SDPBC Video Conference Training

Transcription

1 SDPBC Video Conference Training Reading a print copy? Check online for latest version. Described on next slide. Updated October 9, 2015 Educational Technology Specialist Kim Culp

2 District HD Video Conference Support Site From palmbeachschools.org, search for Polycom Note: The search moves to the right side for all other pages after the main landing page Select the #1 search result to be taken to

3 District HD Video Conference Support Site

4 District HD Video Conference Support Site District HD Video Conferencing Main Site Why Video Conference In Schools? District Standard Solutions & Locations CMA Desktop Software Mobile Cart System Conference Room or Classroom Codec Distance Learning Lab District Training, Support & Resources Collaborating and Connecting Video Training and Resource Collections Documentation and Technical Support

5 Polycom HDX Parts Polycom HDX System PZR Camera Microphone Video Codec Remote These parts can be integrated into a classroom or conference room with a projector or put into a cart for an easy to use system.

6 Polycom Pedestal Cart System Future Authors Workshop Summer 2011: Frank Cerabino speaks to students at Don Estridge High Tech Middle School. Students from Glades Central High School can be seen participating via a Polycom Video Conference cart.

7 District Cart System AVTEQ Cart NEC 46 Monitor Polycom HDX p PZR Camera Microphone Video Codec Remote

8 Back of Cart (Basic Connections) Blue Orange Power Cord

9 Only Two Required Connections 1. Connect 25ft Orange Data Cable to Live Network Drop on wall (may have to disconnection teacher computer) 2. Plug in Power Cord Power Cord Orange

10 Only One Optional Connection Blue * If there is only one live data drop in the room, this Blue Data Jack can be connected back to the teacher computer via the 25ft Blue Data Cable

11 Before Wall Plate Data After Wall Plate Data

12 Possible Future Use Connections Second Monitor Output (not enabled) Computer Content Input (not used; use Adobe Connect) Blue Orange

13 Cables & Cart --- Moving & Storing Network cables wrapped in loose circular pattern and secured to cart with cable management velcro. Polycom remote locked up 2 keys: 1 for School Tech & 1 key checked out to teacher Two people move cart Move slowly over bumps--- camera has motor, glass door

14 Troubleshooting Power and Wiring Inside the Cart (School Techs Only) Back of Cart Comes Off With 4 Screws Physical power switch on speaker back at top of rack; ensure it is on Physical power switch on monitor rear by plug (behind center support column; different from small power button on front of monitor) Ensure all cables connected to plates & codec as they can come loose with movement of cart Looking inside back of rear panel, when powered on and plugged into live data, the network light on codec should be green. If not or intermittent, bypass the orange connection on the plate and connect directly from wall to Polycom codec. Cabling Diagram of cart posted on School Tech Support Site (accessible only to school techs)

15 Two Remotes? Two remotes with cart system Only need Polycom remote Leave other NEC monitor remote in box or school tech collect Keep Polycom remote secure behind locked glass or alternate safe area Keep new batteries in Polycom remote Suggest keeping laminated copy of remote button descriptions on cart

16 The Remote Tip: Replace 4 AAA batteries every two years. Corrosion is common, $180 to replace.

17 The Camera Camera can pan, zoom and rotate (PZR) with control from either side Powerful zoom can serve as a document camera or screen capture for super easy content sharing Use presets once wheels locked on cart Remote Sensor Do not capture lights (just below) or point at a window Turns backward when not in use Keep hands off---only turn with remote

18 Near vs. Far --- it is all relative! The Near Side is your end of the call The Far Side is the remote participant Of course this is all relative as you are the far side in relation to the other participant This concept is important in controlling cameras and communicating problems for troubleshooting

19 The Camera

20 The Microphone Very, very sensitive---able to pick up low volume It picks up whispering! Cart is a good location People tend to yell if far from mic due to poor speakerphone experience Downside of having it on a conference table or desk is that it picks up tapping and paper shuffling Suggest not putting on occupied student desk Always mute when not speaking in a group call (more than two people)

21 The Microphone

22 Microphone Mute Green lights on mic indicate on & active in call Red lights on mic indicate muted but active in call No lights on mic indicate not in a call or disconnected When near or far side is muted, indicator also shows on bottom of monitor

23 Troubleshooting Audio Each side must verify their hardware is working Do you hear the Polycom woman calling out numbers as you manually enter them on the Place a Call screen? If not your speakers are low or not working In a call, is the microphone muted (red light on mic)? In a call, is microphone light active (green)? Is near or far muted---check on screen indicator? Only one place to adjust volume---polycom remote--- is it all the way down?

24 Troubleshooting Audio VTC Callback, Polycom Test number in Directory has a microphone check built in to verify the mic works in a call School tech has CMA Desktop to assist in troubleshooting IT Customer Support Help Desk (PX 44100) can assist the school tech in troubleshooting

25 Troubleshooting Audio Test Your Mic From Home Screen, select the System button Select 2 Diagnostics Select 5 Audio Visual Mic & SpkrTest

26 Powering Up Steps 1. Flip Main Power Switch (green indicator light when on) 2. Press the Power Button on the Codec (blue indicator light when on) 3. Press the small power button under the bottom right side of the monitor

27 Powering Down Steps 1. Press the small power button under the bottom right side of the monitor 2. Press and hold the power button on the Codec for two seconds (blue indicator light goes off) 3. Wait 15 seconds after powering off the Codec, the flip Main Power Switch (green indicator light goes off)

28 SDPBC HD Video Conference Components Computer Desktop Mobile Cart Conference Or Classroom Codec Distance Learning Lab

29 SDPBC HD Video Conference Components Computer Desktop Mobile Cart Conference Or Classroom Codec Distance Learning Lab Conference Bridge Virtual Meeting Room

30 Point to Point calls allowed to bypass bridge SDPBC HD Video Conference Components Computer Desktop Mobile Cart Conference Or Classroom Codec Distance Learning Lab Conference Bridge Virtual Meeting Room Firewall Traversal

31 Point to Point calls allowed to bypass bridge SDPBC HD Video Conference Components Computer Desktop Mobile Cart Conference Or Classroom Codec Distance Learning Lab Conference Bridge Enterprise Management, Scheduling & Address Book Video Recording & Streaming Virtual Meeting Room Firewall Traversal

32 Hierarchy of Video Conference Call Types Research shows 80% of video calls happen inside the organization Others Outside District Content Provider Outside District Multi-Point Inside District Point-to-Point Inside District Experience early success by picking the low hanging fruit--- start here!

33 Hierarchy of Video Conference Call Types Others Outside District Content Provider Outside District Multi-Point Inside District Point-to-Point Inside District Examples: CAPSpace (schools outside District), local veterinary office private firewalls; public Internet; multiple IT groups Virtual Fieldtrip Examples: Cleveland Museum of Art, NASA enterprise firewalls; public Internet; experienced IT support on both sides; other brands of systems Example: Schools A, B, C and D use the District bridge and school A s meeting room no firewall; private network (controlled); single IT group; same systems; mute mics as best practice Example: Schools A calls school B by clicking on name no firewall; private network (controlled); single IT group; same systems ; no muting of mics

34 Placing the Most Simple Call : Pt-Pt Directory

35 Directory

36 District Directory Showing Test Numbers These three numbers are extremely helpful for testing and can be found in the Directory under the letter V

37 Recent Calls Screen

38 Answering or Ending Any Call

39 Our First Hurdle For Technophobes: IP and E.164

40 Helpful Analogy for Understanding Dialing Think of video conferencing dialing like a cell phone Every cell phone has a phone number. Similarly every Internet connected device (like the Video Conference System) has an IP address The directory is simply a speed dial listing of IP s for you to use when calling inside the District You can also call by directly dialing an IP Address IP Addresses are in the form of ###.###.###.### instead of ###-###-#### that you know so well

41 IP Addresses & E.164 Extensions In addition to the IP Address phone numbers we dial, sometimes we use an E.164 extension (like a PX) Inside the District, you can call other systems easily by: Using the Directory and just clicking on the name Knowing the IP, dialing it on Place a Call Screen Knowing the e.164 and dialing it

42 Home Screen Note IP Address and E.164 Extension

43 Place a Call Screen This is where you would manually enter an IP Address if calling outside the District or an E.164 if calling a meeting room on the bridge is the sweet spot for quality inside the District but you may need to go down to 768 or even 512 if calling outside the District to older equipment or over a slow connection.

44 Why not use the Directory---it is easier! Not every number you will ever need to call is in the directory Calls that can not be completed with the Directory Group Call (meeting room # required) You calling a site outside the District Sites outside the District calling you

45 Meeting Rooms ---What are they? Bridges bring people together In some organizations, a device called a bridge is required for all video calls We keep it simple---the bridge is only needed for a call with more than two people Think 3-Way calling...

46 Meeting Rooms ---How they function? Video example of a meeting room call in action beachschools.org/pla yer/0gzhp Filmed from State and Federal Programs Meeting Room. Participating sites: Pioneer Park ES, Bell Glade ES, Pleasant City ES & West Riviera ES

47 Meeting Rooms ---How they function? Near Side: Picture-In-Picture of your site (always present for confidence) Far Side Active Speaker (near side never shows here; distracting to see self full screen while talking) Far Side: Inactive Speakers in film-strip style view

48 Meeting Rooms ---How they function? Filmed with an iphone so audio sounds more like a speakerphone than in person where it is in stereo quality. Active speaker from the other sites rotate into the large frame from the small film strip view on the right. This happens automatically via voice detection. Site names show at the bottom of each pane during these transitions.

49 Meeting Rooms ---How they function? The large screen never rotates to show yourself (near side) when you are the active talker as it is distracting to see yourself full screen, but all other sites see you full screen. Bottom Line: Each site sees what is most natural for them, automatically

50 Group Call (3 to 6 People): Reserve a Meeting Room on the Bridge The Polycom video bridge has a max capacity of 6 If only two people need to connect, they should call each other directly, point-to-point Due to limited capacity, bridge space must be reserved using this online form: SDPBC Polycom Video Bridge Reservation Request Link Before submitting the request, check the online calendar to make sure there is an opening: SDPBC Polycom Video Bridge Calendar Link

51 Meeting Rooms ---Other Considerations Schools do not each have their own meeting room as they did previously---scheduling now required. The bridge is only licensed for 6 callers total Two 3-way calls or one larger call of up to 6 Less is More: too many sites are hard to coordinate and manage Mute mics when not speaking Consider zooming in a bit tighter due to PIP A recorded meeting room is not available at this time.

52 Stretch Break Take a minute

53 Who can I connect to? You can connect to any standards based video conference system These are typically names like Polycom, Tandberg, Radivision & Lifesize Old systems may be ISDN---those are obsolete and the District cannot connect to them Adobe Connect, Skype, FaceTime, & Google Hangout are proprietary and cannot connect to other systems SIP standards being adopted will improve interoperability in the future

54 Making Connections for Content Begin with the Video Conference Content Providers Database sponsored by Polycom Proceed to CAPspace after experienced Connect and collaborate with over 10,000 teachers in 38 countries with verified systems like yours

55 Considerations for Calls Outside the District You are leaving the District public network Call quality will typically be less than inside the District You are crossing multiple firewalls Calls with new contacts outside must be tested well in advance---one week As you will see on following slides, things are a bit more complicated If this confuses you, relax, start with easy calls inside the District first!

56 Calls Coming Directly To You (Point to Point) From Outside District Your IP is not accessible directly outside the District You need to know the E.164 extension assigned to your system (shown at bottom of your home screen along with your unit IP) This E.164 is not known directly outside the District If someone is calling into you from the outside, they will also need to know the District Video Conference IP: Example: If a system has an E.164 of 98765, a remote user will dial them with: ##98765 Replace the with the E.164 from your system

57 Sharing Content Sharing content simply means sharing your computer image or document camera or video during a video conference The absolute easiest way to share content is to point your camera at the screen or document and share via video conference. This is also great as a backup plan for content sharing should other methods fail.

58 Sharing Content Adobe Connect The District standard for Sharing Content is Adobe Connect Content being shared into the District from a Content Provider through Polycom is allowed Content sharing to/from the teacher computer and projector via Adobe Connect allows a large 100 diagonal image viewing of content & full 46 monitor viewing of the video conference

59 Contingency Planning Have cell phones or land lines for both sides teachers Have cell phones or land lines for both sides techs Have cell phones or land lines for both sides office Adobe Connect, Adobe Connect, Adobe Connect Test call, Test call, Test call (especially outside District) Send documents via attachment ahead of time so the call can be completed via voice if all else fails

60 School Techs At Polycom Sites Have CMA Desktop Access Useful to troubleshoot on site Useful to practice so teacher feels comfortable Useful as backup, but fixed lens camera & integrated mic are best for a small group CMA Desktop does not work outside the District Network at this time

61 CMA Desktop Installation (School Techs Only) CMA installation document distributed and reviewed at training; not on public support website Directions posted on School Tech Support Site accessible only to School Techs Only School Techs at sites with a Polycom System have been added to Active Directory group that can access CMA Desktop (personal account only, not with sysop or admin login) If a school has a Polycom system, and the school tech can not access CMA Desktop, place a work order

62 Troubleshooting Calls & Connectivity Use the three numbers for testing in the V s section of the Directory (shown previously) Call your school tech via their CMA Desktop Contact another District school with a system Call Mike Cordle, IT Service Desk from the Directory Call Kim Culp, Ed Tech from the Directory

63 Support The School Tech is the first contact for support The IT Customer Service Help Desk is the second contact (PX 44100) if School Tech can not resolve problem See support section from District Video Conference website (link and description at beginning of presentation)

64 Preparing for a Video Conferencing eoconf/hdvcpolycom/documents/prepari ngforavideoconference.pdf This is an excellent document to assist you in getting ready for a successful video conference Even seasoned video conference participants will benefit from reviewing this list before each conference

65 Video Conference Skills Checklist VCPolycom/documents/VideoConfernceSkillsChecklis t.pdf This is a checklist you can use during your hands on practice with your system After training and a little practice, you should be comfortable with these basic skills

66 Video Conference Tips for Success ideoconf/hdvcpolycom/documents/vid eoconferencetipsforsuccess.pdf These quick tips will help you optimize your video conferencing experience You'll find tips for a better classroom experience as well as simple suggestions for improving video and audio quality

67 Quick Tips for 1 st Time Participants

68 Review and Questions