Jamvee Unified Communications Portal Guide

Transcription

1 Jamvee Unified Communications Portal Guide December 2015 UCC GTM Team

2 Table of contents Portal Login and Account Management 1. Services Managed Via the Portal Portal Access Account Management Menu Bar Features Provide your feedback License details [ENTERPRISE ADMINS ONLY] Modifying Self Profile Change Profile Details: Change Password: My Dashboard My Resources Managing enterprises [PARTNER ADMINS] New enterprise Existing enterprise Managing Users [ADMINS ONLY] New Users Sequential User Creation Bulk Upload of Users Existing Users Modifying User Profile

3 Schedule Video Meetings Service 6. Scheduled Video Meeting Service User Roles: Scheduled Conferencing HelpDesk Managing Meetings Managing Own Meetings Scheduling a Meeting Meeting Information Room Selection Invite Participants (optional) Additional Meeting Options (optional) Audio Tech Line (optional) Review and Submit View/Modify Single Meeting View/Modify a Recurring Meeting Managing Meetings for Others For a Specific User For a Specific Meeting Calendar View View and edit your meetings straight from the calendar tool [ENTERPRISE ADMINS/USERS] Scheduled Conferencing Service Support

4 Jamvee UC Service 11. JamveeUC - Virtual Meeting Room (VMR) management Main Menu App Download Meeting Control App Managing enterprises [ADMINS ONLY] New enterprise Existing enterprise Managing users [ADMINS ONLY] New users Sequential user creation Bulk upload of users Existing users Modifying user profile Managing VMR details Creating VMR [ADMINs & PERMITTED USERS] Service Offers, Conference Profile and Call Profile Options Modify VMR Delete VMR Jamvee UC Service Support

5 Reports 18. Scheduled Video Meeting Service Reports Access to the reports Producing Scheduled Conference reports Generating a report Download options System properties in scheduled reports Jamvee Unified Conferencing VMR Reports VMR Reporting levels VMR Level privileges Accessing the VMR reports Generating a VMR report Hierarchical drill down/up VMR report download options System properties displayed per VMR report The Active VMR Ramp-Up Report [PARTNER AND ENTERPRISE ADMINS] Appendix 1 Example Scheduled Reports Appendix 2 Example VMR records

6 1. Services Managed Via the Portal The portal hosts two primary services the scheduled video conferencing service and the jamvee Unified Communications service, for audio, video and web meetings hosted in Virtual Meeting Rooms (VMRs). Note: Some screen shots may show another service, On-demand Video Conferencing that is no longer available. This can be safely ignored. 6

7 2. Portal Access When you access the jamvee portal for the first time, you will need to create your password. First time users will land on the Create Password page (This link is provided in the with subject line Welcome to jamvee - Set your password ) Please create an appropriate password as per the strength requirements. Next click the Create button and you should see a Success Message window Close the success message window and this will take you to the Account Login page described below. For all later visits, please enter your address and the password that you have set up, in order to log into the site. Forgot Password: In case you do not remember your password then please click on Forgot? and this will guide you through the password reset process. 7

8 3. Account Management Once you have successfully logged into your account, you will see a similar screen as shown below. 3.1 Menu Bar Features Brings you back to your My Account homepage Redirects you to the page to Download the jamvee Apps Enables you to manage Users (section 5), Conferences (section 6) & Rooms (section 7) Drop down menu enlists all available support features (section 8) Redirects you to the FAQ page Exit from the portal You can jump straight from the initial account management to booking a meeting using the button next to the My Scheduled Video Meeting option in the My dashboard. 3.2 Provide your feedback We are interested in capturing your views on our by clicking on this feedback link. This will help us to improve our service. 8

9 3.3 License details [ENTERPRISE ADMINS ONLY] This will display all the jamvee license consumption statistics for the various associated service offers. 3.4 Modifying Self Profile You can modify all the profile information associated with your account except the Conferencing Username and Company details Change Profile Details: If you wish to make any updates to your user profile, type in the relevant fields and then hit Enter key. Alternatively, after you type in the changes, you will see a new button Save Changes. Click on this button to save the modifications. Note: Timezone: This will be used as the default timezone for all the meetings. If you update your details then you may need to logout and again log in in order to manage the other details of your account. 9

10 3.4.2 Change Password: To change your account password, click on the Change button present below Password. You will have to enter your existing and new password details. Click Change Password button as highlighted below to save the new password. 3.5 My Dashboard To access your scheduled video meeting details, click on the Manage button for My Scheduled Video Meetings under My Dashboard Note: If you have been provisioned for more than one type of services you will see all the other services under My Dashboard. E.g. the image above depicts three services. For managing the jamvee scheduled video meeting service details, please select the My Scheduled Video Meetings option as depicted above. You can jump straight from the initial account management to booking a meeting using the button next to the My Scheduled Video Meeting option in the My dashboard. 10

11 3.6 My Resources To view the availability of the rooms for the desired meeting time, click on the View button for Rooms and Calendars as depicted below. Further details on room availability look-up have been mentioned in section 7. 11

12 4. Managing enterprises [PARTNER ADMINS] Selecting Enterprise under the Manage tab of the menu bar will land you on the screen where you can either manage an existing Enterprise or create a new Enterprise. 4.1 New enterprise Click on Create Enterprise option to add in a new enterprise into the database. Description of fields 1. Name: Name of the Enterprise to be provisioned 2. Encryption: Encryption can be chosen as ON/OFF. Note: - If the individual hosts of the conference choose to encrypt/not encrypt their conferences, this field will be over written at individual user level. 3. Partner: The Partner name will be selected automatically if the user has logged in as GMA Admin, if logged in as GMX admin the Partner name needs to be chosen. Note: - GMA Admin is the level of administration set up for jamvee partners who have signed the Wholesale Customer legal agreement. This administration level enables a partner to create and manage their own enterprises. GMX Admin is reserved for the operators of the jamvee service to onboard new partners and enterprises. When a new partner signs up for the jamvee service after having signed the necessary legal Wholesale Customer documents and required background checks, the company must be created on the system as a partner entity via the jamvee portal by a GMX Admin. 4. Password Expiration: Each enterprise can now decide to increase the level of security for their portal by setting an expiry date to the password of all users. This option sets the duration that a password will last for within a specific enterprise before 12

13 it has to be renewed. This can be set to Never, 30, 45, 60 or 90 days. The default is Never. Contact the support desk at to discuss this option if you are interested but do not have PARTNER ADMIN access rights. 5. Service: The type of service the customer has: Managed, Unmanaged, Hosted, Non-Hosted Selecting the Service Offers From the drop-down list, select the service offering which needs to be associated with the Enterprise and click on the Add button. You can choose one or more service offers per enterprise. As soon as you click the Add button the service offer gets added and is displayed as shown in the following image. Note: It is mandatory to choose a default offer for an enterprise by clicking the radio button circled in red above. Incase this is not done then none of the service offerings will be selected. To set PINs for the user, one of the service offers should be chosen for the enterprise as default option. Whatever service option(s) chosen by the Enterprise will be available to all the users. 13

14 4.2 Existing enterprise To look up an existing enterprise, type in the enterprise name and click on search option. This displays all the matching enterprises. Click on the Manage button adjacent to the enterprise you want to manage. This will display all the service details associated with the Enterprise. You can modify the existing details as well as delete the enterprise altogether. 14

15 5. Managing Users [ADMINS ONLY] To manage users select Manage -> Users from the menu bar as shown here. At this stage, you can either manage existing users or create new users. This applies only for users who have been set up either as ENTERPRISE_ADMIN or PARTNER_ADMIN 5.1 New Users There are two ways in which an enterprise admin/normal user can be created 1. Creating each user sequentially 2. Bulk upload process Sequential User Creation 1. On clicking Manage -> Users you will land on the following screen 15

16 2. Select Create User button, which will then take you on to the following page 3. Choose the Single User radio button as shown in the image above. 4. Fill in the first name, last name, and phone details 5. In the Role field select the required role. (for details on each available role type a. If you select role as Enterprise Admin/Normal User you will need to fill in the Enterprise details. b. You MUST select one of the business hierarchy roles (enterprise admin, normal user) for the users along with the conferencing functionality. 6. Click on Create User Account button. This will land on the following page John Doe The user is now created and an would be sent to the user with a link to set the password Bulk Upload of Users Using bulk upload, Enterprise Admins can create multiple users across their level and below levels. 1. On log in click on the Manage -> Users which will take you to the below page. 2. Clicking on the Create User button will land on the following page. Select Bulk Users. 16

17 3. On clicking on Bulk Users the following screen appears. 4. If the CSV template exists already then one can browse the file and upload the CSV files. In case the user does not have a CSV template, it can be downloaded by clicking on the Download CSV Template button. Fill in the following fields in the CSV template; 1. First Name :- First Name of the User 2. Last Name:- Last name of the user id of the user 4. Country Code:- Ensure to enter the country code within quotes +<country code> 5. Phone:- Phone number of the user 6. Role:- any combination of the following: NORMAL_USER, ENTERPRISE_ADMIN, CONFERENCE_READER, CONFERENCE_SCHEDULER, ROOM_ADMIN, EXCHANGE_ID_READER Note: - The fields under role are case sensitive. 7. Department:- Optional Information about user s department 8. Timezone:- Optional. Enter the value as Continent/City 17

18 5. Browse and choose the template, choose the enterprise and click on Continue 6. This will lead to the next page which displays the uploaded profile data. 7. Select the appropriate service either Scheduled Meeting service or jamvee OnDemand Video Conferencing Note: At this stage the profile is not yet created. The following screen only displays the uploaded data. At this stage if there are any errors in the uploaded profile, the profiles with errors appear in red under the Cannot be imported section. All the profiles without any error appear in Successfully imported section. 18

19 8. Clicking on continue will create the profiles for the users. An will be sent to the corresponding users asking them to set their passwords on the portal. 9. The following screen displays the successfully created profiles. 10. Clicking on Continue will successfully create the users and finishes the bulk upload process as shown below 19

20 11. Click on the Finish button to complete the bulk upload process for the profile creation. 5.2 Existing Users Once a user profile has been created, it can be individually managed to update profile information. If you are an Enterprise Admin then you can manage individual accounts for all associated Enterprise Admins and Normal Users. 1. On log in, click on Manage -> Users. This will take you to the following screen 2. Type the name of the user and click on Search. This will retrieve all the associated user accounts and display it as shown in the following pic. You can also search by option as well as by Enterprise/partner. 20

21 3. Clicking on the Manage button displays the profile of the user. 21

22 5.2.1 Modifying User Profile As an enterprise admin, you can modify all the profile information associated with any of the user accounts across all levels. Modification: Once the required changes have been done, click on the Update User Account button to save the changes. Deletion: To delete the user click on Delete User button present on the profile page Account Reset: To reset the account password for the user, click on the Reset button. By doing so, an with the link to reset the password will be sent to the registered id of the user. 22

23 6. Scheduled Video Meeting Service The jamvee portal hosts the Scheduled Video Meeting service which enables customers to book network resources in advance for video/audio meetings. Users can book a scheduled video meeting on the portal either as a dial in or a dial out. They may also opt to book resources only for a selflaunched or ad-hoc meeting. Scheduled Auto Launch: This video meeting is launched by the reservations team. This can be used by any managed services customer to select Tata Communications managed or certified rooms. Jamvee Clients cannot be included in a scheduled dial out conference. At the scheduled time the meeting is automatically launched to the rooms that were scheduled. The user need to be present in the room and accept the call (if the system is not in the auto answer mode). Scheduled Dial In: Such video meetings can be used by a jamvee Conference Service user to schedule a dial-in conference service (Scheduled Dial-In) on the jamvee Conferencing Platform. It allows the customer to schedule a jamvee call instead of just using the existing ondemand dial-in capabilities. This capability is not available for all customers and is available only for those who have subscribed for this service in the order form. At the scheduled time the user dials into the bridge and enters the PIN to participate in the conference. Self-launch/jamvee: Users may also participate in ad hoc or unmanaged meetings which can involve two or more parties within or outside their Enterprise (including Public Rooms). If you wish to book resources for such meetings, you can opt for the Self-launch conference option. This is not a managed conference and thus will only block the room resources without reserving any bridge capacity. The organiser should then circulate their own bridge details. If the person booking the meeting also has access to the jamvee service, then they can use this facility to reserve the telepresence or video conferencing room for use in a jamvee meeting. They fill in the Virtual Meeting Room (VMR) details to be used, and this will be forwarded to the attendees. The section in the notification (see example below) provides details to attendees on how to join from their web browser and other endpoint types into the jamvee VMR. Guests join the meeting at the allocated time using one of the joining methods outlined and the meeting will begin when the host joins the meeting Meeting Type JAMVEE UC Host VMR Demo Example Room Participant Pin code Joining Meeting (PARTICIPANTS) From your workstation: From other types of endpoints: How to join my jamvee meeting - Click Here 23

24 6.1 User Roles: This portal supports the User Administration functions at several levels. Based on the role the available access features are as mentioned below; Business Hierarchy Roles: Partner Admin: Have access to their level plus any user below their level (i.e. Enterprise / Individual users) Enterprise Admin: Can only access their particular business entity and all individual users associated with it. Thus, they can create and manage other Enterprise Admins and Individual users. Normal User: Can manage their individual account information through this portal. Conferencing Roles: Conference Scheduler: Can create scheduled meetings, modify and delete them. The visibility of what meetings this user edit is limited by the position of this user in the business hierarchy level mentioned above Conference Reader: Can only view scheduled meetings. The visibility of what meetings this user can view is limited by the position of this user in the business hierarchy level mentioned above Room Admin: Can only view meetings scheduled using a particular room. Such users will have very limited visibility of how much meeting related information is visible to them. Exchange ID Reader: Can schedule meetings on partner hosting exchange. Please note, this will involve incremental charges. 24

25 7. Scheduled Conferencing HelpDesk The Managed Video - 24x7 Scheduling & Support Desk, sits at the centre of our customer support structure, serving as the Managed Telepresence and Video Conference (VC) Help Desk. Our primary aim is to provide a premier customer service and support experience at every level and interaction to ensure you have everything you require to make your Telepresence and VC meetings successful each time, with the ease and simplicity you expect from a managed service. You can contact the support staff for all requests via phone, or online web portal. The support desk services your end-to-end meeting needs by assisting with: 1. Reservations Our reservations team is on hand to support all of your Telepresence and VC scheduling needs, including meeting creation, updates or cancellation, Room Conflict Management, site certification, and meeting confirmation requests. To contact the Reservations Team, please ucc.booking@tatacommunications.com or call at any of the numbers listed here. 2. Customer Service Support Each of our Customer Service Representatives are available to you 24/7, 365 days of the year to provide Level 1 (L1) support by answering any of your managed Telepresence and VC service questions, from scheduling (as above), account information, incident ticket reporting, or directing your call to the appropriate member of staff (such as technical support). To contact the Customer Service Team, please ucc.support@tatacommunications.com or call at any of the numbers listed here. 3. Technical Support Our VNOC Helpdesk provides Level 2 (L2) technical support for the active management of all live scheduled Telepresence and VC meetings. When required, they will coordinate with hardware vendors and system integrators to repair or replace faulty component parts for all managed equipment, or resolve any room integration issues. The Helpdesk is also responsible for coordinating remote software updates, ticket escalation, resolution and closure, preventative maintenance and proactive network monitoring. To contact the Helpdesk Team, please enterprise.support@tatacommunications.com or call at any of the numbers listed here. 4. Reporting Key reports and metrics will be sent to you via on a monthly basis that will include, but not be limited to, network and room service level availability, usage statistics and root 25

26 cause analysis with any corresponding corrective action plan for each in-room system, associated network and support levels we manage. For more information on reporting, please contact your Tata Communications Service Manager directly. 5. Training We believe that in order to enable your workforce with pervasive video meetings across your organisation, you need the resources and support to make initial adoption and continued, consistent utilisation an everyday reality. We will work with you to create a bespoke training strategy unique to you and your business requirements, including hosted training sessions, open houses and supplemental periodic training updates to an agreed schedule or ad hoc request. To contact the Enablement Team, please ucc.enablement@tatacommunications.com 26

27 8. Managing Meetings End portal users with specific roles can view, create, modify and delete (cancel) scheduled meetings. It should however be noted that users with administrative privileges (Partner/Enterprise Admin) can create, modify, delete and view meetings on behalf of other portal users. 8.1 Managing Own Meetings Any user who has CONFERENCE_SCHEDULER role assigned, can create and modify scheduled meetings. Users having CONFERENCE_READER role will still see the My Scheduled Video Meeting option in their dashboard, but can only view the meeting details. 1. To access your scheduled meetings follow the path: My Account -> My Dashboard -> My Scheduled Video Meetings (as depicted below) 2. This will take you to the following screen: If you have scheduling permissions then you will see the New Scheduled Meeting button. If you have only viewing permissions then you can use the search fields to look up the desired meeting and view its details. 27

28 8.2 Scheduling a Meeting The way of scheduling a meeting has been simplified so that just the relevant form entries need to be completed. This minimises the time needed to schedule a conference when compared to the previous arrangement. Each form is presented in an accordion format to make it simpler to show all the forms on one screen. Use the + and " at the top of each form header to open and close the Meeting Information 1. To create a new meeting, click on the New Scheduled Meeting button. This will take you to the following page where you can enter all the required Meeting Information. Notes: 28

29 ❶ Pre-Test is set to 15min by default. It is recommended to keep it at 15mins for auto-launch meeting. ❷ The Encryption field is set to Auto by default. If you select Enforced, then non-encrypted endpoints will not be able to join the meeting ❸ For a full explanation of the dialling options see Section 6. Auto-launch cannot be chosen if there are anonymous or interexchange endpoints chosen for the meeting. Select Self-launch/JamveeUC. When selecting the Hosting Exchange - Default (blank), is set to Tata Communications. If you select a different hosting exchange from the drop down menu, then two new fields appear: Hosting Exchange Dial-in number & Dial-in PIN Recurrence: Note: To set up a recurring meeting, first select the required Repeat option. Then fill in the desired recurrence pattern. 2. After entering all details, click on Continue. The next form is Room Selection where you can add private rooms, public rooms, inter-exchange or user defined endpoints/video enabled devices. Note: Auto-Launch Meetings can only be scheduled on Private and Public Rooms. Dial-in and self-launch meetings can be conducted through any combination of endpoints/devices. 29

30 8.2.2 Room Selection If you have any Private Rooms, then add them for the meeting. Once added, the room always appears at the bottom of the page PRIVATE Rooms 30

31 PUBLIC Rooms ❶ You can use the Filter option to narrow the room search ❷ Click on the Add button to add the desired public room for your meeting ❸ Once added, the room appears at the bottom. The red/pink highlight depicts existing meetings/overlaps in that room.. Please Note: Any meeting containing one or more Public rooms, will not be confirmed until the payment has been completed. For payment and scheduling related queries, kindly contact or call TPEX International at

32 INTER_EXCHANGE Enter the details of the Inter-Exchange endpoint you wish to add and click on the Add to List button. Once added, the room always appears at the bottom of the page USER DEFINED Enter the details of the endpoint you wish to add and click on the Add to List button. Once added, the room always appears at the bottom of the page 32

33 8.2.3 Invite Participants (optional) Once you have added all the rooms, select the Review and Submit button, or move onto another form by selecting the + button in the form you wish to complete. The next one in the sequence is the Invite Participants form. This is an optional stage that ensures your invitees receive the meeting details directly from the scheduling tool. You can either use this facility to send the , or skip the stage and forward on the scheduling details that are sent to you. If you wish to use this function, enter the details of the invitees and then select Review and Submit or move to the next form to complete. The next one in the sequence is the Additional Meeting Options Additional Meeting Options (optional) 33

34 Use this form to request optional services, such as a dedicated operator, or share additional comments with people who may need additional information, such as room administrators who may need to organise arrangements to support the meeting Audio Tech Line (optional) For some conferences, a user may want a dedicated technician assigned to ensure the highest possible support is being provided to your meeting. A dedicated technician will perform several tasks to support your meeting and help ensure the success of your conference, including: Prior to the call: For Dial Out and Interop calls, the technician will verify the booking against the bridge settings to ensure all configurations are accurate At call launch: For Dial Out and Interop calls, the technician will launch the call out to all endpoints and connect them to the bridge. During the call: The technician will remain on an Audio Tech Line for the duration of the conference to be available at any time for questions or issues that arise. For Dial Out and Interop calls, the technician will monitor the site connections to the bridge and react to any call drops or issues right away. For Dial-In calls that are Hosted on a Tata Communications Bridge, users can connect into the tech line to get a status of the sites that are dialled into the bridge. The technician can also assist in verifying the Dial-In Number, Host Code and Participant PIN for Tata Communications Bridge calls. The technician will not be able to provide these services for Dial-In calls Hosted on other carrier network. Use this form to request a dedicated technician for your call. The request must be made at least 24 hours before the scheduled meeting. The helpdesk will create an additional reservation ID for the Audio Tech Line. This reservation will have its own Conference ID linked to the Video Conference ID. The Requester and Host of the meeting will be sent an with the Audio Tech Line information (number and passcode). You can then dial that audio number during your meeting to be linked directly to your technician. Please note: The Dedicated Monitor Audio Tech Line number cannot be dialled from the IP phone in the Telepresence room. The Host or Requestor will have to use another phone or a mobile phone to dial the number. It is assumed that anyone calling into the Audio Tech Line has authority to request status and make changes to the meeting. We therefore recommend only sharing this information with authorized individuals. 34

35 8.2.6 Review and Submit When all the forms have been sufficiently completed for the dialling option chosen, you can jump to the Review and Submit screen, to see the completed booking form ready for submission. 35

36 The meeting invite has not yet been sent. Review all the information on the screen and then click on Finish. Once you close the success message window, you will see the details of the newly created meeting. 36

37 8.2.7 View/Modify Single Meeting On your dashboard, once you select manage for scheduled meeting, you will land in the following page where you can search for the existing meeting wither by Conference ID or by Time range or an External ID (if applicable)) Enter the details and click the Search button. You should see a screen similar to the one below: View Details: Click on the View Details button to display detailed information of the meeting. Modify: Selecting the Modify button opens up the edit meeting flow which is similar to new meeting screens. Once you have made the necessary changes an update will be sent to all participants. Note: If the meeting is currently in process then you cannot modify or delete it. Only the view details button will be available. Cancel: Once you click this the meeting will be automatically deleted and you will see a success message window. 37

38 8.2.8 View/Modify a Recurring Meeting On your dashboard, once you select manage for scheduled meeting, you will land on the Managed Scheduled Meetings page. When searching for a specific meeting you willyou will see a screen similar to the one below: Show Series (highlighted above): DisplaysDisplays all the instances of the recurring meeting inorder to modify one instance of the series. A. Select the meeting you would like to view/change B. View Details: This displays the detailed information of the meeting. C. Modify: Selecting the Modify button opens up the edit meeting flow which is similar to new meeting screens. (Refer section 6.1.1). To modify a particular instance, first expand the series by selecting Show Series. Then click on the modify button for that meeting. When you enter the modification flow, you will see the options as below. Select as desired. Once you have made the necessary changes an update will be sent to all participants. Note: If the meeting is currently in process then you cannot modify or delete it. Only the view details button will be available. 38

39 D. Cancel: You will receive a prompt to either delete the particular instance of the meeting or the entire series. Once selected, meeting/series will be automatically deleted and you will see a success message window. Note: If you click cancel before expanding the series, it automatically deletes the first instance IMPORTANT: - When making a modification at the series level, it overrides all prior changes (this includes the cancellation of one instance, in the middle of the series) 8.3 Managing Meetings for Others To manage meetings on behalf of others the user should have the following role combination. ENTERPRISE_ADMIN, CONFERENCE_READER, In order to access the meeting they can follow one of the below routes: For a Specific User 1. On the top Menu bar take the path Manage -> Users. This takes you to the following screen. 39

40 2. Lookup the user through the search fields. Once you have the list of users, click on the Manage button for the user whose meetings you wish to manage. 3. This displays all the user related details. In User Dashboard, click on the Manage button for Scheduled Meetings. 4. You will see a screen similar to the Manage option for your Scheduled Meetings 5. Now you can either create a new meeting or manage existing meeting for this user. a. New Meeting: Follow the steps mentioned in the earlier section Note: In the Meeting Details screen you shall notice that the organiser details are that of the user on behalf of whom you are creating your meeting. b. Modify Meeting: Follow steps outlined earlier for a single meeting or recurring meeting 40

41 8.3.2 For a Specific Meeting On the top Menu bar take the path Manage -> Conferences. This leads to the following screen. Lookup the meeting you wish to manage through the search options 41

42 9. Calendar View To view the availability of the rooms for the desired meeting time, click on the View button as depicted below. You can access this from My Accounts -> My Resources -> Room and Calendars This takes you to the following page. Click on Search. This displays a list of all rooms. Step 1 Step 2 Select the tick box for the required rooms. This automatically displays the room information as depicted below Step 3 To view the available time slots on the select meeting rooms, click on Room Availability Step 4 42

43 Step 5: In the Room availability screen, you can look up the room bookings by using any or all of the features described below Time Range: Enter the date and time range you wish to search for and click on the View button. 2. Date Picker: Use the arrow keys to navigate between the different dates within the selected time range. 3. Availability Panel: This panel displays the room s availability for the date selected in the date picker. You can use the scroll bar at the bottom of the panel to view the bookings across various times of the day 4. Time Zone: In case you wish to view the room s availability as per a different time zone, then select the desired value from the drop-down menu. You can use this tool to find out the common meeting time slot across all desired resources. After view the availability, please follow the steps detailed earlier to manage your scheduled meetings. 43

44 9.1 View and edit your meetings straight from the calendar tool [ENTERPRISE ADMINS/USERS] If you search the room calendar to find a meeting that you have arranged, then it is now a much simpler task to view and modify details of the meeting directly from the calendar, using the icons enclosed within the slot shown on the calendar. Click the "eye" icon to "view details" of the conference all the information submitted when the meeting was first booked is shown. Click the "pencil" icon to "modify" the conference enabling you to change the date, time, location, encryption options, invitee list and many other meeting parameters if required. "Enterprise admins" can use these functions for all company meetings within their enterprise. This facility is not available to Partner or GMX admins. 44

45 10. Scheduled Conferencing Service Support The jamvee portal has the following support features. Displays the Customer Service Desk contact details Opens up the online request form Contains all documentation for the service Select Managed Scheduled Conference to enter your trouble ticket request. For any further queries please contact our 24x7 jamvee conferencing support desk: Universal International Freephone Numbers (UIFN): Finland, France, Germany, Singapore, South Africa, United Kingdom International Toll Free Service (ITFS) Number France India Singapore United States of America For more contact details please refer to the Managed Video 24x7 Scheduling & Support Desk 45

46 11. JamveeUC - Virtual Meeting Room (VMR) management Jamvee Unified Communications service provides access security through the use of host and participant access methods. The portal supports the User Administration functions at several levels including: Partner/Wholesale customer, Enterprise and Individual users. Based on the role the available access features are as mentioned below: Co-branded Wholesale Customer/Partner Admin: Have access to their level plus any user below their level (i.e. Enterprise / Individual users) They can use the portal s functionalities to; Create other Partner Admins, Enterprises, Enterprise Admins and Individual users Generate new virtual meeting rooms for all levels of users Manage existing users at all levels below your level. Enterprise Admin: Have access to their particular business entity and all individual users associated with it. They can use the portal s functionalities to; Create other Enterprise Admins and Individual users Generate new virtual meeting rooms for yourself, other enterprise admins and normal users Manage existing users at all levels below your level. Non-Branded Resellers (Sales Agents): Are supported by the Tata Communications User Administrator Individual Users: As a normal end user, you can manage your individual account information through this portal. Please refer following segments for details on using each functionality. Virtual Meeting Rooms are managed in the My Dashboard area (see below) and via the main menu 46

47 12. Main Menu My Account: Take you to the main dashboard detailing you profile, where you can change your password and access the services you have been provisioned for. Manage: If you are an administrator you can manage your customers or enterprise from here, depending on your admin status. Regular users will not see this function. Meeting Control: Enables you to control your own live meeting as a host. Enterprise Administrators can view the status of meetings across their organisation Support: Provides links to important functions, such as support contact details, trouble tickets, service documentation and materials, FAQs and the App Download. 13. App Download When you select Apps from the Support tab on the top menu bar, it redirects you to the download page (image below). The portal automatically detects your device details and displays the download button. Click here to download the jamvee UC App Click here to open the jamvee UC App user guide 47

48 14. Meeting Control App The Meeting Control App is designed for hosts or administrators to control live meetings (meetings that are in progress). Hosts can manage the virtual meeting rooms (VMRs) under their accounts while administrators can view and control all meetings across their entire enterprise. 1. Live Meeting Overview 1. Number of the participants in the meeting. Colour turns from green to red, when the meeting has reached the maximum number permitted (as defined by the VMR type). 2. Meeting room lock/ unlocked status (open for participants to join or not). 3. Conference video mute status. 4. Conference audio mute status. 2. Meeting Details includes a list of participants 5. Audio mute/unmute: allows you to mute/unmute all participants (except the host). Note: Participants will not be able to change this status. Only the host can un-mute them 6. Video mute/unmute: for the host to mute/unmute all participants video (except the host). Participants will not be able to change this status. Note: After the host has muted all participants, any new participants joining the meeting will be automatically muted. The participants however will still be able to use the chat window to communicate with the host. 7. Clear chat content: Allows the host to erase all content of his VMR chat from the portal during a live meeting without having to log-into the app. 48

49 8. Lock /unlock the meeting room to prevent participants entering the rooms while a meeting is in progress. Once the meeting is locked, participants can no longer join the meeting and will be placed into the lobby until the host unlocks the meeting. Figure 1: the red lock box shows the meeting room is locked Note: The host cannot allow selective participants only to join the room from lobby. Once unlocking the meeting, all participants waiting in the lobby will all be able to join the room. Currently guests do not receive an indication the meeting has been locked when they attempt to join. 9. Host has options to change the meeting layouts for certain participants using SIP equipment. See Figure 2. Figure 2: Layout change Note: Available only for SIP endpoints subject to compatibility. A list of tested SIP equipment can be found here. 49

50 Examples of layouts telepresence stacked speakeronly allequal allequalquarters allequalninths allequalsixteenths allequaltwentyfifths Reproduced by permission of Acano 50

51 Note: There are no screenshots available currently for the latestoneplusfive, OnePlusSeven and OnePlusNine layouts, however a diagramtic representation is shown below. Reproduced by permission of Acano 3. Participant Details - click to see the conference details and access the participant roster list 10. Video/Audio mute/unmute an individual participant: host can choose to mute/unmute specific participants individually. 11. Host can check a participant s bridge connection data such as audio packet loss (see Figure3). This display all user data from any end point. Figure 3: Participant connection details 51

52 Note: if accessed via mobile devices, the display layout will adapt to your screen. See Figure 4. Figure 4: Mobile view 4. Administrators View Figure 5: Administrator view *Note: Administrators will be able to see all meetings that are taking place at the same time (Figure 5) and to control the meetings (Figure 6) Figure 6: Administrator view - expanded 52

53 15. Managing enterprises [ADMINS ONLY] Selecting Enterprise under the Manage tab of the menu bar will land you on the screen where you can either manage an existing Enterprise or create a new Enterprise New enterprise Click on Create Enterprise option to add in a new enterprise into the database. Description of fields 6. Name: Name of the Enterprise to be provisioned 7. Encryption: Encryption can be chosen as ON/OFF. Note: - If the individual hosts of the conference choose to encrypt/not encrypt their conferences, this field will be over written at individual user level. 8. Partner: The Partner name will be selected automatically if the user has logged in as GMA Admin, if logged in as GMX admin the Partner name needs to be chosen. Note: - GMA Admin is the level of administration set up for jamvee partners who have signed the Wholesale Customer legal agreement. This administration level enables a partner to create and manage their own enterprises. GMX Admin is reserved for the operators of the jamvee service to onboard new partners and enterprises. When a new partner signs up for the jamvee service after having signed the necessary legal Wholesale Customer documents and required background checks, the company must be created on the system as a partner entity via the jamvee portal by a GMX Admin. 9. Service: The kind of service jamvee customer is: Managed, Unmanaged, Hosted, Non- Hosted Selecting the Service Offers From the drop-down list, select the service offering which needs to be associated with the Enterprise and click on the Add button. You can choose one or more service offers per 53

54 enterprise. As soon as you click the Add button the service offer gets added and is displayed as shown in the following image. Note: - It is mandatory to choose a default offer for an enterprise by clicking the radio button circled in red above. Incase this is not done then none of the service offerings will be selected. To set PINs for the user, one of the service offers should be chosen for the enterprise as default option. Whatever service option(s) chosen by the Enterprise will be available to all the users Existing enterprise To look up an existing enterprise, type in the enterprise name and click on search option. This displays all the matching enterprises. 54

55 Click on the Manage button adjacent to the enterprise you want to manage. This will display all the service details associated with the Enterprise. You can modify the existing details as well as delete the enterprise altogether. 16. Managing users [ADMINS ONLY] To manage users select Manage -> Users from the menu bar as shown here. At this stage, you can either manage existing users or create new users New users There are two ways in which an enterprise admin/normal user can be created 3. Creating each user sequentially 4. Bulk upload process Sequential user creation 7. On clicking Manage -> Users you will land on the following screen 55

56 8. Select Create User button, which will then take you on to the following page 9. Choose the Single User radio button as shown in the image above. 10. Fill in the first name, last name, and phone details 11. In the Role field select the required role. If you select role as Enterprise Admin/Normal User you will need to fill in the Enterprise details. If you select role as Partner Admin, it will automatically populate the Partner Name. 12. Click on Create User Account button. This will land on the following page The user is now created and an would be sent to the user with a link to set the password. To associate VMR (virtual meeting room details) for the user click on Manage button Bulk upload of users Using bulk upload, the Partner/Wholesale customer admin can create multiple users across any of the levels. 12. On log in click on the Manage -> Users which will take you to the below page. 13. Clicking on the Create User button will land on the following page. Select Bulk Users. 56

57 14. On clicking on Bulk Users the following screen appears. 15. If the CSV template exists already then one can browse the file and upload the CSV files. In case the user does not have a CSV template, it can be downloaded by clicking on the Download CSV Template button. Fill in the following fields in the CSV template; o o o o o o First Name :- First Name of the User Last Name:- Last name of the user - id of the user Phone:- Phone number of the user Role:- NORMAL_USER,ENTERPRISE_ADMIN,PARTNER_ADMIN Note: - The fields under role are case sensitive. Department:- Optional Information about user s department 57

58 16. Browse and choose the template, choose the enterprise and click on Continue 17. This will lead to the next page which displays the uploaded profile data Select the type of jamvee Service as jamvee Unified Communications 58

59 Note: At this stage the profile is not yet created. The following screen only displays the uploaded data. At this stage if there are any errors in the uploaded profile, the profiles with errors appear in red under the Cannot be imported section. All the profiles without any error appear in Successfully imported section. 19. Clicking on continue will create the profiles for the users. An will be sent to the corresponding users asking them to set their passwords on the portal. 20. The following screen displays the successfully created profiles. 21. You can now assign service offers to the list of users. Once you have selected the Service Offer, Conference profile and Call Profile, remember to add 1 host & 1 participant under Access Methods. If you want to modify the VMR details for each individual user 22. Clicking on Continue will successfully create the users and finishes the bulk upload process as shown below 59

60 23. Click on the Finish button to complete the bulk upload process for the profile creation. 60

61 16.2 Existing users Once a user profile has been created, it can be individually managed to update profile information as well as regenerate associated VMR details. Being a Partner admin, you can manage individual accounts for all associated Partner Admins, Enterprise Admins and Normal Users. 1. On log in click on Manage -> Users. This will take you to the following screen 2. Type the name of the user and click on Search. This will retrieve all the associated user accounts and display it as shown in the following pic. You can also search by option as well as by Enterprise/partner. 3. Clicking on the Manage button displays the profile of the user. 61

62 Modifying user profile As a partner admin, you can modify all the profile information associated with any of the user accounts across all levels. Modification: Once the required changes have been done, click on the Update User Account button to save the changes. Deletion: To delete the user click on Delete User button present on the profile page Account Reset: To reset the account password for the user, click on the Reset button. By doing so, an with the link to reset the password will be sent to the registered id of the user Managing VMR details To access the VMR details page, click on the Manage button under Virtual Meeting Rooms 62

63 Creating VMR [ADMINs & PERMITTED USERS] If the Virtual Meeting Room (VMR) details have not been created earlier, then the following page is seen. 1. Click on + Add Virtual Meeting Room as depicted above. 2. This lands you on the Create Meeting Room page where you can set Meeting Room Name and select the profile details from the drop down options as shown below. Type in the name of your meeting room. The first alphabet of the first two words automatically replaces the and is set as the initials of your VMR Select the billing model from the drop down menu. As per the billing model select the maximum number of participants allowed to join per meeting. Next select a Call profile Audio only, Audio and web content sharing, standard (HD video, audio, web best effort encryption) encryption standard (HD video, audio, web, encryption required), Option for No-TIP support Finally click on the Create button. Note: You may be allowed to create one or more VMRs per user 3. Once you have created the VMR, you now need to create Host and Participant access methods. To do so select the relevant option (shown below) and click on Add. 63

64 Select option from drop down menu and click on Add. Repeat twice once each for Host and Participant. After you have created 1 Host & 1 Participant Access Method, click on this button to finish. This will trigger an containing all the VMR details to your registered ID Options to edit VMR. This section get populated as and when you add the Host and Participant access methods as shown above For each room both the Host and Participant codes need to be provisioned by selecting and then clicking Add, for each method. When this is done the relevant codes are created Access Code and Secret Key Access Code: The access code shows the code number for the Host when the Host method has been added and the Participant code when a participant method has been added. Secret Key: All new VMRs are now generated with a Secret Key which is appended to WebRTC links. This provides an additional layer of security in comparison to relying solely on the participant or host codes Service Offers, Conference Profile and Call Profile Options Service Offers This contains Pay-As-You-Go (PAYG) price model, plus one or more possible service offers that the company signed up for when it purchased the service which define the number of users permitted per conference. 64

65 Conference Profile This enables you to further control the number of participants in a conference in order to manage costs or network bandwidth. For example, a PAYG user can have up to 300 attendees in their conference. This option enables an admin to restrict this to: 6, 12, 48, 100 or 300 full unified communications (HD video, audio and web) and 25 or 100 (audio/web no video permitted). Different Service Offers enable or restrict different conferencing profiles. Call Profile Defines the types of calls permitted within that particular VMR audio only, audio and web, and video collaboration profiles standard which is encrypted by default but allows non-encrypted call legs, and secure to enforce that callers must have an encrypted connection to enter the VMR if a caller does not, then they will not be permitted to enter the room. For the video collaboration options (standard or secure) there is are additional No-TIP options. This turns on or off TIP capability for that VMR. While the jamvee service supports the TIP protocol by default, there can be interoperability situations where a user sets up a call with a TIP capable device, or cascades a telepresence server call, where the TIP signaling is negotiated by default with devices outside the jamvee platform that might not interoperate properly with TIP. In this scenario the VMR can be set with one of the No TIP profiles turning off the TIP capability for that VMR and allowing the devices to connect using SIP instead Modify VMR If user has already been assigned a virtual meeting room (VMR), clicking on the Manage button under Dashboard will land on the following page. Based on the limitations set for the associated Enterprise, you may be able to create multiple VMRs per user. To create additional VMRs Allows you to delete the VMR Click here to view your Host & Participant access details. The envelope icon resends the with your meeting room details The note icon allows you to edit the current VMR details 65

66 Delete VMR You can also delete the virtual meeting room (VMR). To do so, click on the cross symbol as shown below. Click on the X symbol to delete the VMR To delete a particular access method first click on View Access Methods. Then click on the X symbol on the top right of the particular access method as shown above. 66

67 17. Jamvee UC Service Support The jamvee portal has the following support features. Displays the Customer Service Desk contact details Opens up the online request form Contains all documentation for jamvee service The Partner Documentation sub-page is a special space/page containing documents visible only to Partner Admins and not to Normal Users/Enterprise Admin 67

68 18. Scheduled Video Meeting Service Reports 18.1 Access to the reports Users of the scheduled meeting service can access two reports the Conference Report and Conference Details report - for the meetings they have hosted, GMX, Partner or Enterprise level admins can access all the service reports available Producing Scheduled Conference reports Once logged into the portal you will be taken to your account page, from where you will see the Reports tab. Select Reports then Scheduled Conference Reports as shown below: Reports available to Admins: Reports available to Users: The following reports are currently available: Conference Report Provides the main metrics of all the conferences that occurred across the time-range Conference Details Provides all the details regarding conferences that occurred across the time-range Usage By Room Summary of the conferences and usage for each video-capable room in an organization Point-to-Point Call Statistics Shows summary of all the point-to-point calls that occurred using our exchange MultiPoint Conference Statistics Shows averages of all conferences that occurred using our exchange Note: Unlike the VMR reports these reports are not yet hierarchical i.e. it is not possible to click through them currently. This feature will be added in a future release. 68

69 18.3 Generating a report To create a report select the Start and End Dates to define the range you want the data for, and then press the Submit button to execute the query. Note: If you are a GMX/Partner administrator you will see a list of enterprises once the down-arrow is selected If you are an enterprise admin you still have to select to down arrow, but only your enterprise will appear. An animated graphic is displayed as the report is being generated Once the query has completed the results will be listed in a table/set of tables. If no data is available then the message No results are available to be displayed will appear Download options It is possible to create and save files containing the usage information for the level being displayed, by selecting the Download button. There are currently two download formats currently available:.csv and.pdf 69

70 18.5 System properties in scheduled reports System Property Mediated Conference Id Scheduled Conference Id Host Enterprise Name Host GMA Conference Date Scheduled Start Scheduled End Host Name Host Media Type Actual Start Actual End Participant Endpoint Name Endpoint Use Type Participant Endpoint Type Endpoint Management Type Participant Endpoint Model Requester Contact Requested By Scheduler Contact Scheduler Call Direction Bridge Name Meeting Number Description A unique identity assigned to a conference by the mediation system The conference id set from the portal for a meeting. All legs of a conference will have same values in these fields. Name of the enterprise associated with the host of the conference Name of the carrier whose bridge was used to host the meeting Date of the scheduled meeting Scheduled Start time of the meeting Scheduled Finish time of the meeting Name of the person hosting the meeting address of the person hosting the Did the host/participant access the meeting via Audio or Video Time the meeting actually started. Self-launch conferences can start at times different from the scheduled start, depending on when the host launches the meetings. Time the meeting finished. Even though a meeting may have been scheduled for a given length of time, it may be completed earlier and the Name that has been configured into the video endpoint (if configured) Is the room a Private room or Public room The participant room/device that attended the conference (TP, SD, MCU, HD) How the endpoint is being managed The Model type of the participant endpoint (Cisco CTS3000, Cisco TX9000 etc.) Contact details of person who requested the meeting (if known) Name of person who requested the meeting Contact name of the person scheduling the meeting Contact of the person scheduling the meeting Was the meeting started by a Dial-Out or Dial-In call. Options include: INTRANET_DIAL_OUT, INTRANET DIAL_IN. DIRECT_TERM, DIRECT_ORIG, DIAL_OUT, DIAL_IN, VNOC AUDIO-ONLY, AUDIO_ADD_IN & INTEROP Name of the bridge used to host the meeting Static number assigned to the conference 70

71 Service Participant Enterprise Name Participant GMA Participant Exchange Name Conference Type Conferences Calls Duration Average Duration Total Conferences Number of participants Average Conferences per Room Average Rooms per Conference Average Conference Duration Conference service type (e.g. B2B, B2P, P2P etc.) Name of the organization in which point-point calls took place Name of the participant GMA Name of the exchange that the participant s organization is connected to. Type of Conference (dial out, dial in, intranet dial out etc.) Number of conferences that took place over the selected period of time Number of point-to-point calls that took place over the selected period of time The total duration of calls in minutes Average number of mins = Duration / Conferences or Call for point-to-point reports Number of multipoint conferences which took place over the selected period of time This is the number of endpoints that took part in the call. Note, some endpoints such a video conferencing / telepresence rooms may have had more than one attendee in the room. This figure therefore represents the minimum number of individuals who may have been in the conferences Number of conferences that a room has been used for Average number of rooms that take place in multipoint conferences Average duration of multipoint conferences Note: Some properties may not have been configured as they were optional when the endpoints were installed. If the data does not exist, it will be shown as unknown. 71

72 19. Jamvee Unified Conferencing VMR Reports 19.1 VMR Reporting levels The jamvee Unified Communications service portal now provides the capability to generate usage reports, to enable partners, enterprise admins and end-users to have greater control and visibility on their usage of the jamvee UC service. The following report levels are currently available. Partner Provides the consolidated minute usage of each enterprise account that the partner manages, grouped by service type Trial Service, Pay-as-you-go, Bronze, Silver etc. Enterprise Provides the minute usage summary for each VMR within the enterprise Department* Provides usage at individual department level, primarily for internal accounting and billing purposes * Departmental information is not a mandatory field in a user s profile. Therefore, for this option to be used effectively an external policy/standard is needed to ensure the departmental information is added correctly to an individual s profile when they are first provisioned on the system by the company s IT department. Virtual Meeting Room (VMR) Provides the list of all conferences hosted within each VMR, their start/end times and duration. Conference Provides information on an individual conference, including detailed connection data for each attendee. This report must be accessed via the VMR reporting level in order to select the conference. Examples of each report are provided in the appendix of this document for reference. 72

73 19.2 VMR Level privileges Access to information at each level is dependent on an individual s access privileges: Partner Admin: Have access to the consolidated usage of their enterprise-customer accounts, and can drill down to usage by Virtual Meeting Room (VMR) and data on individual conferences if required. Levels accessible: Partner Enterprise Department VMR - Conference Enterprise Admin: Can access their particular business entity and track activity of all the departments and individual user activity within their organisation. Levels accessible: Enterprise Department VMR - Conference Individuals/End Users: Can access their own Virtual Meeting Rooms (VMRs) records and information on individual conferences. Level accessible: VMR - Conference 73

74 19.3 Accessing the VMR reports You must be logged in to access the reports. Once logged in you will be taken to your account page, from where you will see the reports tab. Select Reports then VMR Reports as shown below: You will then see the following screen if you are a partner admin level. The default selection (indicated by the red-underline) will be set dependent on your level. You can choose to select any of the reporting levels available to you via the option tabs. If you do not have rights to a particular level then it will not be displayed in the tab line. An individual end user for example, will therefore be presented with the following screen: 74

75 19.4 Generating a VMR report To create a report select the Year/Month** you want the data for and then press the Submit button to execute the query. **A date range option will be provided at a future release. An animated graphic is displayed as the report is being generated Once the query has completed the results will be listed in a table/set of tables. If no data is available then the message No results are available to be displayed will appear. 75

76 The amount of information on a screen can be controlled using the records tab, and a Search function is provided to make it easier to find records in large data sets. To scroll between separate tables use the left/right indicators at the foot of the table. The rows in the table can be arranged in ascending or descending order with respect to a particular column heading by selecting the navigation icons Note: There is a delay of approximately 1 hour before the usage data corresponding to the last completed conference call can be included in a report Hierarchical drill down/up It is possible to drill down through each individual level available by clicking on the links highlighted with the symbol. Similarly, at lower levels of the hierarchy it is possible to click back up through the levels by selecting the level in the path that is displayed immediately above the table. It is not possible to go further down the hierarchy than the Conference Usage Summary Report VMR report download options It is possible to create and save files containing the usage information for the level being displayed, by selecting the Download button. There are currently two download formats currently available:.csv and.pdf 76

77 19.7 System properties displayed per VMR report System Properties Description Types of Report Partner Enterprise Dept VMR Individual Conf GMA Name Host Enterprise Name Service Offer Name Name of Partner Name of an individual enterprise/organization that is a customer of the partner or Tata Communications Jamvee has a number of different service offers: Trial Service Pay-as-you-go Bronze Silver Gold Premium Active VMR These offers are covered in more detail in the Customer System Admin Guide available in the documents section of the portal X X X X X X X X X X X X X X X Leg Usage Type UC = Unified Conference, audio, video and IM provided AC = Audio Conference Audio only connection X X X X X Total Usage Minutes Total number of minutes. The minutes represented are dependent on the report ranging from the collated usage for an enterprise, or over a given number of VMRs, or as usage by each participant in a call X X X X X VMR Business VMR Name VMR Owner Internal system reference for each VMR X X X X The name of the VMR provisioned for or by each end-user The assigned owner of a each VMR X X X X X 77

78 Department Name Name of department within the enterprise, which can be used for internal accounting/auditing processes X Conference Start Time Conference End Time UTC time when the conference started. Note: the user will need to convert to their local time UTC time when the conference ended. Note: the user will need to convert to their local time X X Leg Endpoint Type Internal system reference for a connection during an individual conference If an endpoint has been configured onto the service, the Type of endpoint is displayed here. Typically this will only apply to dedicated video conferencing hardware and telepresence systems X X Endpoint Address Endpoint Name Participant Number Participant Dialed Number Conference If an endpoint has been configured onto the service, the Address of the endpoint is shown here If an endpoint has been configured onto the service, the Name of the endpoint given when it was provisioned will be shown The system number of a participant that dialled into the conference The number a participant dials to access a meeting if not using a jamvee client e.g. if they used Microsoft Skype for Business, Lync or video conferencing hardware System reference number for a given conference X X X X X 78

79 19.8 The Active VMR Ramp-Up Report [PARTNER AND ENTERPRISE ADMINS] The Active VMR report allows partner or enterprise administrators to track the usage of the VMRs per service offer within an organisation. This enables them to make sure that they are progressing as per the numbers agree in the contract. The report is a spreadsheet that consists of the following records: Service Offer Jamvee has a number of different service offers: Trial Service Pay-as-you-go Bronze Silver Gold Premium Active VMR These offers are covered in more detail in the Customer System Admin Guide available in the documents section of the portal. Provisioned VMR Volume Tier Each service offer is tiered to ensure that pricing reduces as more VMRs are provisioned. A tier is defined as a range of VMRs, and the range may be agreed during a contract negotiation. Once an enterprise exceeds a tier level the price they pay for all the VMRs reduces by a rate agreed in the contract. Provisioned VMRs The number if VMRs that have been set aside and provisioned for the enterprise. Active VMRs The number of VMRs that have been used for enough minutes to trigger them being considered as having progressed to active status. This is currently defined as a room that is used for more than 30mins in a month. Once active the room remains active for subsequent months even if it is not used, or is used for less time than the original 30 mins. Minimum Committed VMRs This defines the number of VMRs that have been committed to by the enterprise as part of the contract. VMR Overage Shows the number of Active VMRs that have used above the agreed number assigned and provisioned in the enterprise. Total Billable VMRs (Current Quarter) Shows the number of VMRs that met the criteria to be billed for usage in the current quarter Total Billable VMRs (Previous Quarter) Shows the number of VMRs that were billed for usage in the previous quarter. 79

80 In conjunction with the Total Billable VMRs (Current Quarter) figure it can be used to calculate the ongoing growth in usage to assess business targets and metrics. Rate per Unit The agreed charge for an individual VMR provisioned for that service offer MRC Monthly Recurring Charge The total monthly recurring charge calculated as Total Billable VMRs x the Rate per Unit the Active VMRs Currency This is the currency used for billing. Example report: Service Offer Provisioned Metrics Provisioned Active Committed VMR Total Billable Total Billable Rate MRC Currency (VMR-Type-Size) VMR Volume VMRs VMRs VMRs Overage VMRs VMRs per Tier (Current Quarter) (Previous Quarter) Unit Gold Active Plan $xx $YY USD Silver Active Plan $xx $ZZ USD Note: Rates per unit are set during contract negotiation 80

81 Appendix 1 Example Scheduled Reports Conference Report Conference Detailed Report 81

82 Usage by Room Report Point-to-point Call Statistics Report Multipoint Conference Statistics Report 82

83 Conference Usage Summary Report VMR Usage Summary Report Department Usage Summary Report Appendix 2 Example VMR records 83