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Information Technologies

Video Conference


 

 

Video Conferencing (VC) uses compressed audio/video that is sent and received over the Internet. VC allows users at two or more locations to have 2-way video, audio and data communications for meetings, classes, discussion groups, interviews, trainings and other events.

 

The latest VC equipment allows for the connection of Windows-based computers to send high resolution data among participating sites. Currently, IT is recommending specific equipment based on the particular needs in each county extension office and work unit. Adequate networking capacity is a prerequisite. IT can assess local network capacity and recommend appropriate modifications where necessary. Most county extension offices need to use commodity Internet Service Providers (ISPs). These ISPs (DSL and Cable Modem service providers) do not currently offer Quality of Service (QOS) that would guarantee a high reliability rate for videoconferencing. 

 

When using a cable modem or DSL network you should expect that the quality of your videoconference service will be intermittently poor.  We therefore recommend against offering the use of your videoconference system to support any user, fee-based programming. Extension based videoconference systems are recommended for internal use that supports program planning andadministrative

 

 

Why Should I Purchase a Polycom System?

  • Eye-to-eye contact and true interactive viewing bring all participants and locations together regardless of time and distance
  • Overcome budget shortfalls
    • Save travel dollars. Travel can cost $200.00 a day or more. Thirty days of travel can pay for a videoconference system
    • Saves staff time.  A two hour meeting, three hours away equals at least eight hours away from the office and six hours of travel time.
  • Through interactive distance learning, educators can expose participants to people and experiences without the traditional restrictions of time limitations or geographical barriers.

The first step in exploring VC  is to call Ron Matason (814) 863-2662 or email: ram5@psu.edu. For further information, please read below.

 

 

Network Requirements

 

To discuss your network capabilities, please call Andy Ofalt @ 814-863-0334 or email to afo100@psu.edu

  • The minimum bandwidth requirement is 768K upload and 768K download.
  • Minimum bandwidth will not fully support a second data channel but will support a video/audio channel.
  • Standard recommendation is 1.5 Meg upload and 1.5 Meg download.
  • Non-VC demands on the network will also decrease the quality and reliability of the Video Conference performance.If your office LAN supports multiple IP based devices during a videoconference, you will need higher bandwidth.

 

Equipment Requirements

  • Polycom VSX 7000 codec with microphone & remote
  • People and Content IP is a two-part data sharing solution. By adding the Polycom People and Content IP option to your Polycom (Part A), you can show slides, graphics, audio and video files, or any application while you’re in a video call. Simply connect your laptop to LAN and open a connection to web browser of the the Polycom in the room.
    • Part A is already installed if you purchased a combination Visual Concert/People and Content IP License or a separate  People and Content IP license.
    • People and Content IP software (Part B) can be installed on any PC to allow you to share your PowerPoint presentations with others in the conference. You only need this software IF you are sending data (example: PowerPoint presentations). This software is available as a .zip file on all county servers. If you need help with this, please send a Help Desk Support request
  • Visual Concert is a hardware option for connecting your laptop PC to the Polycom. This option is necessary for older Polycom VSX models. Visual Concert allows you to send data presentations from your laptop and to receive other data presentations from participating conference sites.
  • TV and TV Cart & VGA monitor or VGA Projector depending on the Polycom VSX model in use. You should select one location to install your videoconference unit.
  • Document Camera (Optional) - A document camera makes it very easy to show virtually anything you can put under the camera.

 

Facility Requirements

  • The videoconference room should have a telephone
  • Appropriate lighting
  • Appropriate seating
  • At least two Ethernet ports, one for the Polycom and one for a compute.

 

Purchasing Information

 

Video Equipment Pricing & specs (as of Dec. 2007)

  • Polycom system - about $4,500
  • People and Content with Visual Concert- about $1,200
  • People and Content w/o Visual Concert – about $700
  • 3 -year maintenance Agreement - $1,200
Optional equipment
  • Document camera
  • TV & TV cart Video projector

 

Installation

 

For most companies, vendor installation normally costs $1200-1400.  However, after you have received your Polycom system, AgIT will provide an on-site visit to install your new equipment in an “Installation Ready” room. The Polycom conference unit will be tested and certified to operate on the PSU Video Bridge and it will be registered with Polycom. All codec programming will be performed.  If you have purchased and installed optional equipment the optional equipment will be connected to the Polycom CODEC.  AgIT will not install ceiling mounted equipment, run projector cables or install AC power outlets or perform other non-Polycom codec equipment installations.

 

 

Training

 

Each conference site must designate a VideoConference Technical Contact and a VideoConference Scheduling Contact to be included in the PSU videoconferencing information site: http://tns.its.psu.edu/Services/vidconf/videodb.asp.

 

After the installation of a Polycom videoconference unit, AgIT will provide basic training for the use your new Polycom equipment and we will give you some tips & techniques for more effective video conferencing meetings.

 

 

Conference Scheduling Information

 

There are two videoconference connection options.

  • Point-to-Point - will connect two Polycom units by a direct dial-up to the remote site.  Use that site’s IP number or its 5 digit alias number.
  • Multi-Point - involves more than two sites conferencing. This requires that you schedule the PSU Video Bridge.  

All sites will dial into the PSU bridge by dialing 2 2 2 2. You are responsible to confirm that the remote sites for your conference are available and are reserved for your conference. ou are responsible to complete a videoconference event worksheet if you schedule one of the college’s videoconference rooms at University Park.  The worksheet will be sent to you when you request the UP room.

 

 

How to Schedule PSU Video Bridge

 

You are responsible for scheduling the PSU Video Bridge.http://tns.its.psu.edu/Services/vidconf/videoBridge.html#Reserving

 

 

List of Penn State Video Conference Sites

 

PSU Video Conference Room Directory List - http://tns.its.psu.edu/Services/vidconf/videodb.asp

 

PSU Map of video conference sites - http://tns.its.psu.edu/Services/vidconf/countyMap/countyMap.html

 

University Park Ag Site:   110 ASI - To schedule this room, call Beth Irwin @ 814-863-3449. This room will have a technical support person available during the conference

 

 

VSX7000 Getting Started Guide

 

Every technical contact should be familiar with the contents of the VSX7000 Getting Starting Guide.


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