................................................................................................29

4.7.4 Video Matrix Switchers and Video Processing Equipment.............................................................30

4.7.5 Audio Amplifiers..............................................................................................................................30

4.7.6 Digital Audio Processors.................................................................................................................30

4.7.7 Fixed Gooseneck Microphones ......................................................................................................31

4.7.8 Ceiling Microphones .......................................................................................................................32



CHW Consulting Pty Ltd Ref: 478111214SGO Page iii

4.7.9 Document Camera..........................................................................................................................32

4.8 AV EQUIPMENT RACKS..................................................................................................................32

4.8.1 Rack Specifications ........................................................................................................................32

4.8.2 Switched Power ..............................................................................................................................33

SECTION 5 EQUIPMENT AND CABLING INSTALLATION.................................................................34

5.1 GENERAL .........................................................................................................................................34

5.2 CABLE SUPPORT SYSTEMS..........................................................................................................34

5.2.1 General ...........................................................................................................................................34

5.2.2 Vertical Installations........................................................................................................................34

5.2.3 Horizontal Installations....................................................................................................................34

5.2.4 Catenary Wiring Supports...............................................................................................................34

5.2.5 Cable Trays ....................................................................................................................................35

5.3 AUDIO VISUAL LEADS....................................................................................................................35

5.4 LABELLING ......................................................................................................................................35

5.5 CABLING ..........................................................................................................................................36

5.6 EARTHING ........................................................................................................................................37

SECTION 6 RFP FORMS.......................................................................................................................38

6.1 GENERAL .........................................................................................................................................38

6.2 SECTION COSTS .............................................................................................................................38

6.3 SCHEDULE OF HOURLY RATES ...................................................................................................39

6.3.1 Variation Rates ...............................................................................................................................39

6.3.2 Emergency Callout Rates ...............................................................................................................39

6.3.3 Equipment Variation Rates.............................................................................................................40

6.4 STATEMENT OF NON-COMPLIANCE ............................................................................................41

6.5 PERSONNEL ....................................................................................................................................42

APPENDIX A AUDIO VISUAL SYSTEM SCHEMATICS

APPENDIX B ARCHITECTURAL DRAWINGS

APPENDIX C AUSTIN HEALTH IT DEPARTMENT CABLING STANDARD



CHW Consulting Pty Ltd Ref: 478111214SGO Page iv

REVISION HISTORY

Revision Revision Description Prepared/

Updated

QA

Checked

Approved Issue

Date

1 Issue for QA GO MI 2/12/2011

A Draft issue for Client Review GO TH 5/12/2011

B Issued for Tender GO 14/12/2011



CHW Consulting Pty Ltd Ref: 478111214SGO Page 1

SECTION 1 INFORMATION TO RESPONDENTS

1.1 GENERAL

This Request for Proposal (RFP) document details the requirements for the proposed audio visual

systems for CanNet Victoria and North Eastern Integrated Cancer Services, as a part of combining and

upgrading existing facilities in rooms 3.1 & 3.2. The upgrades will involve the reuse of some existing

equipment, the removal of other existing equipment and the integration of new equipment.

1.2 PROJECT DEFINITIONS

The following definitions apply to this RFP:

Approval Means approved or approval by the Project Manager. Approvals granted to the

Contractor must not reduce or remove any of the Contractor's obligations under the

RFP or contract.

Authorities Means statutory bodies or inspectors of such bodies having jurisdiction over the

works under relevant current regulations and statutes.

Consultant CHW Consulting Pty Ltd

Client CanNET Victoria and North Eastern Melbourne Integrated Cancer Services

(NEMICS)

Contract Means the Contract between the Principal and the Contractor for the construction and

completion of the works.

Contractor Means the Company who secures acceptance of a RFP submission by the Project

Manager to perform the works described in this RFP. This includes any staff, sub-

contractors or agents of the Contractor

Defects Liability

Period

The period after the Practical Completion Date or as extended in accordance with the

Contract

Install Installation of supplied equipment or materials to the specifications within the RFP

Instructions Means instructions to the Contractor issued by the Project Manager

Practical

Completion

Completion date of the works, as determined by the Project Manager

Project Manager CanNET Victoria and NEMICS

Provide Supply and installation of equipment or materials to the specifications within the RFP

Principal CanNET Victoria and NEMICS

Respondent AV Company bidding for works as described within this RFP

RFP Request for Proposal

Site Austin Hospital, Austin Tower, Rooms 3.1 and 3.2

Supply Procurement and delivery of specified equipment or materials to site

Works All works required under this RFP and the contract.




Works Program The program of works prepared by the Contractor and agreed by the Project

Manager

1.3 TECHNICAL DEFINITIONS

The following technical definitions apply to this RFP:

AAC Advanced Audio Coding

ACMA Australian Communications and Media Authority


AES/EBU Audio Engineering Society / European Broadcasting Union

AFFL Above Finished Floor Level


AV Audio Visual

BD Building Distributor


CAT6 Category 6 UTP cabling

CCTV Closed Circuit Television

CMS Centralised Management System

Codec A device capable of coding and decoding a digital stream of data

CTS InfoComm Certified Technology Specialist

CTS-D InfoComm Certified Technology Specialist - Design

CTS-I InfoComm Certified Technology Specialist - Installation

DA / VDA Distribution Amplifier / Video Distribution Amplifier

DGPO Double General Purpose Outlet

DOC CAM Document Camera


DTV Digital Television

DVR Digital Video Recorder

EWIS Emergency Warning Intercommunications System

FD Floor Distributor

FPD

FOH

Flat Panel Display

Front of House

FOV Field of View


GPO General Purpose Outlet

HD High Definition


IDF Intermediate Distribution Frame

IEEE Institute of Electrical and Electronics Engineers

I/O Input / Output





IR Infra-Red

ISDN Integrated Services Digital Network



IPTV Internet Protocol Television





MATV Master Antenna Television


Mic Microphone

MPEG

NEMICS

Moving Picture Experts Group

North Eastern Melbourne Integrated Cancer Service

NTSC

PACS

National Television System Committee (broadcast standard)

Picture Archiving Communication System

PAL Phase Alternating Line (broadcast standard)


PoE Power over Ethernet

PIP Picture In Picture

PTZ Pan Tilt Zoom (camera)



RJ11 Registered Jack 11. Standard telecommunications connectors

RMS Root Mean Squared

RS232 Recommended Standard 232 / 485. Used for serial binary single-ended data/control signals

RS485 Recommended Standard 485. Used for serial binary multidrop data/control signals

Rx Receiver

S/PDIF Sony/Philips Digital Interconnect Format




Tx Transmitter

USB Universal Serial Bus


VCR Video Cassette Recorder








WAP Wireless Access Point

Wi-Fi Wireless Fidelity

UPS Uninterruptible Power Supply

UTP Unshielded Twisted Pair

Y/C S-Video / Separate Video

1.4 CONDITIONS OF RFP SUBMISSION

1.4.1 Lodgment of RFP

RFP submissions are to be clearly marked "RFP Submission for CanNET Victoria Austin Tower Room 3.1

& 3.2” and be Attention Sandi May (CanNET Victoria Project Officer), c/o Megan Dendle (Administration,

NEMICS). Email [email protected] Telephone 03 9496 3322. Submissions to be marked

confidential.

1.4.2 Documents to be submitted

The following documents must be provided with RFP submissions:

a) Cover letter

b) Details of non-compliance including projected delays to works

c) Completed RFP forms

d) A fixed lump sum for each area

e) Proposed works program, including details of team / staff allocation for each works within each

area

f) Any paper copies of RFP documents provided

1.4.3 Format and number of copies

The following documents must be lodged Attention Sandi May (CanNET Victoria Project Officer), c/o

Megan Dendle (Administration, NEMICS). Email [email protected] Telephone 03 9496

3322. Submissions to be marked confidential.

a) 1 x electronic format via email

1.4.4 Closing date

Closing date for RFP submissions will be Thursday 22nd

December 2011 at 5.00pm.






1.4.5 Tender process schedule

The Project Manager has set the following schedule for the Tendering process and appointment of a

successful contractor.

Deliverable Time Frame

Request for Proposal invited Wednesday 14th December 2011

Potential vendors visit Austin Health MDM room Thursday 15th

December 2011 – Tuesday 20th

December 2011

Closing date for submission of quotation Thursday 22nd

December 2011, 5.00pm

Technical Evaluation Monday 9th January 2012

Clarifications of submission details

(if required)

9th

- 10th

January 2012

Interviews with short listed tenderers conducted

by NEMICS in collaboration Austin Health and

CHW Consulting

Thursday 12th

January 2012

Outcome advised by Monday 16th

January 2012

Start up meeting with the successful vendor January 2012

Project completion (including final sign off) Wednesday 4th

April 2012

1.4.6 Enquiries

Contractual and general enquires to Megan Dendle, Email [email protected] Telephone 039496 3322.

IProlive registration and requirements - enquires to Scott O’Neill (Capital Works and Infrastructure, AustinHealth) - Telephone 03 9496 2880 and mobile 0466 153 685 email [email protected]

Austin Health IT specific enquires – Terry Papadopoulos (Field Services Manager, IT Department, AustinHealth), Telephone 03 9496 3399 email [email protected] or Neil Cook (Technical ServicesTeam, IT Department, Austin Health) Telephone 03 9496 4089 email [email protected]

Technical queries must be forwarded in writing to CHW Consulting Pty Ltd, by facsimile on 03 9670 0898,

or email to [email protected]

If Respondents have any queries in relation to site conditions or any further information required, these

issues must be raised prior to submitting their RFP response. Refer any enquiry, discrepancy,

contradiction or omission found in the RFP to the Consultant for resolution before making their RFP

submission.

Verbal amendments to the RFP must not be recognised by the Respondent.

If Respondents do not raise any issues during the RFP period, this will be taken that they fully understand

their obligations under the Contract. No subsequent variations can be claimed by the Contractor due to

their failure to clarify the scope of works.

1.4.7 Period of validity

RFP submissions are to remain valid for a period of 60 days from the expiration of the closing date of

RFP.







1.4.8 Evaluation and Acceptance of RFP Submissions

The opening of the RFP will not be public. Acceptance of RFP submission will be at the complete

discretion of the Principal. RFP submissions will be reviewed based on the following factors:

a) RFP submissions will be evaluated on their technical and commercial merit

b) The lowest RFP submission need not be accepted

c) Any RFP submission need not be accepted

d) Any RFP submission may be accepted or rejected regardless of compliance or non-compliance

with the RFP documents

e) Respondents will be advised of their outcome following due consideration

f) The RFP submission is deemed to be accepted when a notice in writing of such acceptance is

furnished to the Respondent via letter, email or facsimile

1.4.9 Respondents to inform themselves

Respondents are deemed to have taken all steps necessary to:

a) Examine the RFP documents and any other information made available or referred to in the RFP

documents

b) Fully inform, and make all allowances for, site or labour conditions existing at the time of

possession of site

c) Inspect site, site conditions and equipment installations

d) Allow for all necessary travel to complete the works

e) Ensure lead time of all locally sourced, imported equipment and custom made equipment can be

supplied within time to meet successful implementation by the Practical completion date

f) Allow for all costs in the RFP lump sum price

1.4.10 Site Access

Site access will be arranged Sandi May, CanNET Victoria Project Officer, ph. 03 9496 3322.

1.5 ALTERNATIVE OFFERS

Alternative offers may be provided with RFP submissions. These must be accompanied by a fully

compliant submission.

1.6 CONFIDENTIALITY

The content of this RFP must remain confidential at all times before, during and subsequent to the RFP

process. No portion of this documentation may be copied or re-used for any purpose without written

permission from CHW Consulting.




SECTION 2 PROJECT REQUIREMENTS

2.1 PROJECT MANAGEMENT

2.1.1 General

At the commencement of the contract, appoint a suitably qualified installation manager to coordinate and

schedule the design, manufacture, delivery, installation and commissioning of the system.

It is expected that the installation manager will have at least 5 years experience in the field of that service

appropriate to the system to be used, and have relevant tertiary qualifications or industry certification

such as CTS or CTS-D.

Provide details with the RFP submission of the project coordinators qualification and experience together

with a resume of the project team that would work with the installation manager for the duration of the

contract.

Once accepted, the installation manager is not to be replaced unless written approval is given from the

Project Manager.

2.1.2 Works Program

RFP submissions must include a preliminary works program. This must reflect any specified milestone

dates and provide an indication of how they will be achieved.

2.1.3 Project Plan

Upon award of the contract, the Contractor must provide a detailed project plan that indicates all tasks to

be carried out to achieve the specified scope of works and milestone dates.

The project plan will be subject to approval by the Project Manager. Project plans must be in Gantt chart

format and must clearly illustrate all critical tasks and the critical path.

The Contractor must allow for sufficient time to coordinate all works with the appointed builder and other

sub-contractors. The Contractor must make allowances in the project schedule to fix defects identified by

the Project Manager.

2.2 QUALITY OF WORKS

2.2.1 General

It is the intent of this RFP that all works carried out by the Contractor will be completed in all respects.

Any works necessary to make the works completed are the responsibility of the Contractor unless

specified as works by others. All works must be carried out in accordance with the relevant standards and

be of the highest quality.

All equipment provided under the scope of works must be new. Any modifications carried out to any

equipment that is not in strict compliance with the manufacturer's documented installation and

configuration instructions must be subject to approval by the Consultant. Any approved modifications to

any equipment must be fully documented in plain English descriptions in the technical manual.




2.2.2 Personnel

All Personnel carrying out works on the project must have the appropriate experience and qualifications

required of their trade or profession. The Contractor must appoint an Installation Manager and Site

Supervisor who are experienced in similar projects that have been successfully completed. The

Contractor's Installation Manager and Site Supervisor must have sufficient experience to be able to

ascertain if the works carried out are fit for purpose.

2.2.3 Fit for Purpose

All equipment provided or works carried out must be fit for the purpose, meeting the functional and

technical requirements of this RFP.

2.2.4 Consistency

All works provided by the Contractor must be of consistent type and quality. Equipment provided must be

of the same manufacturer and model for similar items. Installation of equipment must be of a consistent

method. Any alternatives to equipment specified must be clearly scheduled in the RFP response.

2.2.5 Applicable Standards

The following standards are applicable to the scope of works and must be complied with:


AS/NZS3000: Electrical Installations.

AS3080: Integrated Telecommunications Cabling Systems for Commercial Premises.

AS3084: Telecommunications Installation, Pathways and Spaces for Commercial Buildings.

AS1127 PT 1-9 inc: Sound System Equipment.

AS1633: Acoustic Glossary of Terms & Related Symbols.


AS1428.1 Design for access and mobility - General requirements for access

AS1428.2 Design for access and mobility - Enhanced and additional requirements

AS3159: Electronic Sound and Vision Equipment.

AS3250: Approval and Test Specifications – Mains Operated Electronic and Related

Equipment.

IEC118-4 Electro acoustics – Hearing aids – Part 4: Induction loop systems for hearing aid

purposes – Magnetic field strength

TS 001, TS 008 and TS 009: ACMA Technical Specifications.

CE marked: Complying with EEC directives 73/23 “low voltage” and 89/336 “electromagnetic

compatibility”.

C-tick: Complying with Australia and New Zealand EMC Framework requirements.




2.3 DOCUMENTATION AND CONTRACTOR SUBMISSIONS

2.3.1 General

All documentation to be provided by the Contractor must be complete. This is to include all data relating

to the systems, equipment and their interfaces. All data that relates to the configuration and programming

of equipment provided is to be in a format approved by the Project Manager.

All information required for the maintenance and operation of the system must be provided in English.

2.3.2 Technical Submissions

The Contractor must submit technical drawings of the AV system prior to works commencing for approval.

The drawings must provide detailed information of the system components and configurations. The

Contractor must ensure that any existing items to be reused are included in the drawings.

The following technical submission must be provided for approval:

a) Schematic diagrams indicating:

i. Video systems

ii. Audio systems

iii. Control systems

b) Detailed cabling schedule including patching schedule

c) Drawings of all new audio visual wall plates including engraving details

d) Drawings of all audio visual equipment marked up on CAD floor plans

e) Drawings of any specialist audio visual installation components, such as custom equipment

brackets / enclosures, projection and camera sight lines etc

f) Drawings of AV rack layouts

An allowance of 5 working days must be included in the Contractor’s works program for the review and

return of technical submissions.

1 x paper copy and 1 x electronic copy (on CD or DVD media) of all technical schematics & drawings are

to be submitted with each set of installation manuals upon completion of the project.

2.3.3 Samples

Samples of the following devices must be submitted prior to commencement of works for approval:

a) Connection plates

b) Cables and connectors

c) Projector mounts / lifts (design drawings acceptable)

d) Any device where the Consultant deems testing is required

Samples will be returned to the Contractor after issue of practical completion.




2.3.4 Installation Manual

The installation manual must be a complete record of the systems provided and must provide plain

English descriptions of all systems, equipment, configurations and programming. The Contractor must

provide three copies of the installation manual. These must be printed on A4 paper and provided in ring

binders. The content of the installation manuals must include the following:

a) Index

b) Description of all systems, their function and purpose

c) Plain English descriptions of all configurations

d) Laminated Quick Reference Guide

e) Serial numbers of all items of equipment

f) Details of all manufacturers and distributors of equipment

g) Maintenance requirements and procedures of all equipment

h) Individual technical manuals of all equipment

i) Commission test results

j) List of all drawings provided

k) Complete cable termination schedule (existing and new cables)

l) As-installed drawings

m) System schematic drawings

In addition to the 3 sets of installation manuals an electronic copy of the installation manual, system

schematics, as-installed drawings and any associated programming source codes are also to be

submitted on CD or DVD media.

2.3.5 Equipment Serial Numbers

The Contractor must submit a schedule of serial numbers in Microsoft Excel format of all items of

equipment provided, including new, recommissioned and decommissioned equipment. The schedule

must be included in each set of the installation manuals.

2.3.6 Software

The Contractor must supply system software as nominated in this RFP.

For both commercial and non-commercial (Contractor developed) software, the Contractor must supply a

complete set of software licenses in the name of Austin Health. All software licenses must include the

license and documentation for all utilities, development tools and source code used in the development,

operation and maintenance of the specified system.

Commercial software provided by the Contractor must be procured and transferred in full compliance with

the publisher’s copyright, licensing and other requirements of ownership and use. License agreements

must be registered in the name of Austin Health.

All upgraded source codes must be submitted on CD or DVD media along with the technical manuals.




The Austin Health must retain full rights to all Contractor developed software and programming developed

by the Contractor as part of the project. This must include the right to use, reproduce and modify the

software as reasonably required to operate the systems and to support their ongoing maintenance and

development.

2.4 TESTING, COMMISSIONING AND HANDOVER

2.4.1 Testing

Prior to commissioning, the Contractor must provide documented results of all final testing. This must be

in accordance with the Contractor's approved quality plan. All items of equipment must be tested prior to

commissioning for correct installation and function. The results of all testing must be included in the final

testing documentation.

2.4.2 Test Records

Test sheets proposed to be used during all tests must be of a format approved by the Project Manager

and be submitted 2 weeks prior to testing. Testing of all individual system cables and active components

must be undertaken by the Contractor, to minimise delays due to faults prior to commencement of the

Commissioning phase.

2.4.3 Test Equipment

All instruments and appliances necessary to complete the testing and commissioning specified must be

supplied by the Contractor for the duration of the tests.

The Contractor must also provide all audio, video and control signal generators required to enable

individual component tests, and Commissioning tests.

Test instruments proposed for use during performance testing must be checked and calibrated for

accuracy by the manufacturer or any approved testing laboratory.

2.4.4 Commissioning

The Contractor must allow sufficient time in the works program for complete testing of all equipment and

systems.

Commissioning sheets proposed for use by the Contractor must be of a format approved by the Project

Manager and submitted 2 weeks prior to commissioning.

The Contractor must provide all necessary staff and test equipment to carry out the commissioning.

The Project Manager will arrange acceptance testing at the completion of Contractor commissioning. In

the event of any test failing, rectification works must be immediately carried out by the Contractor to

enable re-testing during the commissioning period.

During commissioning, the Contractor must demonstrate to the Project Manager that the entire scope of

works has been completed in accordance with the Contract.

Extensions to the commissioning period can only be provided by the Project Manager, if delays outside

the Contractor’s control are verified and approved. The Contractor must provide all necessary resources

and test equipment required to complete the project on time.




2.4.5 Acceptance Testing

The Contractor must allow sufficient time in the works program for acceptance testing by the Project

Manager and / or Consultant at the completion of commissioning.

At acceptance testing, all systems are to be operational and allow all specified functionality to be

assessed by the Project Manager and Consultant.

Should the Contractor fail to bring the works to Practical Completion by the date stipulated for Practical

Completion, then the Consultant may give notice in writing for reimbursement of costs incurred, to the

Contractor and to the Project Manager no later than ten (10) days after the date on which the works are

deemed to reach Practical Completion.

If such a notice is issued, then the Contractor must, in addition to any claims by the Project Manager,

reimburse all costs incurred by the Consultant as a result of the Contractor’s failure to reach Practical

Completion by the stipulated date in the Contract. Costs must be deducted from the Contractor’s final

claim, or paid directly to the Consultant by the Contractor, as determined by the Project Manager.

In the event that no further moneys remain payable to the Contractor, then the Consultant will invoice the

Contractor to recover the additional fees and expenses incurred.

2.4.6 Handover

Practical completion will be granted and the installation handed over to the Principal only after the

following requirements are fulfilled by the Contractor:

a) System has been tested and commissioned

b) System has been inspected by the Project Manager

c) Manuals and as installed drawings have been submitted

d) Completion requirements have been fulfilled

e) System is deemed to be operational and practically complete by the Project Manager

2.4.7 Practical Completion Requirements

Practical completion will be granted only after the following requirements are fulfilled by the Contractor:

a) Works in all facilities have been completed to meet the requirements of this RFP

b) Documentation, software and source codes for the completed systems have been submitted

c) Documentation submitted has been approved

2.4.8 Practical Completion Documentation

At practical completion of the project, the Contractor must supply the following:

a) All as built documentation to be delivered to the Consultant one week prior to scheduled

practical completion

b) All system manuals and as-built drawings must be delivered to the Principal by practical

completion, following review and incorporation of any changes requested by the Consultant

c) All control system programmes and source codes must become the intellectual property of the

Principal




d) All control system programmes and source codes must be delivered on CD or DVD media to the

Project Manager

e) Installation manuals

f) All cabling and equipment end to end test results

2.5 TRAINING

2.5.1 General

Training is to be formally structured. A training program, syllabus and personnel assessment format must

be provided prior to commissioning for approval. Training must be provided prior to the issue of practical

completion for the works.

The Contractor must provide training to any and all persons nominated by the Project Manager. The

Contractor must provide full training attendance records for any training carried out. Any incidental

training carried out during the works that is not in accordance with the approved training program must

not be considered as part of the required training.

Training sessions of typically 30 to 45 minutes each must be provided. The personnel to be trained will

comprise of groups of four to six. This must provide the personnel with sufficient knowledge to

competently maintain all systems provided under this RFP.

The Contractor in accordance with the approved assessment format must carry out assessment of

training attendees. The assessment will determine the attendees' competence in operating or

maintaining the systems.

2.5.2 Course Outline

The training course must be sufficient to ensure that operators and technical personnel are fully familiar

with all aspects of the operation and maintenance of the system and have developed sufficient proficiency

to perform their duties efficiently. Particular attention must be paid to general operational techniques and

control functions, including, menu functions and basic fault finding techniques.

Two courses must be provided, one being for operators and the other being technical. Courses must

comprise an introduction to the system in the context of the site and formal instruction detailing system

operation and applicable procedures relevant to the site, under the direct supervision of the Principal’s

training officer.

An extended course must be provided for a limited number of key supervisors which must include

operator and technical training of all user-accessible features and elementary fault determination,

diagnostic, reporting and recovery procedures.

A draft syllabus of the training program must be submitted sufficiently in advance of the commencement

of the course for approval by the Project Manager.

A full set of typed reference notes must be provided to each attendee prior to commencement of the

course.

The Contractor must provide 1 paper copy and 1 electronic copy (MS Office compatible format) of the

Course outline.




2.5.3 Operator Training Course

The operator training course must include but not be limited to training of the following systems:

a) Basic operator principles of the system

b) Operating principles of video, audio and control system equipment and functions

c) Practical training in the operation of each function of the control system

d) Equipment locations and operation


operator training course.

2.5.4 Technical Training Course

The technical training course must include but not be limited to training of the following systems:

a) Overall principles of operation of the AV System with specific emphasis on the installed system

b) Basic operator principles of the system

c) Operating principles of video, audio and control system equipment

d) Practical training in the operation of each function of the control system

e) Equipment locations and operation

f) Maintenance and fault finding procedures

g) Fault simulation for practical training in fault finding procedures


technical training course.

2.6 DEFECTS LIABILITY PERIOD

2.6.1 General

The Contractor must provide a twelve (12) month defects liability for the scope of works and any

variations to the scope of works. The defects liability period must commence from the date of practical

completion.

Contractor’s responsibilities must include the following:

a) Repair or replacement of any equipment, cabling, terminations or systems that fail to operate in

accordance with the manufacturer's specifications or with this specifications nominated within

this RFP.

b) The defects liability period must be extended for rectification of defective works, where faulty

equipment or defective cabling or components result in the system being unavailable for its

specified use by the Client for more than 5 business days.

c) Any equipment replaced as part of defects liability must have the full manufacturer’s warranty

passed onto the Client.

d) Any item of equipment that has three failures requiring repair during the defects liability period

must be replaced with a new product of equivalent specification.

e) Equipment with more than 12 months warranty from the Supplier must be passed on to the

Client.




2.6.2 Response Time

The Contactor must provide telephone contact details during business hours, for the reporting and

logging of defects and service issues during the defects liability period. Technical staff must respond to

any defects and service issues within 4 business hours.

The Contractor must respond to defects by commencing rectification works at the site within twenty-four

(24) hours of notification. The Contractor must have access to sufficient spare parts to complete any

repairs within 5 business days of notification of a defects liability claim.

2.6.3 Workmanship

A workmanship and materials guarantee must be applicable for the duration of the installation. The

Contractor’s responsibilities must include the following:

a) The complete cabling and equipment supports installation against faulty installation

workmanship for the life of the installation.

b) Manufacturer faulty materials and failure of materials.

c) Repair of faulty equipment at no cost, including the provision of replacement parts to keep the

system operational should the equipment be removed from site for repair.

2.7 CONDITIONS OF CONTRACT

2.7.1 Contract Information

The Contractor must enter into a contract as detailed by the Project Manager.

2.7.2 Intent of the RFP

It is the intent of this RFP, to provide the Principal with a complete installation of finished work thoroughly

tested and ready for operation.

Included in the scope of works are minor details not usually shown or specified, but which are necessary

for the proper installation and operation of the works.

The general arrangements of works, as shown on the drawings accompanying this RFP, are for RFP

purposes only. Construct the works only from approved technical submissions.

The layout of equipment shown on the drawings is diagrammatic only. Exact locations will be

determined and approved on site.

2.8 COMPLETION DATE

The practical completion date for all works will be the 4th

April 2012.

2.9 IPROLIVE REGISTRATION

The successful contractor must hold a current registration with Iprolive. Iprolive is an online contractor,supplier and employee compliance and verification management system. For further details go tohttp://www.iprolive.com/ or Scott O’Neill (Capital Works and Infrastructure, Austin Health) - Telephone 039496 2880 and mobile 0466 153 685 email [email protected]

http://www.iprolive.com/





SECTION 3 SCOPE OF WORKS AND PROJECT COORDINATION

3.1 SCOPE OF WORKS

The scope of works is to supply, install, test, commissioning and provide training for a fully functional

audio visual system in the nominated areas. The proposed scope of works for the audio visual systems is

as follows:

a) Supply, install and integrate all nominated audio visual equipment

b) Installation of all audio visual cabling infrastructure, including cable protection and support

systems

c) Touch panel control of the AV system

d) Provisions for AV equipment rack, rack shelves, cable management and accessories to mount

all new equipment securely.

e) Supply all audio visual fly-leads and patch leads as required

f) Provision of technical submissions and samples as requested by the Project Manager

g) Demonstration of custom software as required by the Project Manager

h) Provision of custom made connection plates, engraved to indicate their function

i) All equipment specified must be installed and commissioned in accordance with relevant design

guidelines

j) Coordination of works with other trades and Austin Health Engineering and Services Department

k) Attendance at regular site meetings as requested by the Consultant

l) Update technical submissions prior to cabling and equipment installation

m) Testing and commissioning of all equipment, cabling and software

n) Commissioning and testing data prior to inspection testing by the Consultant

o) Equipment serial numbers

p) As-installed drawings

q) Installation and Maintenance manuals

r) Control system programming source codes

s) Provision of user and technical training, including training material and guides

t) 12 months Defects Liability Period

In addition to the scope of works listed above, a service contract may be entered into at the discretion of

the Principal.

The scope and quality of works must be defined by the requirements of this RFP and the applicable

standards.

The Contractor must carry out all works necessary to enable full use of the systems nominated in this

RFP unless specifically detailed as works by others. The works must be complete in every respect and

not require any additional works for the systems provided to be fully operational.




3.2 COORDINATION OF THE WORKS

3.2.1 General

The Contractor must coordinate all other trades that relate to the scope of works. As a minimum the

Contractor must allow to coordinate with the following:

a) Builder

b) Electrical Contractor

c) Communications Contractor

d) Austin IT services

e) Joinery Contractor

f) Mechanical services Contractor

g) Austin Health Capital Works project managers

3.2.2 Building Works

The Contractor must coordinate with appointed Austin Health Project Manager (Capital Works)/ Building

Contractor to undertake the following building works:

a) Structural supports for video/data projector lifts and projector brackets to ceiling support

b) Structural supports for flat panel display brackets to the walls

c) Cut-outs and modifications to the walls and ceiling support structure to mount AV equipment

d) Provision of scaffolding and/or lifters to undertake ceiling works

e) Removal and reinstatement of flooring to provide cable access

f) Modification of all joinery to support the AV equipment

g) Provision and installation of joinery

h) Paint and make good of all surfaces disturbed by the works

i) Cleaning and vacuuming of all areas

j) Penetration and coring of slab for cabling access

k) Fire sealing of penetrations to BCA requirements

3.2.3 Joinery Works

The Contractor must coordinate with appointed Joinery provider to confirm spatial requirements for all AV

equipment including AV equipment racks. The Contractor must ensure adequate provisions have been

included for cable access, ventilations and acoustic treatment.

3.2.4 Electrical and Communications Works

The Contractor must coordinate with the appointed Electrical & Communications Contractor(s) to provide

the following works:

a) Provision of GPOs and data outlets for the AV equipment as specified

b) Provision of data outlets at AV rack locations




c) Provision of shared cable trays and conduits

d) Coordinate with Contractor to install audio visual cables with data cabling

e) Coordinate with Contractor the installation of AV connection plates alongside power and data

outlets

f) Coordinate installation of light fittings to ensure that the lines of projected images are not

compromised

3.3 WORKS BY THE PRINCIPAL

As a minimum the Principal must be responsible for the following:

a) Access to the data network / LAN where required

b) Configuration of data network to support the AV systems, including any VLANs

c) TCP-IP address for audio visual devices where required

d) Internet services

e) All PCs and laptops with operating system installed. The following PCs have been nominated as

a part of the scope:

i. 1 x WebEx workstation with monitor

ii. 2 x Hospital PCs with monitors

iii. Keyboards and mouse

f) Coordination with Contractor to finalise touch panel layout and functionality

g) Coordination with Contractor s to configure room lighting

h) Provision of carrier services for IT and ISDN / data services




3.4 DRAWINGS

The following drawings form part of this RFP.

Drawing No. Revision Description

AVS-01 A Control System Schematic

AVS-02 A Video System Schematic

AVS-03 A Audio System Schematic

A00 A Architectural – General Notes & Scope of Works

A01 C Architectural – Existing Conditions and Proposed Scope of Works

A02 B Architectural – Proposed Internal Elevations & Scope of Works

A03 B Architectural – Proposed Joinery & Scope of Works




SECTION 4 SYSTEM AND FUNCTIONAL REQUIREMENTS

4.1 GENERAL

The following section outlines the minimum audio visual system requirements for upgrades to rooms 3.1

& 3.2. The functionality and scope of works for each AV system is detailed in the subsequent sections

and appended drawings.

To deliver the required functionality, a specialist AV Contractor must be engaged to supply, install and

commission the AV system as specified. It will be the AV Contractors responsibility to ensure that all

equipment is provided including any additional interfaces or ancillary equipment that may not be depicted

in the schematic. It is also the AV Contractor’s responsibility to test all existing equipment that have been

nominated for reuse prior to commencing work on site.

The AV Contractor must coordinate with the Builder and sub-contractors onsite to install equipment.

4.2 COMBINED MEETING ROOM

4.2.1 System Description

An integrated audio visual system must be provided to simplify operations and enhance communications

within the combined meetings rooms 3.1 & 3.2. The audio visual system will incorporate an existing

ceiling mounted data projector and wall mounted 42” flat panel display. These will be supplement with a

new ceiling mounted data projector to match the existing along with a new manual pull down screen. A

new wall mounted 60” LCD panel will also be incorporated into the system. The projectors and display

panels must be capable of displaying content from hospital PCs, PACs workstation, laptop input,

microscope input and a document camera. The existing control system and Tandberg video conferencing

systems will be retained and reprogrammed to suit the new configuration. Various existing video, audio

and control components will be retained and supplemented with new equipment, as detail in this

document and the schematic drawings.

Audio reinforcement must include front of house speakers, ceiling microphones, gooseneck microphones

at workstations and dedicated digital audio processor with acoustic echo cancellation, programmed to

enhance video-conferencing and room acoustics.

The audio visual system must be programmed to operate via a touch panel control system integrated with

the various devices to intuitively switch devices. Programming of the control system must be coordinated

with the Principal.




4.2.2 List of Existing Equipment

The following is a list of existing equipment detailing what equipment must be reused. The contractor

must decommission and return redundant equipment back to the client.

Equipment Model Qty STATUS

Presentations Switcher Extron MPX423 presentationswitcher

1 Remove

DVD Player Panasonic DVD -S32 1 Remove

VHS Player Panasonic NV-HV62VHS 1 Remove

Second boundary microphone forcodec

1 Remove

Video/Data Projector NEC NP P420XG, XGA, 4200 ansi 1 Retain

84" Manual Projection Screen Screen Technics 1 Retain

42" LCD flat panel display NEC PX-42XM5W 1 Retain

Video Conferencing Codec Tandberg 990MXP with NPP & 512ISDN

1 Retain

Standard definition PTZ Camera Sony EVID PTZ camera 1 Retain

Document visualiser Elmo HV6500 XGA documentcamera

1 Retain

2 Channel Amplifier Australian Monitor AV2.2P 1 Retain

Front of house loudspeakers Turbosound Impact50 200w 2 Retain

Control System Processor AMX NI3100 1 Retain

Wireless Touch panel with wall mountdocking station

AMX MVP7500 1 Retain

Wireless access point 1 Retain

19" Equipment Rack Elgee 1 Retain

4.2.3 System Requirements

As a minimum the scope of works for the MDT meeting room must include:

Video Equipment

The Contractor must allow to incorporate the following existing equipment into the system:

a) 1 x Video / data projector, lens and bracket – to be relocated within the room by the Contractor

b) 1 x 84” Manual pull down screen – to be relocated within the room by the Contractor

c) 1 x 42” flat panel display

d) 1 x Document camera

e) 1 x video microscope

f) 1 x Tandberg video conferencing system

g) 1 x PTZ camera

h) 1 x HDMI to VGA converter (lap top input)

The Contractor must provide the following:

a) 1 x Video / data projector and lens




b) 1 x Projector mounting bracket and pole

c) 1 x 84” manual pull down projection screen

d) 1 x 60” Flat Panel Displays (FPD)

e) 1 x VGA matrix switch

f) Distribution amplifiers

g) 1 x HD Webcam

h) 1 x USB extender

i) Connection plates:

i. 1 x Laptop connection plate

ii. 1 x Microscope connection Plate

iii. 1 x Document camera

The Contractor must work with Austin Health IT to install the following equipment supplied by others

j) 2 x Hospital PC and monitors

k) 1 x PAC workstation and monitor

Audio Equipment


a) 1 x Audio amplifier

b) 2 x wall mounted FOH loudspeakers


a) Digital audio processor with AEC

b) 4 x Gooseneck microphones

c) 4 x Ceiling microphones

Control Equipment

The Contractor must allow incorporating the following existing equipment into the system:

a) 1 x Wireless touch panel with wall mount docking station

b) 1 x control system processor with expansion cards / modules as required

c) 1 x Motion sensor

d) 1 x Dual channel rack power controller

e) Integrate all AV equipment to Control system processor as per design schematics

Other


a) 1 x 19” equipment rack to house the nominated equipment within the AV cupboard


a) All AV patch leads and patch panels as required




b) All audio and video cabling

c) All equipment fly leads

d) All necessary video, audio and control interface/processing equipment to make the system fully

operational

e) Any other equipment required to make the system fully operational


As a minimum, the audio visual system must have the following functionality:

a) Video projection system and FPDs to display images from the following sources:

i. Hospital PCs

ii. PACS workstation

iii. Laptop connection

iv. Document camera

v. Microscope connection

vi. PTZ camera

b) All above sources to be available to be switched to the video conference codec,

c) Sound reinforcement through ceiling speakers, from the following sources:

i. Hospital PCs

ii. PACS workstation

iii. Laptop connection

iv. Boundary microphone

d) Ceiling microphones must be installed in optimal locations to capture participants. Contractor

must program the digital audio processor to ensure feedback from the ceiling speaker system is

minimised.

e) AEC on digital audio processor must be enabled for video-conferencing

f) The control system must control / interface with the following:

i. Video / data projector

ii. FPDs

iii. VGA matrix switch

iv. Motion sensor

v. Power controller

vi. VC Codec

vii. Any other functions required to make the AV System fully operational

viii. Digital audio processor

g) The Contractor must reuse the existing 19-inch rack/s within the joinery cupboard, which must be

provided to house the following equipment:

i. VGA matrix switch

ii. Digital audio processor




iii. Audio amplifier/s

iv. Control system processor

v. VC Codec

vi. Rack power controller

vii. Any other items as required

h) Contractor must make an allowance to coordinate with Hospital IT staff to integrate Hospital PCs

and PACS workstation with AV system. Contractor must ensure the AV system is configured to

provide optimal resolutions for all input sources.

i) All AV cabling must be neatly concealed within mounting hardware, cable ducts and joinery

j) Contractors must allow for suitable security mechanisms to prevent theft and malicious damage

to equipment.

4.3 CONTROL SYSTEM

4.3.1 General

The AV control system must be provided within the nominated spaces to provide simplified user control of

AV systems.

The Contractor must submit samples of any touch panel and keypad layouts to the Project Manager to

verify the layouts are correct prior to commissioning. It must be the Contractor’s responsibility to ensure

that all accessories associated with the installation of the touch panel and/or keypad (i.e. wall-mount

brackets, keypad buttons, custom engraving) are accounted for.

4.3.2 Source Code

The Contractor must supply the full working software and source code of the touch panel and push button

controller source codes in a CD or DVD media format to the Principal on completion of the project.

4.3.3 Touch Panel and Push Button Controller Workshops and Sample Design

The Contractor must conduct workshops with the client to further develop the room modes and touch

panel layouts for the specific areas. The process must be as follows:

a) Conduct initial workshop/meeting with client for touch panel layout.

b) Present draft page layouts for comment

c) Revise layout to incorporate client comments

d) Present layout for discussion with the client using an interactive electronic file presentations

e) Prepare second revision of interactive layout and issue in electronic format for Consultant review

f) Incorporate any final changes from the Project Manager / Consultant

g) Load and test on control system at commissioning

4.3.4 Technical Requirements

Control System Processor

The existing control system includes the following specifications:




a) Ethernet 10/100 port

b) Multiple Control Terminals:

i. RS232/RS422/RS485 Control ports

ii. IR/Serial Output Ports

iii. Digital Input/Output Ports

iv. Relay Ports

c) Programming via Serial Port/Ethernet/USB

d) Device discovery preferred

e) Built-in Web Server and Web control enabled

f) Rack mountable

g) Be compatible with a variety of user interfaces, including push buttons, wired touch panels and

wireless touch panels, remote controls

h) Control system must be programmed with custom menus and interfaces for each room. Menus

must be intuitive, allowing untrained users to operate the room’s AV system

i) Provision to expand system as required

j) Remote management for maintenance and help desk functions

k) Provisions to integrate with the following systems:

i. Room Lighting

ii. Videoconferencing / Teleconferencing / Telephone system

iii. Multimedia Streaming

iv. IPTV

l) Reputable manufacturer with local support

The Contractor must ensure that the control system processor model chosen has the required interfaces

in order to provide a fully functioning system.

Touch Panel

This existing AMX MVP7500 touch panel shall be incorporated into the system.:

4.3.5 Touch Panel Functionality

A range of configurations must be available from the touch panel. Selecting a function from the touch

panel must operate all required equipment to perform that function e.g. Selecting play on the DVD must

switch the projector on, switch the AV switch to select DVD input and play the DVD.

The following list aims to identify some common control system functionality.

Operational Mode

As a minimum, the following functionality must be made available:

a) Meeting Mode (WebEx)

b) Video Conference (standard) mode

c) Presentation Mode




d) Configurable Mode, for routing of video signals, access by a PIN

Selecting the mode will automatically switch on the suitable display device, re-configure speaker levels to

suit the orientation of the space.

Display and Source Selection


a) Projector / Display selection

b) Projector / Display ON/OFF and Blank

c) Projector screen UP/DOWN. This function must be password protected.

d) Selecting a projector must automatically switch on the projector to the selected source input.

e) When selecting the display a sub-menu must appear and allow the user to select the desired

source to be displayed. Selection of source and display must be intuitive, automated and simple

to operate.

f) Selecting a source must automatically switch on the display and select the selected source input.

Videoconferencing


a) Switch to videoconferencing system

b) Access Address Book

c) Initiate (dial) a call / answer a call

d) Enter numbers to dial or access pre-set numbers and select for dialling

e) Display the videoconferencing system set up menu – for configuration of the system

f) Move through on-screen menus, to access all system functions

g) Dial and establish a Multipoint connection

h) Select and display Laptop(s) input

i) Select and display PC input(s)

j) Select and display auxiliary input

k) Select and display far end camera or local camera

l) Switch/ select camera

m) Camera control (up / down / left / right /zoom in / zoom out)

n) Store camera positions (minimum of 6 presets per PTZ camera)

o) Display or hide the picture-in-picture

p) Take a “snapshot” of the image of the screen and send it to the other sites (or similar)

q) Routing of all microphones

r) Mute (near/far end)

s) Volume control (near/far end)

t) Select display device

u) Select secondary display device.




Audio Control


a) Audio routing of all sources

b) Separate volume control for program audio and voice reinforcement

c) Set audio levels at reasonable levels at system start up

Automatic System Shut down

The AV system must be programmed to automatically turn off when the motion detector has not sensed

any movement for 2 hour and the touch panel has not been pressed within this period.

AV systems must also have the ability to shutdown at a predetermined time every night, as stipulated by

the client.

The motion sensor must be dual technology type with microwave and IR technology detectors, designed

and positioned to provide full room coverage.

4.4 CONNECTION PLATES

The following cabling points and engraved connection plates must be installed as nominated on the

drawings. All connection plats must be engraved to indicate the function for each nominated outlet. The

style and finish of all connection plates must be consistent and match the décor of the area.

The connection plates must be complete with:

Connection Plate Connectors Label

Laptop Input - VGA 1 x VGA 15pin HD connector

1 x 3.5mm mini stereo jack for audio

LAPTOP

Microscope Input 1 x VGA 15pin HD connector MICROSCOPE

Document Camera Input 1 x VGA 15pin HD connector Doc Cam

The Contractor must submit connection plate samples for approval by the Project Manager.

4.5 PROJECTOR INSTALLATION

4.5.1 General

Projectors must be installed to align with top of screen / projection surface. Electronic image correction or

adjustment must not be used unless otherwise approved by the Consultant.

The Contractor must ensure that all other services and infrastructure, including but not limited to the list

below, do not obstruct the view of the projected image, nor interfere with any installation or on-going

maintenance access of the projectors installed. It is the responsibility of the Contractor to identify any

such issues and coordinate with other trades and Austin Health Capital Works Project Manager to rectify

them.

a) Mechanical ductwork

b) Sprinkler piping




c) Hydraulic services pipe work

d) Existing lighting

e) Suspended lighting systems

f) Existing bulkheads or similar ceiling fixtures

4.5.2 Fixed Ceiling Mounts

Fixed ceiling mounted projectors must be installed using a projector bracket fixed to the building structure

using the compatible ceiling dropper with an adjustable drop suited to the area in which it’s required.

Contractor must coordinate with builder to provide the following:

a) Fix the dropper onto the underside of the ceiling slab

b) Provide a service access hatch in the ceiling where required

Projector bracket must be of Ultralift or Vogel’s manufacture, or approved equivalent.

4.5.3 Projection screen

The Contractor must provide a manual pull down projection screen to match the existing. The contractor

must allow to relocate the existing pull down projections screen as depicted on the room elevation

drawings contained within the tender document. Contractor must align projector with the screen on site to

ensure that the image fills out the entire screen.

Contractor must coordinate on site the exact mounting location and dropping length AFFL of the

projector.

4.6 LARGE FLAT PANEL DISPLAY INSTALLATION

The Contractor must install the large 60” flat-panel display on the wall and relocate the existing 42” panel,

as show on the room elevation.

4.7 AV EQUIPMENT SPECIFICATIONS

The Contractor must supply all nominated equipment as outlined in the RFP. The Contractor must be

responsible for the supply, installation, test and commission of all components to make the system fully

operational to meet the intent of this RFP.

Where make and model numbers are not included in the drawings, schematics or RFP, the contractor

must nominate equipment make and models. Equipment nominated must meet or exceed the functional

requirements of this RFP.

4.7.1 Video / Data Projector

As a minimum, all native video/data projectors provided shall meet the following specifications:

a) Minimum resolution of 1024 x 768 pixels

b) Capacity to support the following video inputs:

i. VGA (15-pin mini D-Sub: Analogue RGB signal)

ii. HDMI

iii. RGBHV (5 x BNC)




iv. S-Video (BNC/RCA)

v. Composite (BNC)

c) A lens to match the desired throw distance, including motorized focus, zoom and lens shift

capability as required. Specialist lenses (such as ultra-show throw and on-axis lenses) must be

provided for applications such as interactive whiteboards and rear projection.

d) DICOM Simulation mode

e) High Quality Image Processing

f) Compatible with NTSC/PAL/SECAM video systems

g) 4:3 native aspect ratio

h) Minimum 4200 ANSI lumens

i) Bright enough for the room in which it is installed when room lights are on full illumination

j) Minimum 2000:1 contrast ratio

k) Image size shall meet the design requirement of each area

l) Low noise fan (less than 35dBA)

m) A range of inputs to allow integration to audio visual system, such as RS232, USB, I/R and

Ethernet

n) All connections and cabling must be concealed neatly

o) Commercial grade manufacture

p) Reputable manufacture with local support

It is the intention of this RFP that the projector shall match the existing projector which is a NEC

P4220 XG.

4.7.2 Projection Screens

As a minimum, the projector screens must comply with the following:

a) Sized to match the existing screen

b) 4;3 native aspect ratio

c) Manual pull down.

d) Minimum gain of 1.0

e) Wide viewing angle. Minimum 170 degree horizontal viewing angle

f) Minimum 90 degree vertical viewing angle

g) Securely wall mounted.

4.7.3 Large Flat Panel Displays

As a minimum, the large flat panel displays must have the following specification:

a) Minimum resolution of 1920 x 1080 pixels

b) Capacity to support the following video inputs:

i. DVI (15-pin mini D-Sub: Analogue RGB signal)




ii. HDMI

iii. VGA (15-pin mini D-Sub )

iv. RGBHV (5 x BNC)

v. Composite (BNC)

vi. DVI (15-pin mini D-Sub: Analogue RGB signal) output

vii. Stereo Audio output mini jack

c) High Quality Image Processing

d) Compatible with NTSC/PAL/SECAM video systems

e) 16:9 native aspect ratio

f) Minimum 1000:1 contrast ratio

g) Bright enough for the room in which it is installed when room lights are on and the blinds are up

h) Wide viewing angle. Minimum 170 degree horizontal viewing angle

i) Minimum 90 degree vertical viewing angle

j) Not be susceptible to screen burn or suffer from motion jaggedness, aliasing, smearing,

pixilation, bleeding and saturation that affect the viewing experience. All text must be visible and

legible.

k) A range of inputs to allow integration to audio visual system, such as RS232, USB, I/R and

Ethernet

l) All connections and cabling must be concealed behind the panel.

m) Capacity to attach optional speakers

n) VESA mountable

o) Reputable manufacture with local support

4.7.4 Video Matrix Switchers and Video Processing Equipment

As a minimum, all video switcher and processing equipment must have the following specifications:

a) Switch(s) shall not degrade or scale down images resolution

b) Capable of supporting resolutions up to 1920 x 1200

c) Switch(s) must be of reputable manufacture with local support

d) Switch(s) must be able to route any incoming signal to any output device

e) Capacity to upscale image resolution as required

f) A range of inputs to allow integration to audio visual system, such as RS232, USB, and Ethernet

4.7.5 Audio Amplifiers

The contractor must incorporate the existing Australian Monitor AV2.2P 2 channel amplifier into the

system.

4.7.6 Digital Audio Processors

As a minimum, the digital audio processor must comply with the following requirements:




a) Capacity support multi-zoning

b) Multiple Mic / line inputs on barrier strip

c) Digital sampling, mixing and processing

d) Ethernet interface

e) Telephone interface

f) RS232 Control

g) High, Low pass, and Notch filtering

h) Parametric, Graphic and feedback equalisation

i) On/off, Mute, AGC and Level control

j) Auto and manual gates

k) Mix, route, combine, EQ, delay and control

l) Frequency response 20Hz – 20kHz @ +4dBU

m) Dynamic range 105dB @ 20Hz – 20kHz

n) Maximum gain 66dB

o) Line level input <-80dB

p) Mic level input <-75dB

q) Input impedance 8k ohms

r) Output impedance 200ohms

s) Sampling rate 48kHz or greater

t) 24bit A/D - D/A converters

u) Reputable manufacturer with local support

For areas with videoconferencing and teleconferencing applications, the digital audio processor must also

have the following specifications:

a) Support audio echo cancellation(AEC)

b) Full duplex transmission of sound for videoconferencing and teleconferencing applications

c) All audio must be processed and clear of any echo, distortion and noise

d) Able to turn Echo and Noise cancellation on/off

4.7.7 Fixed Gooseneck Microphones

As a minimum, hardwired gooseneck microphones must supplied and fixed with sutable shock

mounts to the rear joinery and have:

e) Frequency range 60Hz – 20kHz

f) Flexible and fully adjustable gooseneck

g) Wide range of frequency response for accurate sound reproduction

h) Minimal RF interference or electromagnetic hum

i) Reputable manufacturer with local support




4.7.8 Ceiling Microphones

As a minimum, ceiling microphones must have the following specifications:

a) Frequency range 60Hz – 20kHz

b) Arranged to ensure all voices are picked up

c) High SPL handling, small, lightweight and low profile

d) Immune to RF interference

e) Ceiling mounted omni-directional microphone

f) Interchangeable capsules to provide optimal polar pattern choice for each individual application

g) Minimal RF interference or electromagnetic hum

h) Flexible wire form for positioning

i) Security mounting bracket

j) Unobtrusive & durable design

k) Easy to clean

l) Reputable manufacturer with local support

4.7.9 Document Camera

The contractor must incorporate the existing Elmo HV6500 XGA document camera.

4.8 AV EQUIPMENT RACKS

4.8.1 Rack Specifications

The Contractor must reuse the existing AV equipment rack. The contractor must be responsible for the

supply and installation of any additional components required to mount new equipment. Patch Panels

As a minimum, the patch panels must be:

a) Suitably mounted in the AV equipment rack and be sized to accommodate all terminations for

audio, video and control cables

b) Be labelled to identify the function of all terminations. Labelling must be 6mm high, capital

letters, with black fill and must be to the approval of the Project Manager

The following connectors must be used for each signal type




Detailed drawings must be submitted for approval prior to manufacture, indicating the layout and labelling

of the patch panels.

Patch panels must be labelled by one of the following methods:

a) Engraved

b) Typed cardboard labels inserted behind a clear plastic protective cover on the patch panel

The Contractor must allow for sufficient slack in the cabling to allow rack to be pulled out of cupboard for

servicing.

The Contractor must provide new cable management to new equipment racks. All audiovisual cabling

must be correctly terminated and directly cabled to equipment.

4.8.2 Switched Power

Connect the following items of equipment in the AV racks to switched power:

a) Audio/Video switching equipment

b) Source processing equipment (DA’s, audio processing etc)

c) Power amplifier (connected to the second channel of the power controller)

d) Other equipment as required

Connect the following items of equipment in the AV racks to un-switched power:

e) AMX Control System Processor

f) Hospital PCs

g) Other equipment as required

Signal Type Connector

Line level balanced audio 3 pin XLR style connector

Line level unbalanced audio 3 pin XLR style connector

Microphone signals 3 pin XLR style connector

Composite Video BNC

S Video 2 x BNC

VGA/RGBHV 5 x BNC

1 x 15pin high density DB style connector may be used with prior approval

DVI DVI-I Dual link

HDMI HDMI A Type connector

Ethernet Modular connector 8P8C

RS232 / RS485 DB9




SECTION 5 EQUIPMENT AND CABLING INSTALLATION

5.1 GENERAL

The Contractor must install all cabling and equipment in accordance with Austin Health ID Department

Cabling Standards Revision 5.6.13 (refer to appendix the relevant standards detailed in Section 2.2.5

and in accordance with the additional requirements detailed in this section.

The entire installation must be 100% tested, with all results documented and submitted to the Project

Manager before practical completion of the installation is granted.

5.2 CABLE SUPPORT SYSTEMS

5.2.1 General

Cables must be bundled to a maximum of 12 cables and each bundle individually supported from the

Catenary wire. This ensures the potential degradation of transmitted signal due to Alien NEXT, is

minimised.

Bend radius must be limited to 10 times the cable diameter. During the installation of a cable, the pull

distance should not exceed 30 metres at any one time.

5.2.2 Vertical Installations

Installed on Cable Trays and secured every 300mm using Velcro hook and loop fastening ties. Take due

care to not over tighten ties and place undue strain on the cabling infrastructure.

Where running parallel to power cabling maintain a segregation of at least 300 mm and only cross at right

angles.

5.2.3 Horizontal Installations

Horizontal cabling must be installed on catenary wire (within suspended ceilings) suitably anchored to the

building structure and maintaining a height above lighting fixtures of at least 300mm.

Cables must be bundled to a maximum of 12 cables and each bundle individually supported from a

catenary wire or cable tray.

Cables installed on catenary wire must be secured at regular intervals using Velcro hook and loop

fastening ties, maintaining care to not over tighten and place undue strain on the cabling infrastructure.

Cable runs must be parallel or at right angles to the building line.

5.2.4 Catenary Wiring Supports

Where permitted, catenary wires must be installed for supporting communications cabling, and must be of

adequate strength to carry the cables attached to them. Method and intervals of fixing of cabling to

catenary wire must comply with ACMA regulations.

Where permitted, catenary wires must be of hand-drawn copper or galvanised low carbon steel and must

have a nominal cross sectional area of not less than 8.5sq.mm square (7/1.25mm).

Catenary wires must be securely anchored to the floor slab of the floor above or wall. The maximum sag

of any span of a maximum 7-metre length of each catenary wire must not exceed 100mm.




Where catenary wires are not plastic coated they must be earthed in accordance with relevant

regulations.

Minimum separation between catenary wires must not be less than 150mm. Minimum separation

between catenary wires and other services must be minimum 300mm.

5.2.5 Cable Trays

As a minimum, Cable trays to comply with the following:

a) Minimum thickness

i. Trays < 150mm wide: 1mm minimum thickness

ii. Trays > 150mm, < 300mm wide: 1.2mm minimum thickness

iii. Trays > 300mm wide: 1.6mm minimum thickness

b) Fixed to the building structure or fabric using direct fixing, hangers or brackets

c) Space supports to manufacturers recommendations

d) Design the completed suspension system to ensure that, when fully loaded with cables, there is

no sagging between supports

e) Have a minimum of 150mm free space above

f) Have rounded support surfaces under cables where they leave trays or ladders

g) Installed to manufactures recommendations

h) Where routes are not specifically shown, locate the trays as approved

i) Earthed

j) Cover trays where the cables are liable to mechanical injury, falling objects or welding sparks.

k) Consider air circulation, as a prime factor, around cables when determining the location of cable

trays.

Cables must be fixed neatly to the tray, wherever possible, in a single layer and must be installed parallel

with the tray edge and to avoid unnecessary crossovers.

5.3 AUDIO VISUAL LEADS

The Contractor must supply and install all necessary audio visual fly leads and patch leads to enable

connection of the equipment specified.

Fly leads and patch leads must be fully tested and suitably labelled and of sufficient length to comfortably

connect from the outlet to the device. A sample of the proposed labelling must be submitted for approval

prior to installation.

Patch Leads must be labelled at both ends, with typed wrap-around labels to indicate the function of the

cable.

5.4 LABELLING

As a minimum, labelling to comply with the following:

a) Rack labels to be Traffolyte material, white with black lettering




b) Traffolyte labels attached to racks must be secured by adhesive, screws, rivets or other

approved fixings

c) Cable labels to be wrapped around vinyl adhesive tape covered completely by a clear film.

Attach to the cable within 150mm of the cable termination points

d) Hand drawn labels are not acceptable

e) Label all cables and outlets

f) AV Connection Plates must be labelled with Traffolyte material as follows:

i. White with black lettering for white connection plates

ii. Black with white lettering for black connection plates

g) Cabling to be labelled using nylon wrap-around labels with typed lettering

5.5 CABLING

The Contractor must ensure that all cabling is installed to avoid sources of electromagnetic interference.

Cabling must be run concealed in ceilings, floor ducts or in wall cavities, and must be labelled to indicate

source, destination function.

Surface duct or surface conduit must not be used unless specifically nominated on the drawings.

The cables installed must be as listed below:

Type Description

Serial control, AMX AXLink databus

/ Crestron Cresnet

Low capacitance, 72 pF/m. 4 x stranded tinned copper inner pairs with overall foil

and drain screening only. Pair colours as per CAT5

Video coaxial cable Coax, 20 AWG. 0.8128mm Dia solid copper conductor, gas-injected foam HDPE

insulation, foil plus tinned copper braid shield (95% Coverage), PVC jacket. Nominal

impedance 75 ohms

Analogue computer video / RGBHV

cable

5 x Miniature, 23 AWG solid. 0.5842mm Dia solid copper conductor, gas-injected

foam HDPE insulation, foil plus tinned copper braid shield (95% coverage), individual

colour coded PVC jackets with an overall PVC jacket. Nominal impedance of 75

ohms. Color code to be Red, Green, Blue, White, Yellow.

Analogue line level & microphone

audio cable

1 pair, 22 AWG (7x0.32) tinned copper, PVC insulation, overall foil Shielded (100%

coverage) , 24 AWG stranded tinned copper drain wire, PVC jacket.

Speaker cable 2 core speaker cable, 14 AWG, stranded, 75° insulated, twin PVC jacket. Cable to

have colour coded conductors or trace marking.

Hearing aid loop cable As specified in manufacturers guidelines

Power controllers 2 core figure 8, 26 AWG, stranded, 75°, PVC insulated

Data cable Cat 5E / Cat 6 -to AS3080

HDMI Category 2 “High Speed” HDMI cable

DVI 30AWG / 28AWG / 28AWG tinner copper, 100 ohm, FEXT < 5%, PVC jacket, black

SDI Coax, 20 AWG. 0.8128mm Dia solid copper conductor, gas-injected foam HDPE

insulation, foil plus tinned copper braid shield (95% Coverage), PVC jacket. Nominal

impedance 75 ohms




5.6 EARTHING

As a minimum, earthing to comply with the following:

a) Earth each AV rack/patch panel to ensure common earth is maintained for audio shielding

b) All power cabling to be earthed in accordance with AS3000

c) All cabling to be earthed in accordance with current regulations in particular to TS009 and

AS3080

d) All cables to be single core, multi stranded copper conductors with PVC insulation

e) Cables sized to TS009 Table 5

f) All earth bars and terminals to be capable of termination cables of at least 6mm2

g) Contractor must ensure the earthing conforms to current standards and regulations

Technical Earth system must be provided on all AV power outlets (GPOs). Technical Earth cabling from

each room must be installed back to the main Technical Earth Bus in the electrical services cupboard as

home runs.

The main Technical Earth Bus must be isolated from the normal building earthing system and join the

incoming earth to the building at the main electrical switchboard.




SECTION 6 RFP FORMS

6.1 GENERAL

All RFP forms must be completed and submitted with the RFP submission. Any omissions by the

Respondent within their RFP forms will not warrant any basis to claim a variation following appointment

on the project.

6.2 SECTION COSTS

The Respondent must submit RFP forms based on the drawings in Appendices and system described in

this RFP. The Respondent must include all equipment in the RFP forms as to make the system full

operational as outlined in this RFP. It is the Respondent’s responsibility to include any additional

interfaces or ancillary equipment that may not be depicted in the schematics.

Where make and model numbers are not included in the drawings, the Respondent must nominate the

equipment make and models. Equipment nominated must meet or exceed the functional requirements of

this RFP. The RFP forms must be submitted in the following format for each space. Equipment prices

must exclude GST:

NEMICS

MDT Meeting Room Refurbishment

Item Model Unit Price Quantity Fixed Lump Sum

Video Equipment

$……………… $…………………..

Audio Equipment

$……………… $…………………..

Control System Equipment

$……………… $…………………..

Other

$……………… $…………………..

Cable and Materials $…………………..

Installation $…………………..

Programming $…………………..

Commissioning $…………………..

Documentation $…………………..

Training $…………………..

Total excluding GST $…………………..

GST $…………………..

Total including GST $…………………..

Company:

Address:

Signed: Dated:




6.3 SCHEDULE OF HOURLY RATES

6.3.1 Variation Rates

The following rates are to be used for variations to the contract. The rates are to include all associated

costs including:

a) Site attendance

b) Labour

c) Administration & Profit

d) GST

Resource

Rate for

Addition

Business Hours

Rate for

Addition

After Hours

Technician $……………… $………………….

Software Engineer $……………… $………………….

Installation Manager $……………… $………………….

6.3.2 Emergency Callout Rates

The following rates are to be used for emergency callout during the warranty period. The rates are to

include all associated costs including:

a) Site attendance;

b) Labour;

c) Administration & Profit;

d) GST.

Resource

Minimum Call-Out

Charge

(including travel)

Hourly Rate

(business hours)

Hourly Rate

(after hours)

Technician $………………….. $…………………. $………………….

Software Engineer $………………….. $…………………. $………………….

Installation Manager $………………….. $…………………. $………………….

Company:

Address:

Signed: Dated:




6.3.3 Equipment Variation Rates

The following rates are to be used for variations to the contract. The rates are to include all associated

costs including:

e) Project management;

f) Supervision;

g) Labour;

h) Materials;

i) Drafting;

j) Documentation;

k) Cabling up to 50 meters;

Item Rate for

Addition

Rate for Deletion

prior to

Installation

Rate for Deletion

after

Installation

1) NEC P420XG $……………… $…………………. $………………….

2) 60” LCD/LED Panel $……………… $…………………. $………………….

3) Biamp Nexia TC $……………… $…………………. $………………….

4) Ceiling microphone $……………… $…………………. $………………….

5) Boundary microphone $……………… $…………………. $………………….

Company:

Address:

Signed: Dated:




6.4 STATEMENT OF NON-COMPLIANCE

Provide a statement of non-compliance with the RFP response.

Any clauses of the RFP that the Respondent does not comply with must be scheduled as follows:

Clause No. Compliance Details of Partial or non-compliance

Company:

Address:

Signed: Dated:




6.5 PERSONNEL

The Respondent proposes the following personnel for the project:

CONTRACTOR'S REPRESENTATIVE

The Contractor's Representative must have full authority to make any decision on behalf of the Contractor

for any matter concerning the project.

NAME:

CONTACT NUMBER:

INSTALLATION MANAGER

The Installation Manager must have full control over the project on behalf of the Contractor. The

Installation Manager must attend all site meetings and be the main point of contact for the project.

NAME:

BRIEF OUTLINE OF RELEVANT EXPERIENCE/QUALIFICATIONS:

SITE SUPERVISOR

The Site Supervisor must attend site as required to ensure that adequate supervision is provided to all of

the Contractor's staff and sub-contractors.

NAME:


TRAINER

The Trainer must attend site as required to ensure that adequate training is provided to all of the Client’s

staff and representatives.

NAME:


Company:

Address:

Signed: Dated:



CHW Consulting Pty Ltd Ref: 478111214SGO Appendix A

APPENDIX A – AUDIO VISUAL SYSTEM SCHEMATICS

Drawn

Scale

Designed

Job No

CAD Ref Revision

Date

QA

Drawing Number

Project

Drawing

Rev Amendments Date Issued By



ACN 103 605 027 ABN 69 716 913 466 I PHONE + 6 1 3 9 6 01 65 5 5 I F A X + 6 1 3 9 6 7 0 0 89 8 I E M A I L i n f o @ c h w . c o m . a u


A Review Issue 05/12/11 GO MB

NTS

GO MI

478 05/12/11

478-AVS A

AVS-01

NEMICS Austin Tower Room 3.1 & 3.2

Audio Schematic

Digital Audio Processor

Biamp Nexia TC

Ceiling Mic1

Ceiling Mic 2

Ceiling Mic 3

Rear Mic 1

Rear Mic 2

Rear Mic 3

VC Codec

Tandberg 990

(existing)

2 Channel Amp

Australian Monitor AV2.2P

(existing)

Ceiling Mic 4

Rear Mic 4AEC Mic

4 xCeiling Mics

Clear One Avay

(new)

From Extron

8 x 8 VGA

Switcher

FOH Loudspeakers(existing)

Telephone Interface to Webex via

PSTN

4 x Gooseneck Microphones

Shure MX412C

(new)

Line (L + R)

Line (L)

Line (R)

Line (L + R) WebEx PC(existing)

Line (L + R)

AEC Mic

AEC Mic

AEC Mic

AEC Mic

AEC Mic

AEC Mic

AEC Mic

Drawn

Scale

Designed

Job No

CAD Ref Revision

Date

QA

Drawing Number

Project

Drawing




ACN 103 605 027 ABN 69 716 913 466 I PHONE + 6 1 3 9 6 01 65 5 5 I F A X + 6 1 3 9 6 7 0 0 89 8 I E M A I L i n f o @ c h w . c o m . a u



NTS

GO MI

478 05/12/11

478-AVS A

AVS-02


Video Schematic

2 Channel AMP

(existing)

RGBHI

RGBHV

60" LCD

Sony Bravia KDLEX720 PSD

(new)

42" LCD

NEC PX42XM5W

(existing)

Projector 1

NEC P420XG

(existing)

DVI to VGA

Converter

RGBHV

RGBHV

RGBHV

RGBHV

DVI-1

8 x 8 VGA MatrixSwitch

Extron MVX 88A

VC Codec

Tandberg 990

(existing)

HD 1080P USB Webcam

(new)

PC1 – Webex & Path

PC2 - Laptop

PC3 - canNet

PC4 – Pet & Radiology

Doc Camera

Elmo L-1n

USB

Video Microscope

(existing)

VGA

VGA DA

Extron P/2 DA 2xiMT

VGA DA

Extron P/2 DA 2xiMT

PTZ Camera

Sony Evid

Projector 2

NEC P420XG

(new)

RGBHV

RGBHV

RGBHV

RGBHV

RGBHV

RGBHV

RGBHV

VGA

LCD 2LCD 1

LCD 1 LCD 2

Drawn

Scale

Designed

Job No

CAD Ref Revision

Date

QA

Drawing Number

Project

Drawing




ACN 103 605 027 ABN 69 716 913 466 I PHONE + 6 1 3 96 0 1 6 5 55 I F A X + 61 3 9 67 0 0 8 9 8 I E M A I L i n f o @ c h w . c o m . a u



NTS

GO MI

478 05/12/11

478-AVS A

AVS-03


Control Schematic

VC Codec

Tandberg 990

RS232

VGA Switcher

Extron MV-88 VGA-A

RS232

Digital Audio Processor

Biamp Nexia TC

RS232

RS232

RS232

RS232

RS232

Control System Processor

AMX NI3000

(existing)

42" LCD Panel

NECPX42XM5W

(existing)

60" LCD Panel

Sony Bravia KDLEX720PSD

(new)

Data Projector 1

NEC P420XG

(existing)

Data Projector 2

NEC 420XG

(new)

Wireless Touch Screen

Wall Docking Station

AMX MVP 7500

(existing)



CHW Consulting Pty Ltd Ref: 478111214SGO Appendix B

APPENDIX B – ARCHITECTURAL DRAWINGS



CHW Consulting Pty Ltd Ref: 478111214SGO Appendix C

APPENDIX C – AUSTIN HEALTH IT DEPARTMENT CABLING STANDARD

Information Technology Department

Policy for Cabling Works


CABLING STANDARD



Document Revision History

Date Who Action25 August 2000 Joe Bainbridge Move [5.5.21 to 2.12]

Add [2.15]15January 2001 Joe Bainbridge Add [5.8.3]24 April 2002 Joe Bainbridge Update [2.8, 2.9, 2.10]19 March 2004 Joe Bainbridge Update [2.8, 2.9, 2.10]25 May 2005 Jean-Pierre Bram Add [5.1]

Update [5.2]19 July 2005 Jean-Pierre Bram Add [5.2.6]27 July 2005 Jean-Pierre Bram Add [3.7]28 July 2005 Jean-Pierre Bram Add [5.1, 5.2]28 May 2007 Jean-Pierre Bram Update [5.3]18 March 2008 Joe Bainbridge Update [2.9-10]12 September 2008 Jean-Pierre Bram Add [5.11]2 January 2009 Jean-Pierre Bram Update [5.2.8, 5.65]13 March 2009 Jean-Pierre Bram Update [5.3.1, 5.3.16, 5.5.3, 5.6.5]

Add [5.2.10, 5.2.11, 5.3.17, 5.4.2]06 August 2009 Jean-Pierre Bram Add [5.1.2, 5.1.3, 5.1.4]6 Sep 2010 Joe Bainbridge Update 5.6.13



Table of Contents

1. Preliminaries ______________________________________________________________ 1

1.1. Line of Authority _______________________________________________________________ 1

1.2. Insurance _____________________________________________________________________ 1

1.3. Site Inspection _________________________________________________________________ 1

1.4. Errors, Omissions, Discrepancies__________________________________________________ 2

1.5. Site Penalties and Loadings ______________________________________________________ 2

1.6. Occupational Health & Safety ____________________________________________________ 2

1.7. Medical Centre Safety Program___________________________________________________ 2

1.8. Hot Work Permits ______________________________________________________________ 2

1.9. Interruptions to Services_________________________________________________________ 2

1.10. Special Site Requirements ______________________________________________________ 2

2. General __________________________________________________________________ 3

3. Standards_________________________________________________________________ 5

4. Austel Approved Items ______________________________________________________ 6

5. Cabling Standards__________________________________________________________ 7

5.1. Communication Closets__________________________________________________________ 7

5.2. Communications Cabinets _______________________________________________________ 7

5.3. Fibre Optic Cable ______________________________________________________________ 8

5.4. Fibre Optic Drawers ____________________________________________________________ 9

5.5. Fibre Optic Testing _____________________________________________________________ 9

5.6. UTP Cable Particulars _________________________________________________________ 10

5.7. UTP Patch Panels _____________________________________________________________ 11

5.8. UTP Patch Leads ______________________________________________________________ 11

5.9. Fly Leads_____________________________________________________________________ 12

5.10. Testing _____________________________________________________________________ 12

5.11. Approved Contractors ________________________________________________________ 13

6. Inspection Stages__________________________________________________________ 13

7. Completion ______________________________________________________________ 13



Austin Health – IT Department Cabling Specifications Page 1 of 11 14/12/11C:\Users\graemeo\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\WITXXMKD\Cabling Standard.doc Revision 4

14 December 2011

This document specifies the policy and the level of workmanship required for data cabling works atany Austin Health site. It is incumbent on all contractors to have read and be familiar with both thecontents and spirit of these policies. The moving of any existing data cable or data point or theinstallation of any new data cable constitutes a data cabling work. No data cabling work may bestarted without first obtaining a Data Cabling Permit authorised by IT and no request for tenderrequiring cabling work may be released before obtaining a Provisional Data Cabling permit from IT.

1. Preliminaries

1.1. Line of Authority

1.1.1. Data cabling works being done at any Austin Health, and specified in this document will be under thecontrol of the Information Technology Department, to which all queries and clarifications are to beaddressed.

1.1.2. Engineering and Building Services1.1.2.1. If required, the Engineering & Building Services Department will provide a project manager to

ensure that the works required are commissioned and performed to the standards required byboth the Information Technology Department and the Engineering & Building ServicesDepartment.

1.1.2.2. Where necessary it is the responsibility of the Engineering & Building Services Departmentproject manager to deal with the project on a day-to-day basis. The project manager willensure that the workmanship meets the standards stated in this document, as well as anyEngineering & Building Services Department standards. The project manager will also providethe Information Technology Department with a completed and signed handover document(with required attachments) upon completion of the project.

1.1.2.3. Any cabling disputes that cannot be resolved between the contractor and the Engineering &Building Services Department should be brought to the attention of the IT Services Manager.If no resolution is forthcoming then it will be escalated to the Director of InformationTechnology for final resolution.

1.2. Insurance

1.2.1. The following insurances must be effected prior to the commencement of any works:

Contractors All Risk Policy. Public Liability Insurance Insurance of employees

1.2.2. Evidence that all insurances have been effected, or are current and applicable to the project, must besubmitted to the IT Department before work is commenced.

1.3. Site Inspection

1.3.1. The contractor shall inspect the site prior to submitting a quotation, to assess the works involved.

1.3.2. All drawings and documentation are to be carefully examined to ensure all costs are included.

1.3.3. No adjustment to the quoted price shall be allowed after acceptance of the quote, for any works thatmay not be explicitly documented but are required for the completion of the works, provided thatsuch works could have been reasonably determined from the documentation provided, and the siteinspection.




1.4. Errors, Omissions, Discrepancies

1.4.1. The IT Department is to be notified in writing if any error, omission or discrepancy is found in thesupplied documents.

1.5. Site Penalties and Loadings

1.5.1. Austin Health shall not be held responsible for any costs arising out of site penalties loadings etc.These are to be borne entirely by the Contractor.

1.5.2. Austin Health will advise the contractor of any site allowances or penalties applicable during thepreliminary briefings. It is the responsibility of the contractor to confirm the costs with theappropriate staff.

1.6. Occupational Health & Safety

1.6.1. The contractor undertakes to ensure that a safe working environment without risk to health isprovided and maintained during the course of the works in accordance with the Occupational Healthand Safety Act.

1.6.2. Extreme care is to be exercised in the vicinity of wards and patient areas to ensure the safety and well-being of patients.

1.6.3. No works are to be carried out in such areas without the prior approval of the relevant ward manager,and the IT Department.

1.7. Medical Centre Safety Program

1.7.1. Prior to working on the site all personal shall have attended the Austin Health induction class.

1.8. Hot Work Permits

1.8.1. Permits for hot works such as chasing walls, cutting, welding and similar are to be obtained fromEngineering & Building Services Department prior to carrying out such works.

1.9. Interruptions to Services

1.9.1. All arrangements for interruptions of existing Austin Health services must be made with Engineering& Building Services Department. Should such interruptions be necessary, they must be undertakenoutside normal working hours.

1.9.2. The Contractor must not interfere with, or attempt to isolate any Austin Health Service.

1.9.3. The shutdown and reinstatement of Austin Health services shall be undertaken by a representative ofEngineering & Building Services Department.

1.10. Special Site Requirements

Contractors and their staff are to be made aware that the site is a hospital and that they must minimise alldisruptions and excessive noise during the works.

1.10.1. Mobile Telephones and Two Way RadiosMobile telephones are not to be used in restricted areas as indicated by signs. Two way radios must notbe brought on to the site. It is the Contractor's responsibility to become aware of the restricted areas ofthe site.

The Contractor will be liable for all consequences resulting from the use of mobile telephones and twoway radios.




1.10.2. NoiseThe Contractor must refrain from making excessive noise in the vicinity of wards and patient areas.

All works necessitating the generation of excessive noise shall be carried out at times negotiatedbetween the Contractor, the IT Department and the Manager in whose area the works are carried out.

1.10.3. VehiclesVehicles belonging to the Contractor will be given access to the site for the sole purpose of delivery orpick-up of materials and equipment.

The Contractor should make prior arrangements with Austin Health Security regarding access and theuse of vehicles on the site.

On-site parking is not available for contractors. There are parking facilities available near each site.

1.10.4. Austin Health Approved Data Cable ContractorsAll data cabling work conducted on Austin Health premises must be performed by an Austin Healthapproved Cable Contractor. A current list can be obtained by contacting the Information TechnologyDepartment.

1.10.5. Asbestos RegisterThe PART 6 for each building to be cabled through must be checked before the commencement of theJob.

2. General2.1 All cabling works are to comply with Austin Health Specifications for Data Cabling as given in this

document.

2.2 Any attached plans are an integral part of the specifications.

2.3 Any variations to the above specifications may only be carried out after approval has been obtainedfrom the IT Support Services Manager.

2.4 The contractor will be responsible for obtaining any permits necessary in the construction of inter-building plant.

2.5 The following are specifically excluded from these specifications.2.5.1 General Power Outlets2.5.2 Telephone cabling.

2.6 The contractor will be responsible for identifying and the protection of any existing services (aerial orunderground) whilst installation work progresses.

2.7 All cables shall be supported at minimum intervals of 300mm, on cable trays mounted vertically in theriser space. Care should be taken to ensure that undue strain is not applied to the cables due to tie wraptension.

2.8 CAT5E - Only Molex or Molex certified components are to be used.CAT6 (Austin Tower) - Only SYSTIMAX or SYSTIMAX certified components are to be used.CAT6 (Austin Campus) - Either MOLEX or SYSTIMAX certified components are to be used,

dependant on existing and proposed purpose. See Austin IT for which is to be used.CAT6 (Repat Campus) – Either MOLEX or SYSTIMAX certified components are to be used,

dependant on existing and proposed purpose. See Austin IT for which is to be used.




2.9 Cat 5E - The works are to comply with all MOLEX certification requirements. The installing cablecontractor must have MOLEX certification.Cat 6 (Molex) - The works are to comply with all MOLEX certification requirements. . The installingcable contractor must have MOLEX certification.Cat 6 (Systimax) - The works are to comply with all SYSTIMAX certification requirements. . Theinstalling cable contractor must have SYSTIMAX certification.

2.10 Cat 5E - MOLEX certification and endorsement will be required.Cat 6 (Molex) - MOLEX certification and endorsement will be required.Cat 6 (Systimax) - SYSTIMAX certification and endorsement will be required.

2.11 All data cables must be terminated in Patch Panels, rack mounted in the Communications Cabinetsindicated on the floor plan.

2.12 Permission must be sought from the Information Technology Department before any floors or firewallsare penetrated.

2.13 All cabling passing through firewalls must pass through a penetration specifically for cables andcurrent fire regulations must be met. Penetrations may be drilled and sealed with an approved sealantor an approved duct may be fitted and sealed with an approved pillow. The installation using sealant orpillows used must have a time rating equal to or greater than the fire wall that is being penetrated.Under no circumstance may a cable be run through a fire damper.

2.14 The contractor shall be responsible for fire-stopping all floor penetrations after installation. Any cablerun through a fire rated barrier must be sealed by an approved fire sealant, even if the penetration wasmade by others. A "last user must make good" policy applies.

2.15 Outside catenaries may not be run without permission from the Information Technology Departmentand IT must seek permission to run external catenaries in every instant from Engineering. Catenariesare not to be run over roads. The following provisions must be met.

2.15.1 Standard electrical outdoor catenary wire is used.

2.15.2 Standard house brackets are used.

2.15.3 Crosby clips and eyelets are used to terminate the catenary.

2.15.4 Stainless steel or black UV resistant ties are used to secure the cable to the catenary.

2.15.5 A licensed electrician is used to perform the work.

2.16 Separate communications cabinets will be used for data and telephone cabling, unless that the rack inquestion is integrated.

2.17 All material, fittings, accessories and equipment shall be new, unless otherwise specified, and of firstgrade manufacture, and shall comply with relevant Australian Standards Association Specifications.

2.18 The site is to be left in a clean and tidy state. At the completion of all works, all building materials andrubbish is to be removed, and the site is to be swept and vacuumed.

2.19 All areas of external trenching or digging shall be marked and made safe with warning tape and stakesto prevent personal accident.

2.20 Areas where work is in progress must be clearly marked with warning signs if obstructions mayendanger passers-by. Cables being installed must not be left unattended if hanging from above or laid




loose at foot level.

2.21 All external works shall be restored to the original condition and the contractor shall be responsible forre-seeding grassed areas, planting of trees or shrubs in garden areas and backfilling and compaction toprevent subsidence.

2.22 The Contractor is required to exercise care in carrying out his duties. The contractor will be liable forany damage caused to any building services, light fittings, ceiling tiles, etc. and will be required tomake good any damaged items.

2.23 At the completion of the works the contractor is to notify the IT Department that the works have beencompleted, and make available the test results, as built documentation etc.

2.24 The installer should recognise the importance of notification to the project manager of any problem oritem of disruption to the installation schedule. Every effort must be made to keep within the timetables.

3. Standards

3.1. All work shall be carried out in strict accordance with the current regulations and requirements of relevant

Statutory Authorities. The following standards and all attached “normative addendums” applicable to these

documents must be adhered to for any installation work performed.AS/NZS 3080 Integrated Telecommunications cabling systems for commercial buildings.AS/NZS 3084 Telecommunications pathways and spaces for commercial buildings.AS/NZS-3086 Integrated Telecommunications cabling systems for small office/home office

premises.AS/NZS HB-27 Hand Book for Field Testing of Balanced Cable Installations

3.2. Work not covered by the requirements of Statutory Authorities are to comply with the latest edition of the

appropriate publications from the Australian Standards Association.

3.3. In particular compliance is required with the latest standards in AS/NZS3080, Austel Standards TS008,

TS009JS0 10 and all other standards referenced in AS/NZS3080.

3.4. Communications and power cabling must maintain a segregation of at least 300mm when running parallel and

can only cross at right angles to one another. In situations where the segregation of 300mm cannot be

maintained it is permissible to enclose the power or data cable in an earthed steel conduit. This separation can

be reduced when earthed metallic material is used as a segregation barrier. Refer to AS/NZS 3080:1996 for

further information (separation <300m in non-metallic barriers, in particular at the Work Area will be

considered on a site-by-site basis).




3.5. The contractor shall certify the installation to the latest AS/NZS 3080 standards with a Optical Fibre Power

Meter for Fibre Cable and hand held tester conforming to AS/NZS 3080 for Category 5E & 6, 4 pair UTP

copper cable. All results from the testing shall be presented to the client on PAPER (hard-copy) and electronic

format using the naming or labelling specified in the permit. The contractor will accept and be liable for the

replacement of any cable found not to conform to the nominated specification by the certification process due

to non-standard or poor installation practises.

3.6. All cabling works are to be undertaken under site supervision by Austel registered personnel. Apprentices and

cable pullers can run cables but only under qualified supervision.

3.7. All cabling works conducting on any campus of Austin Health can only begin after a Cabling Permit has

been issued by the Information Technology Department

4. Austel Approved Items

4.1. All items such as cabling, outlets, frames and equipment required to be Austel approved must be documented

with the approval number. The documented list shall be provided for inspection.

4.2. All equipment required to have an Austel approval label must be inspected to ensure the labels exist. Where

no such labels exist, the approval number is to be obtained from the manufacturer and labels installed on the

equipment.




5. Cabling Standards

5.1. Communication Closets5.1.1. The minimum size requirements for a communication closet required by Austin Health are as follows:

Room with single door access. Room with two door access.

Un-restricted 24 hour corridor access is required to all cabinets (ie. Not to be located in lockedoffices). The doors when open must not obstruct traffic flow in the corridor.

5.1.2. The Closet is to be secured via a proximity card reader, compatible with the current Austin Healthsystems (Siemens or Cardax) and must be installed by an authorised contractor.

5.1.2.1. The type of door release will be either electric strike or mortise lock. Door Magnetic lockswill not be acceptable.

5.1.2.2. The lock must have key override with the Austin Health IT ABLOY cylinder.5.1.3. Cabinets are to be placed such that they can be read left to right when the second cabinet is installed.5.1.4. Sufficient individually circuited and isolatable 15Amp captive power outlet to meet the final

requirements of the closet shall be installed.5.1.4.1. The matter of essential verses UPS power for the outlet will be handled on a case by case

basis.

5.2. Communications Cabinets

5.2.1. The standard cabinet configuration used at Austin Health is as follows unless otherwise specified byInformation Technology:

1 x Hallam 800 series-19" RACK CABINETS RC458080A 45RU x 800mm D x 800mm W

CONFIGURATION: FRAME c/w 19" MOUNTING

METAL DOOR FRONT – PERFORATED & LOCKABLE

METAL DOOR REAR – PERFORATED & LOCKABLE

SIDE PANELS – KEY LOCKABLE

TOP PANEL

1 x DUAL - VERTICAL POWER DISTRIBUTION

VPD451000/2 Dual 10 points c/w 15amp captive plugs

10 x CABLE SUPPORT BRACKETS

CSB12120 120mm x 120mm




5.2.2. The cabinets are to be prominently labelled as follows on the front above the door. Name will besupplied on the Cabling Permit provided by Information Technology.

bbb-fa eg HSB-4Cwhere bbb - is the building code

f - is the floor level anda - is the a unique location ID

5.2.3. The label is to be red lettering on a white background and to be stick-on “Dymo” labels (part number45015) or similar, using the naming convention specified neatly fitted to the front door of the cabinet.

5.2.4. The cabinets are to be earthed as per Austel regulations.

5.2.5. An IP temperature sensor of a type specified by Information Technology must be fitted to each newcabinet.

5.2.6. Consideration of cooling must be negotiated before the cabinet will be made active.

5.2.7. UPS consideration must be negotiated before the cabinet will be made active.

5.2.8. Unless otherwise specified by Information Technology all new cabinets will be cabled in CAT6, asspecified in UTP particulars set out below. The decision of Molex or Systimax is dependant onlocation and purpose of cabling,

5.2.9. The cabinet is to have two runs of 12 core single mode optical fibre (as specified in part 5.3) viadiverse paths to the nearest MDF (ie. ITA-6C, HSB-4C, AT-B1 or CEN-BW) unless otherwisespecified by Information Technology.

5.2.10. The cabinet is to have one run of 100 pair phone cable to the nearest MDF (ie. HSB-1, AT-B1 orCEN-BW) terminated at the base on 2 x 50 port Molex patch panels, unless otherwise specified byInformation Technology.

5.2.11. A minimum of 400mm tray is to be use as the feeder to the cabinet.

5.3. Fibre Optic Cable

5.3.1. Unless otherwise specified by Information Technology all fibre optic cabling shall be Single ModeOS2 optical fibre with a minimum of 12 cores.

5.3.2. In the case that Multimode fibre optic cable is specified by Information Technology it shall beSystimax OM3.

5.3.3. Physical specification for the indoor cable must adhere to current industry established standards.

5.3.4. Each fibre / tube shall be colour-coded for ease of identification with the following colour sequence :Fibre colours for 1 & 2 fibre versions: 1/ Blue, 2/ WhiteFibre colours for 4 or more fibres: 1/ Blue, 2/ Orange, 3/ Green, 4/ Brown, 5/Slate, 6/

White, 7/ Red, 8/ Black, 9/ Yellow, 10/ Violet, 11/Rose, 12/ Aqua.

5.3.5. All indoor / outdoor cables shall be of a Low Smoke Zero Halogen tight buffered distribution type.Cable shall use a water blocking compound to ensure the best resistance to moisture. Cable OFNRrating shall allow the cable to run from the outside plant to the first building cross-connect withouthaving to transition at the building entrance.

5.3.6. Indoor / Outdoor cables of a PVC construction will not be accepted and shall not be submitted forconsideration.

5.3.7. Where it is necessary to run the cable through a concrete slab, a protective duct shall be used.

5.3.8. The cable shall be labelled with the id of Start Loc-End loc-Cable number, eg HSB-4C:HSB-5C:01, at

- both ends,




- at the point after entering the enclosure,- at each level of the riser, and- along its length at bends and inspection openings and at intervals of not more than 10 metres.

5.3.9. The labels shall be securely attached to the cable.

5.3.10. No single piece of cable is to exceed 2Km.

5.3.11. The manufacturer's minimum bend radius is to be exceeded at all times, viz 20X cable diameter(during installation) 10X cable diameter (installed)

5.3.12. No cable is to be spliced at any point in the cable run.

5.3.13. All cables running through the building riser must be anchored to a cable tray belonging to AustinHealth. Where no such tray or catenary exists, or its capacity has been exceeded, a new one must beinstalled.

5.3.14. Where a cable tray is not possible, due to physical restraints, a catenary must support the cables.

5.3.15. All cable routing shall comply with local building cabling codes and Austel codes in particular.

5.3.16. All MDF terminated end of fibre runs shall be terminated with LC type connectors unless otherwisespecified by Information Technology. Termination will be in a 19 inch rack mount 48-way slidingfibre-optic drawer, with each fibre terminated to a front panel connector labelled as specified below.

5.3.17. All IDF terminated end of fibre runs shall be terminated with LC type connectors unless otherwisespecified by Information Technology. Termination will be in a 19 inch rack mount 24-way slidingfibre-optic drawer, with each fibre terminated to a front panel connector labelled as specified below.

5.4. Fibre Optic Drawers

5.4.1. The standard Fibre Optic Draw configuration used at Austin Health is as follows unless otherwisespecified by Information Technology:

Qty Product Description Material IDTBATBATBA

5.4.2. The ports on the 48-way fibre-optic drawers will be sequentially labelled starting with F001 at the topleft port and proceeding right and then down. The top draw will be labelled F001 to F048 and the nextF049 to F096, etc.

5.4.3. The ports on the 24-way fibre-optic drawers will be sequentially labelled starting with F001 at the topleft port and proceeding right and then down. The top draw will be labelled F001 to F024 and the nextF025 to F048.

5.4.4. All labels shall be of at least 10 point and sized to fit neatly into the space provided on the drawer.The paper media provided by Molex may be used or white stick-on tape labels and red lettering(Dymo part number 45015 or similar).

5.5. Fibre Optic Testing

5.5.1. All cabling is to be certified to meet the specifications of ANSI/E1A/TIA- 492AAAA standard, and awritten report with the test results must be provided as documentation.

5.5.2. The tests will include:

dB Loss

Optical Attenuation (Measured in accordance with E1A/TIA-455-46,-61 or - 53)

Multimode modal bandwidth (measured in accordance to IEC793- 1).

Cable length




5.5.3. An electronic copy in a format compatible with Linkware software and printed copy of the test resultsmust be submitted to the IT Department as part of the acceptance for the project.

5.6. UTP Cable Particulars

5.6.1. The installation, termination and labelling of Category 5E & 6 cabling conforming to AS3080standards as specified in the data cabling permit.

5.6.2. The standard CAT6 Systmax patch panel used at Austin Health is as follows:Qty Product Description Material ID

1 1100GS3-24 1RU CAT6 Patch Panel. 700173750

5.6.3. The installation and labelling of patch and management panels as per the cabinet layout diagramprovided by Information Technology Department.

5.6.4. The supply of patch and fly leads in the quantities specified on the cabling permit.

5.6.5. Relevant testing of all cable runs. Results to be provide to the Austin Health Information TechnologyDepartment in an electronic form compatible with Linkware Software.

5.6.6. The horizontal wiring linking workstations and terminals to wiring cabinets, is to be of 4-pair 100Ohm Unshielded Twisted Pair cable EIA/TIA Cat 5E & 6, with solid conductors.

5.6.7. The cable must be certified by the manufacturer to adhere to EIA/TIA standards as specified inAS3080.

5.6.8. No single piece of cable is to exceed 90m without a specific manufacturer exemption.

5.6.9. The manufacturer's minimum bend radius is not to be exceeded.

5.6.10. No cable is to be spliced at any point in the cable run.

5.6.11. Cables are to originate from the specified communications cabinet on the relevant floor and traversethrough the ceiling to the required locations.

5.6.12. The routing of the cables shall follow corridors and branch as appropriate to the required locations.

5.6.13. Cables run in tiled false ceilings are to be supported on a cable tray or catenary and tied wherenecessary and at regular intervals of 1.6 m. Catenaries must be run parallel to the wall line.

5.6.14. For cabling in false ceiling space, cables shall not be anchored to or supported by mechanical deviceswhich form part of other services, e.g. air conditioning ducts, heating return ducts, etc.

5.6.15. Catenaries belonging to other services must not be used without permission of the IT Department.

5.6.16. Where possible, cable is to be separated from electrical wiring by at least 300 mm to prevent electricalinterference, otherwise adequate shielding must be provided.

5.6.17. In all cases the minimum separation distances as specified in AS/NZS3080-1996 Table Z13 1, must beobserved.

5.6.18. In all cases, every effort is to be made to run the cables through internal ducts and wall spaces.

5.6.19. Where external ducts are used, they must be placed in unobtrusive locations and be of a colour inkeeping with its surroundings.

5.6.20. No external ducting is to be used without prior approval by the IT Department.

5.6.21. Floor mounted data points are not to be installed, except where suitable cable ducting exists on thefloor. Where no such ducting exists, and data points are required away from walls etc., moduline polesare to be used for both data and power.

5.6.22. Cables are to be routed through moduline ducting where it exists and both data and power points beattached to the moduline.

5.6.23. At the data point the cable is to be terminated with a RJ-45 female connector.




5.6.24. The data point is to be located a little above desk height where it cannot be obstructed by furnitureexcept where explicitly specified in the Cabling permit. Where there is no desk, it should be placed ata nominal 1200mm height.

5.6.25. Cables are to be terminated on the positions indicated on the plans or as marked on the site.

5.6.26. Any solder connections are unacceptable.

5.6.27. Connectors must be of the correct type for the type of conductor cable used and be approved by themanufacturer.

5.6.28. Connectors used must allow the twist to be maintained into the connector.

5.6.29. All contact pins on the connectors to be gold plated.

5.6.30. Cables in the wiring cabinet are to be terminated in 24-way patch panels.

5.6.31. Care must be taken to ensure the twist of the cable pairs is maintained right up to the connector, andthe cable sheath is as close to the connector as possible.

5.6.32. Each jack is to be wired with a full pair count to the EIA sequence.

5.6.33. Each cable running from the data point to the patch panel must be labelled at both ends with the datapoint number.

5.6.34. Proper cable labels are to be used which can neither break off or be erased. The number is to beprinted using at least a 10 point font and be placed as near as possible to the termination.

5.6.35. The format of the Data Point Number is as follows:

ccc-cc-Dnnn where:ccc-cc is the communications cabinet (defined in 5.1) where the cable from the data point isterminated.

Dnnn - is the patch panel port that the cable from the data point is terminated on.All three digits are to be shown e.g. HSB-4C-D001 not HSB-4-1

5.6.36. Each data point wall plate must be labelled with the full data point number.

5.6.37. All labels are to be white stick-on tape labels and red lettering (Dymo part number 45015 or similar).

5.7. UTP Patch Panels

5.7.1. Each position on the patch panel must be properly labelled with the data point number to which thecable is connected. eg D001, D002 etc. The ports on the 24 port patch panel will be sequentiallylabelled starting with D001 at the top left port and proceeding right and then down. The top panel willbe labelled D001 to D024 and the next D025 to D048.

5.7.2. All labels shall be of at least 10 point and sized to fit neatly into the space provided on the drawer.

5.7.3. All positions of the patch panel are to be labelled. Labels must placed below the RJ45 sockets and notobstructing the sockets or the rack position immediately below the patch panel.

5.7.4. The paper media provided by Molex may be used or white stick-on tape labels and red lettering(Dymo part number 45015 or similar).

5.8. UTP Patch Leads

5.8.1. Patch cables are to be stranded Cat 5E or CAT6 cables, the number and type for each job will bespecified in the cabling permit.

5.8.2. Patch cables are to be terminated with standard RJ-45 male MOLEX or SYSTIMAX approvedconnectors at both ends according to that specified in the cabling permit.

5.8.3. The patch leads are to be routed in a neat and tidy manner, using the MOLEX Cable Management andin accordance with the Information Technology Departments standard cabinet layout.




5.8.4. No rack equipment or vacant rack positions may be traversed by the patch leads.

5.8.5. Leads are to be of sufficient length to ensure the connection without undue stretching, or bending.However, leads of excessive length will not be accepted.

5.8.6. GREY patched will be supplied for data, BLUE for phone, RED for Medical Physics equipment andGREEN for serial.

5.9. Fly Leads

5.9.1. Fly leads connecting the data points to the workstations must be stranded Cat 5E or 6 cable.

5.9.2. Fly leads are to be terminated with standard RJ-45 male manufacturer approved connectors at bothends according to the sequence given above.

5.9.3. The standard fly leads will be 2 metres long. Except in exceptional circumstances the data point mustbe located with in 2 metres of the end device socket.

5.10. Testing

5.10.1. All cables are to be tested for continuity, correct pin assignment polarity and colour code afterinstallation.

5.10.1. The Optical Fibre and UTP cabling shall be installed in accordance with manufacturer’s installationinstructions.

5.10.2. The testing and certification of installed cabling, interconnection hardware and patch leads shallcomply with TIA/EIA standards for that particular cable type.

5.10.3. All cabling, including patch leads, and connectors are to be certified to meet the minimumspecifications in the TIA/EIA standards for that particular cable type.

5.10.4. The tests are to be carried out under the supervision of a designated person appointed by the ITOperations Manager, who will countersign the written report.

5.10.5. The tests shall be conducted as specified in TIA/EIA standards for specified category of theinstallation.

5.10.6. A copy of the test results are to be provided to the IT Department at the completion of the project anda copy sent to the manufacturer to enable endorsement.

5.10.7. An allocation of time should be allowed for the consulting Engineer or the client's representative towitness the certification process and to perform some sample tests of the installed Structured CablingSystem. The amount of time is outlined in the Scope of Works.

5.10.8. The contractor shall provide Certification for the installation, backed by the manufacturer with afifteen year application assurance warranty on applications described in this document includingCertification and a lifetime guarantee on the passive connecting hardware, from the date of successfulcommissioning.

5.10.9. All components of the Structured Cabling System should be sourced from one manufacturer to ensureminimal impedance mismatch and best possible NEXT performance and to guarantee the performancefrom end to end.

5.10.10. The Structured Cabling System should operate without introducing or being affected byelectromagnetic radiation from other sources. Maintaining segregation from other services orscreening (metal conduit) are the only methods to achieve acceptable immunity.




5.11. Approved Contractors

5.11.1. All cabling works undertaken on Austin Health premises must be done by an Austin Health approvedcabling contractor, no discussion will be entered into. A list of the current contractors can beobtained from the Austin Health IT Technical Services Group.

6. Inspection Stages

6.1. Inspections of cabling works will be carried out by the IT Department, or a nominated IT representative at the

completion of the following stages

Completion of installation of cables, before termination.The purpose of the inspection is to ensure: cables have been run to the correct locations; cables have been properly routed, and tied to catenaries; and cables have been properly labelled

Notification for this inspection must be made at least 48 hours before the ceiling or wall spacesare permanently closed.

Completion of cabling worksThis inspection is to ensure the complete compliance of the works with these specifications.

6.2. The IT Department is to be notified of the completion of each stage well in advance by the Contractor.

The IT Department will not be responsible for any delays in the project, caused by the Contractorfailing to notify the IT Department in advance.

Should the Contractor fail to notify the IT Department when a stage has been completed, the ITDepartment will have the right to order the re-opening of ceiling and/or wall cavities, or take any otheraction required to carry out the inspection at the Contractor's cost.

6.3. The process of acceptance will have occurred when the installer has produced the full documentation package

of the total installation, and when the project manager is satisfied that all of the scheduled installation and

requirements for information have been completed.

7. CompletionPractical completion will occur when the contractor supplies cable test results to the IT Department, whichindicate that the cable has successfully passed the required tests.

The installers shall provide a full statement of "Workmanship Warranty", as to the total installation, and shallstate their intention to investigate and restore any failed part of the installation as requested to do so by theclient.

However, the IT Department will only deem the project completed when a certificate of endorsement has beenprovided from the manufacturer.

AppendixIDesignconceptforMDMroomdevelopmentTheRoyalWomen’s



ACN 103 60 5 0 27 ABN 69 7 16 91 3 4 66 I PHONE + 6 1 3 9 6 0 1 6 5 5 5 I F A X + 6 1 3 9 6 7 0 0 8 9 8 I E M A I L i n f o @ c h w . c o m . a u


ICT & Audio Visual Services

Concept Design Brief

for

CanNET and Royal Women’s Hospital.

MDT Meeting Room Development

Reference: 488120328RGO

Revision: A

Date Issued : 29/03/2012

Can NET and Royal Women’s Hospital ICT & Audio Visual Services

MDT Meeting Room Development Concept Design Brief

CHW Consulting Pty Ltd Ref: 488120328RGO Page i

Table of Contents

REVISION HISTORY .............................................................................................................................. II

SECTION 1 INTRODUCTION .............................................................................................................. 1

1.1 GENERAL ..................................................................................................................................... 1

1.2 BACKGROUND ............................................................................................................................. 1

1.3 OBJECTIVES ................................................................................................................................ 2

1.4 PROJECT STAKEHOLDERS ........................................................................................................ 2

1.5 DEFINITIONS ................................................................................................................................ 2

SECTION 2 REVIEW OF EXISTING MEETING ROOMS ..................................................................... 4

2.1 GENERAL ..................................................................................................................................... 4

2.2 SITE AUDIT ................................................................................................................................... 4

SECTION 3 DESIGN CONSIDERATIONS AND RECOMMENDATIONS ............................................. 5

3.1 GENERAL ..................................................................................................................................... 5

3.2 DESIGN STANDARDS .................................................................................................................. 5

3.3 LIFECYCLE ................................................................................................................................... 6

3.4 AV SYSTEM .................................................................................................................................. 6

3.4.1 System Description...................................................................................................................... 6

3.4.2 Room Orientation ........................................................................................................................ 7

3.4.3 Purposed Built Mobile Tables ...................................................................................................... 8

3.4.4 System Requirements ................................................................................................................. 8

3.5 ICT SYSTEMS ............................................................................................................................... 9

3.5.1 General ....................................................................................................................................... 9

3.5.2 Online Meeting Technology ......................................................................................................... 9

3.5.3 PC Specifications ...................................................................................................................... 11 3.6 PROJECT DELIVERY .................................................................................................................. 11

3.7 WORKS BY OTHERS .................................................................................................................. 12

3.7.1 ICT Works ................................................................................................................................. 12

3.7.2 Building Works .......................................................................................................................... 12

3.7.3 Electrical Works......................................................................................................................... 13

SECTION 4 BUDGET ESTIMATES ................................................................................................... 13

4.1 GENERAL ................................................................................................................................... 13

4.2 BUDGET SUMMARY ................................................................................................................... 13

4.2.1 Capital Expenditure ................................................................................................................... 13

4.2.2 Operational Expenditure ............................................................................................................ 13

4.3 EXCLUSIONS .............................................................................................................................. 13

APPENDIX A BUDGET ESTIMATES (DETAILED)

APPENDIX B PRELIMNARY DRAWINGS



CHW Consulting Pty Ltd Ref: 488120328RGO Page ii

REVISION HISTORY

Revision Revision Description Prepared/

Updated

QA

Checked

Approved Issue

Date

1 Issued for Internal Review GO MI 27 March 2012

A Revised Issued for Client Review GO MI TH



CHW Consulting Pty Ltd Ref: 488120328RGO Page 1

SECTION 1 INTRODUCTION

1.1 GENERAL

CHW Consulting Pty Ltd have been engaged by CanNET and the Royal Women’s Hospital to review

communications technology currently used by the multi-disciplinary team (MDT) to conduct meetings at

the Royal Women’s Hospital.

The purpose of the investigation is to improve efficiency, enhance the experience of remote participants

and upgrade technology whilst satisfying the requirements of the multi-disciplinary team meetings.

This brief describes CHW Consulting’s findings from the site audits as well as the audio visual (AV) and

information communications technology (ICT) design concepts proposed for the RWH MDT meeting

room. An overview of the functionality and the minimum technical requirements of all systems will also be

included in this document.

The design concept for each Hospital is closely correlated to the systems proposed at venues associated

with the CanNET program.

A detailed design and specification will be documented by CHW Consulting upon the formal acceptance

of this brief.

1.2 BACKGROUND

The Royal Women’s Hospital along with WCMICS & CanNET have undertaken the task of establishing a

cancer services communications network to improve access to quality, clinically effective cancer services

for all areas. Part of the project is to establish dedicated meeting facilities at selected sites that are

appropriately equipped to enable staff, clinicians and other experts to share information and conduct

meetings.

The following overview has been extracted from the ‘CanNET Project Brief for the Royal Women’s

Hospital MDM Room Upgrade’:

“The current CanNET Victoria project aims to build on these areas by facilitating the spread and uptake of

MDT linkage processes between metropolitan and regional ICS across Victoria to support improved

outcomes for regional Victorians. Much of the recent work has been focused on the room facilities for

MDMs. Dedicated rooms for MDMs are essential, general meetings or video conferences may be hosted

in a well-appointed MDM room but not the reverse.

A recommendation of the Cancer Australia funded project “Gynaecological cancers workforce initiative:

Victoria and Tasmania” in 2011 proposed that linkages to multidisciplinary team meetings between

regional clinicians and the Women’s be progressed through the CanNET Victoria project.

Objectives:

To enable clinicians external to the weekly gynaecology multidisciplinary team meeting to link to the meeting and view meeting participants and all relevant clinical images such as pathology and radiology

To ensure that equipment and technology is appropriate to enable remote clinicians to participate in MDMs

To ensure when linkages occur that quality solutions for audio and visual communication are in place”




1.3 OBJECTIVES

The objective of this document is to identify the functional requirements of the audio visual and ICT

systems for the nominated room, and provide a technical design option to enable stakeholder sign off.

This brief aims to illustrate the general design concepts, scope and functionality of each AV system and

highlight any key technical issues. This document also details the specific scope of works for the AV/ICT

Contractor and outlines the coordination requirements for works with other trades.

Schematics and drawings included within this brief are for illustrative purposes only. Detailed technical

designs and specific system requirements are outside the scope of this document. This would be

developed following the acceptance of this brief.

Budget estimates have also been included for the scope of works.

1.4 PROJECT STAKEHOLDERS

Contributions were taken from the following project stakeholders, and their input has been included as a

part of this brief:

Margaret McKenzie, Project Manager CanNet Victoria

Katy Weare, Cancer Service and Complex Care Service Manager, RWH

Craig Roberts, Radiology, RWH

Orla McNally, Gynecology Oncologist (chair), RWH

Michael Barton, WCMICS

Denis Clare, IT Department, Director, RWH

Ester Than, UGL

1.5 DEFINITIONS

The following definitions shall apply to this RFP:

ACMA Australian Communications and Media Authority


AFFL Above Finished Floor Level


AV Audio Visual


CanNET

CAT6

Cancer Services Networks National Program

Category 6 UTP cabling

CCTV Closed Circuit Television

CHW CHW Consulting

Codec A device capable of encoding and decoding a digital stream of data

DGPO Double General Purpose Outlet

DSP Digital Signal Processor





FOH Front of House


GPO General Purpose Outlet

HD High Definition










MDM

MDT

Multi-Disciplinary Meeting

Multi-Disciplinary Team

OMT Online Meeting Technology

PACS Picture Archiving and Communications System




RS232 / RS485 Recommended Standard 232 / 485. Used for serial binary single-ended data/control signals




UGL

USB

Public Private Partnership Facility Manager

Universal Serial Bus






WAP

WCMICS

Wireless Access Point

Western and Central Melbourne Integrated Cancer Service




SECTION 2 REVIEW OF EXISTING MEETING ROOMS

2.1 GENERAL

CHW Consulting attended a MDT meeting at the Royal Women’s Hospital on the 18th February 2012 to

observe discussions between the participants and the use of technology within the meeting. The site visit

provided an understanding of how the room is currently being used by staff and how systems can be

improved to operate more efficiently.

In addition to the meetings CHW Consulting also conducted an audit of the existing audio visual and ICT

equipment currently being used at the various sites.

All Information gathered was used by CHW Consulting to prepare a list of recommendations. CHW

Consulting held a further discussion with the MDT stakeholders, UGL and CanNET, to put forward design

suggestions and receive feedback on how the room would be used in the future.

2.2 SITE AUDIT

The following is a summary of the observations and findings from the MDT meeting room 7D & 7E, inspected by CHW Consulting:

Due to the multi-functional requirements of the room, considerable time and effort is required for the set up & reinstatement of the meeting including;

a) Setup of 2 portable data projectors

b) A video microscope is wheeled into the room from another department

c) A portable video conference system is wheeled into the room and set up

d) Tables and chairs are relocated in the room to suit the MDM layout

Audio and speech intelligibility, both from local sound reinforcement and remote participant aspects is inadequate

a) Room layout is less than ideal for people with their backs to other participants

b) Remote / far end involvement is compromised due to audio and image quality

c) Multi-site access to the conference is limited to one site unless a video conference bridge call is made

d) Multi-site access to the conference is restricted to site with video conferencing capabilities

e) Due to the temporary set nature of the equipment used, there are Trip Hazards with cables across the floor for the power, network and video conference equipment.

f) Currently there are 4 images spread over two rooms that have compromised sight lines for some participants - new room orientation and multiple screens on a single wall would elevate this problem

Images currently being displayed are;

a) Radiology

b) Pathology

c) Gemma / Patient record

d) Video Conferencing

All computers used are laptop PCs set up at temporally at tables;




SECTION 3 DESIGN CONSIDERATIONS AND RECOMMENDATIONS

3.1 GENERAL

The following sections details the recommendation and design considerations put forward by CHW

Consulting in order to improve communications and the operational efficiency of the MDT meeting room

at the Royal Women’s Hospital. The recommendations will also enhance remote site participants

experience and access to the MDMs.

Preliminary sketches and elevation of the meeting room layout are attached in Appendix B.

3.2 DESIGN STRATEGY

Selected MDT meeting rooms will be upgraded to improve communications, and increase efficiency in

operating both, the software and hardware components of the systems. Special consideration will be

imparted for the following design aspects:

a) Quality of audio and video content displayed and transmitted via the system

b) Operability

c) Manageability and maintainability

d) Cost efficiency (to implement and operate)

e) Technology (modern with provisions for future proofing)

f) Aesthetics and ergonomic

g) Flexibility

h) Equipment lifecycle

3.3 DESIGN STANDARDS

The installation of all new systems will comply with the following design standards:


AS/NZS3000: Electrical Installations

AS3080: Integrated Telecommunications Cabling Systems for Commercial Premises

AS3084: Telecommunications Installation, Pathways and Spaces for Commercial Buildings

AS1127 PT 1-9 inc: Sound System Equipment

AS1633: Acoustic Glossary of Terms & Related Symbols


AS1428.1 Design for access and mobility - General requirements for access

AS1428.2 Design for access and mobility - Enhanced and additional requirements

AS3159: Electronic Sound and Vision Equipment

AS3250: Approval and Test Specifications – Mains Operated Electronic and Related

Equipment

IEC118-4 Electro acoustics – Hearing aids – Part 4: Induction loop systems for hearing aid

purposes – Magnetic field strength

TS 001, TS 008 and TS 009: ACMA Technical Specifications

CE marked: Complying with EEC directives 73/23 “low voltage” and 89/336 “electromagnetic




compatibility”

C-tick: Complying with Australia and New Zealand EMC Framework requirements

3.4 LIFECYCLE

Equipment and infrastructure lifecycle will be considered in developing a solution for the MDT meeting

rooms.

AV equipment nominated for the MDT meeting rooms must be of current technology with provisions,

where available, for expansion and future upgrades. Given the dynamic nature of audio visual and ICT

technology it is important to ensure that all support infrastructures are not near end-of-life and have

capacity to support future equipment. It is also important to ensure provisions are included to support

legacy equipment that may need to be interfaced in the interim (Microscopes, VGA laptops etc.)

We recommend retaining all existing equipment and cabling infrastructure and for these systems to

operate independently of the new system, whilst some existing equipment will be shared with the new

system. This will provide the most cost effective approach that will allow the existing system to operate as

it was originally intended and not comp remised the other existing stakeholders of the rooms functionality.

Costs associated with testing and reusing legacy infrastructure in most cases are similar to the cost of

providing new infrastructure.

3.5 AV SYSTEM

3.5.1 System Description

An integrated audio visual solution will be provided to simplify operations and enhance communications.

The audio visual system will include three large projected images on the western capable of displaying

content from a web-conferencing and Patient Database (Gemma) PC, laptop input for a Radiology PC ,

laptop input for a Pathology PC, microscope input and a with the provision for a future document camera.

Audio reinforcement will include ceiling speakers, table (boundary) microphones ceiling microphones and

dedicated digital signal processor (DSP) calibrated to enhance web-conferencing and room acoustics.

The entire system will be operated by dedicated touch panel control system programmed to simplify

operations. The following schematic illustrates the audio visual design concept.

Figure 1: AV Concept Schematic




3.5.2 Room Orientation

A revised room layout 90 degrees to the existing will address the following;

Maintain a separation of the new system form the existing system, therefore not compromising the

existing functionality

a) Address sight line issues and improve participant interaction

b) Minimize the effort with the room setup

c) Minimize cabling across the floor

d) Provides the opportunity that one “master” room can operate independently from the other in

instances was only the meeting room is available.

Please refer to the Preliminary sketches attached in Appendix B.




3.5.3 Purposed Built Mobile Tables

We recommend providing 4 purpose built mobile desks with caters in lieu of the existing tables. There

will be used by the same participants being the Chair and fellows, data entry person, radiology and

pathology. Purpose built desk will provide;

a) Easier maneuverability;

b) Less complicated setup;

c) Minimize that requirement for cabling across the floor;

d) Allow permanent cabling management systems to be utilized.

3.5.4 System Requirements

As a minimum we recommend the following audio visual system to enhance the efficiency of the MDT

meeting rooms:

a) Three new data projectors displaying, and image size of 1800mm wide x 1130mm wide, and a

minimum 1920 x 1080 resolutions (high definition video);

b) AV matrix switch to route source content to display device. Source content includes the following:

i. 2 x laptop PCs (Radiology & Pathology) with access to imaging and hospital databases;

ii. 1 x Web-conferencing & patient data base PC with access to the internet;

iii. Microscope input;

iv. Input for a future Document camera.

c) The web-conferencing camera will include Online Meeting Technology (OMT) software that will

be configured to display the following:

i. Remote participants;

ii. Content from remote participants;

iii. Local participants (via webcam);

iv. Content from local sources (via video capture card).

d) High definition webcam will be connected to the web-conferencing PC and positioned to capture

all participants within the room;

e) Video capture card will be installed in the web-conferencing PC and set to capture content from

any source input and transmit it to remote locations via the OMT software;

f) The primary Hospital PC (Web-conferencing & patient data base) will be provided with a

dedicated wireless keyboard/mouse. This PC will be located in the existing AV equipment rack

located in the cupboard;

g) Dedicated audio processor with acoustic echo cancellation (AEC) capabilities;

h) Ceiling microphones;

i) Wireless boundary microphones tables;

j) Ceiling speakers sound reinforcement system;

k) 7” touch panel control system to control all audio visual equipment.




3.6 ICT SYSTEMS

3.6.1 General

It is intended that the majority of the existing ICT infrastructure be reused in the new MDT meeting room

layout. New Hospital PCs will require access to the relevant hospital databases, servers and networks.

IT Services from RWH must provide relevant authentication to networks and databases, including

provisions to connect with remote sites as necessary via the LAN or dedicated internet connection.

Connections to external sites may be provided by a direct link to the remote network (WAN) or a web-

based software application (internet). Connections to remote sites are necessary for MDT meetings so

that patient information and clinical images from other hospitals can be retrieved and discussed.

The table below lists the minimum access requirements for each of the nominated PCs within the MDT

meeting room:

PC IT Services / Accessibility

Hospital PC - Patient Data Base & Web-

conferencing PC

PET Images

Radiology Images

Pathology Images

Hospital Databases

Applications

Intranet

Internet Application

Cisco WebEx

Internet

3.6.2 Online Meeting Technology

In order to communicate with external sites we recommend subscription based OMT solution via the

internet.

Subscription based solutions are very common across small to medium enterprise deployments as it

doesn’t require large hardware investment or maintenance. The servers are typically hosted remotely by

a service provider and can be accessed by software that is installed on local PCs at each site. The user is

required to pay an access fee based on the number of participants for at each meeting. This is typically

charged at a per month cost.

In order to participate in a meeting, PCs must have access to the internet with a recommended bandwidth

of 3Mbps to meet desired quality of service requirements.

IT Services at each facility must allow access to the local area network (LAN) and provide suitable levels

of security, quality of service (QoS), firewalls and network segregation. The local area network is critical

to the operation of the OMT as it is responsible for connectivity of PC’s and to the immediate network.




Figure 2: Internet Service for OMT via Hospital LAN

There are several different OMT products available on the market, however we recommend the Cisco

WebEx given that it has already been trialled successfully at the Austin Hospital and endorsed by

CanNET.

WebEx will enable multipoint web-conferencing with remote participants over internet as well as capacity

to share documents, presentation and applications from the desktop. Video and desktop applications

shared over the network will be at a reduced resolution of 640x360 pixels at 30 frames per second due to

compression technologies used by WebEx to transmit over the internet.

The dedicated web-conferencing PC will not require access to Hospital servers or databases. Clinical

imaging, hospital databases and other software applications from the PACS Workstation and Hospital

PCs along with content from the document camera, and laptop input, can be switched (via the AV matrix

switch) and captured onto the video capture card installed within the web-conferencing PC. This will

ensure that existing IT security policies and network authentication can be maintained. The video capture

card will simply replicate the video output from the selected source input to the web-conferencing PC

which in turn shares it with other participants via WebEx. All captured content will be compressed.

Figure 3: Video Capture Concept




3.6.3 PC Specifications

As a minimum, we recommend all Hospital PCs meet the following software and hardware requirements:

a) CPU – Intel Core 2 Quad;

b) RAM – DDR3 4GB SD RAM;

c) Hard drive – 500GB SATA 10,000 rpm;

d) Slots:

i. 3 x Full-height PCI;

ii. 2 x Full-height PCI Express x16;

iii. 1 x Full-height PCI Express x1;

iv. 1 x Full height AGP.

e) Network Interface Card – 1GB;

f) Operating System Windows XP Professional SP3 or higher;

g) Dual-head graphics card- 512MB

PACS PC will be specified and provided by others.

3.7 PROJECT DELIVERY

Once this brief is approved, it is intended that CHW Consulting prepare a detailed specification to be

provided to potential AV contractors. CHW Consulting will provide a list of recommendation of qualified

and experienced AV contractors. UGL will procure the works in accordance with The Royal Women’s

and UGLs policy and processes.

All quotes will be submitted for evaluation by CHW Consulting on behalf of CanNET and the Royal

Women’s Hospital. The appointed contractor will coordinate with the builder and other sub-contractors

onsite and be responsible for ensuring all associated works needed to support the AV and ICT systems

are installed and commissioned.

Works by the appointed contractor will include, but not be limited to the following:

a) Supply, install and integrate all nominated equipment;

b) Installation of all audio visual cabling infrastructure, including cable protection and support

systems;

c) Touch panel control of the AV system;

d) Provisions for AV equipment rack, rack shelves, cable management and accessories to mount all

new equipment securely;

e) Supply all audio visual fly-leads and patch leads as required;

f) Provision of technical submissions and samples as requested by the Project Manager;

g) Provision of custom made connection plates, engraved to indicate their function;

h) All equipment specified shall be installed and commissioned in accordance with relevant design

guidelines and standards;

i) Coordination of works with other trades;

j) Provision of technical submissions prior to cabling and equipment installation;




k) Testing and commissioning of all equipment, cabling and software;

l) Commissioning and testing data prior to inspection testing by the Project Manager;

m) As-installed drawings;

n) Installation and Maintenance manuals;

o) Control system programming source codes;

p) Provision of user and technical training, including training material and guides;

q) 12 months Defects Liability Period.

3.8 WORKS BY OTHERS

In addition to the recommended upgrades to the audio visual/ICT systems we recommend the following

building and electrical to enhance the MDT meeting room environment.

The following works must be arranged by others and completed by suitably qualified personnel.

3.8.1 ICT Works

We recommend the following ICT works to be completed by Hospital IT Services or approved contractor:

a) Configure exiting LAN to provide internet service for MDT meeting rooms to enable OMT services

located adjacent to eth AV rack

b) Configure LAN outlets in new locations for the mobile desks on the West wall

c) Procure and configure 1 x Hospital Patient Records & Web-conferencing PC with a monitor and a

wireless keyboard;

d) Approve and install video capture card hardware and software on web-conferencing PC;

e) Purchase and configure WebEx Meeting Centre software for web-conferencing PC;

f) Installation of and configuration of all OS and hospital software

g) Provide access to required hospital systems and databases

3.8.2 Building Works

We recommend the following building works:

a) Supply of purpose built mobile desks;

b) Relocate or remote existing pin boards on the Western wall;

c) Relocate existing clock and thermostat on eth Western Wall;

d) Provision of support structures to mount AV equipment;

e) Installation, cut-outs and modifications to the walls and ceiling support structure to mount the

fixed projectors, speakers, and other equipment;

f) Installation and modification to all joinery to support the AV equipment;

g) Paint and make good of all surfaces disturbed by the works;

h) Penetration and coring of slab for cabling access




3.8.3 Electrical Works

We recommend the following electrical works:

a) Provide new GPOs for new AV/ICT equipment;

b) Provide new data outlets at new locations for the mobile desks on the West wall

c) Provide new data outlet for WebEx PC for access to internet;

d) Coordinate the switching of light fittings to ensure that the line of sight for the projected image

and camera aren’t compromised;

e) Coordinate with AV contractor to install audio visual cables with data cabling;

SECTION 4 BUDGET ESTIMATES

4.1 GENERAL

This brief includes preliminary budget estimates for the AV and ICT works as described in preceding

sections. Estimates include costs associated with the supply, installation, testing and commissioning,

training and defects liability for the nominated system for each site.

Budget estimates exclude long term maintenance of the system (after 12 months defects liability period).

4.2 BUDGET SUMMARY

Below is a summary of the budget estimates for AV works. Refer to Appendix A for a detailed cost

breakdown of each system.

4.2.1 Capital Expenditure

Total Cost Ex (GST) GST Total Cost Inc (GST)

$80,000.00 $8,000.00 $88,000.00

4.2.2 Operational Expenditure

Service Initial Cost (Year 1) Annual Cost (Ongoing)

WebEx Meeting Centre (1 License Meeting Centre - unlimited online

Meetings with 25 attendees)

$780.00 $780.00

4.3 EXCLUSIONS

Budget estimates exclude works associates with the following, which are to be documented and arranged

by others:

a) Procurement and installation of clinical equipment including microscope, etc;

b) Procurement and installation of all mobile desks;

c) Building works;




d) Mechanical services;

e) Security and access control;

f) Electrical and Data cabling upgrades;

g) Lighting upgrades (if required);

h) Hospital LAN hardware and software upgrades (if required);

i) Hospital / clinical systems hardware and software;

j) Costing for all above mentioned services.



CHW Consulting Pty Ltd Ref: 488120328RGO Appendix A

APPENDIX A –BUDGET ESTIMATES (DETAILED)

Equipment Model Qty Unit Cost Total Cost

Central Controller AMX N1-3100 1 $3,000.00 $3,000.00

Quad-Amplifier Inter-M QD 4480 1 $450.00 $450.00

Amplifier Inter-M OT 4480 1 $450.00 $450.00

Ceiling speaker flush mount JBL Control 24 8 $185.00 $1,480.00

Digital Audio Processor Biamp Nexia VC 1 $4,400.00 $4,400.00

Digital Audio Processor Biamp Nexia TC 1 $4,700.00 $4,700.00

Data Projector Mitsubishi EW330U 3 $2,000.00 $6,000.00

Projector Bracket Vogel 3 $290.00 $870.00

AV Rack Hallam or equivalent 1 $1,542.86 $1,542.86

Digital Media Switcher Crestron DM-MD6X4 1 $4,500.00 $4,500.00

Digital Media Transmitter Crestron DM-TX-200-C-2G 3 $1,800.00 $5,400.00

Digital Media Receivers & Room Controllers Crestron DM-RMC-100-C 3 $1,200.00 $3,600.00

Digital Media Transmiter Crestron DM-TX-100 1 $800.00 $800.00

Digital Media Receiver Crestron DM-RX1-1G 1 $1,000.00 $1,000.00

Wireless Microphone Receiver Shure ULXP4-M2 4 $1,000.00 $4,000.00

Wireless Microphone Bodypack Transmitter Shure ULX1-M2 4 $350.00 $1,400.00

Ceiling Microphone Shure MX202BP/C 6 $250.00 $1,500.00

Wireless Keyboard + Mouse Logitech MK320 1 $50.00 $50.00

Cable Management systems for mobile desks Evoline 4 $500.00 $2,000.00

PC Sum for mobile desk 1 $10,000.00 $10,000.00

$57,142.86

$8,571.43

$14,285.71

TOTAL COST EX. GST $80,000.00

GST $8,000.00

TOTAL COST INC. GST $88,000.00

Job No./Project: 488

AV Budget Estimate

Budget Revision: 1.0

Date: 26/03/2012

Installation, Commissioning Programming etc.

Space: MDM 7D & 7E

PE/PM: GO

Total Equipment Cost

Cabling, Connectors, Wallplates etc.



CHW Consulting Pty Ltd Ref: 488120328RGO Appendix B

APPENDIX B – PRELIMINARY ROOM DRAWINGS

A3300 10 20 40 50 60 8070 90 100


Drawing

Project

Scale

Drawn

Job No.

Drawing Number

CAD Ref

Designed

Revision

QA

Date

318 KING STREET MELBOURNE VICTORIA 3000


[email protected]

INTEGRATION

PHONE

Communications

C H W C o n s u l t i n g P t y L t d

DESIGN Audio Visual

+613 9670 0898+613 9601 6555

Information Technology

FAXIVideoconferencing

I

Virtualisation

EMAILI

69 716 913 466

Data Centres

www.chw.com.au

103 605 027

IControl SystemsMultimedia

I ACN ABN

Building TechnologyNetworks

WEB

AV - 01

1

A3300 10 20 40 50 60 8070 90 100


Drawing

Project

Scale

Drawn

Job No.

Drawing Number

CAD Ref

Designed

Revision

QA

Date

318 KING STREET MELBOURNE VICTORIA 3000


[email protected]

INTEGRATION

PHONE

Communications

C H W C o n s u l t i n g P t y L t d

DESIGN Audio Visual

+613 9670 0898+613 9601 6555

Information Technology

FAXIVideoconferencing

I

Virtualisation

EMAILI

69 716 913 466

Data Centres

www.chw.com.au

103 605 027

IControl SystemsMultimedia

I ACN ABN

Building TechnologyNetworks

WEB

AV - 02

1

Appendix J Solution Comparison Matrix of Collaboration Technologies to Support Virtual Meetings for Multidisciplinary Teams

The Australian Centre for Health Innovation

Technology Services

CanNET Victoria

Solution Comparison Matrix of Collaboration Technologies to

Support Virtual Meetings for Multidisciplinary Teams

Document Version: 1.3 – Final for release to Customer Supersedes version: Prepared by: Nerida Bardon / Peter Summers / Frank Smolenaers Date of issue: 17/11/2010

Record of Revisions

Version Number

Section(s) Affected

Brief Description of Change

Date of Issue

Changed By Authorised By

0.1-0.3

All

Creation of new document

15/10/2010

Nerida Bardon

Peter Summers

0.4-0.9

All

Revisions to indicate changed

focus.

5/10/2010

Peter Summers

Frank

Smolenaers

1.0 All Release to Customer 8/11/2010 Frank

Smolenaers

Frank

Smolenaers

TABLE OF CONTENTS

1. DISTRIBUTION & PURPOSE...............................................................................4

2. Functional specifications ..............................................................................4

3. Methodology - solution comparison matrix ...........................................4

4. RESULTS – the Collaboration tool comparitive Matrix ...........................5

5. SUMMARY ..........................................................................................................8

APPENDIX 1 - QUESTIONS TO VENDORS ..............................................................9

APPENDIX 2a - Detailed REsponse – Eluminate LIVE .................................... 10

APPENDIX 2B - Detailed REsponse – aCROBAT CONNECT ......................... 12

APPENDIX 2C- Detailed REsponse – WEBEX.................................................... 13

APPENDIX 2D - Detailed REsponse – TEamviewer......................................... 14

appendix 2e - Detailed REsponse – dimdim BUSINESS ............................... 16

appendix 2g - Detailed REsponse – VIDYO.................................................... 17

APPENDIX 2H - Detailed REsponse – LotusLive MEETINGS .......................... 19

appendix 2i - detailed REsponse – MICROSOFT LIVEMEETING / OCS ..... 22

DISTRIBUTION & PURPOSE

This paper is intended for use as a simple guide for comparing the capabilities of online meeting products. This will be of benefit to the CanNET Victoria project and their partner organisations, such as other Integrated Cancer Services (ICS), when developing further linkages for multidisciplinary team meetings. It is not intended for use in making a specific purchasing decision, so the focus of the document is on assessing compliance with a minimum set of capabilities rather than ranking competing products.

This work builds on a research survey previously carried out for CanNET Victoria on the features required for a collaboration tool to support Virtual Meetings for Multidisciplinary Teams (VM-MDT) and on an evaluation of products based on that survey. This report differs from the previous work in that it aims to be more “objective” and informed primarily by surveys completed by the Vendors (self ranking).

Functional specifications

The requirements previously documented were reviewed by CanNET Victoria and CHI staff prior to commencement of this updated report.

It was decided that the following are mandatory requirements:

ease of booking, setting up and joining a meeting; application and desktop sharing; and capacity to share audio and video of all participants.

Highly desirable functionality includes:

ability to use existing phones or PC for voice communication; ability to conference in at least ten people; instant messaging within the meeting; synchronous communication - ability for two or more people to speak/type at the

same time; capacity for any user to control the shared desktop; and creation of reports about system usage for meetings.

These requirements are reported to be available in the products provided by most of the vendors in the Solution Comparison Matrix below.

Methodology - solution comparison matrix

The products researched are the most recent versions of those assessed previously; those known to be in use by CanNET Victoria partners, those known to CHI and those judged to be important players in a review of material on the Internet.

Solutions intended for individual use have been excluded as these would not scale to the core requirement of team use in a business setting.

One solution (Microsoft Communications Server) requires servers installed on the customer premises, but has been included because some CanNET Victoria partners are already using it. Whilst hosting your own solution may reduce the cost of usage, it has a high build and internal support cost – hence an externally hosted model is recommended.

The questionnaire developed and sent to each of the vendors is provided in Appendix 1.

The results were reviewed by CHI staff and categorised “compliant”, “non-compliant” or “partially compliant”. Subjective functions have been included in the assessment and were

ranked through discussion with users of these systems and through evaluation of the software at CHI.

Some judgement has had to be exercised by CHI staff as to whether vendors‟ responses were adequate. In a significant number of cases, where the vendors provided unclear or qualified responses, responses had to be classified as “unclear”, “partial” or “unstated”.

RESULTS – the Collaboration tool comparitive Matrix

The vendors‟ detailed responses are included in Appendix 2. The compliance assessments of these responses were as follows1:

Platforms & Standards

Product

Elluminate

Live

Acrobat

Connect

Cisco

WebEx Teamviewer

DimDim

Business Vidyo

LotusLive

Meetings

Microsoft

LiveMeeting/

OCS

Operating System compatibility

Windows XP y es y es y es y es y es y es y es y es

Vista y es y es y es y es y es y es y es y es

Windows 7 y es y es y es y es y es y es y es y es

Macintosh unstated y es y es partial y es y es partial partial

Linux unstated unstated y es partial unstated partial partial unstated

PC Hardware Standards

Runs on early Pentium 4 y es unclear unclear unclear no unstated unclear unclear

Runs on Core 2 Duo y es unclear y es y es y es y es y es y es

Plugins Required2

Java y es unclear no no unstated unstated unstated unstated

Other no y es y es no y es y es no unstated

Link Speed requirements

Dialup y es unclear y es unstated no unstated no no

ADSL 1 y es y es y es y es y es unclear y es unclear

Compatibility

Lotus Notes partial partial y es no partial partial y es partial

Microsoft Office partial y es y es no partial partial y es y es

Branding partial y es partial y es partial y es partial no

Functions

Product

Elluminate

Live

Acrobat

Connect

Cisco

WebEx Teamviewer

DimDim

Business Vidyo

LotusLive

Meetings

Microsoft

LiveMeeting/OCS

Shared workspace * y es y es y es y es y es partial y es y es

Remote Control y es y es y es partial y es partial y es y es

White Board partial y es y es y es y es no no y es

Image Resolution partial y es y es y es y es y es y es y es

Mobile Device partial y es y es y es y es y es y es partial

Bandwidth Management

At start of call y es y es y es y es y es y es y es y es

During call unclear y es y es y es y es y es unclear y es

File storage no no no no no no y es partial

1 Green cells indicate desirable responses, yellow intermediate and pink undesired responses. Asterisked features

are those that were considered mandatory. 2 Indicates that Java or other plugins need to be installed and managed – response colouring reflects that this is a

support requirement not a feature.

Customisable Buttons/Screen partial y es partial partial partial y es partial partial

Additional accessories partial partial partial y es y es partial y es partial

Recording/Communication Options

Product

Elluminate

Live

Acrobat

Connect

Cisco

WebEx Teamviewer

DimDim

Business Vidyo

LotusLive

Meetings

Microsoft

LiveMeeting/OCS

Synchronous Communication partial y es y es partial y es y es no y es

Instant Messaging partial partial y es y es partial no y es y es

Call Scheduling * partial y es y es no y es y es y es y es

Presence partial y es partial y es y es y es y es y es

Chat/Breakout Options y es y es y es no partial y es no y es

Recording of Session y es y es y es no y es partial no partial

Videoconferencing * y es y es y es y es y es y es partial y es

Audio conferencing * partial y es y es y es y es y es no y es

AdHoc invite attendees partial y es y es y es y es y es y es y es

Reporting Functions

Product

Elluminate

Live

Acrobat

Connect

Cisco

WebEx Teamviewer

DimDim

Business Vidyo

LotusLive

Meetings

Microsoft

LiveMeeting/OCS

Reports partial partial y es no y es partial y es partial

Polling for feedback partial partial y es no partial y es y es partial

# Users/Seats/Licensing

Product

Elluminate Live

Acrobat Connect

Cisco WebEx

Teamviewer DimDim

Business Vidyo

LotusLive Meetings

Microsoft

LiveMeeting/

OCS

Participant Number Availability y es partial partial partial partial y es y es y es

Support & Training Options (from vendor web sites)

Product

Elluminate

Live

Acrobat

Connect

Cisco

WebEx Teamviewer

DimDim

Business Vidyo

LotusLive

Meetings

Microsoft

LiveMeeting/OCS

Online Vendor Tutorials &

Classrooms y es y es y es partial partial partial partial y es

Online Help Options (Knowledge

Base & F AQs) partial partial partial partial partial partial partial y es

Create Self Help Courses Online partial y es no no no no no partial

Email Support partial partial y es y es partial partial partial partial

Phone Support partial partial partial y es partial partial partial partial

PLEASE NOTE: This matrix has been compiled primarily from vendor responses to a survey and supplemented by researching product statements provided by the vendors and their web sites. It serves as guide for the intended audience and is NOT warranted as 100% correct or exhaustive.

SUMMARY

As noted, the study was commissioned to provide a ready comparison of products available or in use in ICSs to run Virtual Meetings for MDTs in line with current CanNET Victoria practices, not to choose a specific solution for a particular situation. Consequently, there has been no attempt made to weight the different requirements and no overall assessment provided.

The results must be interpreted for each situation with an understanding of the specific requirements - it should not be assumed that every criterion is necessarily important in a particular context.

The product comparison matrix is primarily informed by vendor‟s responses to the survey.

Some important subjective criteria, such as training requirements and ease of use of the products, could not be evaluated by a self-assessment process, and these would need to be assessed independently.

Other criteria that were included in the survey, such as the vendor‟s self-assessment of the quality of x-ray images viewed on remote machines, need to be reviewed by the end users e.g. clinicians.

Where necessary, reference should be made to the detailed vendor responses from which these assessments were derived. These are included in Appendix 2 below.

The Collaboration Tool Comparative Matrix supplied should provide CanNET Victoria with an easy to use ready reckoner to compare individual ICSs‟ existing solutions to the required standard as deemed by CanNET Victoria.

APPENDIX 1 - QUESTIONS TO VENDORS

Functionality Question Results

Operating System Compatibility

What platforms does the solution work with and are there limitations?

Windows XP? Vista? Windows 7 Macintosh Linux

PC Hardware Standards What is the minimum standard recommended? Pentium III 1 GHz processor ? Current Dual Core?

Plugins Required What other software is required? Java? Other?

Server Hardware Standards What server hardware/infrastructure is required if any?

Hardware required?

Link Speed requirements What are the recommended link speeds to operate solution?

Dialup? ADSL1?

Compatibility Does the product work/integrate with Lotus notes and Office?

Notes integration? Office integration?

Branding Can the interface be modified to use company logos and identification on the screen?

Interface can be modified?

Shared workspace What can be shared by participants such as documents, images and annotations or notes and can it be seen at the same time?

Sharing?

Remote Control Can other attendees take control of the screen or application and use it to annotate or comment?

Remote control?

White Board Is there a blank screen to use as a white board and draw freehand to illustrate, explain or teach?

White board?

Image resolution on remote end

Can an image such as an Xray be seen clearly? Works with hi-res images?

Mobile Device Can a device such as a PDA be used to join in the meeting?

Supports PDA‟s?

Bandwidth Management Does the solution ensure a good speed so as not to slow down the computer or internet access?

Bandwidth managed at start of call? Bandwidth managed during call?

File storage Can files that are collaboratively worked on in a shared space be stored in a remote/accessible place ie. not on the local computers?

Shared storage available?

Customisable Buttons/Screen

Can the user change the appearance and functionality of the application and limit what is used (remove buttons etc)?

Customisable?

Additional accessories What else is needed such as phones or headsets to communicate?

Headset required? Echo cancelling microphone required?

Synchronous Communication

Can users communicate at the same time without having to wait for the other party to finish speaking or typing?

Synchronous?

Instant Messaging Can users communicate immediately through instant messaging in the application?

Messaging available?

Call Scheduling Can users schedule a meeting ahead of time and set it up?

Scheduling available?

Presence Can all users see who is taking part in the meeting? Names or faces viewable? Chat/Breakout Options Can users split into groups within the meeting? Breakout available?

Recording of Session Can users record the session and play it back later for education or reference?

Recording available?

Videoconferencing Can users see who they are meeting with via a video feed?

Video available?

Audio conferencing Can users talk to other participants while in the meeting?

Audio available?

Easy to invite attendees Can users invite other people to join the meeting at any stage, either before or during the meeting?

Ad hoc invitations supported?

Reports Can users create a report on the meeting experience of who was in attendance etc?

Reports available?

Polling for feedback Can users create a poll so participants can rank or score opinions or vote on issues?

Polling supported?

Participant Numbers How many people can participate in the one meeting?

Number supported.

APPENDIX 2a - Detailed response – Eluminate LIVE

Operating System Compatibility What platforms does the solution work with and are there limitations?

Windows:

Windows 7 (64 bit with 64 bit JVM)

Windows 7 (32 bit with 32 bit JVM)

Windows Vista (32 bit with 32 bit JVM )

Windows Vista (64 bit with 64 bit JVM)

Windows XP (32 bit

with 32 bit JVM)

Sun Java 1.5.0_17 or Sun Java 1.6.0_12 and greater is what is recommended

PC Hardware Standards What is the minimum standard recommended?

Pentium III 1 GHz processor

Plugins Required What other software is required? Java 1.6 or later Server Hardware Standards What server hardware/infrastructure is

required if any? The standard is an App Service Provider (via the Internet) service, so you don‟t need anything there. If you want to run in house I can provide details.


Hosting we recommend 128K of bandwidth for best results. Participate from dial up if need be.


You can application share these products through Elluminate, and should you go with our Enterprise Wide solution there are option to link invitation with Outlook. But generally there isn‟t the option to embed the solution into those products


Again depending on the level of license you purchase, as to whether or not you can/want to preload presentations (with logo etc) to the session/s.


Everything and anything, even if it‟s proprietary to the users system


Yes [This can be done by other attendees but is not as easy to swap over]


Yes [basic functionality only]

Image resolution on remote end Can an image such as an Xray be seen clearly?

Depends on the format of the image, but there are a variety o f options you can choose from, so it should be fine.


Not yet, but it is being worked on constantly


Yes, each individual will connect to the hosting server and get the best possible service, dependant only on their internet access, not other users.


They can be transfer to the group, but otherwise that is your content to choose what to do with.

Customisable Buttons/Screen Can the user change the appearance and functionality of the application and limit what is used (remove buttons etc)?

The application functionality cannot be customised by appearance, but definitely the facilitator can restrict and provide as much or little access to features as required.


Either Headset or phone can be used, the best is Headset with Mic or echo cancellation speaker/mic. The teleconference option can be set up as a backup solution if required, but then you get billed as per a teleconference; approx 15c per min per user, using the service.

Synchronous Communication Can users communicate at the same time without having to wait for the other party to finish speaking or typing?

Yes


Yes [Basic functionality]


Yes [Basic options for scheduling]

Presence Can all users see who is taking part in the meeting?

Yes, and you can hide these names in the recording if you want – again dependant on the level of license.

Chat/Breakout Options Can users split into groups within the meeting?

Yes [Other areas are available to chat without going into separate meeting]


Yes [Basic functionality]


Yes, up to six images can be stream at once


Yes


Yes [Can be ad hoc or scheduled]


Yes, the participant list can be saved [Limited options available]


Yes [Options for feedback are available in limited ways]


Dependant on the level of license, but we recommend no more that approx 500 people per individual session; there has been sessions of 700+ in the past.

APPENDIX 2B - Detailed response – ACROBAT CONNECT

Question Description of Function Notes


All Windows versions and Mac


Nothing specifically recommended

Plugins Required What other software is required? Plugin to connect to outlook etc


NA


Nothing specifically recommended but any broadband and 3G should work well


Yes [Compatible with all current versions]


Yes can be set up with company logos but depends on which platform


Yes [Options to share documents etc]


Yes [Participants can take control and run meetings in simple steps]


Yes [Good simple setup for whiteboard]


Yes


Yes [Can be used on PDA‟s and iPhones according to technical support]


Yes does manage network speed

File storage Can files that are collaboratively worked on in a shared space be stored in a remote/accessible place ie. Not on the local computers?

No


Yes in pro version interface can be changed from standard


Headset or speakers, microphone etc


Yes


Yes [Option is available but not as easy to access while in meeting as other options]


Yes


Yes [Users can view attendees depending on what solution version used]


Yes there is functionality to split into other meetings/groups


Yes


Yes [Basic but good functionality]


Yes


Yes - can be integrated into outlook etc or done adhoc


Yes [Good options for reporting]


Yes


Good depending on which version is purchased

APPENDIX 2C- Detailed response – WEBEX

Question Description of Function Answer



See https://australia.WebEx.com/docs/T27LB/mc0805lb/en_US/support/xplatform.htm


See site above [Seems fairly standard hardware required]

Plugins Required What other software is required? Various browsers are supported, see the site above (plugins required)

Server Hardware Standards

What server hardware/infrastructure is required if any?

None, just an internet connection


Minimum is 56K dialup, recommended is any broadband connection eg 512Kb


Yes [Integrates with both]


No, only during scheduling and client start/join


PPT, Office docs, PDFs, JPEGs, anything printable. Annotations, and also app/desktop share lets remote attendees see anything.


Yes


Yes [Good whiteboard and simple to access and use]


Can an image such as an Xray be seen clearly?

Yes


Yes , Smartphones, iPad...


It all depends on available internet access to each endpoint [Does seem to manage bandwidth and goes through local server which helps speed]


No, we don‟t store files



Yes, panels/features can be restricted [Not bad functionality but could be better]


A phone and an internet connection



Yes


Yes – chat panel


The host of a meeting can


Yes (but we don‟t think it‟s clear)


In TC via Breakout sessions


Yes


Yes [Users can conference and see each other in panels – simple but good option]


Yes [Users can access local dial in number or just use normal phones to conference separate to solution]


The host can [Easy to set up meeting and add users in adhoc]


The host can create a full usage report


Yes, they can also save and re-use polls


Unlimited. It depends on the licence you purchase [you need to be willing spend significant money on the appropriate licence].

APPENDIX 2D - Detailed response – Teamviewer Question Description of Function Answer



- TeamViewer supports Windows, Mac and Linux, however, video and VoIP are only available for Windows.


What is the minimum standard recommended? n/a [Runs on almost anything.]

Plugins Required What other software is required? None



- None, we host the server end of TeamViewer ourselves.


What are the recommended link speeds to operate solution?

- We recommend a 1024 kBit/s ADSL connection for good quality. TeamViewer can also handle slower connections with lower quality though.


- No, there are no plugins / APIs for Lotus Notes and MS Office at this point.


- The client module can be customized (http://www.teamviewer.com/download/customdesign_5x.aspx)the module of the presenter is not customizable.


- Participants can see the presenter's desktop and see images, notes and work together on documents etc.


- Yes, the host of the presentation can allow participants to make annotations or comments.


Yes



Yes


- You could use iPhone or iPad to join a presentation. Other mobile devices are not supported yet.


Does the solution ensure a good speed so as not to slow down the computer or internet access?

TeamViewer uses sophisticated compression and caching methods which will ensure sufficient connection speed and a low demand for bandwidth.


- No, TeamViewer does not include such a feature.



- There is a host of settings that can be changed in the options but buttons etc. cannot be removed.


If VoIP and video are supposed to be used, then headsets and webcams are required.



With the conference call solution it is possible that all participants can speak at the same time.


Yes, instant messaging is included.


No.


Yes.

Chat/Breakout Options Can users split into groups within the meeting? No.


No.


No. [There is some functionality with this but it is not as well set up as other solutions]


Yes.

Easy to invite attendees

Can users invite other people to join the meeting at any stage, either before or during the meeting?

Yes. [Good solution for adhoc participants]


No.


No.


Depending on the license, the number of participants is 3, 10 or 15. [This can be good but depends on licence purchased as to whether this is good value]

Appendix 2e - Detailed response – dimdim BUSINESS Question Description of Function Notes


Nothing specifically but all recent windows versions and Mac


Nothing specific but most recent hardware will work fine as this is web based app

Plugins Required What other software is required? Yes does require plugin to connect to solution and integrate with office etc


NA


Most broadband connections will work fine with this


Yes


Yes some areas can be modified for company specific purposes


Yes


Yes


Yes


Yes is good quality


Yes [Various support according to technical support]


Yes does manage communication streams

File storage Can files that are collaboratively worked on in a shared space be stored in a remote/accessible place ie. Not on the local computers?

Not available


Yes can be customised [Good functionality but not as good as other solutions who can completely rebrand solutions]


Yes will need mic and headset etc


Yes does allow synchronous comms


Yes [Functional but not as good as other solutions]


Yes


Yes


Yes users can utilise other meeting areas


Yes


Yes


Yes


Yes can schedule or invite attendees adhoc


Yes


Yes [Some functionality available for this]


Good numbers depending on which version purchased

Appendix 2g - Detailed response – VIDYO

Question Description of Function Answer Vidyo



Vidyo currently supports PC and Mac (with Intel Processor) systems. A Linux version of the Desktop client is slated to be released late this year.


What is the minimum standard recommended?

Minimum recommended hardware specifications for the VidyoDesktop application are as follows: Windows PC Core 2 Duo 2GHz 2Gb RAM 40 Mb free space on HDD - Macintosh Mac with Intel Processor Mac OS X „Leopard‟ 10.5 or higher 2GB RAM 30MB hard drive space Latest Firefox/Safari and Apple software updates VidyoPortal version 1.3.0.21 or later [will run on less hardware in our experience]

Plugins Required What other software is required?

An web browser and the VidyoDesktop client application



Vidyo provides several back-end hardware appliances to facilitate its operation. These are: VidyoPortal, VidyoRouter, VidyoGateway (if interoperability with H.323 and SIP systems is required) [This is used at providers end so as a users purchased solution just connects to

service provider]


What are the recommended link speeds to operate solution?

Vidyo is designed to operate over any broadband connection including 3G and 4G networks. We would recommend a link speed of 512kbps/512kbps. However to facilitate HD conferences more bandwidth is required: 720p@30fps – 750kbps, 720p@60fps - 1080p@30fps – 1.5Mbps


Vidyo provides a free Microsoft Outlook Add in to enable calendaring of meetings. There is also a Microsoft Office Communications Server plug-in available which replaces the standard OCS video component. A Lotus SameTime plug-in is also slated but we are unable at this point in time to provide an time to market for this product. [Good options but not as streamlined as other solutions]


The VidyoPortal can be customised to display company logos on each screen.


Vidyo provides for one way document sharing at up to WUXGA resolution. Any participant in a conference has the ability to share a document concurrently with the other participants. VidyoDesktop‟s toggle feature facilitates toggling between all shared documents. Any application that can be launched on the user‟s computer can be shared through Vidyo. If that application is capable of providing annotating features, then such annotations will be displayed to other conference participants as and when they are made – provided of course the application is being shared. [Limited functionality but not a bad option]


This feature is not currently supported by Vidyo. [Some options for controlling meetings but mainly set up by one person and run by one person – in development from what we are told?]


This feature is not currently supported by Vidyo. [Have heard this may be developed]



1080p@30fps (1920 x 1080)


Vidyo currently supports the following mobile platforms: · Android, Meego (Moblin/Maemo) · iPhone and iPad versions of Vidyo are also on the way


Does the solution ensure a good speed so as not to slow down the computer or internet access?

Vidyo uses a scalable codec (H.264-SVC) which coexists well with other applications running on the network. The scalable nature of the codec allows it to dynamically adjust the video stream in three ways – Temporal (frame rate), Spatial (resolution) and quality (data rate). Therefore, if other applications with a higher network priority are contending for bandwidth, Vidyo will scale down to accommodate them. In addition to the dynamic scalability of the Vidyo codec an administrator may also set a predetermined maximum send and receive bandwidth that a group of Vidyo users can consume.


This feature is not currently supported by Vidyo. However, one can easily achieve the same result using standard software tools and services.



In its native format the VidyoDesktop application appearance is fixed. However, one can change the layout of the videoconference participants in a variety of ways to include continuous presence view, voice activation view or a mixture of both views. In addition one is able to restrict the number of visible conference participants on a per user basis.

Additional accessories

What else is needed such as phones or headsets to communicate?

A standard Intel based computer and a broadband connection are standard pre-requisites for Vidyo. We also recommend a suitable speakerphone such as a ClearOne chat-50 or suitable USB headset as well as a decent webcam such as a Logitech Webcam Pro.



Vidyo facilitates natural conversation without the need for one party to stop speaking before another party commences speaking.


Vidyo does not support instant messaging natively. However, there are many products on the market which fulfil this requirement.


Users can pre-schedule meetings using the Outlook calendar add in.


Vidyo limits the number of visible conference participant to 8 plus one‟s own preview. However, the number of participants in a single conference is theoretically unlimited, being restricted only by the number of available ports on the physical solution backend.

Chat/Breakout Options

Can users split into groups within the meeting?

This feature is not currently supported by Vidyo. [but using multiple rooms provides the same functionality]

Recording of Session

Can users record the session and play it back later for education or reference?

Vidyo will shortly be releasing a product called VidyoReplay to facilitate conference recording as well as conference streaming.


Vidyo is a business grade video conference solution – therefore the answer to this question is yes.


My understanding of this question is whether conference participants can have private conversations with each other while being part of a larger conference. If this assumption is correct then Vidyo does not support this feature.

Easy to invite attendees

Can users invite other people to join the meeting at any stage, either before or during the meeting?

Yes. However this is restricted to the convenor/owner of the meeting or a system administrator.


Users cannot but a system administrator can extract individual conference details.


This feature is currently not supported by Vidyo.


As mentioned above there is no theoretical limit to the number of conference participants per meeting. The actual limit will be based on the number of available ports within a particular system. For example a single VidyoRouter has 100 HD ports. Routers can be cascaded to increase the number of ports available in multiples of 100.

APPENDIX 2H - Detailed response – LotusLive MEETINGS Operating System Compatibility


Service is provided in the Cloud, nothing required on local machine unless you want to share your desktop/applications with others

PC Hardware Standards What are the minimum and recommended hardware requirements?

n/a Delivered via a browser

Plugins Required What software is required? n/a


n/a

Link Speed requirements What are the recommended link speeds to operate the solution?

128kbps per user Recommended

Compatibility Does the product work/integrate with Lotus Notes and Microsoft Office?

Yes – you can upload and present files from these applications


Yes - A number of areas in LotusLive support the ability for logos to be applied + some colours, also CSS can be used for layout changes.

Shared workspace Can documents, images, annotations or notes be shared by participants and can it be seen at the same time?

Yes


Yes


No, but you can share an app and whiteboard that way


What is the maximum image resolution supported?

There is no documented maximum but higher resolution may affect performance. FYI LotusLive Events provides recordings at 1280 x 800

Mobile Device Can a device such as a PDA or smartphone be used to join in the meeting and, if so, what types are supported?

Yes – iPhone (via App Store ) Also Blackberry and browser support from multiple devices

Bandwidth Management Does the solution ensure that adequate bandwidth is left available for other applications?

n/a [Does manage bandwidth according to tech support]

File storage Can files that are collaboratively worked on be stored in a remote/accessible place ie.not on the local computers?

Yes – In LotusLive Files, also within Meetings [not simple to use]



A number of areas in LotusLive support the ability for logos to be applied + some colours, also CSS can be used for layout changes. [very limited]

Additional accessories Is extra hardware needed, such as phones or headsets, to communicate?

Yes – a camera for Video



No - Audio is not available in Australia at this time. IM can be used at any time.


Yes


Yes Using LotusLive Events - https://www.lotuslive.com/en/services/events. This offering supports meetings and their management.


Yes


No However, users can launch their own separate meeting. [but this is very messy]


Capability available, but not in Australia at this time


Yes. Whoever has control of the meeting can be seen by the other attendees [some functionality with this but depends on what versions purchased and how rooms are set up according to tech support].


No - Audio is not available in Australia at this time.


Yes

Reports Can users create a report on the meeting experience recording who was in attendance etc?

yes via LotusLive Events


Yes


999

Appendix 2i - detailed response – MICROSOFT LIVEMEETING / OCS Question Description of Function Answer



Works with Polycom video conferencing systems. The older polycom units might require a RMX bridge. [Appears to be designed for Windows rather than Mac.]

PC Hardware Standards What are the minimum and recommended hardware requirements?

Recommended: Win7 with quad-core and 4GB (or more) RAM to support 720p video, dual-core to support VGA, and single-core for CIF. Minimum: WinXPSP3 with 128MB of video RAM.

Plugins Required What software is required? Microsoft Lync Server, Microsoft Lync 2010 on the desktop, Microsoft Windows Server 2008 R2 as the OS for Lync Server.


8-Cores; 12GB or RAM; 10K RPM disks. This is just generic guidance and can change with business requirement and load

Link Speed requirements What are the recommended link speeds to operate the solution?

Depending on the expected resolution: CIF will use about 250kbps per stream, VGA 500kbps per stream, 720p 1.5Mbps per stream

Compatibility Does the product work/integrate with Lotus Notes and Microsoft Office?

Microsoft Office - Yes, native integration is available out of the box. Lotus Notes: We currently have integration with OCS2007R2 and will expect to have something post the release of Microsoft Lync Server


Not out of the box, APIs could be used to build a wrapper around the interface.

Shared workspace Can documents, images, annotations or notes be shared by participants and can it be seen at the same time?

Yes


Yes, desktop sharing is allowed.


Yes, whiteboarding and poll pages are available


What is the maximum image resolution supported?

720p HD peer to peer and VGA for 3 or more parties

Mobile Device Can a device such as a PDA or smartphone be used to join in the meeting and, if so, what types are supported?

Yes, audio only via windows smartphones ,nokia symbians via a native client or 3rd party clients for black berry and iPhone. The Audio channel is set up using the data channel, while media streams on GSM/3G network.

Bandwidth Management Does the solution ensure that adequate bandwidth is left available for other applications?

Yes, bandwidth consumption can also be controlled using call admission control.

File storage Can files that are collaboratively worked on be stored in a remote/accessible place ie.not on the local computers?

Yes, using Sharepoint or any sharing application, as the program allows for program share and collaboration.



Yes, in that administrators can set up which user can do audio only, which user can also schedule video conferences, who can record conferences, the end user can also state who has presenter rights in a

scheduled conference.

Additional accessories Is extra hardware needed, such as phones or headsets, to communicate?

Headsets provide for audio on top the basic PC speaker and mic. Web cameras provide for video collaboration. Phones are optional. We do have a large range of device partners to meet business requirement and different deployment scenarios



yes


yes


Yes – Office not Notes


yes


Yes [Some functionality but does not seem as easy to set up or get to]


yes


yes


yes


Yes [Easy to invite extra people at any time with simple steps]

Reports Can users create a report on the meeting experience recording who was in attendance etc?

Yes, via one note which is integrated as a take note using one note in the client. And CDR (call data records)


yes


250, if using high-end licensing options.

AppendixKProjectBriefrevisionofMDMtoolkit

MDT toolkit review_prj brf_FINAL 1

Project brief

Review of the Multidisciplinary meeting toolkit

Background

Multidisciplinary care is a key priority area for improvement. The Multidisciplinary meeting toolk it (2006) was developed to assist the development of multidisciplinary cancer team meetings in all tumour streams. The toolkit’s intent was to guide the Integrated Cancer

Services (ICS) in the establishment and/or enhancement of existing multidisciplinary t eam (MDT) meetings. The toolkit offers a range of resources which support development of protocols for MDT meetings, measurement of MDT meetings and information about using

videoconferencing equipment for MDT meetings.

Since its release a number of ICS have utilised the resources in the Toolkit to develop and

enhance MDT meetings within their jurisdictions. In the past five years there have been many improvements to MDT meetings across the ICS. Some strategies for improvement have used resources from the toolkit and others have developed new tools and resources that support

the administration and functioning of MDT meetings.

Revising the toolkit for a second iteration will provide an opportunity to include these resources and tools as well as include new resources for further enhancement of MDT

meetings. At this stage of the implementation of multidisciplinary care, two key areas for focus are capacity building and sustainability.

Three state-wide surveys measuring various aspects of MDT meetings have been conducted to date (2006, 2008, 2010-11). The findings from these surveys suggest that there have been improvements in MDT meetings over time. The report Multidisciplinary team meetings in

Victoria: Monitoring progress towards achieving best practice cancer care 2010 -11 (2011) indicates that over 90% of MDT meetings across the state are using templates and tools such as an agenda and treatment plan. The report also shows that over 50% of MDT meetings

have terms of reference that are reviewed and updated annually. Technological advances have also facilitated the linkage of clinicians and MDT to enable prospective treatment planning.

Key recommendations from the 2011 report relevant to this project include:

Review of the MDT toolkit to enhance MDT meeting resources, templates and tools.

Development of criteria for prioritising cancer patients for MDT discussion to enable prospective presentation of cases.

Improvements to increase the documentation of patient consent across the state and address legal requirements

Improvements to team member participation in case discussions across all

disciplines

Greater consideration by health services to MBS funding for MDT meetings.

Further consideration regarding the implementation of ‘meeting management’

software (with a standardised high quality clinical dataset) to facilitate meeting processes.

A number of initiatives align with this project, including:

The development of a state-wide minimum administrative dataset for MDT meetings

The development of linkages between the MDT and clinicians through the CanNET Victoria project

A national multidisciplinary care project commissioned by Cancer Australia

The state-wide Cancer Services Performance Indicator program

A literature review is being undertaken to support the update of Achieving best practice cancer care: a guide for implementing multidisciplinary care (2007)

The development of state service directories that include information about MDT

meetings.


Objectives

The aim of the project is to identify and review existing tools and resources used to establish

and enhance best practice MDT meetings.

The objectives are to:

1. Conduct a review of national and international MDT meeting tools and resources

Identify resources currently utilised by the ICS/ MDT to support meeting organisation, administration and evaluation/ quality improvement

Undertake a gap analysis to identify additional resources that are required to support the implementation of effective and efficient MDT meetings and MDT evaluation

Search for resources that can address the gaps or identify strategies to address the

gaps

2. Revise the toolkit content based on the evidence and agreed best practice

Refer to the relevant literature review findings when assessing the usefulness and validity of resources/ tools

Include the agreed MDT meeting minimum dataset and agreed templates, resources, etc.

3. Undertake a peer review process of the draft revised toolkit prior to its finalisation and

release.

Assessment tool to be developed to assist with trial implementation

Establish an evaluation framework for the toolkit for review in 12 months.

Scope

Inclusions:

Collation of existing MDT resources/ tools from ICS/ MDT and interstate

Peer review of draft revised toolkit within Victoria and with other jurisdictions

Editing and layout of the toolkit document

Exclusions:

Literature review (to be completed by DH by 10 Feb 2012)

Survey of MDT meetings

The establishment of standards and indicators

Training and development

Printing (the toolkit will only be published as an electronic version)

Assumptions:

All ICS secretariats perceive that the review is an opportunity to collectively work towards achieving best practice MDT meetings

Health services and jurisdictional peers are interested in the quality improvement of MDT meetings for cancer

All ICS to date have invested a significant amount of resources and effort in multidisciplinary cancer care.

Constraints:

Existing workloads of ICS secretariats and other stakeholders

Access to high quality resources and tools that have been demonstrated to support MDT meetings

Competing stakeholder views regarding some elements of MDT meetings


Project commencement date Project completion date

January 2012 June 2012

Key tasks, deliverables and timeframes Date

Complete project plan End January 2012

Collate resources utilised for MDT meetings February 2012

Conduct workshop with ICS (Program Managers and ICS MDT

coordinators group) and other key stakeholders to review collated resources and assess validity and suitability for inclusion in toolkit

March 2012

Draft revised toolkit and circulate for wider consultation/ peer review April- May 2012

Final draft endorsed by ICS and DH July 2012

Methodology

This project will be led by the NEMICS/CanNET Victoria project team in collaboration with all

ICS (through the ICS MDT coordinators group).

Regular meetings and a workshop (externally facilitated) are to be held throughout the

project. These will be timed to coincide with planned meetings of the ICS MDT coordinators group.

Project work structure attached

Project Governance

NEMICS in collaboration with the CanNET Victoria project team will lead the project. Cancer

Strategy and Development will be informed on a regular basis of the project’s progress, achievements and issues arising. Reports will be provided to the VICS MDM Network Group and the CanNET project governance committee.

Elise Davies, Manager, Cancer Strategy and Development, is the project sponsor.

Project governance structure attached

Terms of reference attached

Stakeholder analysis and potential partnerships

Key stakeholders include:

ICS secretariats

MDT teams/ chairs

Clinicians

Department of Health

Stakeholder analysis to be completed

Stakeholder analysis attached

Client participation

Consultations undertaken in the first phase of CanNET identified that consumers were not aware of multidisciplinary care, its processes and benefits. The literature may reveal additional information on the consumer perspective.

This project offers opportunities for consumer participation at the informing, consulting and co-production levels outlined in the National Framework for Consumer involvement in cancer

control.

Tools that deal with the interface between the MDT and the consumer such as information and consent processes will be developed in collaboration with consumers. The NEMICS

Consumer Reference Group will undertake this in the first instance, with further opportunities for refinement through other ICS consumer participation groups and the peer review process,


including key cancer community organizations.

The CanNET Victoria Project Governance Committee includes two consumer members who will also be consulted in relation to the toolkit.

Communication plan

Regular communication to stakeholders will be made in the form of:

Email

Face-to-face meetings

Print (including CanNET Victoria monthly updates to ICS managers/ directors

The final project report and toolkit circulation is to include the Chairs of ICS governance groups.

Risk identification and management

The following risks have been identified for the project:

Limited contribution and engagement in the project from all ICS secretariats and member health services

Limited review of draft final toolkit by stakeholders including individuals with responsibility for managing MDT meetings and other jurisdictional peers

Lack of ownership of final toolkit by ICS leading to the limited implementation of tools/

utilisation of resources where warranted

Inclusion of too many tools/ resources in the toolkit which may impact on its usability and enabler for enhancing MDT meetings.

Risk log attached

Issue Management:

Issues will be documented in the risk log and mitigations strategies will be raised with the Cancer Strategy and Development.

Data requirements and monitoring

No data will be collated as a part of this project.

Monitoring plan attached

Evaluation plan

Measures for each objective

Objective 1- measure:

State-wide/ national/ international resources and tools are sourced

Objective 2- measures:

Input to the toolkit’s revision is received from ICS secretariats, MDT coordinators, clinicians/ MDT chairs.

Content of the toolkit captures all elements of MDT meetings

Content of the toolkit reflects evidence-base and best practice

Objective 3- measures:

Feedback on the toolkit is received from:

- other jurisdictions x 2

- clinicians/ chairs of MDT meetings in Victoria x 5

- consumers

- MDT coordinators/ administrators x 8

- Cancer service managers (health service) x 5


Measures of success:

A wide range of MDT meeting tools and resources are accessed

The workshop engages clinicians/ relevant stakeholders from health services

Gap analysis

Record of feedback

Jurisdictional peers provide input to the toolkit

The toolkit is comprehensive and flexible to be able to support covering all aspects of the range of MDT meetings that occur.

Evaluation plan attached

Human resource management

What skills and expertise are required for the project and how will they be assembled for the project.

A sound understanding of MDT meetings and project management is required for this project. The NEMICS/ CanNET Victoria project team possess the required skills. The ICS MDT coordinators group will actively support the implementation of the project.

An external facilitator with a good understanding of multidisciplinary care will be engaged for the workshop.

Proposed budget Cost

ICS resources Eg EFT officer time $

External contractors for workshop Eg Production / printing $

Contingency $

Operational expenditure $

Other (please specify budget for each item)

Total budget $

Project brief approval

Manager Approval

Title: Signature:

Name: Date: / /

Approved Rejected Approved subject to:

Reason for rejection or approval conditions:

Appendix L Consensus dataset

Consensus Dataset for MDMs Page 1

Consensus Dataset for MDMs Data Dictionary

Victorian Integrated Cancer Services

V5 Mandy Byrne 19 August 2011

1. Document History ..................................................................................................... 2

2. Purpose of this document ......................................................................................... 2

3. Data collection fields in MDM consensus dataset ..................................................... 2

3.1 Patient demographic details ........................................................................... 3 3.1.1 Details Fields ............................................................................................. 3

3.2 MDM details ................................................................................................... 6 3.2.1 Submission data fields ............................................................................... 6 3.2.2 MDM documentation fields ....................................................................... 11

4. Code List (Reference) Values ................................................................................. 12

4.1 Patient Details code list values..................................................................... 12 4.1.1 Gender ..................................................................................................... 12

4.2 Submission code list values ......................................................................... 12 4.2.1 MDM tumour stream ................................................................................ 12 4.2.2 Meeting identifier ...................................................................................... 12 4.2.3 Time point of MDM ................................................................................... 13 4.2.4 Consultant ................................................................................................ 13 4.2.5 Hospital / rooms ....................................................................................... 13 4.2.6 Patient aware of MDM discussion ............................................................ 13 4.2.7 Supportive Care Screen conducted .......................................................... 13 4.2.8 Primary Tumour Site ................................................................................ 13 4.2.9 Histology .................................................................................................. 13 4.2.10 Histology Grade ................................................................................... 14 4.2.11 Neoplasm Type .................................................................................... 14 4.2.12 Diagnosis Basis List ............................................................................. 14 4.2.13 Diagnosis Status List ............................................................................ 14 4.2.14 T - clinical or pathological ..................................................................... 14 4.2.15 N - clinical or pathological..................................................................... 15 4.2.16 M - clinical or pathological .................................................................... 15 4.2.17 Stage (TNM grouping) .......................................................................... 15 4.2.18 Stage Scheme and Edition ................................................................... 15 4.2.19 ECOG Performance Status List ............................................................ 16

4.3 MDM documentation code list values ........................................................... 16 4.3.1 MDM Treatment Intent List ....................................................................... 16 4.3.2 Suitable clinical trial for this patient?......................................................... 16 4.3.3 MDM review required ............................................................................... 16



1. Document History

Version Document Status Author Date Version 1 Draft Mandy Byrne 18

th February 2011

Version 2 Draft Mandy Byrne 22nd

February 2011

Version 3 Draft Mandy Byrne 24th February 2011

Version 4 Draft Belinda Thomas 16th June 2011

Version 4.1 Draft Belinda Thomas 22nd

June 2011

Version 4.2 Draft Belinda Thomas 27th July 2011

Version 5 FINAL Mandy Byrne 19 August 2011

2. Purpose of this document

This document has been developed for Victoria in response to the delivery of the CanNET objective:

" to facilitate state-wide agreement on an administrative dataset to support MDT meetings".

The Victorian Integrated Cancer Services (ICS) have reviewed these data elements and have agreed that these items form the basis for an administrative dataset for all MDMs. It should be noted that:

not all ICS are using all items but if they chose to collect any of these items they will ensure their data collection can be mapped to this standardised format.

due to the specific requirements the various MDMs/ tumour types, there will be additional items that will be required to be collected.

this is a consensus dataset; useful for purposes of benchmarking and quality monitoring.

it is anticipated that in the future the IMG (reporting to ICS Managers‟ and Directors‟) will undertake a formal review process to refine these data elements with the knowledge learnt during implementation.

3. Data collection fields in MDM consensus dataset

There are two sets of information for data collection of MDM discussions:

Patient demographic details

Details relating to the patient and their cancer at the time of MDM discussion An overview of fields collected in the Patient and MDM details sets are listed in this section (section 3), with associated guide for use. If there is a lookup table associated with a field, it is detailed in section 4. Note: Where lookup tables are used, despite what is stored in the database, the

example will be the Description (e.g. Male) as this is the value that should be displayed in the user interface (not Code e.g. 1), unless otherwise specified; for ease of clinical use. Fields may be set to accept Code or Description in entry.



3.1 Patient demographic details

The patient demographic details should be collected once per patient and this information should be updated when informed of corrections or changes. A unique identifier should be assigned to each patient that is used to link the patient demographic details with the MDM discussion details. The below definitions have been based on the Victorian Consensus Data Set Generic (Core) Data Items (Version 1.2.1 2010) where relevant.

3.1.1 Details Fields

Patient Details - one entry per patient (maps to multiple MDMs)

Field UI

Display Example

Definition Data Type

Represent-ational Class

(Max. Char.)

Guide for use

Unique Identifier

BW156 String Identifier

Used to link information in Patient Details table with MDM details table. System generated where possible.

Patient UR or person identifier (related to health service or organisation that hosts the MDM)

123456

Person identifier unique within an establishment or agency (such as unit record or laboratory number).

String Identifier (20)

Individual agencies, establishments or collection authorities may use their own alphabetic, numeric or alphanumeric coding systems. Enter the UR/identifier of the site that hosts the meeting. This UR/identifier should be recorded at the top of the MDM documentation report that will be filed in patient medical record. Patients presented from other hospitals should leave this blank if they do not have a UR at this MDM site. (Enter other hospital URs/identifiers under Additional URs field)

Surname/ Family name

Smith

That part of a name a person usually has in common with some other members of his/her family, as distinguished from his/her given names, as represented by text.

String Text (40)

Family name should be recorded in the format preferred by the person. The format should be the same as that written by the person on a (pre) registration form or in the same format as that printed on an identification card, such as Medicare card, to ensure consistent collection of name data.




Field UI

Display Example



(Max. Char.)

Guide for use

First name/ Given name (s)

Joan Maree

The person's identifying name within the family group or by which the person is socially identified, as represented by text.

String Text (40)

The agency or establishment should record the person's full given name(s) on their information systems. A person may have more than one given name. All given names should be recorded. This field should include the person‟s „first‟ and „middle‟ names in that order. Punctuation should follow the guide for use for Family name. If the person's given name is not known, but the first letter (initial) of the given name is known, record the first letter in the 'Given name' field. Do not record a full stop following the initial. Some people do not have a family name and a given name; they have only one name by which they are known. If the person has only one name, record it in the 'Family name' field and leave the 'Given name' blank.

Date of birth 15/05/1935

The date of birth of the person being discussed.

Date/Time Date (8)

Limited to valid dates – DDMMYYYY If using an electronic system, add a validation rule: Date must be greater than 01/01/1900 and less than today’s date

Gender Female

The biological distinction between male and female.

Number Code (1) Lookup table – Gender.

Additional URs (other health services / organisations)

AH987654 String Text

Campus code + Unique Record Number Free text field If the patient has a UR at another hospital enter it here with the initials of the hospital eg TNH12458936 for a Northern Health patient




Field UI

Display Example



(Max. Char.)

Guide for use

Individual Healthcare Identifier (16 digit number)

IHI: 1234567890123456

String Identifier (16)

Not currently in use but is being implemented across Australia. System design needs to allow for future collection. 16 digit unique number assigned to each Australian citizen by Medicare. FUTURE USE - To be used when communicating with other providers when process established for routine use.



3.2 MDM details

3.2.1 Submission data fields

Submission fields are collected when the patient is listed for discussion at the MDM but can be updated during the MDM. Please note that fields shaded in yellow have specific data collection codes for each tumour stream.

MDM details – submission - one entry per MDM

Field UI

Display Example



(Max. Char.)

Guide for use

Unique Identifier

BW156 String Identifier

Used to link information in Patient Details table with MDM details table

Meeting Date

05122010

Date on which the meeting is to be, or was held; for this MDM presentation

Date/Time Date (8)

Limited to valid dates – DDMMYYYY If a patient is deferred from a meeting to another one, the meeting date should be changed to the subsequent meeting date.

Age of patient at time of MDM

65.2 years

Age of patient/person in years

Number Numeric (4)

* If using an electronic system, this can be automatically

calculated when DOB and MDM date are available

Name of person who submitted / added / /entered patient to be discussed at MDM

SMITGZ

String Text (40) * If using an electronic system, username can be automatically recorded

Location (health service/department) of person who submitted / added / /entered patient to be discussed at MDM

Austin Health

IP address: 123.456.789

String Text * If using an electronic system, IP address can be automatically recorded.




Field UI

Display Example



(Max. Char.)

Guide for use

Date and time of when patient was submitted / added / /entered to be discussed at MDM

15/11/2010 11:53am

Date/Time Date/Time

* If using an electronic system, the log date and time can be automatically recorded

Meeting tumour stream

Haemat-ology

Numeric Code

Lookup table - MDM Tumour Stream Determines which tumour specific fields are displayed and active for completion, or which paper form is completed (if system not electronic)

Meeting identifier

Lymphoma Site A

String Code (8)

Manual system – record meeting name

If using an electronic system, establish a lookup table with meeting ID, meeting name, meeting site

A unique identifier is assigned to each meeting within the health service / region serviced by MDMs to allow identification of each MDM subtype. The meeting identifier will allow reporting by each meeting. Note: There may be two meetings for the same tumour stream held at different campuses eg. Site A and site B each hold a breast meeting There may be two meetings for the same tumour stream but with different tumour types for that tumour stream presented eg. Site A holds a UGI – gastro-oesophageal meeting and a UGI – hepato-pancreato-biliary meeting Max Characters 8 Alphanumeric See 4.2.2 example




Field UI

Display Example



(Max. Char.)

Guide for use

Time point of MDM

Newly diagnosed

The time point where the patient is along the cancer journey when their case is presented to the MDM.

Numeric Code Lookup table - MDM Diagnosis Point

Consultant Dr Doctor

Consultant managing the patient

String Code Lookup table – TBC Alphanumeric

Hospital / rooms

Austin

Hospital

Location of where the managing consultant sees the patient.

Numeric Code

Lookup table – Hospital

Hospital campus needs to be able to be mapped to code from VAED reference list of public and private health service campuses Add “Private rooms” option

GP name Dr Local GP

String Text (40) Free text; used for faxing information to GPs

GP clinic GP Practice

Clinic name and / or address of where this patient is seen.

String Text (200) Free text; used for faxing information to GPs

GP fax 9123 4567 String Text Free text; used for faxing information to GPs

Patient aware of MDM discussion (Consent)

Yes

Whether the patient been made aware that their case is being discussed at the MDM

Numeric Code Lookup table -Yes No

For MDM Review

Pathology/ histology details - specify

provider, date, type

FNA Austin 3/11/10

String Text

Free text Record if patient has had any pathology or histology done that needs to be presented at the MDM. Specify provider, date, type.

Radiology details - specify provider, date, type

x-ray Austin 28/10/10

String Text

Free text

Record if patient has had any radiological scans done that need to be presented at the MDM. Specify provider, date, type of scan

Nuclear Medicine - specify provider, date,

type

String Text

Free text

Record if patient has had any nuclear medicine scans done that need to be presented at the MDM. Specify provider, date, type




Field UI

Display Example



(Max. Char.)

Guide for use

Other scan details

String Text

Free text

Record if patient has had any other scans done that needs to be presented at the MDM. Specify provider, date, type

Supportive Care Screen conducted

No

Whether a supportive care screen using an approved screening tool has been undertaken

Numeric Code Lookup table -Yes No

Supportive Care Issues

Lives in

country String Text Free text

Relevant history / Co-morbidities / Social situation

COAD,

lives alone String Text Free text

Primary tumour

Breast Primary tumour site

Numeric Code

Lookup table - Diagnosis (tumour stream specific)

If patient is being managed for secondaries (eg liver) still code primary tumour site (eg colorectal) and record liver metastases in “Primary tumour - other details” field

- other details

Upper left quadrant

String Text Free text

Histology type

Lobular Numeric Code Lookup table - Histology (tumour stream specific)

- other details


Histology grade (of differentiation / pathological grade)

1

Differentiation / pathological grade

Numeric Code Lookup table - Histology Grade

Neoplasm type at MDM (Malignant, in situ, benign, unknown, uncertain)

Malignant Numeric Code Lookup table – Neoplasm Type

Basis of diagnosis

Histology Numeric Code Lookup table – Diagnosis Basis

Date of diagnosis of this cancer

03112010 DDMMYYYY Date/Time Date (8)

Allow for NULL or 0 in any of the 8 digits – no date validation required, however numeric validation is recommended




Field UI

Display Example



(Max. Char.)

Guide for use

Diagnosis Status (Provisional / Confirmed)

Confirmed Numeric Code Lookup table – Diagnosis Status

T Primary Tumour*

2 String Text

Free text (*not used for CNS or haematology tumour streams) Should be x, 1, 2, 3, 4 x = not assessable Plus any additional codes.

- clinical or pathological*

path

Clinical or Pathological basis for T code

Numeric Code Lookup - Clin or path (*not used for CNS or haematology tumour streams)

N Lymph Nodes*

1 String Text

Free text (*not used for CNS or haematology tumour streams) Should be x, 1, 2, 3 x = not assessable Plus any additional codes.


clin

Clinical or Pathological basis for N code


M Metastases*

0 String Text

Free text (*not used for CNS or haematology tumour streams) Should be x, 0, 1 x = not assessable Plus any additional codes.


clin

Clinical or Pathological basis for M code


Stage 2 Numeric Code Lookup table – Stage

Staging scheme and edition

AJCC Numeric Code Lookup table – Stage Scheme

ECOG Performance Status

1 Numeric Code Lookup table – Performance Status

Main Issues to be discussed at MDM


* NOTE: TNM fields are not displayed for haematology or CNS as no TNM coding exists for these streams



3.2.2 MDM documentation fields

The fields below are collected at the time of the meeting. Please note that any information in the submission fields can be updated during the meeting.

MDM – meeting documentation

Field UI

Display Example



(Max. Char.)

Guide for use

Unique Identifier BW156 String Text Text

Patient preferences / wishes

Patient does not want chemo

to start before Christmas


Summary of MDM Discussion

All agreed addition of chemo after

surgery


Recommended management plan elements:

Further Investigations

Checked Integer Tick box 1, 0 or NULL

Observation Unchecked Integer Tick box 1, 0 or NULL

Surgery Unchecked Integer Tick box 1, 0 or NULL

Chemotherapy Checked Integer Tick box 1, 0 or NULL

Radiotherapy Unchecked Integer Tick box 1, 0 or NULL

Palliative Care Unchecked Integer Tick box 1, 0 or NULL

Other String Text

Recommended management plan

Surgery + chemo


Treatment intent Curative String Text Lookup table - Intent

Dissenting views - details


Suitable clinical trial for this patient?

No Numeric Code Lookup table -Yes No

Trial details String Text Free text

MDM review required

Yes Numeric Code Lookup table -Yes No

Timing of review After surgery


Clinician(s) responsible for ongoing patient management

Mr Surgeon String Text Free text



4. Code List (Reference) Values

4.1 Patient Details code list values

4.1.1 Gender

Code Description

1 Male

2 Female

3 Intersex or indeterminate

9 Not stated/inadequately described

4.2 Submission code list values

4.2.1 MDM tumour stream

Code Description

1 Breast

2 CNS

3 Colorectal

4 Genitourinary

5 Gynaecology

6 Haematology

7 Head and Neck

8 Lung

9 Skin (Melanoma)

10 UGI

11 Endocrine

12 Bone and soft tissue

99 Other

4.2.2 Meeting identifier

Example only – to be configured per organisation: Code Meeting Name Meeting Site

LYMPH/A Lymphoma Site A



4.2.3 Time point of MDM

Code Description

1 Suspected cancer

2 Newly diagnosed cancer

3 Review

4 Recurrence

5 Other

6 Non-cancer patient

4.2.4 Consultant

Example – TBC

Code Description

PETBOSS Associate Professor Peter Boss

4.2.5 Hospital / rooms

Hospital campus needs to be able to be mapped to code from VAED reference list of public and private health service campuses Add “Private rooms” option

4.2.6 Patient aware of MDM discussion

Code Description

1 Yes

2 No

3 Unknown / not stated

4.2.7 Supportive Care Screen conducted

Code Description

1 Yes

2 No

3 Unknown

4.2.8 Primary Tumour Site

Note: The Code List values vary with each tumour stream (TBC)

4.2.9 Histology

Note: The Code List values vary with each tumour stream (TBC)



4.2.10 Histology Grade

Code Description

1 Grade 1: Well differentiated

2 Grade 2: Moderately differentiated

3 Grade 3: Poorly differentiated

4 Grade 4: Undifferentiated

9 Grade X: Grade cannot be assessed

4.2.11 Neoplasm Type

Code Description

1 Malignant

2 In situ

3 Uncertain or Unknown behaviour

4 Benign

4.2.12 Diagnosis Basis List

Code Description

0 Death certificate

1 Clinical diagnosis only (no tissue diag.)

2 Clinical scan / investigation (no tissue diag.)

4 Tumour marker

5 Cytology

6 Histology - primary site

7 Histology - metastatic site

8 Histology - unknown site

9 Unknown

* Please note that there is no code 3 (as per reference coding list)

4.2.13 Diagnosis Status List

Code Description

1 Provisional

2 Confirmed

3 Other

4 Unknown

4.2.14 T - clinical or pathological

Code Description

1 Clinical

2 Pathological



4.2.15 N - clinical or pathological

Code Description

1 Clinical

2 Pathological

4.2.16 M - clinical or pathological

Code Description

1 Clinical

2 Pathological

4.2.17 Stage (TNM grouping)

Code Description

-9 x

0 0

1 I

2 II

3 III

4 IV

11 IA

12 IB

21 IIA

22 IIB

23 IIC

31 IIIA

32 IIIB

33 IIIC

4.2.18 Stage Scheme and Edition

Code Description

1 AJCC version 7

2 AJCC version 6

3 ACPS-AuClinPathStage

4 Ann Arbor

6 Durie-Salmon stage

7 Figo

8 Rai staging

9 Rhabdomyosarcoma



4.2.19 ECOG Performance Status List

Code Description

0 0. No symptoms, fully active

1 1. Ambulatory, capable of light work

2 2. Resting <50% of time, self-caring, no work

3 3. Resting >50% of time, partially self-caring

4 4. Bedridden

5 5. Death

4.3 MDM documentation code list values

4.3.1 MDM Treatment Intent List

Code Description

1 Curative

2 Palliative

3 Unknown

4.3.2 Suitable clinical trial for this patient?

Code Description

1 Yes

2 No

3 Unknown

4.3.3 MDM review required

Code Description

1 Yes

2 No

3 Scheduled

Appendix M Terms of reference ICS Consumer Participation Network Group

Consumer Participation SIG

Terms of Reference Nov 2010-Dec 2011

The ICS are formal partnerships between health services that aim to improve the planning and delivery of cancer care so that it is coordinated, appropriate and effective. The role of the ICS is to:

• Build relationships between providers, health services and settings • Improve cancer care through quality improvement processes • Plan cancer services across a geographic area based on access,

appropriateness and effectiveness. Purpose: The purpose of this committee is to provide a forum for ICS staff working to strengthen consumer participation within the ICS, to share and exchange ideas and to work together on areas of common interest, with the aim of supporting the implementation of the ICSs’ consumer participation plans. Objectives of the group are to: 1. Improve capacity across the ICS by sharing information and resources to

support the development of consumer participation

2. Improve efficiency in consumer participation by developing recommendations and templates (e.g. for recruitment and selection of consumers and carers) that are aligned with health service organisational requirements and can be used locally

3. Improve workforce capacity and increase consumer advocates by determining training requirements and aligning resources

4. Establish a framework for monitoring and evaluation of activities.

Reporting: The Chair will report the committee’s activities to:

• CanNET project Governance Committee • VICS Managers’ Meeting • VICS Directors & Managers’ Meeting • DH

Key Relationships: Dissemination of information from the meetings is the responsibility of the representative of their respective ICS.

Meetings: Frequency

Meetings will be held quarterly, via teleconference with a face-to-face workshop annually or as required

Schedule The committee meeting schedule will be determined annually.

Minutes: Minutes shall be recorded by… and distributed to members of the committee within … days of each meeting.

Membership:

ICS Program Managers representatives

Katherine Simons – NEMICS

Louise Cristofaro – GRICS

Jane Williamson - PICS

CanNET Project Manager

ICS staff with consumer participation portfolio – one per ICS

ICS consumers – one per ICS

Cancer Quality Program Manager - Department of Health

Other members may be co-opted on an “as needs basis” Chair:

Will be appointed by the VICS Managers’ Committee Quorum:

Half of the committee membership plus one - based on one vote per ICS. ENDORSED Created: November 2010 and revised June 2011 following ICS review

of ICS working groups Next Review: Jan 2012 Authorised by: VICS Managers’ Committee

AppendixNConsumerParticipationToolkit

Consumer Participation ToolkitVictorian Integrated Cancer Services Consumer Participation Network

2012

CoNteNtS

Acknowledgements 3

Introduction 4

Background 4

Definitions 4

Key documents 5

Recruitment 6

Strategies 6

Access and equity 6

Selection criteria 6

Ways consumers may participate in ICS activities 7

Consumer participation orientation 8

Background and ICS information 8

Meeting procedures 8

Training available 8

Communication strategies 9

Consumer management database 9

Support 10

Mentoring 10

Reimbursement 10

Areas to be considered for reimbursement 11

Administration 11

Training 12

Consumer participation education for consumers 13

Consumer participation education for health professionals 14

Details of training courses for consumers 15

Details of training courses for health professionals 18

Evaluation 20

Appendices 21

Appendix 1: Sample of pamphlet for recruiting consumers 22

Appendix 2: Setting up a consumer reference group 23

Appendix 3: Useful websites 24

Appendix 4: Teleconference etiquette 25

Appendix 5: Consumer networks – sample database details 26

3

ACkNowledgemeNtSThis toolkit has been developed by staff and consumer representatives from across the Integrated Cancer Services. Information and documents in the toolkit have been provided by:

• Barwon South West Regional Integrated Cancer Service

• Gippsland Regional Integrated Cancer Services

• Grampians Integrated Cancer Service

• Hume Region Integrated Cancer Services

• Loddon Mallee Integrated Cancer Services

• North East Melbourne Integrated Cancer Service

• Paediatric Integrated Cancer Service

• Southern Melbourne Integrated Cancer Service

• Western Central Melbourne Integrated Cancer Service

The project has been led by CanNET Victoria. CanNET Victoria is funded by Cancer Australia and the Victorian Department of Health and is part of the Cancer Service Networks National Program, (CanNET).

4

INtroduCtIoNThis toolkit will assist Integrated Cancer Services (ICS) staff who have consumer participation as part of their work portfolio. It introduces consumer participation and provides resources to assist staff build a consumer role in cancer service development and improvement.

BackgroundIn 2009 the Victorian Department of Health released its policy document on consumer participation, Doing it with us not for us. Strategic direction 2010–13.1 This document built on the Department of Health’s 2006 policy, Doing it with us not for us, and reinforced its position that ‘participation in health is an essential principle of health development, clinical governance, community capacity building and the development of social capital’.2 The 2010–2013 strategic direction targets the Victorian public health service system including acute, subacute, mental health, community health, and residential aged care facilities.

In May 2010, the Department of Health released a report following a review of consumer and carer participation in the ICS.3 This report highlighted a number of recommendations to improve consumer participation and included sustained consumer and carer participation through the sharing of publications, resources, templates and learnings among ICS; linking with consumer advocacy organisations; undertaking regular needs analysis of consumer and carer training requirements; education for clinical staff to enhance awareness and acceptance of consumer and carer participation; and developing practical resources and tools to guide the engagement of consumers and carers in research.

1 Department of Health Rural and Regional Health and Aged Care Services Division. Doing it with us not for us. Strategic direction 2010–13. Melbourne: Victorian Government Department of Health, 2009.

2 Department of Human Services. Doing it with us not for us: Participation in your health service system 2006–09. Melbourne: Victorian Government Department of Human Services, 2006.

3 Department of Health. Consumer and carer participation in the Integrated Cancer Services, Project report May 2010. Melbourne: Victorian Government Department of Health, 2010.

To address these recommendations, and in collaboration with the CanNET Victoria project, the ICS established the ICS Consumer Participation Network.

The network has produced this guide based on our shared experience and desire to see consumers be meaningfully engaged in ICS work.

DefinitionsThe following definitions are derived from the Victorian Department of Health’s policy statement “Doing it with us, not for us, Strategic direction 2010-2013”

Health consumers are users or potential users of health services. Included are family members/carers, and members of the broader community. The Health Issues Centre recommends that when planning consumer participation, the consumers engaged reflect the demographic constituency and come from a range of diverse backgrounds and experiences. This may involve women and men; people living with a disability or from culturally and linguistically diverse backgrounds; people from different socioeconomic status and social circumstances; and people with different sexual orientations, health and illness conditions.4

Participation occurs when consumers, carers and community members are meaningfully involved in decision making about health policy and planning, care and treatment, and the wellbeing of themselves and the community. It is about having your say, thinking about why you believe in your views, and listening to the views and ideas of others. In thus working together, decisions may include a range of perspectives.5

4 Health Issues Centre. Getting started: Involving consumers on committees. Melbourne: Health Issues Centre, 2008. Available at: www.healthissuescentre.org.au/documents/items/2008/07/222372-upload-00001.pdf

5 Victorian Government Department of Health, 2009, op. cit.

http://www.healthissuescentre.org.au/documents/items/2008/07/222372-upload-00001.pdf

5

Key documents A number of documents and policies guide ICS consumer participation activities. These should be available for staff and consumers involved in ICS committee activities.

Doing it with us not for us: Strategic direction 2010–13. Melbourne: Victorian Government Department of Health, 2009.

A guide to enhancing consumer and carer participation in Victoria’s Integrated Cancer Services. Melbourne: Victorian Government Department of Human Services, 2007.

Consumer participation guide. Canberra: Cancer Australia, 2009.

Consumer and carer participation in the Integrated Cancer Services: Project report. Melbourne: Victorian Government Department of Health, 2010.

Victoria’s Cancer Action Plan 2008–2011. Melbourne: Victorian Government Department of Human Services, 2008.

National Framework for Consumer Involvement in Cancer Control. Cancer Australia and Cancer Voices Australia. Canberra: Cancer Australia, 2011.

Local ICS consumer participation plans.

More resources

Consumer training and mentoring guide. Canberra: Cancer Australia, 2009.

Communicating with consumers. Series volume 1. Well-written health information – a guide. Melbourne: Department of Human Services, 2000.

http://www.health.vic.gov.au/consumer/downloads/strategic_direction_2010-13.pdf

http://docs.health.vic.gov.au/docs/doc/A-guide-to-enhancing-consumer-and-carer-participation-in-Victoria's-Integrated-Cancer-Services---Feb-2007

http://docs.health.vic.gov.au/docs/doc/A-guide-to-enhancing-consumer-and-carer-participation-in-Victoria's-Integrated-Cancer-Services---Feb-2007

http://www.canceraustralia.gov.au/affected-cancer/resources/consumer-participation-resources

http://www.health.vic.gov.au/cancer/vcap.htm

http://www.canceraustralia.gov.au/sites/default/files/publications/national_consumer_framework_web.pdf

http://canceraustralia.gov.au/sites/default/files/user-upload/publications/consumer_training_and_mentoring.pdf

http://www.health.vic.gov.au/qualitycouncil/activities/consumers.htm

http://www.health.vic.gov.au/qualitycouncil/activities/consumers.htm

6

reCruItmeNt A number of strategies can be used to recruit consumers to the work of ICS. We recommend using a combination of approaches. This section also discusses access and equity and selection criteria.

StrategiesRecruitment strategies may include any or a combination of the following:

• Direct invitation to individuals

• Advertising in local papers for individuals to be involved on committees

• Participation in focus groups

• Invitations and presentations to community organisations such as cancer support groups (which may be contacted through the Cancer Council Victoria support group network), Probus clubs, Lions clubs, the Country Women’s Association and local communities and/or organisations representing people from culturally and linguistically diverse backgrounds

• Contact with Health Service Community Advisory Committees

• Contact with consumer organisations such as Cancer Voices, the Health Issues Centre and the Breast Cancer Network of Australia (see box)

• Development and broad distribution of brochures to promote and invite consumer participation

• Promotion through ICS newsletters and websites

Consumers registered with the Health Issues Centre Consumer Register receive information regarding available positions on committees, consultations and focus groups. An e-newsletter provides information on consumer events and training opportunities, information about the Consumer Support and Development Network, consumer participation resources, and opportunities to comment on health, policy and service issues.

Cancer Voices Victoria is a state-based advocacy organisation. It aims to provide a unified, independent voice for all Victorians affected by cancer. It is an umbrella organisation for advocacy and support groups. Cancer patients, survivors, carers, medical providers, and any interested persons are welcome to be involved.

Breast Cancer Network Australia works to ensure that women diagnosed with breast cancer and their families receive the best information, treatment, care and support, no matter who they are or where they live. This is the peak national organisation for Australians affected by breast cancer.

Access and equityIdentify strategies to include traditionally hard to reach groups (people from Aboriginal and Torres Strait Islander backgrounds, from culturally and linguistically diverse backgrounds, from low socio-economic backgrounds and remote communities, and people with disabilities and mental health issues).

Consider how to include people at different stages in the cancer journey, including diagnosis, treatment, survivorship and palliative care.

To obtain representative and inclusive views, you may need to contact groups such as multicultural resource centres, Aboriginal controlled health organisations and community health centres.

Selection criteriaEach ICS will need to develop their consumer selection criteria and the process for engagement. It is important for new consumers to understand this process and the terms of their involvement.

Your selection criteria may change depending on the particular activity you are seeking consumers for. Consideration may need to be given to the time frame, location and demands of a particular role.

For a sample of a pamphlet for recruiting consumers see Appendix 1.

7

wAyS CoNSumerS mAy PArtICIPAte IN ICS ACtIVItIeS

Consumer participation can occur formally and informally and on various levels.

Key documents mentioned earlier provide excellent references to the ways that consumers may be involved in cancer control.

Ways that consumers have been successfully involved in ICS include:

• Consumer reference groups

• Strategic direction and policy development

• Consumer networks - Information dissemination - Capacity building

• Committee membership - ICS Governance Committees - Project steering committees - Tumour group committees

• Focus groups

• Attendance at conferences and education forums

• As educators: presentations, stories for advocacy and professional development for healthcare workers

• Surveys

• Peer support

• Volunteer opportunities - Cancer resource centres - Wellness centres

Examples within the ICS

NEMICS/ SMICS/GRICS

Consumer network newsletters distributed (CanNET VIC 1, SMICS, NEMICS and GRICS)

NEMICS Consumer members of the NEMICS clinical reference group since 2006

GICS Consumer needs analysis 2010, through consumer participation forums, case studies and questionnaires – 300 participants from across the region

Hume RICS Consumer presented at Department of Health Participate in Health Conference 2009: My story matters

BSWRICS Consumer presented a poster at the 2011 International Consumer’s Reforming Health Conference: The next wave in community engagement in healthcare

LMICS Development of Cancer Voices Victoria: Loddon Mallee Chapter 2011

See Appendix 2 for how to set up a consumer reference group and an example of terms of reference.

8

CoNSumer PArtICIPAtIoN orIeNtAtIoN

When an expression of interest is received, we recommend the person is contacted by a member of the organisation to clarify how they want to participate. Clarifying what their expectations are will guide how much and what type of information they need for orientation.

In some organisations consumers may need to be registered with the auspice agency as volunteers. This may require them to have police checks and attend volunteer orientation sessions. Some organisations may require consumers to sign confidentiality agreements.

Individuals who just wish to receive information about the activities of the ICS may only require basic information about the ICS and ongoing newsletters.

Consumers wishing to participate in ICS activities that require attendance at meetings and committees should receive appropriate information and background so that they are clear on expectations of their involvement. The following is a list of what they may require.

Background and ICS information

• Introduction (including establishment of the ICS and need for consumer participation)

• Victorian ICS distribution map

• Local ICS region and map

• Contact details for ICS secretariat staff

• Types of participation available

• List of useful consumer participation websites (Appendix 3)

• Vision and mission statements of the organisation

• Definitions

• Victoria’s Cancer Action Plan 2008–2011

• ICS Strategic Plan

• ICS Consumer Participation Plan

• ICS Supportive Care Strategic Plan

• Communication strategy

• Information about the specific role they are undertaking

• Information on self care (i.e. Cancer Australia Consumer Participation Guide)

• Local demographic and health service data

• Local cancer statistics

• Reimbursement information

Meeting procedures

• Meeting schedule

• Terms of reference

• Teleconference etiquette (Appendix 4)

• Videoconferencing etiquette

• Permission to distribute contact details form

• Minutes/Agendas

Training available

• Advocacy training

• Leadership training

• Local ICS training/professional development opportunities

• Media

9

CommuNICAtIoN StrAtegIeSThe purpose of a communication plan is to ensure that all stakeholders are provided with appropriate, up-to-date information. This will vary with the level of involvement with the ICS. There also needs to be a clear mechanism for feedback to the ICS.

A communication plan needs to:

• identify stakeholders

• define what it is you want to communicate to your consumers, i.e. what’s on, participation opportunities

• define how information can be fed back from consumers to your organisation

• determine a range of strategies for effectively communicating with them

• encourage engagement of stakeholders and foster commitment

• develop user-friendly information sharing through access to information about the aims and specific projects being undertaken by your organisation

• promote the concept of cancer services improvement.

CoNSumer mANAgemeNt dAtAbASe

One method of managing your consumer network is through a database. This can be used to record each member’s contact and diagnostic details, their skills and areas of interest, how they wish to participate and as a method of recording and keeping track to the types of participation opportunities each member contributes to.

See Appendix 5 for a sample database to support management and communication for a consumer network.

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SuPPort Once consumers have been recruited and their role clarified, consideration needs to be given to supporting them in their role. This support should include mentoring, training (see next section), having a designated contact person within the ICS for consumers, and practical aspects such as reimbursement.

MentoringConsider introducing new consumers to those who have already been involved in committees or other service improvement activities. Mentors are an invaluable way of helping new consumers learn about their role and what may be expected of them

Cancer Australia’s 2009 Consumer training and mentoring guide describes mentoring as ‘a process of mutual benefit where a more experienced person assists a less experienced person in their personal or professional development. The most common application of the mentoring process is when an experienced person helps a person new to their role adapt to the situation or helps a person prepare to take on a new role. It is built on a relationship of trust, sharing of knowledge and experience, communication and collaborative effort.’

For further information on mentoring, refer to the Cancer Australia document Consumer training and mentoring guide (see Key documents for details).

ReimbursementEach ICS will need to formalise its local policy on reimbursing consumers who are involved in the work of their ICS.

The Department of Health policy documents on consumer participation Doing it with us not for us: Strategic direction 2010–2013 and A guide to enhancing consumer and carer participation in Victoria’s Integrated Cancer Services (2007) provide some guidance for ICS in relation to reimbursing consumers for their expenses.

Accepted principles

A statement of local principles could include recognition of:

• the benefit of consumer input

• consumers not being out of pocket for attending agreed events such as meetings, functions or training

• reimbursement coming from an arrangement that is predetermined and pre-approved

• consumers having the option of opting out of local reimbursement arrangements

• consumers not being impeded in receiving reimbursement by onerous administrative procedures.

http://www.canceraustralia.gov.au/sites/default/files/user-upload/publications/consumer_training_and_mentoring.pdf

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Areas to be considered for reimbursementEach ICS will need to recognise the practices of their host organisation.

Reimbursement areas to consider could relate to a combination or all of the following:

Sitting fee A set dollar value for specific types of meetings, particularly where a consumer is involved in some form of governance role or specific task group.

Travel costs Method of calculation or reimbursement may be made on a choice of methods, such as:

• rate per kilometre travelled

• provision of fuel vouchers

• a set payment provided for people needing to travel

• reimbursement on train or tram tickets

• reimbursement of travel costs via ICS directly making travel bookings (significant travel only).

Other expenses Consumers may have considerable other out of pocket expenses, which could include:

• parking

• meals

• carer respite

• child care

• printing and materials costs (reimbursed costs or materials provided).

Other types of reimbursement

Gift vouchers may be provided in recognition of consumer contribution (this form of reimbursement may be useful as it does not affect any pension or income issues for the consumer).

AdministrationThe policies of the host organisation need to be considered. However, consumers should not be required to raise an invoice in order to receive reimbursement and simple claim forms should be available.

Where significant expenditure is required (e.g. interstate travel) it may be preferable, in consultation with the consumer, for these costs to be organised directly by the ICS.

12

trAININgA key enabler for meaningful consumer participation is the provision and uptake of training opportunities for consumers, health professionals and administrators.

Cancer Australia cites capable consumers as the second element in The National Framework for Consumer Involvement

in Cancer Control.6 It describes capable consumers as ‘those consumers who have developed knowledge from their experience and are able to represent the views of others’. These consumers need to have experience of cancer, motivation to improve outcomes for others, capability for the role they are in and an understanding of the context of their participation.

There is a ‘need for both formal and informal strategies to meet the diverse needs for training, education and learning for consumer participation’.7 This requires a range of education and training opportunities that acknowledge the needs of adults as learners.

In the Health Issues Centre’s Model of consumer recruitment and management December 20078 a number of principles of training for formal activities are listed. These may be useful for other ICS. The model asserts that training should:

• be built on and value the personal and life experiences of the participant

• be delivered in a manner that is clear and accessible

• employ a range of training styles (information provision, small group activities, and large group activities)

• actively involve relevant consumers, carers, service providers and clinicians in delivering training

• provide relevant reading materials and resources

• be undertaken by facilitators who have expertise in consumer participation and facilitation skills

6 Cancer Australia and Cancer Voices Australia. National Framework for Consumer Involvement in Cancer Control. Canberra: Cancer Australia, 2011.

7 Consumer Focus Collaboration. Education and training for consumer participation in health care: Resource guide and final report. Canberra: Commonwealth Department of Health and Aged Care, 2000.

8 Health Issues Centre. Model of consumer recruitment and management. Southern Melbourne Integrated Cancer Service, 2007.

• be undertaken at accessible locations and at suitable times

• provide appropriate mechanisms to ensure feedback is obtained from participants.

Consideration needs to be given to the amount of time that consumer and health professionals have available for training. As consumers are participating in a voluntary capacity they often have other commitments and may be constrained at times by changes in their health status.

The tables on the following pages outline some of the training programs available. The training programs have been loosely categorised into where they may fit in terms of the participation levels described in the National Framework for Consumer Participation in Cancer Control.

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Consumer participation education for consumers NOTE: The training programs listed within each level are examples of what is available. Where the course has been placed does not imply that it is a requirement or that the training is only relevant to that level of consumer participation.

• CCV Living with Cancer Education Program• CCV Cancer Carer Forums• CCV When Cancer Won’t Go Away• CCV Sexuality and Intimacy• Cancer Voices Victoria Advocacy Training

• Cancer Voices Victoria• BCNA Community Liaison Training• CCV Group Facilitator Training• HIC Consumer Participation in Cancer Research Training Program

• BCNA Advocate Training Program• HIC Certificate in Consumer Leadership

• Certificate IV in Business (Governance)• HIC Certificate in Consumer Leadership

• Certificate IV in Business (Governance)• HIC Certificate in Consumer Leadership

Informing

Consulting

Involving

Partnership

Consumer-led

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Consumer participation education for health professionalsNOTE: The training programs listed within each level are examples of what is available. Where the course has been placed does not imply that it is a requirement or that the training is only relevant to that level of consumer participation.

• CCV Living with Cancer Education Program Facilitator Training• CCV VCCCP Training• CCV Sexuality and Intimacy Forums• Cultural Awareness Training• Cultural Communications Skills Training

• CCV Living with Cancer Education Program Facilitator Training• CCV VCCCP Training• CCV Sexuality and Intimacy Forums• CCV Group Facilitator Training• Cultural Awareness Training• Cultural Communications Skills Training

• HIC Certificate in Consumer Engagement



Informing

Consulting

Involving

Partnership

Consumer-led

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Details of training courses for consumers

Organisation Content Target audience Contact CostsTypes and level of consumer participation applicable to:

Australian Institute of Community Practice & Governance

Certificate IV in Business (Governance)

Practical, accredited, staff governance training

For members and supporters of Boards, Management Committees and Councils of Australian community groups and schools

03 9320 6805 Yes • Consulting• Involving• Partnership• Consumer-led

Breast Cancer Network of Australia (BCNA)

Advocate Training Program: Seat at the Table

Provides thorough understanding of BCNA, programs, priority areas and events; also helps you present your story to various audiences.

Consumers and carers 03 9805 2500

1800 500 258, Community Programs Team

No • Informing• Consulting• Involving• Partnership• Consumer-led

Community Liaison Training Program

Community Liaisons are happy to share their experience of breast cancer. They can speak at fundraising events and other community activities. They provide an overview of the programs, information and support BCNA offers people affected by breast cancer

Women who have experienced breast cancer

03 9805 2500

1800 500 258, Community Programs Team

No • Informing• Consulting• Involving

Cancer Voices Victoria (in collaboration with CCV)

Advocacy Training Program

Provides the skills and knowledge required to become active and effective advocates for improvement to cancer policies and systems:

consumer participation

sharing experience

patients and carer issues

cancer awareness

principles of advocacy

understanding the cancer industry

using your story as an advocacy tool.

Consumers and carers [email protected]

03 9635 5069

Yes • Informing• Consulting• Involving• Partnership• Consumer-led


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Cancer Council Victoria

Group Facilitator Training Seminar

These include 1-day seminars about facilitation as well as information seminars. A guide to setting up a cancer support group is also available.

People who facilitate cancer support groups

9635 5000

13 11 20

No • Informing• Consulting• Involving

Living with Cancer Education Program

Run by trained health professionals, provides the chance to learn more about cancer, its treatment and their emotional reactions to it.

People with cancer, their friends and family

13 11 20

[email protected]

No • Informing

Cancer Carer Forums

Provide an opportunity to share experiences with others and receive the latest information and support. Cover:

• caring for yourself• effects on relationships • when the carer has cancer• information and support.

Family and friends caring for someone with cancer

13 11 20

[email protected]

No • Informing• Consulting

When Cancer Won’t Go Away

Provide the chance to speak with others in similar situations

People with advanced cancer, and their friends and families

13 11 20 No • Informing• Consulting

Life after Cancer Forums

Provide an opportunity to share experiences with others and receive the latest information and support

People who have finished cancer treatment and their family and friends

13 11 20 No • Informing• Consulting


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Health Issues Centre (HIC)

Note: Some of HIC’s programs have prerequisites for people participating

Certificate level course in Consumer Leadership

Programs can be run at a central location or as a customised learning program

• Engage as a consumer in health care services• Promote consumer engagement• Provide consumer leadershipMay be offered at a central location but can also be customised and run at a location convenient for the group arranging the program.

Consumers and carers 03 9479 5827

www.healthissuescentre.org.au


Consumer Participation in Cancer Research

Training program to support consumers to be involved in cancer research as members of the research team

Consumers and carers www.healthissuescentre.org.au Yes • Informing• Consulting• Involving• Partnership• Consumer-led

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Details of training courses for health professionals

Organisation Content Target audience Contact details Costs

Types and level of consumer participation applicable to:

Health Issues Centre

Note: Some of these programs have prerequisites for people participating

Training includes:

A vocational graduate level course in ‘Consumer Engagement’

Work within a consumer engagement framework

Support consumer engagement planning

Support the implementation of consumer engagement

Develop and implement consumer engagement strategies

Research skills courses are offered during the year

May be offered at a central location but can also be customised and run at a location convenient for the group arranging the program.

Health professionals 03 9479 5827

www.healthissuescentre.org.au


Centre for Cultural Diversity & Aging

Cultural Awareness Training Health professionals (03) 88237900

0418 353 752

www.culturaldiversity.com.au

Yes, sometimes

• Informing• Consulting• Involving

Cultural Communication Skills Training Health professionals (03) 88237900

0418353752

www.culturaldiversity.com.au

Yes, sometimes

• Informing• Consulting• Involving

Widders Consultancy

Aboriginal Cultural Awareness Training Health professionals (02) 6772 0204

0448 655 113

[email protected]

Yes • Informing• Consulting• Involving

http://www.healthissuescentre.org.au

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Organisation Content Target audience Contact details Costs

Types and level of consumer participation applicable to:

Cancer Council Victoria

Victorian Cancer Clinicians Communication Program Provides cancer clinicians with evidence-based communication skills through training

Delivered in the workplace by VCCCP facilitators to a maximum of 10 participants

Health professionals 13 11 20 Yes • Informing

GP Education

A range of workshops for GPs and practice nurses

GPs/ Practice nurses 13 11 20 Yes • Informing

BreastHealth Health and community workers new to breast health

13 11 20

[email protected]

Yes • Informing

Cancer Prevention for Health Professionals Working in Mental Health

Mental health professionals and community workers who want to update their skills and knowledge about cancer prevention and early detection strategies

13 11 20

[email protected]

Yes • Informing

Men’s cancers

Aimed at prevention and early detection strategies

Gives participants the skills and knowledge required to present men’s cancer education to individuals and groups of men

Health and community workers who want to update their skills and knowledge about men’s cancer

13 11 20

[email protected]

Yes • Informing

Living with Cancer Facilitator Training Program

Covers group facilitation skills, adult learning techniques, marketing skills, and orients participants to the facilitators’ manual and DVD. The course provides a chance to network with other professionals who are program providers as well as Cancer Council staff.

Health professionals, including oncology nurses, social workers, occupational therapists, pastoral care workers, radiotherapists and other allied health professionals who wish to be facilitators

13 11 20

[email protected]

Yes • Informing• Consulting

Sexuality and Cancer Workshops

Learn how to support patients through this difficult territory

13 11 20

[email protected]

Yes • Informing• Consulting






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eVAluAtIoNAt the time of printing this toolkit does not include a section about the evaluation of consumer participation.

It is acknowledged that evaluation of any program is an important component. The VICS Consumer Participation Network Group will be considering what elements an evaluation plan for consumer participation activities should include in work during 2012.

APPeNdICeS

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Appendix 1: Sample of pamphlet for recruiting consumers

Consumer Participation in Cancer Services Improvement

A range of Victorian and Australian initiatives are focused on improving cancer services and experiences of care. Crucial to the success of this work is the development of productive partnerships with key organisations and individuals. This includes the involvement of consumers (people who have had cancer), carers and the community as active participants in health care services planning and delivery.

Participation encourages consideration and debate in a way that allows people to be involved in decision making about their own health care and that of the community

The Hume RICS Consumer Network In 2008 a number of forums were conducted across the Hume RICS network to give people affected by cancer the opportunity to tell their story of their cancer experience and to offer suggestions on how they thought that experience could have been improved. Information from those forums has been an important component of further service improvement activities both within Hume RICS and in other Integrated Cancer Services. One outcome of the forums was the development of the Hume RICS consumer network. Being a member of the consumer network gives you the opportunity to find out what is happening to improve cancer services across the Hume Regional Integrated Cancer Services region. It also provides the opportunity for individuals to become more involved in service improvement activities. Ways in which you can have your say

There are a range of ways in which you can be involved in improving cancer services. This may involve: • participating in a public meeting • being interviewed about a particular issue • joining a one-off small group discussion • providing feedback on discussion papers • being involved in staff training and development so that service providers understand what it is like to have cancer.

You might be also interested in participating by: • acting as a consumer advocate • sitting on committees, working groups or reference groups • facilitating a support group. Registering interest in further opportunities for participation in improving cancer care If you would like to be informed of future activities of Hume RICS, please complete the slip on the attached page.

Consumer Participation Toolkit Page 2

Hume Regional Integrated Cancer Services Consumer Network

Response Slip I consent to my contact details being placed on a consumer participation register for use by Hume RICS to let me know about future consumer participation opportunities. Your information will not be used for any other purposes, nor will it be released to any other organisation. Signature: __________________________ Date: __________________ My contact details Name: _________________________ Postal address: _________________________ _________________________ _________________________ Email address: _________________________ Phone number: _________________________

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Appendix 2: Setting up a consumer reference group

Not all Integrated Cancer Services will establish a Consumer Reference Group (CRG). This will depend on the needs of each individual ICS and the readiness and skills of their consumers to form such a group.

If you are establishing a group, you will need to consider:

• The Department of Health policy documents on consumer participation: Doing it with us not for us: Strategic direction 2010–13 and A guide to enhancing consumer and carer participation in Victoria’s Integrated Cancer Services (2007). These documents identify the types of participation and the principles and methods for achieving them. These should inform the development of your CRG to guide the way in which consumers contribute to cancer service improvement within the region.

• What is the function this group will undertake and how does this fit into the structure of your ICS?

• What are the reporting and communication lines between the CRG, the Directorate/Secretariat and its governance groups?

• What is the meeting schedule for the group and how does this support the communication lines?

• What resources do the ICS have to support the group (e.g. staff time to undertake the administrative tasks associated with running such a group)?

• What skills do group members already possess and what do they need to develop in order to effectively participate in the group and advocate for service improvement?

Developing terms of reference document for the consumer reference groupThe following headings are recommendations only for consideration when developing terms of reference. They can be modified or added to depending on your individual ICS requirements.

BackgroundProvide background to the ICS, benefits and policy background to consumer participation in health service improvement.

Objectives/role/purpose Establish the purpose of the group and how it will contribute to service improvement initiatives. You can also include how the CRG will receive and provide information.

Key performance indicators

MembershipConsider:• who will be a member of the CRG (e.g. selected members of the available

consumers and how they will be selected) • number of members• term of membership• whether it will be an open or closed group.

What is the role of the ICS staff attending the meetings?

ChairConsider:• who will chair the group• whether they will be an elected consumer, how they will be elected and for

how long• whether the chair will be an employee of the ICS. What would be the

implications of this?

Meeting scheduleConsider:

• whether you need a quorum for the meeting to occur and what constitutes a quorum

• when / how often will meetings be held (consider lines of communication when scheduling this)

• where will they be held and what time.

Consider how often the terms of reference needs to be reviewed and add this to the document.

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Appendix 3: Useful websites

Australian Cancer Survivorship Centre www.petermac.org/cancersurvivorship/Home

Australian Commission on Safety and Quality in Healthcare www.safetyandquality.gov.au

Australian Government australia.gov.au

Cancer Australia www.canceraustralia.gov.au

Cancer Council Victoria www.cancervic.org.au

Cancer Voices Australia www.cancervoicesaustralia.org.au

Cancer Voices Victoria www.cancervoicesvic.org.au

Centre for Health Communication and Participation www.latrobe.edu.au/chcp

Consumers Health Forum of Australia www.chf.org.au

Health Issues Centre www.healthissuescentre.org.au

MacMillan Cancer Support Learn Zone learnzone.macmillan.org.uk/course/view.php?id=265

TargetMyCancer Jargon Buster www.targetmycancer.com.au/jargon.html#a

Victorian Government www.vic.gov.au

http://www.petermac.org/cancersurvivorship/Home

http://www.safetyandquality.gov.au/

http://australia.gov.au/

http://www.canceraustralia.gov.au/

http://www.cancervic.org.au/

http://www.cancervoicesaustralia.org.au/

http://www.cancervoicesvic.org.au/

http://www.latrobe.edu.au/chcp/

http://www.chf.org.au/

http://www.healthissuescentre.org.au/

http://learnzone.macmillan.org.uk/course/view.php?id=265

http://www.targetmycancer.com.au/jargon.html#a

http://www.vic.gov.au/

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Appendix 4: Teleconference etiquette

If you are chairing a teleconference meeting:

• Be prepared – set the teleconference call up in advance, and start the meeting on time.

• Introductions – state the names of everyone present at the table, and then ask each attendee teleconferencing to state their name.

• Audibility – make sure everyone can hear.

• Etiquette – remind everyone of teleconference etiquette.

• Latecomers – introduce anyone who arrives late.

• Conversations – during the meeting, encourage anyone who starts to speak to say their name before they begin, and ensure there is only one conversation at a time.

If you are teleconferencing in to a meeting:

• Be prepared – have your meeting documentation and phone numbers ready, and be on time.

• Phone – use a landline wherever possible. If the landline has a second line or call waiting, please disable it or silence it first. If you must use a mobile phone, please ensure it is charged.

• Noise – reduce the amount of noise around you by finding a quiet place to call from, closing doors, turning off other devices.

• Interruptions and distractions – avoid sitting at your computer while involved in a teleconference, put a sign up on your closed door, and switch off other phones.

• Conversations – when you wish to speak, state your name first, and use the Chair as the ‘traffic police’ if necessary. Ensure there is only one conversation at a time.

• Agenda – adhere to the agenda.

If you are present at a meeting where others are teleconferencing in:

• Be prepared – have your meeting documentation and phone numbers ready, and be on time.

• Noise – get yourself organised in your seat before the meeting starts, so that you are not shuffling paper during the meeting. If you do need to move about, do it very quietly as everything is amplified to those teleconferencing in. Remove watches, bangles or other items that will be noisy against the table.

• Mobile phones – turn your mobile phone off. If it must be left on, turn it to silent and leave it in your pocket or bag, as far away from the teleconference equipment as possible. The electrical noise created from even a silent mobile phone ringing can be extremely loud to those teleconferencing in.

• Microphones – feel free to check whether those teleconferencing in can hear you. At the same time it’s important to make sure you don’t yell into the microphones. Be very conscious of extendable microphones on the table, as these will pick up any extraneous noise. Use the mute button on the extendable microphones if necessary.

• Conversations – when you wish to speak, state your name first, and use the Chair as the ‘traffic police’ if necessary. Ensure there is only one conversation at a time. Also remember that you are talking to those in the room and those teleconferencing.

• Agenda – adhere to the agenda.

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Appendix 5: Consumer networks – sample database details

Demographic information

• Date of enquiry

• Name

• Address

• Phone - (H) - (W) - (M)

• Email

• How would you prefer we contact you? - home phone - mobile - email - letter/post

• Where did you hear about us? - newspaper - poster - website - brochure - word of mouth

Cancer experience / area of interest

• Which types of cancer are you most interested in? - breast - head and neck - colorectal - lung - genito-urinary (including prostate and testicular) - neurological - gynaecological - skin - haematological (including lymphoma, myeloma,

leukaemia) - upper gastro-intestinal (including pancreas, stomach and

oesophagus) - all types - other cancer related issues (e.g. palliative care,

supportive care, research)

• Interest - join registry to comment on documents, etc. - steering/working group (or specific project/s) - other

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