Session Overview I. Conferencing Equipment Review Equipment Components Video Conference Camera Overview Visual Concert Unit Overview Teleconferencing

Transcription

1 Video Teleconferencing Florida Department of Transportation

2 Session Overview I. Conferencing Equipment Review Equipment Components Video Conference Camera Overview Visual Concert Unit Overview Teleconferencing Unit Overview

3 Session Overview II. Conferencing Equip. Operation Remote Control Overview Placing Calls Using the Directory Equipment Features es

4 Session Overview III. Outlook Reservation Process Conferencing Reservations Bridge Components Outlook Group Schedules

5 Session Overview IV. Video Conference Etiquette Do s and Don ts of Video Conferencing

6 Video Conferencing Equipment Overview

7 Components for Polycom VSX 7000 Camera and Speaker System Monitor Display Remote Control Visual Concert

8 Video Conference Camera Camera The monitor and the visual concert equipment are all connected to the camera. There is no need to plug in or unplug any cables from the back of the camera.

9 Visual Concert VSX The Visual Concert Unit is typically used with the video conferencing camera to push a PowerPoint presentation through. This piece of equipment is connected to the VC camera and the other end connects to the back of the conference room pc.

10 Microphone / Teleconferencing Unit The microphones attached to this The microphones attached to this teleconferencing unit are tied into the video conference. Hitting the button in the middle of the microphones will mute and unmute the video conference which you can also do with the mute button on the remote.

11 Remote Remote Control Used for controlling the video conferencing equipment Access to the directory of other Turnpike units and video conference bridge lines. Ability to turn on and off the visual concert remotely On the back of the monitor remote you can locate the monitor input settings.

12 Remote Button Coding Green Calls Red Directional Control Purple Graphics for Visual Concert Orange Audio Control Blue Camera Control

13 The Directory You can access this screen from the remote control. From this screen locate the destination you wish to video conference to, highlight it, then hit the Enter button on the controller. You should be connected to your video conference.

14 Video Conferencing Reservations How to Reserve a Room, Resource, and Teleconference Bridge at Turnpike.

15 How To Reserve a Room From your calendar click on the drop down arrow next to New. On the top left handcorner ofthewindow. Click on Meeting Request.. Click on To. Type in the name of your invitee, click on Go, highlight the correct invitee s name, and click on Required or Optional. Repeat this for all your invitee s. When everyone s name is in the correct field click on Ok. Type in the Subject of the meeting. Then click on Rooms.

16 Continued Type in your search field. (TPHQ=Turkey Lake, TP Pompano=Pompano, TP Sunpass=Boca) Click on Go. Highlight the roomyou would like, then click on Rooms. Repeat for all rooms needed. Click on Ok. Notice that the room(s) you have selected have been added to the To field as well as the Location field. Select the Date and Time of your meeting. Click on Scheduling Assistant.

17 Continued From here you can verify that your invitees and rooms are available for the date and time you have chosen. You can also adjust the date and time if necessary. When you are done checking click on Appointment. Verify that all your information is correct and then click on Send.

18 Reserving a Resource From your invitation, click on To. Type in your search criteria, TPHQ (Pompano and Boca do not have equipment listed to be reserved). Click Go. Highlight the equipment you want and click on Resources. When you have added all the equipment needed, click on Ok. Click on Scheduling Assistant and check to make sure your equipment is available.

19 Reserving a Teleconference Or Video Conference Adding a teleconference bridge is the same as adding a resource except for theinitial search criteria. Teleconference bridges can be foundunderunder CO Burns, CO Rhyne, and D2 DO, Tele. Adding a Video Conference is also the same as adding a resources except you click on Rooms and select all the rooms that will be participating. Make sure that all Turnpike rooms (Orlando, Pompano and Boca) are all on ONE invitation. Be sure to invite TPKVC as an invitee. Note: If you are the coordinator of a meeting involving another District OR if you will have participants that will be calling in by phone only, then you will have to reserve a Video Conference Bridge. These are found under CO- Burns.

20 CO Video Conference

21 CO Video Conference

22 Turnpike Rooms w/ Video Conference Equipment TPHQ: 3163, 4101, 1093 and 1094 (you can also reserve any other room in Building 5315 but you have to make sure you reserve the Mobile Video Conferencing Equipment) TP-Pompano: 176A, 176B, 254 and 246 (Please contact Minnie Cooper to reserve 246) TP-Sunpass: 169 and 136 Orlando: TP-OCC Room A Note: If you have reserved a room at TPHQ in Building 5315 that does not have video conferencing equipment in it (1054, 2081, 2130, 2131, 3001, 3084, or 3121). You will need to reserve TPHQ, VC Mobile which is the mobile video conferencing equipment. Portable Units require some setup work by OIS and should ldbe reserved at least t24 hours in advance. As always, check the availability of your equipment, rooms and participants.

23 Continued When scheduling hdli a meeting with ihanother District i the policy is that each District is responsible for reserving their own equipment and room. The coordinator of the meeting will reserve the Video Conference Bridge line. If there is more than one Turnpike site involved please be sure to have one invitation with all locations included. If you are anticipating there being attendees that cannot make it to a video conference site and will need to call in please reserve a Video Conference Bridge. This will eliminate the possibility of feedback. The phone numbers linked to these bridges are: Video Conference Bridge 1: Video Conference Bridge 2: Video Conference Bridge 3: Video Conference Bridge 4: Video Conference Bridge 5: Video Conference Bridge 6:

24 If you reserve this room With Room Capacity of Then you must invite this Resource And invite Turnpike Headquarters - Ocoee TP-HQBLDG5315, Auditorium B 36 TPKVC TP-HQBLDG5315, Auditorium i A 110 TPKVC TP-HQBLDG5315, Room TP-HQ, VC Mobile TPKVC TP-HQBLDG5315, Room TP-HQ, VC Mobile TPKVC TP-HQBLDG5315, Room TP-HQ, VC Mobile TPKVC Continued TP-HQBLDG5315, Room TP-HQ, VC Mobile TPKVC TP-HQBLDG5315, Room TPKVC TP-HQBLDG5315, Room TP-HQ, VC Mobile TPKVC TP-HQBLDG5315, Room TP-HQ, VC Mobile TPKVC TP-HQBLDG5315 HQBLDG5315, Room TP-HQ HQ, VC Mobile TPKVC TP-HQBLDG5317, Room TPKVC Turnpike Operations Center Pompano TP-POMPANO ELEANOR, Auditorium A 50 TPKVC TP-POMPANO ELEANOR, Auditorium B 50 TPKVC TP-POMPANO ELEANOR, Room 254 Facilities 12 TPKVC 246 (See Note Below) 12 TPKVC Boca Data Center - Boca Raton TP-Sunpass Service Center, Room TPKVC Tp-Sunpass Service Center, Room TPKVC ROOM 246 in Pompano: Contact Minnie Cooper at ext and she will reserve room you will reserve your resources and dinvite it your people

25 First Method To Placing Video Conference Calls Cll Endpoint to Endpoint. Any two single units can call each other without using a bridge You can call another unit by the IP number Central Office Point to Point Calling District One Telephones have calling numbers. Example Computers also have calling numbers. Example

26 Second Method To Placing Video Conference Calls Cll Endpoint to video bridge. Three or more video units require a video bridge Video Bridge

27 Turnpike/Outside Vendor Conference Units OUTSIDE VENDORS CANNOT call into FDOT units or bridges. FDOT Offices must call the outside vendor to include them into the Video Conference. NOTE: Conferences with outside vendors CANNOT ensure video connection.

28 Outlook Group Schedule Outlook Resource From your calendar click on the View Group Schedules icon.

29 Outlook Group Schedule Click on New

30 Outlook Group Schedule Type the name of the Group Schedule you would like to create & click OK.

31 Outlook Group Schedule Click on Add Others and then click Add from Address Book

32 Outlook Group Schedule Change the date & look for the date you are interested in and you can view the schedules for that day. Note: This will be useful to find what rooms/resources are available before creating your meeting request.

33 Outlook Group Schedule If you open the group calendar and everything is blank you may need to click on Options and then click on Refresh Free/Busy.

34 Video Conferencing Etiquette

35 Video Conferencing Etiquette Arrive and be seated before the conference is scheduled to begin Have aclear agenda since video conferences cannot always be extended Appoint a meeting facilitator who is familiar with the video conferencing equipment and the agenda Inform participants what to expect and who will present Introduce all conference participants when the meeting begins. When participating p in amulti- point call, identify yourself and your location.

36 Video Conferencing Etiquette Turn off cell phones, pagers, and blackberries Have presentation material ready. Mute your microphone when calling into a multi-point conference call. calls to three or more sites. Multi-point are Always assume you are on camera, even when you are not speaking. Speak in your normal voice and make eye contact with the camera/monitor. Do not speak over people p or interrupt.

37 Video Conferencing Etiquette Avoid side conversations, fidgeting, g excessive movement, shuffling papers, pencil tapping, or making other extraneous sounds. In a multi-point call mute your microphone when you are not speaking. Make sure everyone is aware that there is a slight delay in video and audio switching. Allow the other person to finish speaking before you begin talking. pause for others to comment. After speaking, Refrain from leaving or re-enteringentering the room.

38 Video Teleconferencing Help Turnpike AV Coordinators: Florida Department of Transportation