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VA Technical Reference Model v 21.8

WebEx Meetings, Events and Training Client

General Information

Technologies must be operated and maintained in accordance with Federal and Department security and privacy policies and guidelines. More information on the proper use of the TRM can be found on the TRM Proper Use Tab/Section.

Website:	Go to site
Description:	WebEx Meetings, formerly known as WebEx Meeting Center, provides web-based conferencing functionality. Attendees can join meetings from multiple different types of devices. This technology is offered as software-as-a-service (SaaS) with a launcher downloaded to the desktop. WebEx is a division of Cisco. The TRM entry for WebEx Meetings and WebEx Training Center are TRM approvals for the same client software. This entry covers WebEx Meetings, WebEx Events and WebEx Training Center. This entry covers the Desktop Edition of this technology and not any mobile versions. Please note that the implementation of mobile technology applications that operate on Mobile Operating Systems must be reviewed and approved by the Mobile Technology and Endpoint Security Engineering Team: http://vaww.eie.va.gov/SysDesign/CS/MT/default.aspx The TRM decisions in this entry only apply to technologies and versions owned, operated, managed, patched, and version-controlled by VA. This includes technologies deployed as software installations on VMs within VA-controlled cloud environments (e.g. VA Enterprise Cloud (VAEC)). Cloud services provided by the VAEC, which are listed in the VAEC Service Catalog, and those controlled and managed by an external Cloud Service Provider (i.e. SaaS) are not in the purview of the TRM. For more information on the use of cloud services and cloud-based products within VA, including VA private clouds, please see the Enterprise Cloud Solutions Office (ECSO) Portal at: https://dvagov.sharepoint.com/sites/OITEPMOECSO
Technology/Standard Usage Requirements:	Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.
Section 508 Information:	This technology has not been assessed by the Section 508 Office. The Implementer of this technology has the responsibility to ensure the version deployed is 508-compliant. Section 508 compliance may be reviewed by the Section 508 Office and appropriate remedial action required if necessary. For additional information or assistance regarding Section 508, please contact the Section 508 Office at Section508@va.gov.
Decision:	View Decisions

Decision Source:	TRM Mgmt Group
Decision Process:	One-VA TRM v21.7
Decision Date:	07/22/2021
Aliases:	WebEx Communications, Cisco Systems Meeting Center, WebEx Meeting Center, WebEx Meeting Manager; WebEx Events Center; WebEx Training
Introduced By:	SCCM
Vendor Name:	Cisco Systems, Inc

Vendor Release Information

The Vendor Release table provides the known releases for the TRM Technology, obtained from the vendor (or from the release source).

Version	Release Date	Vendor End of Life Date
29.x	01/29/2015
30.x	03/08/2016
31.x	04/11/2016
32.x	02/02/2017	05/24/2019
33.x	11/27/2018
39.x	03/01/2019
40.x	02/03/2020
41.x	02/01/2021

Current Decision Matrix (07/20/2021)

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

The VA Decision Matrix displays the current and future VA IT position regarding different releases of a TRM entry. These decisions are based upon the best information available as of the most current date. The consumer of this information has the responsibility to consult the organizations responsible for the desktop, testing, and/or production environments to ensure that the target version of the technology will be supported. Any major.minor version that is not listed in the VA Decision Matrix is considered unapproved for use.

Legend:

White	Approved: The technology/standard has been approved for use.
Yellow	Approved w/Constraints: The technology/standard can be used within the specified constraints located below the decision matrix in the footnote[1] and on the General tab.
Gray	Unapproved: This technology or standard can be used only if a STAT review is conducted and signed by Associate Deputy Assistant Secretary (ADAS), Enterprise Program Management Office (EPMO) or designee and based upon a recommendation from the Strategic Technology Alignment Team (STAT) Working Group (WG), has been granted to the project team or organization that wishes to use the technology.
Orange	Divest: VA has decided to divest itself on the use of the technology/standard. As a result, all projects currently utilizing the technology/standard must plan to eliminate their use of the technology/standard. Additional information on when the entry is projected to become unapproved may be found on the Decision tab for the specific entry.
Black	Prohibited: The technology/standard is not (currently) permitted to be used under any circumstances.
Blue	Planning/Evaluation Constraint:The period of time this technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. If a customer would like to use this technology, please work with your local or Regional OI&T office and contact the appropriate evaluation office displayed in the notes below the decision matrix. The Local or Regional OI&T office should submit an inquiry to the TRM if they require further assistance or if the evaluating office is not listed in the notes below.

Release/Version Information:

VA decisions for specific versions may include a ‘.x’ wildcard, which denotes a decision that pertains to a range of multiple versions.

For example, a technology approved with a decision for 7.x would cover any version of 7.(Anything) - 7.(Anything). However, a 7.4.x decision would cover any version of 7.4.(Anything), but would not cover any version of 7.5.x or 7.6.x on the TRM.

VA decisions for specific versions may include ‘+’ symbols; which denotes that the decision for the version specified also includes versions greater than what is specified but is not to exceed or affect previous decimal places.

For example, a technology approved with a decision for 12.6.4+ would cover any version that is greater than 12.6.4, but would not exceed the .6 decimal ie: 12.6.401 is ok, 12.6.5 is ok, 12.6.9 is ok, however 12.7.0 or 13.0 is not.

<Past

CY2020

CY2021

CY2022

Future>

Release

29.x

Unapproved

30.x

Unapproved

31.x

Unapproved

32.x

Unapproved

33.x

Divest
[4, 6, 7, 12, 13, 14, 15]

Unapproved

39.x

Approved w/Constraints
[4, 6, 7, 12, 13, 14, 15]

Divest
[4, 6, 7, 12, 13, 15, 16]

Divest
[4, 6, 7, 12, 15, 16, 17]

Divest
[4, 7, 16, 17, 18, 19, 20]

Unapproved

40.x

Approved w/Constraints
[4, 6, 7, 12, 13, 14, 15]

Approved w/Constraints
[4, 6, 7, 12, 13, 15, 16]

Approved w/Constraints
[4, 6, 7, 12, 15, 16, 17]

Approved w/Constraints
[4, 7, 16, 17, 18, 19, 20]

Divest
[4, 7, 16, 17, 18, 21, 22]

Unapproved

41.x

Unapproved

Approved w/Constraints
[4, 7, 16, 17, 18, 21, 22]

Decision Constraints


[1]	Product may only be used to JOIN web based conferences scheduled by non-organization users (e.g. vendor partners). Once the WebEx meeting has concluded, users should uninstall the WebEx Meeting Manager software installed on the client system to ensure that only the latest version of the downloaded software is used for each external WebEx meeting. VA users MAY NOT schedule WebEx conferences, but instead should leverage the organization`s teleconferencing solution of choice, Microsoft Lync for VA hosted conferences. Teleconferencing should not be used to share desktop(s), transfer user control, or view/modify data with users outside the firewall whom have not obtained proper Department user credentials in compliance with Federal and Department security and privacy requirements.

[2]	Technology must remain patched and operated in accordance with Federal and Department security policies and guidelines in order to mitigate known and future security vulnerabilities.

[3]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[4]	Due to National Institute of Standards and Technology (NIST) identified security vulnerabilities, extra vigilance should be applied to ensure the versions remain properly patched to mitigate known and future vulnerabilities. The local ISO can provide assistance in reviewing the NIST vulnerabilities.

[5]	Due to potential information security risks, cloud based versions of this product are not permitted without a waiver signed by the Deputy CIO of ASD based upon a recommendation from the Architecture and Engineering Review Board (AERB). In addition, cloud based features of this software may not be used without an Enterprise Security Change Control Board (ESCCB) approval to ensure that confidential organization and/or PII/PHI data are not compromised (ref: VA Directive 6004, VA Directive 6517 and VA Directive 6513). Use of public cloud storage requires documented Federal Risk and Authorization Management Program (FedRAMP) compliance and a Memorandum of Understanding / Interconnection Security Agreement (MOU/ISA) between the vendor and VA prior to ESCCB review.

[6]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[7]	Users should check with their supervisor, Information Security Office (ISO) or local OIT representative for permission to download and use this software. Downloaded software must always be scanned for viruses prior to installation to prevent adware or malware. Freeware may only be downloaded directly from the primary site that the creator of the software has advertised for public download and user or development community engagement. Users should note, any attempt by the installation process to install any additional, unrelated software is not approved and the user should take the proper steps to decline those installations.

[8]	Due to potential information security risks, cloud based technologies may not be used without the approval of the Enterprise Cloud Solution Office (ECSO). This body is in part responsible for ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[9]	This product may only be used to JOIN web based conferences scheduled by non-organization users (e.g. vendor partners). Once the WebEx meeting has concluded, users should uninstall the WebEx Meeting Manager software installed on the client system to ensure that only the latest version of the downloaded software is used for each external WebEx meeting. VA users MAY NOT schedule WebEx conferences, but instead should leverage the organization`s teleconferencing solution of choice, Microsoft Lync for VA hosted conferences. Teleconferencing should not be used to share desktop(s), transfer user control, or view/modify data with users outside the firewall whom have not obtained proper Department user credentials in compliance with Federal and Department security and privacy requirements.

[10]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Users must ensure that they are using a current version of the Oracle Java Runtime Environment. Use of this technology is limited to JOINING external web-based training sessions scheduled by non-organization users (e.g. vendor partners). VA users must leverage the organization`s preferred teleconferencing solution, Skype for Business (Formerly Microsoft Lync), for internal hosted conferences. VA has selected Skype for Business as its preferred teleconferencing solution. No waiver or review is required for JOINING WebEx Meetings. Any use of this technology to host a VA event must be authorized by a Strategic Technology Alignment Team (STAT) waiver. There are no exceptions to the required waiver process for any reason. The STAT Board must seek guidance and/or approval from the Enterprise Security Change Control Board (ESCCB) as needed when a waiver is granted to host conferences.

[11]	This technology must not be downloaded from the Windows App Store. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Users must run this technology on a TRM-approved version of the Oracle Java Development Kit. Users must use the baselined version of Microsoft Internet Explorer and FireFox. Please visit these entries, linked on the category tab, for more information. Use of this technology on the VA network is limited to JOINING external web-based training sessions scheduled by non-organization users (e.g. vendor partners) until a full deployment of this technology is acquired. Once the Software-as-a-Service (SaaS) implementation is in place, the SaaS must be used through a provided link directing the user to the FedRAMP platform, and it may be used to host meetings. No other platform outside of the approved VA FedRAMP solution is authorized for hosting conferences.

[12]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[13]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact review (contact VA e-mail: [OIT ITOPS SD Engagement Requests]) prior to implementation to ensure proper compliance to VA network design and usage requirements.

[14]	This technology must not be downloaded from the Windows App Store. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Users must run this technology on a TRM-approved version of the Oracle Java Development Kit. Users must use the baselined version of Microsoft Internet Explorer and FireFox. Please visit these entries, linked on the category tab, for more information. Use of WebEx endpoint software on the VA network that is NOT connecting to the VA SaaS Enterprise WebEx cloud service is limited to JOINING external web-based training sessions scheduled by non-organization users (e.g. vendor partners). The VA Enterprise Software-as-a-Service (SaaS) implementation must be used through a provided link directing the user to the FedRAMP platform. This VA sponsored service MAY be used to host VA meetings. No other WebEx platform outside of the approved VA FedRAMP solution is authorized for hosting VA conferences.

[15]	Due to potential information security risks for cloud-based technologies, users should coordinate closely with their facility ISSO for guidance and assistance on cloud products. If further guidance is needed contact the Enterprise Cloud Solution Office (ECSO), which is the body responsible for new software development in and migration of existing systems to the VA Enterprise Cloud (VAEC) and ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised within the VAEC. For information about Software as a Service (SaaS) products or to submit a SaaS product request with the Project Special Forces (SPF) team, please use their online form. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[16]	This technology must not be downloaded from the Windows App Store. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Users must run this technology on a TRM-approved version of the Oracle Java Development Kit. Users must ensure that Firefox and Microsoft Internet Explorer (IE) are implemented with VA-approved baselines. (refer to the ‘Category’ tab under ‘Runtime Dependencies’) Per the Initial Product Review, users must abide by the following constraints: Only the VA approved FedRamp hosted instance of Webex Meetings can be used within the VA and any non-VA version of Webex Meetings should not be used to host VA meetings. No other WebEx platform outside of the approved VA FedRAMP solution is authorized for hosting VA conferences. Per Cisco “The customer must ask Cisco Webex technical support to set FIPS Mode on the customer’s Webex site and the host`s Windows platform must be set to use FIPS mode”. Webex Meetings must be configured to only store information on the VA FedRAMP Webex Meetings instance. Only the FedRAMP authorized VA approved Gov Cloud instance of the Webex Meetings solution can be used to host conferences. Internal Webex Meetings must be conducted through a provided link directing the user to the VA Webex website. Per VA Handbook 6500 Appendix D, Department of Veteran Affairs National Rules of Behavior, Section f (3) (page 68. D-10). It states the following: • I will not download software from the Internet, or other public available sources, offered as free trials, shareware, or other unlicensed software to a VA-owned system. Ensure that the latest version is installed. The National Institute of Standards and Technology (NIST) National Vulnerability Database should be referenced for vulnerabilities, and the product should be continuously monitored for security vulnerabilities. Use of WebEx endpoint software on the VA network that is NOT connecting to the VA FedRAMP Enterprise WebEx cloud service is limited to JOINING external web-based training sessions scheduled by non-organization users (e.g. vendor partners). Users in this scenario should not screen share or share any sensitive data on these 3rd party hosted conferences.

[17]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact review (yourIT Service Portal:[SNOW Service Requests]) prior to implementation to ensure proper compliance to VA network design and usage requirements.

[18]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[19]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[20]	Due to potential information security risks for cloud-based technologies, users should coordinate closely with their facility ISSO for guidance and assistance on cloud products. If further guidance is needed contact the Enterprise Cloud Solution Office (ECSO), which is the body responsible for new software development in and migration of existing systems to the VA Enterprise Cloud (VAEC) and ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised within the VAEC. For information about Software as a Service (SaaS) products or to submit a SaaS product request with the Project Special Forces (SPF) team, please use their online form. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[21]	Due to potential information security risks for cloud-based technologies, users should coordinate closely with their facility ISSO for guidance and assistance on cloud products. If further guidance is needed contact the Enterprise Cloud Solution Office (ECSO), which is the body responsible for new software development in and migration of existing systems to the VA Enterprise Cloud (VAEC) and ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised within the VAEC. For information about Software as a Service (SaaS) products or to submit a SaaS product request with the Project Special Forces (PSF) team, please use their online form. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[22]	This technology should only be used when required by a Veterans Affairs (VA) business partner for an approved VA Project. Use of this technology must comply with ESCCB requirements which include: Signed Interconnection Agreements/Memorandum of Understanding agreements (MOU/ISA) with each external business partner, compliance with VA Handbook 6500, and must implement appropriate National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) requirements for all devices interacting with this technology. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. As of January 27th, 2017, Risk-based Decisions (RBD) will be handled per VAIQ # 7769667. In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004, VA Directive 6517 and VA Directive 6513. The local ISO can advise on the ESCCB review process and ensure privacy of information compliance protections are in place.

Note:

At the time of writing, version 41.7 is the most current version released.

Note: This list may not be complete. No component, listed or unlisted, may be used outside of the technology in which it is released. The usage decision for a component is found in the Decision and Decision Constraints.
Name	Description
No components have been identified for this entry.


Collaboration and Electronic Workplace Collaboration Software	Real-Time and Team Collaboration

- The information contained on this page is accurate as of the Decision Date (07/22/2021).

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VA Technical Reference Model v 21.8

General Information

Vendor Release Information

Current Decision Matrix (07/20/2021)

Decision Constraints

References

Technology Components

VA Categories View the VA Categorization Framework

Operating Systems Supported by the Technology

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

General Analysis

Adoption Benefits

Adoption Risks

Architectural Benefits

Architectural Risks

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