Video Conferencing and WebEx to promote wider committee participation at national level

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1 YOUR REF OUR REF ENQUIRIES TELEPHONE DATE Dear Committee Members Video Conferencing and WebEx to promote wider committee participation at national level The SABS has implemented Video Conferencing together with a WebEx solution as a collaboration tool in support of the Standards Development process to promote wider participation at National level and to reduce the cost of participation in committee meetings for our members. Web conferencing is simply a traditional teleconference call with a visual component added to it. The visual component is not about seeing a webcam video of the other meeting participants (although it is possible), but rather to collaborate electronically and ensure that all meeting participants are able to see on their computers exactly what the meeting host has on his or her computer screen. It can either be a MS Word document, Excel spread sheet, MS Power Point presentation or even a video clip. The technology has become extremely simple to use, and even non-technical people can now join scheduled meetings online with ease. The SABS has Video Conferencing facilities at our Pretoria, Cape Town and Durban offices that can be used to join committee and/or working group meetings. The SABS would prefer that members in Gauteng, Cape Town and Durban areas attend meetings hosted in Pretoria by going to the respective Video Conferencing centres, instead of traveling all the way to Pretoria from Durban or Cape Town. Those of you who reside outside these areas can request to attend these meetings via WebEx or travel to the closest Video Conferencing location. However, for convenience, all other members who reside close to any of the above centres but are unable to attend a face-to-face meeting, are now able to request to attend via WebEx. Should you want to participate either via Video Conferencing or via WebEx please inform any member of your committee support team (SST) or the committee administrator (SEC. Members who have opted to attend via WebEx will receive an invitation (meeting request) with a unique hyperlink (URL) to the meeting number. You will have to accept this invitation so that your Committee Administrator can have a complete attendance record.

2 Technical requirements for participation using WebEx conferencing WebEx offers cross platform support. WebEx supports Windows, Mac, Linux, Solaris, HP-UX and AIX Operating Systems. The following system requirements apply to MS Windows, 32-bit XP, 2003, 32-bit/64-bit Vista, and 32-bit/64-bit Windows 7 equipped PCs: Internet Explorer OR Firefox OR Chrome web browsers JavaScript with Cookies enabled Requires Sun Java 5 or higher It is recommend ActiveX be enabled for Internet Explorer. If you using a non-windows operating system, please see the WebEx website for system requirements by clicking on, or manually inserting the following link, into your web browser You will also need access to the following equipment at your location: a) For Individuals: A computer with an Internet connection. In addition you will need one of the following for the audio component of your web conference: A computer equipped with (enabled) microphone and speakers A computer headset incorporating an (enabled) microphone (for VoIP option, free service, the preferred approach) A separate telephone on which to dial-in on a provided call-in number IF MADE AVAILABLE (e.g. via WebEx or a separate provider) by the conference host. Note that call-in toll charges may apply to this option and be charged to you via your telephone service provider. b) For groups participating from a single location: Internet connection Computer connected audio system, or telephone system having a conferencing speaker with a multi-user microphone pickup capability PC (e.g. LCD) projector connected to computer and a suitable screen.

3 How to test your laptop or desktop for WebEx compatibility ALWAYS test your computer/device the DAY BEFORE your web conference for compatibility issues by following the instructions below. Every time your browser or operating system updates, it can cause an issue. Experience shows that 98% of all connectivity issues you may encounter with web conferencing have to do with your computer and internet connection, NOT with the actual web conferencing product. Testing your computer takes 3 to 4 minutes under normal circumstances. Please do the test at least a day prior to the session (do not wait until the last minute) by following the steps below: Click on or manually insert the following link into your web browser Once the website displays, enter your name and address and then click on Test a Meeting screen print below. On some devices, occasionally a pop-up blocker may block the installation screen, so rightclick in the bar right below the address bar and select Install using ActiveX then follow the instructions to install. Be sure that you install using ActiveX, otherwise it will not work. (You may need to contact ICT Service Desk if admin privileges are required on your computer to install ActiveX). When you are successful, you will have automatically joined a WebEx session and see a pop-up screen that says "Host not in Meeting" in the middle of your screen. Click on OK

4 then on Leave Meeting, and again on Leave Meeting on the popup screen

5 You will then be returned to the main WebEx screen. If you do not see this message, please send an to for assistance. It is good practice to login 10 to15 minutes prior to the web conference to establish that there are no technical difficulties and that your connection is OK and, to avoid disrupting the meeting flow by joining late and thus also missing out on some of the content of the meeting. To join, follow the instructions that accompany your conference invitation sent via .

6 Participants joining a WebEx web conference session Follow these steps to join the web conference: Click on the link Join WebEx meeting in the meeting invitation received form the Host. Enter your name, address, and if requested, password (from your invitation and Click Join.

7 After you have started the WebEx session, a pop-up window will be displayed. Select Call Using Computer

8 Or, click on

9 for additional audio options. Note that call-in toll charges may apply to this latter option I will Call In and be charged to you via your telephone service provider. When Call Me is selected, you must first select the country South Africa and then type in your phone number

10 You will now receive a phone call (call back) and follow the voice prompt. No call-in charges will apply when this option is selected. Disable your screen saver, instant messengers and notifications. Use audio headsets when possible instead of speakerphones. Keep your head toward the headset or microphone when speaking. Keep papers away from the microphone to limit background noise. When not talking, keep the speaker phone on mute. You will now receive a phone call (call back) Follow the voice prompt Conclusion The SABS is pleased to be able to offer this time- and cost-saving solution to committee participation. Please do not hesitate to us at ecom@sabs.co.za should you have any queries. Kind regards MS Peter Senior Manager: Process and Support SABS STANDARDS DIVISION