TBA Online User Manual
Contents
1. Videoling VIDEOCONFERENCING TBA Online User Manual TBA Online User Manual Copyright All rights reserved This user manual contains documents that are confidential and the subject of copyright in Telstra and other companies No part of this publication may be reprinted reproduced stored in a retrieval system or transmitted in any form or by any means without prior permission in writing from Telstraivision other than for the internal business use of Videoling Where used trademarks remain the property of their owner In particular but without limitation to the rights of Telstra and its suppliers and contractors none of the copyright material may be used for the provision of the goods and or services by any person or corporation including the person or corporation to whom this user manual has been provided Disclaimer This user manual has been developed using information and specifications generated over time and through careful collaboration with Videoling and Telstra The information in this user manual is provided in good faith and Telstraivision believes it to be accurate Telstra is not liable to you or anyone else for any loss of income profit business contracts or goodwill or any indirect or financial loss suffered whether arising in contract negligence or otherwise arising in connection with use of this user manual Telstra TBA V2 Page 2 of 16 TBA Online User Manual Contents TS ages cs pate2. Pending Bookings retrieve different information E i kir S h r i r ee ee Pending Bookings are bookings that have been submitted but either haven t been processed through the Videoling Service Desk or have been rejected My Current Bookings My Past Bookings Current Bookings will detail bookings that are yet to occur future bookings Past Bookings are bookings that have passed the conference date and time for the current month Do not press the BACK button in Internet Explorer as it will cause the screen to display the last website visited and away from TBA Online losing all unsubmitted work TBA V2 Page 8 of 16 TBA Online User Manual Create a Booking Create a new booking by clicking on the New button at the top right corner of the display O a Note that for teacher bookings there is an area IVISION A ae Welcome BRIT Townsville Log Out What is the Purpose of this booking Teaching Bookings Teaching A teaching booking is for the delivery of wate es approved TAFE courses and programmes Administration You will need the following information to complete a teaching booking Teacher details including the Teacher Certificate Number Program Name and Number Total student numbers across all sites Internal order number or cost centre Professional Development Commercial Room Unavailable E This is a Teacher Grace Period Booking _ 01 Bar
3. from dialling out via ISDN by default TBA V2 Page 15 of 16 TBA Online User Manual For further assistance call the Videoling Service Desk 1800 025 369
4. pending status is cleared This is a temporary status which will also apply when amendments are submitted Confirmed This videoconference is active and all sites dates and resources selected in the booking cannot be selected in a new videoconference Cancelled Sites included in the booking can be selected in a new booking A conference of this status can be amended to make it active again providing certain criteria are met Rejected A conference has been rejected by the Videoling Service Desk because the requested resources may not be available or for another reason pertaining to the rules of Videoling Active A booking is usually active once it has been confirmed regardless of the state of the conferences found within the booking Advanced Concepts IP Videoling endpoints have an internal IP address that looks something like 10 200 101 16 This address cannot be used outside of the TAFE network URL A URL address is used to connect to a Videoling endpoint from outside of the network It is made up of the E164 Alias and the external IP address of the Videoling network E g 0730013401 210 80 130 206 This is often referred to as an external IP dial in number E164 Alias An alias is assigned to each Videoling endpoint and can be dialled directly from another VC unit from within the Videoling network ISDN The ISDN number for a Videoling network endpoint is the same as the E164 alias Videoling videoconferencing units are blocked
5. about a conference It also contains special instructions for how this conference will connect Videoconference Notification Requester Booking Reference Toowogmba Audigndumil 323 0730013324 wil receive an IF call from Bridge Bundamba AudholumiH 324 07340013324 wil rece sn IF call fom Bridge Chanevile 4 323 OF 30012222 wil recehve an F call tom Bridge Chichi H 32E OF 30013324 wil recefee an IP cal from Bridge Dalby H 323 OF 20013324 wil receive an IP call from finals Deskiog H 322 07300 13324 wil receive on IP col from Bridie Eingaroy H323 OF 30013 224 wl rece ee an IF call tom Bridge Kummien Deskiop H_223 0730013324 will receve an F Bridge Springfeid H 323 OF 30013324 wil receive an IP call from Sees HSS OF S00 13324 wl receive an IP cal from Bridge Warneck 1 H 322 OF 30013324 wli receive an IP call from Bridge Printed 05 January 2094 12 55 Amendment details TBA V2 Page 7 of 16 TBA Online User Manual Login Login credentials are required to access booking creation bode oak Site Coordinators and editing and cancellation To login simply click the Log In IVISION their backups will need link in the top right hand corner to contact the Videoling Office to request the Once logged in a My Bookings menu will appear in the eion navigation bar credentials My Bookings Booking List The My Bookings page has three main view parameters which
6. ed after the familiar Microsoft Outlook 2007 style and thus provides an easily recognisable navigation path This document was prepared by the Videoling Service Desk For assistance with this product please call 1800 025 369 or email tafebookings team telstra com TBA V2 Page 4 of 16 TBA Online User Manual Overview TBA Online users connect to TBA Online from the web address TBA Online uses a free http videoling ivision com au tba3 Anyone can consult this booking database Internet Explorer plug in but only authorised personnel can log in and make a booking called Silverlight If this needs to be installed on your TAFE computer n please contact your IT Site Navigation department e ONLINE Today What s on Thursday 21 March 2013 4 March 2013 gt Booking Name 8 00 AM 9 00 AM 10 00 AM 11 00 AM 12 00 PM 1 00 PM 2 00 PM 3 00 PM 4 00 PM 5 00 PM 6 01 Mo Tu WeTh Fr Sa Su ssi 3 File Training ipo 5 Header Bar 4 5 6 7 8 9 10 Validation Moderation amp Intro tc 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Headspace 3 File Training 3 File Training Today RIDBC ES ensoca0 hassan wisena9oe Worldskills NQ Committee Tw130305 Display Area TE Navigation Menu 3 Schedules A Availability lt l Cy Conference Search TBA V2 Page 5 of 16 TBA Online User Manual General Users Today Today dis
7. eoaia tain A E E T 12 EPC i Se NOTOS eic E 13 OFT pera ah T BOOKIE ener ecne nee esa a nen Te Seno ee ne ne ee oe eee 13 ADDON eE a ee em ee ne ee ee en ee eee eee nee een eee 14 CGO a EO 1S sates ac ants eetone oe axcancta E E N 14 BOCKINE ee 0 6 ko 6 91 6 cen eer enn ne arent ev eee ee nt tO RT rn nN ee en ec ener eee 15 Advan ed CONCE 0 cen en A ee A es ee ee eee eee ee eee Seer 15 TBA V2 Page 3 of 16 TBA Online User Manual Introduction Since 2001 TBA has been used to facilitate the videoconference bookings for TAFE TBA is used to process room reservations and allocate resources for TAFE videoconferencing sites and provides reporting on network usage and room utilisation Beginning in March 2009 TBA has been working with the Videoling Office to provide a streamlined process that takes advantage of current technologies and advancements in communication TBA Online is the main tool of Site Coordinators and is a Rich Internet Application RIA that transforms and extends the existing functionality of TBA Web Within TBA Online users are able to e View bookings on the Videoling network for any given day e View a weekly booking schedule for a given site e Search for bookings and view their details e Check the availability of a group of rooms for one date at atime e Create persistent booking requests e Retrieve existing bookings and submit change requests The user experience for TBA Online has been modell
8. he host site ticked Site Contact Robyn Smith Phone Email Farticipant Phone Off Net x 07 4788 2605 ve brit tafe qid edu au 1 cil st Enter the participant s name Audio Port Landline 61 7 30230 Lex WEE Mobile 61 4 209623xx Site Contact Phone Email Participant Phone This site will place a call to pe This si C SIP Number is Ent Site Contact Phone Email Select Date March 2013 Mo Tu We Th Fr Sa Su MW MIMW I 2 3 45678910 ik 12 83 14 15 16 17 18 19 20 21122 23 28 25 26 27 38 29 31 1234567 Start 2 30PM 2 i Enter E ha SIL ite co anitact m 7 on Conferences March 28 2013 Thu 02 30PM 03 30PM 7 so Chatters Toners Q In Use View 07 4750 5279 Ema vebre tafe gid edu as prhttate Eas TBA V2 Page 10 of 16 B When selecting Off Net Audio Port and Movi call direction is important listed under OTHER a Off Net direction of the call b Audio place a call to bridge c Movi place a call to bridge d Participant details optional Click Next to continue Next P Step 3 Choose Dates Select a date or multiple dates for the booking as well as a start time and finish time The duration is in 15 minute increments Once a date is added an availability check is automatically completed for each site Chosen dates and times that are out of hours will appear in yellow If there is an error with any
9. he term for a resource point on the Bridge These are limited by hardware constraints and quality of service management Site A TAFE campus location Offnet A site that is not part of the TAFE Network Tandberg Cisco The main brand of videoconferencing codec used by TAFE TMS Tandberg Management System The online web based management system for creating editing and monitoring videoconferences SLA Service Level Agreement Videostreaming Live conference broadcasting on to the web When this option is selected the Videoling Office site must also be included Videoling TAFE videoconferencing main office Commercial A booking for clients external to the Queensland Government managed by MyConference TBA V2 Page 14 of 16 TBA Online User Manual PCC Post Conference Cancellation Where a conference has been cancelled after the start time of the conference PCA Post Conference Amendment Where a conference is modified or edited after the start time of the conference Amendment and Cancellation Where a booking is edited this is an amendment This also includes a conference on a certain date within a booking being cancelled or a series of changes to the details of a booking A booking cannot be cancelled only a conference Booking Status Concepts Pending The booking has been received from TBA Online and is waiting on action by Telstraivision Sites and resources included in the booking cannot be selected in a new booking until the
10. istratio Next Conference Fri 10 May 2013 10 45 AM Status Active Purpose Teaching Next Conference Fri 10 May 2013 12 00 PM CQ130160 Food and Beverage VTA Meeting Status Active Purpose Administratio Next Conference Fri 10 May 2013 12 00 PM CQ130161 Cookery VTA Meeting Status Active Purpose Administratio Next Conference Fri 10 May 2013 1 00 PM CQ130526 CQ TAFE 13 14 Budget Meeting Status Active Purpose Administratio Next Conference Fri 10 May 2013 2 00 PM CQ121207 Diploma of Project Management Status Active Purpose Teaching Next Conference Mon 13 May 2013 8 00 AM CQ130554 Marketing Meeting Status Active Purpose Administratio Next Conference Mon 13 May 2013 9 30 AM CQ130442 QRTN Conference Status Active Purpose Administratio Next Conference Mon 13 May 2013 11 00 AM CQ121041 Cert III in Fitness Status Active Purpose Teaching Next Conference Mon 13 May 2013 5 15 PM CQ121037 Cert III in Fitness Status Active Purpose Teaching Next Conference Mon 13 May 2013 7 15 PM TBA V2 Page 12 of 16 Step 7 Booking Summary This page is for the user to check that all information is correct before submitting the booking to be processed If a correction is necessary press the back button bottom left and adjust details Back dates or sites When ready to proceed click the Submit button and this request will be submitted to the TBA booking processor Click Submit
11. m Highlight the conference that is to be cancelled The Cancel ls Button will be available to select in the top right hand a corner click to cancel Select date s to cancel enter a reason and click yes Conferences Conference Oate Status Y Freday 10 May 2013 10 45 AM 11 15 AM Confirmed TBA V2 Page 13 of 16 TBA Online User Manual Appendix Glossary amp Definitions Bookings Can be an individual conference date or multiple conference dates listed under the one booking reference number Videoconference Notifications Confirmation for bookings provides all the details of one or more videoconferences For example title requester times dates notes etc Videoconference details can be found under the one booking number VC Videoconference SC Site Coordinator BU Back up Site Coordinator CP Continuous Presence Screen layout is the same view for all participants VS Voice Switched Switches to current speaker Image is full screen Recording Conference to be recorded Lecture Special guest speaker or presentation mutes all participants allowing each to hear while freeing speaker Layout The way the video images are presented on the screen see CP VS TGB Teacher Grace Booking MCU Multipoint Control Unit also referred to as a Bridge Bridge The colloquial term for MCU Codian The brand name of the Videoling MCU Bridge is Codian This is a complete unit containing the core infrastructure Port T
12. nts cepts ert ones tc atanesacsazacasanscoagune nein aetsoesneenseuncadscsnenanseouscedewsa assess iecacanescssntaeueraeees 2 DISC AMVC sxeete cee A E 2 CONOIS ass sucioea A E AEE A E vauahonasnteenbndotaimbsaubunanoestnemnoains boas E E A A 3 moUn ea S eusesedasstncesaseueeeneeoes sae seatesadacssndeasemuececses5sssesootatecens 4 OVE gd al ern aE r E E E E ee O ere 5 MEN EON ee E E 5 TS tS E e E EE E E E E E E E E 6 TOI e A E ee ee ree 6 S NEOUS e E E T 6 PN NSN UG A E A A OE EE each A E E A E O E A cee ee T 6 CON ENCE SO ANC E E E 6 MY EOOD ee a N 8 Videoconference Notifications cccccccccccccsssssseeccccccssueesseeececeessaeesseeecceeessauessseeeeeeessaaaesseeeeeeeesaagaaeeseees 7 LOC I o E E E E oaennes ancennes en eseeaanes 8 CRES POORNE ae a E caeedea csood tence seiase causes armtaacs sane cen snenecsesdenecentaaet 9 SONE PUTO lt lt a eee E ee ee 9 SE SSS E E 9 Sepo at 101 e 2 ee ee ane rte 10 Step 4 Changing Date amp Time amp Re adding SITES 0 0 cecccceseccceeececenecceeeceeenseeeeeceseueceeeueseeeneeeeensess 11 pa DEE eee ne ne eee ene ee eee ene ne ee eee ee en eee ee ee 11 2 olf 9 401 6 se es od 0 7 ne eae ee A ee a er eee oe eee eee eer eres 11 Step 7 BOOKINE SUVA y serena n yes ncecsocedencaneseiecseeneeccuavnsndsueessceseeseoeutbuesceceeo ss 12 SE ies FEIN Sirens an os este ct ce dacsens cen cove anc nous EEA E cove ennssosicnu sas cenguevouiaearceaves 12 EU sO ON patients gnacasce ten an E sae inbocati
13. of the dates times or availability of the site the user will not be able to click next to continue until these are resolved TBA Online User Manual Step 4 Changing Date amp Time amp Re adding sites Change Conference Schedule BE DAEN jara Click onto clock a pop up of the calendar will appear click onto F ee ee date required and change the time Scheduled Actual click OK Mo Tu We Th Fr Sa Su 26 27 28 1 2 3 Scheduled changes to active conferences 5 E 7 8 A 10 Actual changes to past conferences 12 13 14 15 16 17 19 20 21 BA 2s 24 26 27 28 29 30 31 2 3245 6 F san soom D FL Duration min E End 04 00 PM l Click Next to continue Next m ok Cancel ooo Internal Order iCost Centre N A Step 5 Details Enter the details of the Conference Title Test booking E booking Some fields are required and will be _ This is a Streaming conference requires Videoling office h igh ighted iri red _ Site connection monitoring is required Conference Options _ Voice Switching is required Booking Reference Selected options will appear on the N121 002 Videoconference Name Till Gibson Institute 26 Telstra Vision Phone 1800 025 369 i CP Continuous Presence M Monitored Connection Notification form Email jill gibson telstraivision com S Streaming Name Jill Gibson L Institute 26 Telstra iVision Lect
14. plays all conferences across the entire network for that day Videoconference Notifications of conferences can be viewed and printed by either clicking onto the Booking Name or the Booking Reference number i Conference Search Schedules Schedules display all activity for a nominated site for a selected week in the display area Select the site from the drop down menu To print the room schedule for a site click print in the navigation area The schedule will open as a PDF file and can be printed or saved Availability Availability is for checking multiple site availability for a required date and time Authorised personnel will be able to Bie Banh Conference Search The Conference Search function is to enable users to find conferences using a variety of fields including Booking Reference Number Booking Description Calender Date Month Site or Purpose The result of a search will be displayed in the default view choose the number of results from 10 to 200 If more than 200 results are i Conference Search found refine the search criteria to lessen the results To download a notification highlight the booking and double click to display this will open the notification which can be saved as a PDF or printed TBA V2 Page 6 of 16 TBA Online User Manual Videoconference Notifications A Videoconference Notification is available for each conference booked This document shows essential details
15. rier Reef Institute of TAFE Bowen BRIT Director s E20 Capacity 1 This site is NOT available for commercial bookings Contact the Site Coordinator before booking this site No Educational Bookings Palm Island Townsville 1 Townsville 2 Townsville AUD Townsville Trades a E oie r TBA V2 Page 9 of 16 There are six steps to create every new booking A booking may contain more than one videoconference for the same course or series of presentations option for Teacher Grace Period Bookings Select this check box when the teacher booking is made within the grace period E Step1 Purpose Select the radio button for the purpose of your booking whether it is Teaching Administration Professional Development or Room Unavailable Commercial bookings are used only when a TAFE facility has been booked by an outside service such as Telstraivision s MyConference Step 2 Select Sites All sites are listed alphabetically under Institutes Expand the Institute by clicking on the triangle to the left Roll over the sites for a popup and click to add The popup will show the site seating capacity and other information about the site 4 TBA Online User Manual Charters Towers x Fi This site will host the conference A Once a site has been selected it will appear in the display area to the right First site displayed will have t
16. to lodge Submit gt your request Step 8 Finish After submitting the booking to be processed a booking reference number will be automatically generated and displayed on screen Pressing Exit will finish the process and return the user to the current bookings screen To view a recently submitted Exit booking select Pending Bookings Edit a Booking lt q 2 Edit v To find a booking select Current or Past Bookings enter booking reference number in the navigation menu click More for a refined search Highlight the booking and the Edit Button will be available to select in the top right hand corner The process for editing a booking is the same as for creating a new booking TBA Online User Manual Booking Amendment Summary Ea Entering Notes Please give a brief summary of the changes made to the booking When editing a booking or cancelling a conference a window will pop up asking for additional information The information entered helps to create a history associated with this booking Please enter summary as to why a booking was edited Save Cancel Cancelling a Booking P SVS I Hi Git SpaAdd iy J EGR Fy 3B Cancel Booking Details Cancel Booking Reference CQ130545 Ware Staff PO Day Library Session Requester i To find a booking select from Current or Past Bookings enter S aa booking reference number Hooking Coordinator insttut OQIT
17. ure Contact Search X Q Shannon Jones more Step 6 Contact Search Type in contact name all details will appear select Shannon Jones and click OK If required Click More highlight then press OK SC Videoling Office shannon jones dete qld gov au 22 Videoling W 07 4940 3389 M OK Eancel TBA V2 Page 11 of 16 TBA Online User Manual You re almost finished Hese review the boring summary and click the Saimi butter sae king ra Booking amp Program Details Teacher Details Bogiong Tree Teacher hama LET imira Order Batej utr aai Pragam umiar ALTS Fiore Bss ai a LE E T S S batinte pr Fhadeet humin Ti Tika Cie Gaia Roce Puri wit Tascher Grace forking Coordinator Conference Options n Gg Rg FEETHE ren Gonbar Bramming Pii Hoire he ih bes 355 Wien Jartiderny kon cements Comments amp Additional Requirements Confercncrs Saturday 28 August F010 Thtiam 11 00am Sol place en DF pad be hadein 07 009 0 9 G Your booking reference is IV100846 Please keep a record of your booking number Your booking wil be reviewed by the Videoling Service Desk and confirmed within 15 minutes during business hours Once confirmed an email will be automatically sent to you and the sites involved in your conference and you will be able to view or print from TBA Online If you have any queries please contact iVision s Videoling Service Desk on 1800 025 369 Status Active Purpose Admin
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