ATLAS Virtual Visits, Guide for Operators Last updated: 05.06.2014 (comments: Sylvie.Brunet@cern.ch, originally based on Svetlana Palagina s instructions) Note that until the end of June, Svetlana is still the main responsible for the Virtual Visits. Lucie is currently in training and the new communication tools are being put into place but are not necessary ready. The present instructions correspond to the new organisation that will be used from ~June/July and after. The Operation parts (instructions for the test and the virtual visit) can be used as today. Table of Contents Prior to the Virtual Visit... 2 General Organization... 2 Useful links:... 2 Instructions for the technical test (a few days before the Virtual Visit)... 3 Instructions for the Virtual Visit... 4 Troubleshooting... 10 Impossible to connect to the meeting... 10 Impossible to join participants in Vidyo room... 10 Sound issues... 10 No image (black screen)... 10 No image of the ACR (ROOM_CERN_3162-R-K01)... 11 Impossible to connect ROOM_CERN_3162-R-K01... 11 Participants cannot connect to the meeting and impossible to connect them with their IP... 12 Webcast issues (Micala doesn t behave correctly)... 12 Internet connexion is down... 12 Rebooting instructions (PC)... 12 In any cases can be helpful to... 12 For any problems with video conferencing... 12 Diagram for ATLAS Virtual Visit... 13 1
Prior to the Virtual Visit Read this Guide! Make sure you have access to the ATLAS Control Room (ACR). If not, ask access via EDH (edh.cern.ch, access zone ATL_CR). You can ask the access for several months for example 1 year, not exceeding the duration of your contract, and the motivation will be ATLAS Virtual Visit Operator. The operation room for the virtual visits is in the ATLAS Visitor Centre at P1, 3162-R-401. There is a CERN phone in that room, 74300 (or +41 22 76 74300 from outside). You cannot make long-distance calls from this phone. In case of need you can: a) Ask the visitor to call you. b) Or- use your CERN cellphone if you have one - or your own phone is you are ok with this option. c) Or- Between 8:00 and 18:00, workdays, use the CERN switchboard (76111) to place a professional call (you will need to give your CERN ID number and have a team account associated with it) d) Or- Use the Skype account atlas.virtualvisit (pw: HiggsBoson125GeV). Credits have been added to this account, allowing to call phones, not only skype accounts. Make sure you have all necessary information before the visit, via Lucie Aguirre (Lucie.Aguirre@cern.ch, 73448) who is the main organizer (time of the visit, confirmation that IMPACT has been approved, visitors contact phone number in case of problems, name and phone number of the virtual guide, ). Most information can be found on this page, maintained by Lucie: https://espace.cern.ch/atlas-secretariat- GUIDE/Outreach/Virtual%20Visit/SitePages/Home.aspx. During the visits, Vidyo (http://information-technology.web.cern.ch/services/fe/vidyo/) will be used. Get familiar with it if you are not already. Bring your laptop (or a tablet). You will need it to record and check that the webcast goes ok. Make sure you have the appropriate training. The training consists of 2 Virtual Visits, done together with Svetlana or a trained operator. If you feel you need more, don t hesitate to do more. Make sure that you have performed a technical test with the visiting institute, a few days before the visit. You are responsible for the test (set date and time + do the test). Note that if you are doing visits over the weekend, or late at night, the usual 77777 support will not be available. You will also have to get the key from SLIMOS, on Friday and/or before 7PM. General Organization The success of the Virtual Visits is based on 3 ATLAS actors: 1. The Organiser (Lucie Aguirre, Lucie.Aguirre@cern.ch, 73448) 2. The Operator (you!) 3. The Virtual Guide. Useful links: Indico for Virtual Visits: http://indico.cern.ch/category/3599/ Virtual Visits Web Pages: http://atlas-live-virtual-visit.web.cern.ch/atlas-live-virtual-visit/ 2
Schedule and Important Info for the Virtual Visit team (maintained by Lucie): https://espace.cern.ch/atlas-secretariat-guide/outreach/virtual%20visit/sitepages/home.aspx Instructions for the technical test (a few days before the Virtual Visit) The operator is responsible to plan and perform the technical test. The purpose of the test is to test the visitor s equipment and his ability to connect to Vidyo. The test has to be done with the same equipment which the visitor will use during the Virtual Visit from your side, it can be done on any computer, using Vidyo, no need to go at P1 (if you don t go to P1, be sure you have a mean to call the contact phone number in case of problem. Note that the phone at P1 allows international calls). Better to perform this test just a few days before the visit, so the equipment on their side has less chance to change. 1. Agree for date and time for the test with the visitor (use contact information provided by Lucie), see below an example of email you can use. 2. Connect via Vidyo, using the Vidyo link on the Indico page set for that visit. Connect as atlaspoint1 (same password as user name). 3. The visitor should connect via the same link he/she will have to install the vidyo software if it is not already done. It might be that the visitor wants to be connected via a IP address, if this is the case, you will have to add him/her via Vidyo as well ( add participant button). Useful information about vidyo is found in the next section (Instructions for the Virtual Visit). 4. Check that sound and camera are ok (both sides), ask the person to talk from various places in the room. Troubleshoot and try to solve any problems encountered. 5. Confirm that they will use this equipment, confirm date and time of the visit, exchange other relevant details with the person if needed (# of participants, foreseen schedule of the visit talk, questions, special needs, etc.) 6. Tell them they should connect a bit in advance the day of the visit. Here is a typical email to set up the test: Dear [name of the contact or technical person on the visitors side], I will be the technical operator for your ATLAS virtual visit on the [add date here]. I will need to test your equipment a few days before the visit. Would [propose a date and time] be fine with you? If not, what would be a convenient date and time to perform the test? To connect for our testing and virtual visit, please go to the Indico Agenda at [Add the indico link here] and click on "Join Now!". You can simply join as a guest. You can try that any time you like to get Vidyo installed (if it is not installed yet). Just in case my mobile phone is [add your mobile number here] Could you also give me your phone number? 3
Instructions for the Virtual Visit Begin technical preparations at least 30 minutes before event. Most of the settings and troubleshooting happen BEFORE the visit. Instructions 1. Go in the ATLAS Control Room, inform the SLIMOS shifter about the virtual visit and ask the keys for the technical room in the Visitor Centre (3162-R- 401); Enter the technical room. Almost all the next steps are done in the technical room. Pictures Important note: If your visit is happening during the weekend, you have to get the key from SLIMOS on Friday before 7PM. Same thing for evening visits, you have to get the key before 7PM. 2. Turn on Sony Anycast (power button is on the left side close to VGA port). 3. Turn on the 2 monitors (up, right). 4. Turn on Sony Remote Control Unit (power button is in the back, behind the "Lock" Button). 4
5. On the computer (PC) on the left (should be already running), closest to the door, start a browser (Internet Explorer). 6. Check that Anycast has booted (you see the 2 images from the 2 cameras ok) before starting Vidyo (next step). 7. [PC] In the browser, go to the Indico page for Virtual Visits (http://indico.cern.ch/category/3599/, should be the default page in Internet Explorer). Search for the right visit and click in "Join Now". 8. [PC, vidyo] Use registered user atlaspoint1 (password is the same as the username if needed). This is illustrated in the 2 top pictures. It is possible that atlaspoint1 is already connected to the Vidyo Desktop. Then, you will have to click on join, as shown in this picture. This will get you to the Vidyo Desktop. 5
9. [PC, vidyo]in the Vidyo Desktop turn off microphone, speakers and camera. 10. [PC, vidyo] Go from the Vidyo Desktop to the Vidyo Control-Meeting panel. To do that, you have to: - click on the left icon ( Show Participants ) - click on the right icon in the new white panel which appeared on the left ( Launch Control- Meeting panel ). Show participants button Then, the Vidyo Control-Meeting panel will be launched in the internet browser. Note: It is possible that the Windows toolbar at the bottom of the screen prevents you to reach the Show Participants button. To get to it, press the full screen button first, and then move your mouse, you will be able to click on the wanted button. Launch Control-Meeting panel button Full-screen button 11. [PC, Vidyo Control-Meeting panel] Select ATLAS Virtual Visit click on the + button (Add Participants) search for room and select "ROOM_CERN_3162-R-K01, "Add", "Connect" and then "Done". Make sure that atlaspoint1 (you), the ACR (the room you just added) and the participants are connected. It might be that the visitor wants to be connected via a IP address, if this is the case, you will have to add him/her in Vidyo using the same add participant button. 6
12. Put on your earphones and turn on the device (in case the participants want to talk to you). 13. On your own laptop, open Micala, http://pcwebc16.cern.ch/ (just to prepare). This can also be done, in principle, in another tab of the PC s browser, but this is far to be ideal since the activity on the PC s screen will be webcasted and all the movements you will do will be recorded. 14. Go in the ATLAS Control Room, switch the big screen that will be seen by the Virtual Guide (using the black remote control) in order to show the Vidyo conference. 15. If not already done, meet the Virtual Guide in the ATLAS Control Room, give him/her the microphone and the earphones (the ones which were charging) to hear the video conference. Explain how the devices work, get relevant information about the flow of the visit, ask if they have special needs, etc. Give him/her last instructions if needed. Right button to switch to the Virtual Visit screen, Middle button to switch back to the regular ACR screen. Think to charge the devices (mic, earphones) that were not charging during the visit, so there is always a set of devices charged for the next visit. 7
16. Back in the technical room, plug the On air Cable (the one with a rubber band). 17. [PC] When recording is to be started In the Vidyo Control-Meeting panel click on the red button, and select Default. Note: You should be already in the Control-Meeting panel, but if you lost it, you don t have to launch it again as done in step 10, the way to retrieve it is just to click on the Internet Explorer tab in the Windows toolbar. Recording: Not Recording: 18. [On your own laptop] Click on the IE tab to retrieve the Control- Meeting panel if needed. Go back to the Micala page where you should start recording the 2nd, 4th and 5th streams. When starting the Live Webcast (first button in Micala), make sure there is no sound (check the sound icon). The no sound icon will appear when you move the mouse over the screen. 8
19. [PC] Go back to the Vidyo Desktop (click on the corresponding tab in the Windows toolbar) If it is still there, remove the white left panel by clicking on the show participants button at the left Show "Full screen". Don't forget to remove the mouse pointer from the screen and don t move the mouse anymore! You can always check on the Webcast what is seen by everybody. Go back to Vidyo Desktop Show Participant button to close/open the left white panel. Full-screen button 20. Operate the cameras (switch of cameras, zooming, etc) using the remote control unit and Anycast during the visit while listening to what is said to show, whenever possible, images linked to what the guide is saying. Please do not zoom on a specific shifter in ACR. Full-screen mode, mouse taken away, don t touch this computer anymore unless you get problems with Vidyo! Make sure (talking directly to the guide or in your microphone) that the visit with the Control Room doesn t go over the allowed 1h (requirement from the management). Make sure that time is been left for questions between the visitors and the virtual guide the most interesting feature of the Virtual Visits 21. When the visit is over: [Your laptop] Stop the 3 streams in Micala. [PC] Stop recording video on Vidyo (red button) 9
[PC]Disconnect all on Vidyo Pull off the on air cable Turn off Anycast, and close the lid Turn off the Sony Remote Control Unit Turn off the two top-right screens (left computer [PC] stays on) Switch back the screen in the ATLAS control room as it was before Rotate the microphone and earphone devices so they can charge. Lock the door and bring back the keys to SLIMOS. Troubleshooting Impossible to connect to the meeting If you see the following message Error Connecting to Vidyo Proxy go to Vidyo icon on the right bottom of the screen mouse right click -> Configuration -> Network -> untick Vidyo Proxy Impossible to join participants in Vidyo room Logoff from Vidyo meeting and login again Use extension 21 for IP address in U.S. (can add participant from an IP address) Sound issues Check the settings of the Vidyo Desktop o make sure that microphone and camera icons are off; o click on the "gear" icon Configuration - Devices - choose the device you want to use for the sound input and for the sound output; you can also select echo cancellation there Connect with the laptop to see on which side the problem is No image (black screen) In Anycast go to menu video output choose resolution 720p In Anycast go to menu video output choose resolution 1080i RGB Out -> XGA 60 Hz and choose again 720p (to reset parameters) Get back the camera on Tandberg (the video conferencing system, check diagram in the Diagram for ATLAS Virtual Visit section). Sometimes after a power cut, Anycast don t manage to synchronize with Tandberg. You have to : o Disconnect the cable linking Tandberg and Anycast 10
o. Plug the cable on a screen: o Change the resolution on Anycast (Menu, Video Output) to 1024. o Wait to get the camera on the screen o Re-plug the cable on Tandberg o Put back the resolution to 720 on Anycast. No image of the ACR (ROOM_CERN_3162-R-K01) Disconnect all participants from Vidyo and Tandberg (press red button twice). Tandberg is the the video conferencing system - check diagram in the Diagram for ATLAS Virtual Visit section. Impossible to connect ROOM_CERN_3162-R-K01 On Tandberg (video conferencing system) dial cern-vidyo-gateway0.internet2.edu -> call -> add extension of the meeting and at the end # For more information about Users: Use an H.323/SIP client to connect to a Vidyo meeting go to : www.cern.ch/vidyo 11
Participants cannot connect to the meeting and impossible to connect them with their IP Participants might have network problem on their side; they have to try to have a cable connection and not wireless Check firewall issues Webcast issues (Micala doesn t behave correctly) After a power cut, it is possible that you get trouble to start the 3 streams on Micala. The page cannot be reached or it is impossible to click on buttons. Restart webcast PC. You can then restart the Micala s PC, found in the door in AVC (the other side of the technical room s wall, open the door using the little knob at the bottom right). Turn the PC off and turn it on again to reboot it. It will take some time to recover. If you need help, call Marek Domaracky 74958, 162258 Internet connexion is down If the internet connection is down and there is a light flashing at the ethernet cable indicating that you are indeed receiving information then try to reboot the computer (suggested by helpdesk). Rebooting instructions (PC) Note that there is no reboot option under the start menu! 1. start menu -> all programs -> accessories -> command prompt OR start button -> type "cmd" 2. type into the command prompt: shutdown -r -t 0 ("0" = number zero, not the letter "o".) In any cases can be helpful to Restart Tandberg For any problems with video conferencing Call support 77777 12
Diagram for ATLAS Virtual Visit 13