AGENCY INSTRUCTION. DATE: May 20, 2011 ABSTRACT

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1 MIOSHA Michigan Occupational Safety and Health Administration Department of Licensing and Regulatory Affairs DOCUMENT IDENTIFIER: MIOSHA-ADM-11-3 SUBJECT: AGENCY INSTRUCTION DATE: ABSTRACT I. Purpose: This instruction is intended to provide guidance to Michigan Occupational Safety and Health Administration (MIOSHA) staff to utilize MIOSHA s Polycom video conferencing (VC) equipment. This equipment has the ability to connect to one or more remote video conference room sites using the State of Michigan (SOM) network for video, audio, and computer content sharing. II. Scope: This instruction applies to all MIOSHA employees. The video conferencing equipment has been configured by Department of Technology, Management & Budget (DTMB) and MIOSHA s Management Information Systems Section (MISS). III. References: A. Department of Technology, Management & Budget Video Conferencing Instructions and tips, B. Department of Technology, Management & Budget Video Conferencing Scheduling Form, asp. C. State of Michigan Video Conference Sites and contacts, ycounty.xls. IV. Distribution: MIOSHA Staff; General; OSHA Lansing Office; S-drive Folder Accessible; and MIOSHA Weekly. V. Cancellations: None. VI. Contact: Bob Kieffer, Program Manager, Management Information Systems Section, Management and Technical Services Division

2 VII. Originator: Martha B. Yoder, Deputy Director Michigan Occupational Safety and Health Administration Executive Summary MIOSHA purchased the polycom video conferencing (VC) equipment to cut travel costs when having meetings. This instruction provides responsibilities and procedures for the preparation and use of VC equipment. 2

3 I. Purpose. This instruction is intended to provide guidance to Michigan Occupational Safety and Health Administration (MIOSHA) staff to utilize MIOSHA s Polycom video conferencing (VC) equipment. This equipment has the ability to connect to one or more remote video conference room sites using the State of Michigan (SOM) network for video, audio, and computer content sharing. The meeting Host can directly call another remote VC site without DTMB assistance if the Internet Protocol (IP) address, Integrated Services Digital Network (ISDN) number, or remote site name is known (for registered sites only), and if the rooms have been reserved. If a call has been previously placed to a remote site, its number, address, or name will be in the recent call list, and it may have been added to the Directory for future use. Registered SOM VC facilities are owned and controlled by individual agencies, but a number have been made available for use by other agencies. There is no charge to book a SOM Registered VC room or use the equipment. Keep in mind that each site is unique and may have different capabilities than ours. II. III. Scope. This instruction applies to all MIOSHA employees. The video conferencing equipment has been configured by Department of Technology, Management & Budget (DTMB) and MIOSHA s Management Information Systems Section (MISS). References. A. Department of Technology, Management & Budget Video Conferencing Instructions and tips, B. Department of Technology, Management & Budget Video Conferencing Scheduling Form, C. State of Michigan Video Conference Sites and contacts, IV. Distribution. MIOSHA Staff; General; OSHA Lansing Office; S-drive Folder Accessible; and MIOSHA Weekly. V. Cancellations. None. VI. VII. VIII. Contact: Bob Kieffer, Program Manager, Management Information Systems Section, Management and Technical Services Division Originator: Martha B. Yoder, Deputy Director, Michigan Occupational Safety and Health Administration Definitions. 1

4 A. Bridge (or Bridged Meeting): DTMB coordinated meeting connection allowing video conferencing between more than two locations. B. Data Port: SOM local area network interface jack (where you plug your computer or video conferencing equipment Ethernet (network) cable into). C. Far-Site: video conferencing equipment not at your location (remote site). D. GOB Conference Room G Technical Contact (Technical Contact): the person for any questions or problems with using the VC equipment in GOB CR-G. E. Host: the person responsible for following steps for initiating, planning, and coordinating the VC meeting. F. IP Address: internet protocol address (i.e. unique internet addressing scheme in the format of ). G. ISDN Number: Integrated Services Digital Network (a type of phone line service with a corresponding phone number-like address). H. Near-Site: video conferencing equipment at your location. I. Point-to-Point: one video conferencing location communicating with one other video conferencing location. J. Remote Site Coordinator: the person responsible for ensuring the remote site is set up for the VC. IX. Planning a Video Conference. A. Begin planning your meeting by reviewing the video conferencing instructions and tips located on the DTMB website. B. Determine which other location(s) will be included in your video conference. 1. Point-to-Point (one remote location). a) If it is a point-to-point meeting to another registered SOM VC system, find the remote site in the SOM Video Conference Sites spreadsheet by county and follow the How to schedule information. Room availability for some locations can be viewed through the Microsoft Outlook Calendar application, or by contacting the owner. You will also have to reserve MIOSHA conference room G for the same time. b) If it is a point-to-point call to a location outside the SOM network, you must contact the remote site to get their IP address or ISDN 2

5 number. You can call another location that is outside the SOM firewall, but sites outside of the SOM firewall can not call you. 2. Multiple remote locations. a) Scheduling for more than one remote site requires electronic submission of the Video Conferencing Scheduling Form to DTMB. There is no cost or authorized requestor needed for scheduling, but changes to a scheduled meeting time made less than four hours before the scheduled beginning of the meeting incur a $ charge from AT&T. b) Registered VC locations are in the drop-down list of the Video Conferencing Scheduling Form. Conference room availability should be checked prior to submitting the form by looking up the remote location(s) name in the SOM Video Conference Sites spreadsheet and using the Outlook Calendar function, or by calling or ing the room s listed contact. c) Additional locations may be available (such as educational institutions), but require that prior arrangement for payment be made with the owner, and that the remote site be registered with the Bridge if used in a multi-point VC. d) VC rooms outside the state firewall must register with the Bridge before they can be included in a Bridged conference call. Follow the instructions on the form to contact DTMB to get the remote sites added. This can take considerable time, so please plan your meeting well in advance. e) When the VC is successfully scheduled, the Host will receive a confirmation by . f) Forward VC remote-site participants the information for the meeting (including the password), and any relevant hard copy materials well in advance of the meeting. g) All VC meeting locations should have a Host or Remote Site Coordinator and Technical Contact in the room. The equipment should be powered on 30 minutes prior to the beginning of the meeting to ensure all equipment is functional and the room is properly configured. If equipment problems are encountered, locate the conference room technical contact for assistance. Do not make Polycom VC equipment configuration changes unless instructed to do so by the contact. 3

6 h) Fifteen minutes prior to the start of the VC, the Bridge will begin calling ALL locations. If the equipment is not on or the call is not answered, the Bridge will call again, but only a total of five times. Calls not answered will not be included in the VC. i) AT&T administers the Bridge for the SOM, and should be contacted if there are Bridge problems before or during the conference. AT&T is not responsible for the equipment configuration of individual VC sites, just for the Bridge connection. AT&T support may be reached at (800) X. Participating in a Video Conference. The Host and Remote Site Coordinator(s) should be at the VC locations at least 30 minutes prior to the beginning of the meeting. A. Ensure the power cord is plugged into a receptacle, and that the network cable from the Polycom camera is plugged into an active data port. B. Power on the Polycom unit by flipping the power switch on the back of the Polycom camera unit. C. All functions of the Polycom system (except for power) use the Polycom remote control for input. See Appendix A for Polycom remote control button functions. Each monitor on the video conferencing cart has its own remote control, which should only be needed to power up, or shutdown the monitors. D. Application sharing with remote locations requires a laptop computer connected to the Visual Concert input device located in the Polycom cabinet. Refer to Appendix B for computer connections. E. If the monitors do not power on (green light on front of unit), turn them on using their separate remote control(s) or by using the power button on the front panel. F. By default, remote locations (Far Sites) will be viewed on the left hand monitor, and your room (Near-Site) will be viewed on the right monitor. G. When the Polycom startup sequence is complete, you will see the Home (also called the Place a Call ) screen where you see your room from your camera s perspective and calling options. H. Adjust the video camera view of your location (Near-Site). 1. Use the Polycom remote control to adjust the camera angle for maximum room coverage by pressing the Near button, then using the arrows to adjust left, right, up, or down. If necessary, move the cart to a location where all meeting attendees can be seen. Further adjustment can be made during the meeting. 4

7 2. If necessary, adjust the camera zoom with the Polycom remote by pressing the Near button followed by the Zoom + or Zoom- buttons. Further adjustments can be made during the meeting. I. Place the remote microphone of the Polycom VC unit on the desktop in the center of the meeting area. The microphone is very sensitive, so avoid shuffling papers, tapping on the desktop, or any other distracting sounds that will be transmitted to the remote site(s). NOTE: When the Polycom remote control is placed on a flat surface while not in a meeting, the Polycom unit will go into power saver mode after a short time. Picking up the remote will reawaken the unit. J. Joining a Bridged Meeting (multiple remote sites). 1. Wait for the Bridge to call your site. You will hear a series of two tones similar to a telephone ringing. 2. Press the green Call button on the Polycom remote to accept the call. 3. Enter the meeting password when prompted by pressing the On Screen Keyboard button on the remote. a) Navigate to the first letter (or number) of the password, and press the Select ( ) button on the remote. b) Continue until the meeting password is complete, then select the connect option. 4. If the meeting password you entered is correct, your site will then be admitted into the meeting and the Far-Site(s) already in attendance will be viewed on the Far-Site screen. K. Joining a Point-to-Point meeting. NOTE: It is a good idea to have the telephone number of the remote VC site, or a cell phone number of the Remote Site Coordinator in case you are unable to successfully complete the call to the remote site. 1. If you are Attending a point-to-point VC (not the Host ). a) Wait for the remote site to call you. b) When you hear the ring tones, press the green Answer Call button on the remote. 2. If you are Hosting a point-to-point VC. a) Call the remote site by using one of the following options: 5

8 (1) Enter the number/name directly in the Dialing Field. (a) (b) Press the green Call button to bring up the Home or Place a Call screen. Navigate to the Dialing Field using the arrow buttons on the remote control and enter the IP address, ISDN number, or name. (i) (ii) (iii) IP Address: Use the remote control number pad to enter the IP address including the periods. Then press the green Call button on the remote control. ISDN Number: Use the remote control number pad to enter the ISDN number. Then press the green Call button on the remote control. Name: Use the On-Screen Keyboard button to activate the keyboard and navigate to the alpha or numeric key corresponding to the first character of the name and press the Select ( ) button on the remote. Continue until the entire name, including any special characters entered. Then press the green Call button on the remote control. (2) Select the remote site from a Directory entry. (a) Press the green Directory button on the remote, or select it from the Home or Place a Call screen to open saved locations. Navigate to the desired site (if listed), and press the Select ( ) button on the remote control. (3) Select the remote site by choosing it from the Recent Calls list. (a) Select the Recent Calls option from the Home or Place a Call screen and press the Select ( ) button on the remote control. Navigate to the desired location and press the Select ( ) button on the remote control. 6

9 b) When the remote location answers the call, you will see them on the Far-Site monitor. L. Adjustments that can be made during a meeting. 1. Volume adjustments for sounds emanating from the Far-Site(s) are made using the Volume button on the remote control. 2. To mute the local microphone so the Far-Site will not hear your conversation, press the Mute button on the remote control. 3. To adjust the local Near-Site camera, press the Near button on the remote followed by the navigation arrows to pan left, right, up, or down. 4. To adjust the Near-Site camera zoom, press the Near button on the remote control followed by the Zoom + or the Zoom- buttons. 5. With some systems you can adjust the Far-Site camera by pressing the Far button on the remote control followed by the navigation arrows to pan left, right, up, or down, or use the Zoom + or Zoom- buttons. M. Sharing Computer Content. 1. Open the Polycom cabinet and use the supplied VGA and audio cables connected to the Visual Concert interface to connect to your laptop computer s video out and audio out jacks. For Visual Concert interface information, please see Appendix B. 2. Press the Camera button or the Graphics button on the remote to see input options. 3. Navigate to the laptop option using the remote control arrows and choose it by pressing the Select ( ) button. 4. Your computer desktop or content will now be shown on the Near-Site monitor and the application will be controlled by your computer. a) It may be necessary to hold down the <Fn> key and press the <F8> key on your laptop several times to send video to the video out jack on your laptop. 5. To stop sharing content, press the Camera button on the remote and change back to the camera input, or press the Graphics button on the remote for options. 7

10 XI. Ending a Video Conference. A. Announce the end of the meeting and press the red Hang Up button on the remote to disconnect from the VC. B. Disconnect your computer from the Visual Concert interface if used. C. Power down the Polycom camera by pressing the power switch on the rear of the unit. D. Turn off monitors. E. Place the remote microphone back on the Polycom cart. F. Unplug power cord from the wall. G. Return the Polycom cart to its original location if applicable. 8

11 Appendix A 9

12 Appendix B 10