SCHOOLS VIDEO CONFERENCING GUIDE

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1 SCHOOLS VIDEO CONFERENCING GUIDE Author: ITS Service Management Date: 11 th April 2007 Version: 1.1

2 CONTENTS CONTENTS... 2 REVISION INFORMATION... 2 INTRODUCTION... 3 WHY WOULD I WANT TO USE VIDEO CONFERENCING?... 3 SOLUTIONS... 3 Which Solution do I Require?... 4 Option 1 Desktop PC Solution... 4 Option 2 Classroom Video Conferencing System... 5 Option 3 Bespoke Solution... 6 HOW TO ORDER... 7 JANET VIDEO CONFERENCING SERVICE (JVCS) REGISTRATION... 8 How to Register... 8 FREQUENTLY ASKED QUESTIONS... 9 Can I use equipment purchased elsewhere to videoconference?... 9 Can I videoconference using Microsoft NetMeeting or other proprietary solutions?... 9 Can I videoconference via ISDN equipment?... 9 Can I video conference with business and foreign schools?... 9 Can I move a registered USB camera to another PC?... 9 What if I want to have more than 16 PCs registered to videoconference?... 9 PROCESSES Procurement Process Map Option Procurement Process Description Option Procurement Process Map Option 2 and Procurement Process Description Option 2 and Technical Support Process Map Technical Support Process Description...17 REVISION INFORMATION Reviewed by Date Revisions Jon First Changed address for FC Connections Lisa Jones All sections revised after changes to all procedures and processes. Simon Taylor All sections revised. Simon Taylor Updated prices L Jones Page 2 6-Jun-11

3 INTRODUCTION Video conferencing has been in use for many years, but following the connection of The Schools to high bandwidth Wide Area Networks (WANs) such as the WSGfL and advances in video conferencing technology an increasing number of schools are turning to this dynamic educational tool. WHY WOULD I WANT TO USE VIDEO CONFERENCING? You may be wondering how you can use video conferencing in the classroom. Whilst this resource is not intended to provide curriculum advice it may be worth noting Becta s comments on Video Conferencing in the classroom: Imagine that you are a Key Stage 3 history teacher looking at England, As part of a lesson on the Normans you link via video conference to the Public Record Office where actors take on the characters of a Norman and a Saxon and re-enact an encounter over taxation. Your pupils are able to question and challenge the characters and see artefacts, including a facsimile of the Domesday Book. Or imagine that you are a Key Stage 2 science teacher. You are studying the topic 'The Earth and Beyond'. You link your class via video conference to NASA, where experts lead your pupils in a discussion on living in space and link to astronauts in the space station, who answer questions from your pupils. - In addition to the 'expert' model, pupils can learn a lot by video conferencing with each other as part of curriculum activities. Some schools use video conferencing to enhance the international links work they do - through pupil use and also linking teachers together during staff meetings. It is also possible to multi-conference - hold a video conference between more than 2 parties. Optionally a video conference can be recorded for use later on and / or streamed to viewers who want to listen in on the conversation. This is not a current offering from WSCC but will be in the future. SOLUTIONS West Sussex County Council along with its partner First Connections has established agreements with the market leaders in Video conferencing to offer quality and cost effective solutions for use across the WSGfL and beyond. All solutions offered are based upon the internationally ratified H323 video conferencing standard. H323 is a secure, safe and reliable standard that, unlike other proprietary solutions on the market, will allow your school to communicate with national institutions such as the Imperial War Museum and the National Aquarium it is also a requirement of the National Education Network (NEN). In addition all hardware devices sold by our partner are compatible with the up and coming video conferencing standard SIPS. The relationship with our partner enables us to offer 3 distinct video conferencing solutions to meet the requirements of our schools, these are: A Desktop PC solution Class Room based solution Bespoke Solution L Jones Page 3 6-Jun-11

4 Which Solution do I Require? Option 1 Desktop PC Solution Schools Video Conferencing Guide The Desktop Pc solution is relatively easy to install and can provide reasonable quality images and sound and is excellent value for money. It is suitable for schools that are new to Video Conferencing and are looking to do small conferences (i.e. on a one to one, or small workgroup scenario) in a studio environment with other schools. Please note: If the school wish to carry out Video Conferencing in a classroom environment this option will not provide a high enough audio visual quality. Schools wishing to perform video conferences with a larger number of people should purchase option 2. Item Cost Description Video Conferencing software licence Registration to JVCS & WSGFL conferencing services This price is for the supply and support of software only. If your school already has a Camera, Headset and Microphone and simply wants the software to enable you to video conference via the WSGfL on a single PC this is the option to purchase. Registration to the WSGFL Gatekeeper and JVCS is essential enabling the video conferencing endpoint to communicate. Installation at School * 44.00/hour This should not take more that one hour per unit. Logitech Pro5000 Camera and Headset (or equivalent) approx The school will be provided with a good value camera and headset that connects to a PC via a USB connection. Note: Although Schools may undertake the installation of software and camera equipment themselves, SITST highly recommend using their installation service to help ensure trouble free installation and testing. Minimum System Requirements:- Camera (list of suitable cameras available upon request) Microphone and Speakers (many cameras carry a simple microphone and most multimedia PC s or Laptop s have speakers) Pentium III 733 Mhz 256 MB RAM Microsoft Windows 2000/XP with latest Service Pack L Jones Page 4 6-Jun-11

5 Option 2 Classroom Video Conferencing System This is the ideal video conferencing solution for schools that are looking to be more adventurous with the technology. This solution is designed with classrooms in mind and it incorporates the features and functions of many larger systems in a portable, high performance all-in-one set-top box. This will fit easily on any standard television, XGA monitor or used in conjunction with a Projector and whiteboard. It has an integrated wide angle camera with an extensive zoom, pan and tilt. This solution has superior video quality and the highest standard audio delivering CD quality sound. Not only does this solution produce excellent picture and sound it also has the highest level of embedded encryption (AES) included and protection against network interruptions with automatic down speeding and IPLR (IP packet loss recover algorithm). The X3 supports multiple video and audio in/outputs. 06/06/11 Item Cost Description Aethra X3 Class Based Solution 3, Aethra X3 Education bundle High quality video conferencing, with broadcast quality PTZ camera suitable for a large audience. High resolution data sharing capability High quality desk microphone system Installation Documentation and Training 1 year or 3 year FirstCare Support Registration with the help desk and WSGfL video conferencing services FirstCare includes all software updates and upgrades, Helpdesk services, on line training and replacement of faulty hardware with onsite engineer. Important: - A screen and speakers are not supplied as part of the solution Aethra X3 Class Based Solution 3, As above with 3 years support Lead times will be agreed between First Connections and the School at the point of order and will be dependent on stock and resource to install the solution. L Jones Page 5 6-Jun-11

6 Option 3 Bespoke Solution We would encourage schools to choose either option 1 or 2, but we appreciate that your school may have a particular need not catered for as part of the solutions above. It may be that you want a higher specification solution or it may be that you want a solution somewhere between options 1 and 2. If this is the case then you should contact First Connections and discuss your requirements with them. First Connections will create a solution tailored to your schools needs. The bespoke solutions can accommodate a wide range of input and output connections which means they are ideal to integrate into a presentation room, classroom or even assembly hall to provide not just video conferencing but to facilitate the integration of TV tuners, DVD players, additional cameras, Digital Whiteboards and PC inputs to provide the greatest level of flexibility and meeting room functionality combined with ease of use. Examples of items available include: Rack Mount VC codec Data sharing H.239 Dual stream IP support to 2Mb High quality desk microphone system Digital Audio System Sample Peripherals 50 XGA Plasma Floor stands for Plasmas Under floor cabling to desk area (for Microphone and data sharing device) L Jones Page 6 6-Jun-11

7 HOW TO ORDER Getting connected could not be easier. Simply visit WSGFL and choose the solution that meets your requirements. Option 1 PC Solution Log a Help Call with the Service Desk on The Schools IT Support Team will then liaise with you directly to discuss the Schools requirements and gather the required information to enable registration and installation. Options 2 & 3 Class Room Based and Bespoke Contact First Connections direct (details below); we would suggest that is the best method of communication for placing orders with First Connections. You will need to provide some basic information prior to the order being accepted, note that the lead times do not start until the school has supplied the complete information. The information required is: A Purchase Order (which details the solution being ordered) The Schools DFES Number Contact Details. (Name, Telephone and/or Mobile number and address) A Fixed Network IP Address which the Video conferencing system will be installed on, which must be statically assigned. The number should be selected from the following range allocated to the school ***.***.*** A Unique System Name e.g. SchoolName_Classroom_1 or for laptops Schoolname_Mobile_1. Each video conferencing system must have a unique name. It is essential that this information is supplied as part of the purchase order to enable registration of the equipment to the JVCS and WSCC networks to be carried out. Without this information the request for registration cannot be completed by the Schools IT Support Team. Hardware purchased as part of Option 2 or 3 will be installed on the date agreed between the School and First Connections, with registration and testing completed the same day. First Connections Contact Details: Phone: Video: (E.164) L Jones Page 7 6-Jun-11

8 JANET VIDEO CONFERENCING SERVICE (JVCS) REGISTRATION The JVCS is a national service providing high quality video-conferencing services to UK Higher and Further Education. The Phase 2 Project makes its services available to all schools throughout the UK. As part of the ordering process we will automatically register your school to be part of the JVCS in order to take advantage of the many benefits below. The JVCS provides a simple online Booking Service for arranging video conferences. Once a school has registered a video conferencing venue with the JVCS, schools can arrange video conferences with other schools, colleges, universities, museums, galleries and libraries throughout the UK and in other countries. Videoconferences may be point-to-point, between two schools or a school and another organisation, or multipoint, involving at least one school and two or more other schools or organisations. Organisations which are not already registered with JVCS can be brought into video conferences as guests. The JVCS dials out to each venue at the start of every video conference; there is no need to dial into a video conference once it is arranged. This ensures that no uninvited venues can join a video conference. Amongst other benefits schools can take advantage of the following once they are registered with JVCS: The national and international resources of museums, galleries, libraries, universities and colleges are accessible via the JVCS. The JVCS Booking Service provides a simple interface to arrange video conferences with other schools or organisations. The JVCS Management Centre dials out to each venue at the start of every video conference to ensure that no uninvited venues can join Tutorials on using the JVCS Booking Service are available online. You are able to register foreign schools and businesses as guests to the JVCS, thus allowing schools to conference with these organisations. This is dependent on a minimum criteria being met by the organisations. More information can be found at: conferencing%20service How to Register Registration onto the JVCS network is completed by a representative of the Schools IT Support Team (SITST) on your schools behalf. In order to register your school with JVCS the following information is required: The school E164 Number The name of your school The Type of Equipment and Codec, e.g. Camera Make and software Contact details (name, & telephone) Registration to the JVCS network will be undertaken at the same time as the registration to the WSGFL network. L Jones Page 8 6-Jun-11

9 FREQUENTLY ASKED QUESTIONS Can I use equipment purchased elsewhere to videoconference? For schools with existing equipment or for those who choose to purchase outside of this West Sussex framework, a Video conferencing Registration fee for connection to the services (Gatekeeper, MCU & Gateway) will be charged. The fee includes Solution Ratification, allowing all schools to have their system checked to ensure standards based solutions are always installed and indeed they have been installed correctly. The Schools IT Support Team (SITST) will carry out the registration and survey of equipment. The registration for all options and survey fees are a minimum of 40. Can I videoconference using Microsoft NetMeeting or other proprietary solutions? The network and services provided will only support video conferencing equipment that operates within the H.323 protocols for equipment over IP networks as ratified by the International Telecommunications Union (ITU). Microsoft s NetMeeting software and/or other proprietary solutions are not supported within the services. Can I videoconference via ISDN equipment? ISDN only based video conferencing systems are not supported within the West Sussex County Council Network. In addition it is not currently possible for schools to video conference with external establishments that use ISDN video conferencing equipment. When an ISDN call is made, unlike IP based calls, a charge is made for the use of the line. Whilst WSCC has the technology in place to allow ISDN calls, we do not have any methods for recovering the costs of these calls. We hope that this situation is temporary and will update this document with more information once we have established a process for recovering the costs. Can I video conference with business and foreign schools? Yes and No! If you have registered with JVCS you can, in turn register a business or a foreign school as long as they can provide you with a public IP address that is statically assigned to the video conferencing equipment. It remains the schools responsibility to liaise with the school or business to gather this information. If the school or business cannot supply you with a static public IP it will not be possible to register them via JVCS and videoconference with them. Can I move a registered USB camera to another PC? Each instance of the software is tied to a specific PC during the registration process. Should a School wish to move the facility to another PC they will need to request a re-registration of the software. This will be charged at 40. What if I want to have more than 16 PCs registered to videoconference? The range of IP addresses between ***.***.*** have been configured by WSGfL staff to allow videoconference traffic in and out of the school. Once registered to a camera and a PC with First Connections the traffic can pass securely. This permits a maximum of 16 IP addresses to be allocated to video conference from within any one school, which under normal circumstances should be adequate. If your school would like to register more than 16 PCs a change control request should be completed, more details can be found at L Jones Page 9 6-Jun-11

10 PROCESSES Procurement Process Map Option 1 L Jones Page 10 6-Jun-11

11 Procurement Process Description Option 1 Who What School 1. Visit WSGfL to decide on Solution Schools can visit to gather more information on the recommended solutions Go to step 2 School 2. Option 1 Chosen School 3. Log Help Call Three options are offered from WSCC. Keeping the options simple makes the procurement and support processes more efficient. If Option 1 has been chosen go to step 3 If Option 2 or 3 refer to the process for these options Log a Help Call on Go to step 4 Schools IT Support Team (SITST) 4. Contact Made with School The Schools IT Support Team respond to the Help Call. Go to step 5 Schools IT Support Team (SITST) 5. Information Gathering Schools IT Support Team (SITST) 6. Provide Quote SITST contact the School to request the required information to complete the order and registration processes. All information required gathered go to step 6 Further information required go to step 7 SITST provide quote to the School and send this via to them. Go to step 8 Schools IT Support Team (SITST) 7. Fact Find School Information for the registration and installation of Option 1 needs to be gathered to ensure that the successful installation and registration is undertaken. Until the correct information is gathered installation is unable to be undertaken. All information required gathered go to step 6 L Jones Page 11 6-Jun-11

12 Who What School 8. Order Raised Order raised and faxed back to SITST on Go to step 9 Schools IT Support Team (SITST) 9. Check Order SITST confirm all information on order and progress within IT Services, BID Purchasing. Go to step 10 BID Purchasing 10. Process Order BID Purchasing process the order as per standard processes. Go to step 11 Schools IT Support Team (SITST) 11. Arrange Installation If the School has opted to install the software themselves then SITST will arrange for the equipment and software to be distributed to the school and will undertake the registration process. Go to step 12 Go to step 13 if SITST installing the software etc School 12. Install Software School install the software and equipment and arrange testing of the solution. Schools IT Support Team (SITST) 13. Schedule Installation SITST will agree a date for installation of the software and equipment with the school and undertake the registration process. Go to step 14 Schools IT Support Team (SITST) 14. Install Software by SITST Installation undertaken and registration and testing completed. L Jones Page 12 6-Jun-11

13 Procurement Process Map Option 2 and 3 L Jones Page 13 6-Jun-11

14 Procurement Process Description Option 2 and 3 Who What School 1. Visit WSGfL to decide on Solution Schools can visit to gather more information on the recommended solutions Go to step 2 School 2. Option 2 or 3? Three options are offered from WSCC; this process is dealing with Room Based (2) or Bespoke solutions (3). If option 2, go to step 5 If option 3, go to step 3 School 3. Contact First Connections with Requirements Contact First Connections: Phone: Video: (E.164) The School must provide the following information as a minimum to First Connections, failure to do so will result in delays in processing the order: DFES Number Contact Details. E.g. Name, Telephone and/or Mobile number and address. A Fixed Network IP Address which the Videoconferencing system will be installed on, which must be statically assigned. The number should be selected from the following range allocated to the school ***.***.*** A Unique System Name i.e. SchoolName_Classroom_1 or for laptops Schoolname_Mobile_1. Each videoconferencing system must have a unique name. Details of the additional requirement. This could be a mid-range capture device or a plasma screen, etc. Go to step 4 First Connections 4. Provide Unique Quote Once the school have provided adequate information to First Connections a quote will be sent to the school based upon the details provided in step 3. First Connections will also set expectations regarding lead times (lead times start from when the school provides First Connections with a PO) Go to step 6 L Jones Page 14 6-Jun-11

15 Who What School 5. Send order to First Connections with minimum details Send the minimum details to First Connections as already detailed in section 3 above. Go to step 6 First Connections 6. Is request complete? First Connections will check the school s order and ensure that a valid PO has been included and all key information has been completed. If request complete go to step 7 and 9 If request is incomplete go to step 8 First Connections 7. Process registration First Connections will provide SITST with the information required to carry out the registration process. SITST will carry out the registration as detailed for Option 1. First Connections 8. Return request to school If the order is incomplete First Connections will return to the school indicating the additional information required. Lead times do not start until a completed order is received by First Connections. Go to step 5 First Connections 9. Order Equipment Once the order has been confirmed, First Connections will order the equipment and provide information to the School on lead times. Go to step 10 First Connections 10. Install Equipment First Connections will install the hardware at the School at the agreed times. L Jones Page 15 6-Jun-11

16 Technical Support Process Map L Jones Page 16 6-Jun-11

17 Technical Support Process Description Who What School 1. Fault with VC Service The school encounter a fault with video conferencing. Please contact the Service Desk/SITST on Go to step 2 Schools Information Technology Support Team (SITST) 2. Is the fault hardware or software related? After discussion with the school SITST will make a decision on whether the fault is related to hardware or software solution. If hardware, go to step 8 If software, go to step 3 Schools Information Technology Support Team (SITST) 3. Diagnose Fault SITST will diagnose the fault. Go to step 4 Schools Information Technology Support Team (SITST) 4. Can SITST Resolve? SITST will confirm whether they are able to resolve the fault or whether this will need to be passed to 2 nd Line for resolution. If SITST can resolve, go to step 5 If SITST cant resolve, go to step 9 Schools Information Technology Support Team (SITST) Schools Information Technology Support Team (SITST) 5. Attempt Remedy Go to step 6 6. Fixed? SITST are able to resolve registration issues and issues with the Software. If SITST resolved, go to step 7 If SITST cant resolve, go to step 4 Schools Information Technology Support Team (SITST) 7. Call Closed Once resolved an update will be placed on the Service Desk call record and will be closed. First Connections 8. Is fault with Option 2/3 Support is provided by First Connections if the Class based solution has a valid support contract. If the equipment was purchased from First Connections support is provided at initial registration and with the hardware purchased. First Connections will liaise directly with the School to L Jones Page 17 6-Jun-11

18 achieve resolution. Who What Technical Support Group (TSG) 9. Support provided by TSG If SITST are unable to resolve the fault the call will be passed to the Technical Support Group for resolution. TSG will attempt to remedy the fault. Go to step 10 Technical Support Group (TSG) First Connections 10. Fixed? TSG will look to resolve the call if they are required o go to First Connections for help then the call will also be passed to them. First Connections will then liaise with TSG to resolve the call. If fault resolved, go to step 11 If fault not resolved, go to step 12 Technical Support Group (TSG) 11. Call Closed Once resolved an update will be placed on the Service Desk call record and will be closed. First Connections 12. Supported by First Connections First Connections will liaise with TSG to resolve any issues. L Jones Page 18 6-Jun-11

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