Videoconferencing user guide
Contents
1. The quality is restricted and there are sometimes problems sharing content from a PC An ISDN number looks like a phone number ENDPOINTS wy RCH facilities Tes Cisco Telepresence equipment with HD video capability 4 x roll about units Fixed units in HELP CLS spaces Fixed unit in Ella Latham Auditorium Fixed unit in RCH Boardroom Fixed units in Operating Theatres 9 11 12 a Roll about unit MULTIPOINT CONTROL UNIT Allows up to 12 endpoints internal and external to connect to the same conference ISDN GATEWAY Allows incoming and outgoing calls using ISDN protocol CONTENT SERVER Allows audio visual recording via endpoints Roll about unit locations Se e UNIT 1 Educational Resource Centre please do not book this unit e UNIT 2 Clinical Offices Level 3 West Building near Respiratory Medicine e UNIT 3 East Building Level 2 2 716 e UNIT 4 East Building Level 2 reception K Dial in details for roll about units cata These are the details you can provide to the far end to connect to your unit at RCH UNIT iP addresses ISDNno Unit 2 74707 203 16 41 14 0383474707 or 203 16 41 14 74707 Unit 3 74708 203 16 41 14 0383474708 Or 203 16 41 144 74708 Unit 4 74709 203 16 41 14 03383474709 Or 203 16 41 14 74709 Booking a roll about unit e Create a meeting request via Outlook e Select an appropriately sized and or nearby meeting room e Select the available roll about u2. 048 e Meeting request will be approved by HELP manager e Or contact HELP manager j hildren s al Connecting a roll about unit e Connect power plug to power outlet and switch power outlet on NB it takes a couple of minutes for the system to startup e Connect LAN cable to LAN point e Place microphone on table wy Checking the network ane connection EE Once the system has finished starting up look at the top left corner of the screen The ID for the unit should be displayed eg rch roll vc01 _ ftch roll vc01 NB not all LAN points are active Try alternatives or call T on 56277 and quote LAN point number to resolve NZ or eZ 8 The Royal Children s Connecting a PC to share content as e Connect the roll about VGA cable to VGA output on a PC or laptop e Make sure PC display settings are set to Clone Displays To clone displays right click on the desktop and select Graphics Options gt Output to gt Clone Displays gt Monitor Digital Television Logon Domain RCH SOE Machine Domain WORKGROUP IP Address 172 16 37 162 OS Version Windows XP Service Pack Service Pack 3 Free Graphics Properties 16 GB NTFS Windows XP Service Pack 3 Intel Graphics and Media Control Panel RL VE 11 14AM e In meeting rooms project the PC in the room first Then unplug the small desk monitor from the back of the PC Use this connection output at the rear of the PC to attach the
3. 03 101 1 234 From an RCH unit you need to change the address as follows 1234 203 203 101 Internal network addresses Addresses beginning with 10 are internal network addresses They cannot be dialled from outside an organisation s network i e you cannot call them from RCH we e Placing a call via ISDN Ts e Use the remote control to start with as a prefix e Enter the number with area code and no spaces e E g the completed number should look like 0399555599 e When complete press the green call button NB ISDN is to be avoided where possible due to the call costs and inferior quality It takes longer for the call to connect using ISDN Changing the camera view Use the pan tilt and zoom controls on the remote control to adjust the camera angle Sending your PC signal to share Ta content e Once the PC has been connected and you are in a call press the PC laptop button on the remote e To stop sending the PC signal press the PC laptop button again Ending the call pack up e Press the red call hang up button to disconnect e Unplug any PCs and re connect any monitors e Switch off roll about unit at power outlet e Gently coil cables and pack unit up e Return to base e Don t forget the remote control Videoconference checklist Establish that the far end has videoconference capabilities and share connection details Decide which site will place the call Book the meeting room and videoco
4. dress is correct Remember to change addresses with to ones with an symbol You cannot call an address beginning with 10 Make sure you have placed a before the number Check the number is correct Un mute microphone Mic light should be green Ask the far end to un mute their microphone Check volume using remote control halfway is adequate Press the PC laptop button on remote Check videoconference VGA cable is connected to PC and ensure PC display settings are set to clone displays Children s Hospital Melbourne See next possible cause See next possible cause Call ERC x55482 Call ERC x55482 See next possible cause Call ERC x55482 See next possible cause Call ERC x55482 WY ae 9 am Help Test new connections one or two days before to verify the connection Calmly and patiently try to solve the problem one step ata time Call ERC if stuck on extension 55482 or 55477 Perspective what constitutes a real emergency ta Communication panic creates confusion affects decision making ee eae The Royal Children s ital Multisite videoconferencing e A multisite videoconference allows more than two Sites to connect e A dedicated multisite control unit MCU is required to bridge the sites e The RCH MCU can connect 12 units e Must be booked and supervised via ERC Videoconference etiquette Testing untried connections in advance avoids stress and e
5. mbarrassment on the day Mute your microphone when not talking Frame the camera appropriately Show appropriate interest even though you are not physically in the same room the camera is still watching VOU In multisite conferences do not share your technical issues with the other participants Mute your microphone and phone the support number Try not to share intricate content over the videoconference lots of detail is lost Share a PDF of your slides in advance if possible Care for the equipment Alternatives to Tat videoconferencing E Web conferencing e GoToMeeting ref www rch org au telehealth e Skype ref IT Help Desk to allow Skype access e Apple Facetime from iOS devices Teleconferencing e See IT Help Desk for assistance with conferencing telephones Quick Reference Index e Checklist p23 e Setup instructions 013 14 e Connecting a PC p15 e Placing a call p18 19 e Troubleshooting guide p25 e Booking Guide p9 10
6. nference equipment via Outlook allow at least 15 minutes to collect and setup equipment 3 Arrange to do a test if it s a first time for this connection book the same equipment for the test Setup the equipment on the day Connect power and switch on Connect LAN cable and check connection is active Microphone on table Connect PC if you want to share a presentation Adjust camera Place call or wait to receive call Mute microphone when not talking 6 Pack up equipment gently coil cables and return I NA 7 The Royal re Troubleshooting ip Common problems at the near end e No network connection via LAN point e Cables unplugged e Incorrect IP or ISDN numbers Common problems at the far end e Unable to connect to external IP addresses e Incomplete setup of unit e g sound system not turned on e Slow connection speeds or outdated equipment e g some rural areas We o S a oT Videoconference troubleshooting guide roll about units The Royal Won t connect after pressing call button The far end cannot hear you You cannot hear the far end The far end cannot see your PC signal No network connection at RCH Incorrect IP address Incorrect ISDN number Microphone mute Far end microphone mute Volume turned down PC not selected Incorrectly connected Check LAN cable is plugged in and connection is live eg rch roll vcO2 in top left corner of screen Check your IP ad
7. nit The roll about units have the following addresses in Outlook UNIT 2 eqp rch vc02 UNIT 3 eqp rch vc03 UNIT 4 eqp rch vc04 UNIT 1 is located in ERC Please do not book this unit as it is kept free for urgent conferences court appearances testing etc We aver 4 lt c z The Royal Microsofts Children s Office Outlook Web Access Hospital Connected to Microsoft Exchange Melbourne Calendar Calendar April 2014 EA NewMail 2 Reminders 100 Help IER i i Day workweek Ef week Ef Monh X by lt Mach2014 g New 5M TW TES van 23 24 25 26 27 28 L https Avebmail rch org au ae Itemtta Newdt PM A ppointmentist 2014 04 03110 00 008fld LeAAAACS Windows Internet Explorer Sele 2345 6 7 8 go H Send a 0 a pw v 4 ij X HTML v 9 10 11 12 13 14 15 i 16 17 18 19 20 21 22 Appointment Scheduling Assistant 23 24 25 26 27 28 29 gof 3031 1 20 4 5 Start Thu 3 04 2014 y 10 00AM End Thu 3 04 2014 vy ioc AM w V Show only working hours My Calendars Thursday 3 April 2014 10 00 QJ Select Attendees 4 00 PM 3 00 AM 9 00 4M 10 00 AM 00 AM 00 PM 00 PM 00 P 00 P 4 Suggested Times Simon Pase 2E Att d lt Apil2014 gt Create New Calendar 1 i 00 Rob Grant e nN 2 e S re a SMETEN TFRS 30 31 1 2034 5 Videoconference 6 7 8 91011 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 u
8. nit selected Baso izm ao 6 7 9 99A EQP RCH YC04 IT20344 Add a name 12 10 Duration 1 hour yv 2 8 00 AM 1 room available G3 of 3free m 8 30 AM 1 room available CH Select Rooms x BS of 3 free m Je ree eiat 9 00 4M 1 room available O MR 1 409 Alied Health 1st ff Meeting Room BS of 3 free 9 30 AM 1 room available selected jeee 10 00 AM 1 room available G3 of 3free 10 30 AM 1 room available G3 of 3free 11 00 4M 1 room available 3 of 3 free 11 30 4M 1 room available BS of 3 free 12 00 PM 1 room available G3 of 3free _ 12 30 PM 1 room available 300 400 Add a room 500 6 perepere Mail 7 00 i 4 Contacts gm A Tasks goo Public Folders Misusy Tentative Out of Office No Information ClGood Fair I Poor https webmail rch org aufowa t Office Communicator JobBag Royal Childr Simon Pase Outlook gt https fwebmail rch o 5 untitled Paint INV Rooms in HELP with TTE videoconference facilities ospital e The following rooms in the Health Education Learning Precinct have built in videoconference facilities 1 046A 1 046B 1 047 1 048 4051 4052 1 053 Vernon Collins Lecture Theatre Booking a room in HELP e New meeting in Outlook e Add meeting room eg 1
9. roll about VGA cable NB when changing connections always note the standard configuration and return the room to this configuration after your videoconference is complete Eg plug the monitor back in gully Camera left cursor left PC signal on off Zoom camera in out End call button Call button Backspace Hold down 1 key to enter a dot Aghi Sjkt mno 7 pars 8 tuv wxyz 9 In abc mode press 1 Hold c own key to to select symbol R aveiz3 sae between 123 abc TANDBERG g the remote cont Camera up scroll up Select Camera down scrol down WY NYE TOL z The Royal Children s Hospital Melbourne Camera right cursor right Receiving a call Call Provide the connection details to the far end Connection details are displayed on the home screen of the roll about unit The unit will automatically answer the incoming Un mute the microphone Ie N Esd Paf The Royal Children s ital Melbourne WY a S lt The Royal Children s Melbourne Placing a Call via IP e Enter the IP address using the remote control e To enter a hold down the 1 key e To add an symbol switch to abc mode on remote control by holding down the key then use the 1 key to select e Once the IP address is complete press the green call button Some addresses are provided by the far end with in the middle eg 203 2
10. we IS The Royal Children s Hospital Melbourne Videoconferencing user guide March 2014 Simon Pase Video Production Coordinator ERC Melbourne E Ti Excellence in clinica yal ves ue t Videoconference defined Sharing of video and audio via a dedicated connection using specialised equipment videoconference codec or software and via standardised telephony protocols Not a videoconference Teleconference audio only via telephone Web conference uses proprietary software and protocols eg Vidyo WebEx GoToMeeting Skype etc What is required e Avideoconference unit also referred to as endpoint or codec e Connection to the internet e Exchange of connection details eg IP address or ISDN number Common terms e Near end the site you are at eg RCH e Far end the remote site eg Monash Children s e Bridge a facility to join multiple sites in one conference a k a Multipoint Conference e Content the video signal from a PC eg Powerpoint as opposed to the signal from a camera Types of connections IP Internet Protocol The video and audio data is transmitted received over the internet There is no call cost The quality is usually higher An IP address looks like this 203 101 203 ISDN Integrated Services for Digital Network The video and audio data is transmitted received over Specialised telephone connections The site placing the call incurs call costs
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