Extreme Collaboration Is (Not) Rocket Science
Client: NASA’s Jet Propulsion Laboratory
Challenge: Implement an economical, remote, high-definition video technology that combines the convenience of remote collaboration with the positive dynamics of face-to-face meetings.
Solution: CSC selected and helped implement LifeSize Room at multiple JPL locations. The solution works in conventional offices and conference rooms, and uses the Internet instead of costly dedicated lines.
Results: JPL employees are enthusiastic about participating in remote face-to-face meetings, resulting in improved collaboration and reduced travel costs.
Learn more about our work with NASA.
by Todd Lucas
Nestled in the foothills of the San Gabriel Mountains in Pasadena, Calif. NASA’s Jet Propulsion Laboratory (JPL) has the feel of a bustling college campus, with dozens of buildings spread across many acres. While a beautiful setting, it is not the most convenient one when it comes to conducting impromptu face-to-face meetings with colleagues. A five-minute meeting can require an hour’s time when factoring in a minimum 20-minute “commute” each way.
To improve productivity and enhance the essential close collaboration among its 5,000 employees and contractors scattered across the globe, JPL decided an advanced video communications solution would be necessary. With CSC’s assistance, JPL chose the LifeSize Room high-definition video conference (HDVC) environment, which delivers numerous business benefits and brings new life to meetings.
Scientists at work
JPL is in the business of deep space exploration. As Tom Soderstrom, JPL’s IT chief technology officer, says, “We have the benefit of a lot of smart people at JPL. Not only can they put Rovers on Mars, but they can also do IT.” To broaden and expand the capabilities of its highly intelligent workforce, JPL stresses “extreme collaboration.”
That means frequent meetings among remote personnel and across several cultures. The LifeSize Room solution has full HDVC capabilities, providing a true-to-life experience. It enables eye-to-eye contact, which, says Soderstrom, establishes trust among colleagues, and lets participants experience the nuances of body language, contributing to a livelier group discussion. This improved telepresence is resulting in more effective collaboration for JPL and greater commitment among meeting participants.
The integrated LifeSize Room system features an embedded high-definition multipoint control unit that works securely over the Internet, eliminating the need for costly dedicated lines. Compatible with most HD displays, it works in conference rooms of all sizes. Due to its relatively low cost, JPL can deploy the technology at a wide range of locations, including key subcontractor and partner sites. Already more than 40 video conference systems have been installed at JPL, and more than 100 across NASA.
CSC worked with LifeSize to obtain three evaluation HDVC systems, which were installed at three different JPL facilities in Pasadena. Says Soderstrom, “We needed it to be easy to use and quick to connect — 10 seconds, not 10 minutes. It also had to be affordable enough so we could install it in many places, because if [one dedicated conference room] was always occupied, it didn’t do the users any good. It also had to be close to where the users were.”
Once tested and selected, the LifeSize system also proved to be a portable solution, allowing JPL to extend its environment to launch sites. “We can ship the LifeSize camera and codec to the site, and connect to a regular TV,” adds Soderstrom. “They just plug in and in 20 minutes they’re talking to JPL face-to-face.”
CSC Innovation Center
In late 2007, CSC opened its Pasadena Innovation Center, which, along with other innovation centers in the United Kingdom, Denmark, India, Australia, and Chantilly, Va. — allow clients to explore and prototype new IT solutions and business processes. JPL tapped into our Pasadena Center. Once LifeSize was chosen, our experts analyzed the Lab’s specific videoconferencing requirements and designed custom solutions to meet those needs. For example, we made recommendations to improve lighting, audio and other environmental factors based on the characteristics of each conference room. We also helped set up multiple live demonstrations and created customized user guides to help spur user adoption.
JPL employees are enthusiastic about participating in remote face-to-face meetings that are as productive and dynamic as live in-person meetings. Participants are finding that the high definition, virtual presence of remote team members energizes meetings and enables more meaningful dialog and group participation.
Virtual meetings, reduced travel
Since the introduction of the LifeSize solution, JPL has reported more frequent and timely meetings. They also met their goal of leveraging the Internet for secure teleconference communications instead of having to rely on proprietary technology.
Another benefit has been reduced travel costs. Direct and indirect benefits include significantly lower environmental impacts from meeting-related travel. Hours previously spent traveling are now spent collaborating and accelerating projects to completion.
Todd Lucas led the HDVC project with JPL while director of CSC’s Pasadena Innovation Center and is currently director of CSC’s Huntsville Conference and Innovation Center in Alabama.