defense collaboration services dcs 2.0 conference system …€¦ · • realife -l practice...

UNCLASSIFIED 2

UNCLASSIFIED

TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

Defense Information Systems Agency

Defense Collaboration ServicesDCS 2.0 Conference System Training

Overview and Operation of Essential Features

DCS Program Management OfficeDCS Program Control2019 October V2.12

Getting Started

** Non DoD equipment must have DoD Root Certs Installed:

Go to the following public link. Click the Trust Store tab below the PKI and PKE tool header and obtain the 32 or 64 bit installer for the InstallRootNIPR package.

https://public.cyber.mil/pki-pke/pkipke-document-library/?_dl_facet_pkipke_type=tools

Follow the installation instructions and restart computer after installation.

Use your PIV cert or Email/Signature Cert to access as an Authenticated User.

Guest users are non-authenticated users. Can access from Internet to NIPR or, SIPR-Relto SIPR as a guest user.

UNCLASSIFIED 8

UNCLASSIFIED


Before You Start

• Each Branch, Service, CoCOM, Agency etc must be network and host compliantwith the DoD CTOs and DAMs (DISA Advisory Messages) for Enterprise Servicesubscription. https://cyber.mil/dcs/

• Verify your Laptop/Desktop and network connection are in good workingorder. DCS requires at least 5 Mbps bandwidth for basic operation. Videocameras and desktop sharing may require more. Jitter, poor audio anddisconnects are common when network quality is not adequate.

• Understand the basic controls to use microphones, speakers, headphones orvideo cameras before your first “real” meeting.

• Prior to starting/joining a meeting, establish proper operation of microphones,video cameras etc prior to starting your browser (Some browsers will not recognize devicesthat are configured after the browser is started).

• If you are using a video camera, be aware that most have built-in microphones.Adjust the audio according to your intended audio input device.

• Real-Life practice sessions should be conducted for important meetings.• Overhead projectors or large screen TVs might distort the presentation area.

https://cyber.mil/dcs/

UNCLASSIFIED 13

UNCLASSIFIED


Setup Audio (and/or Microphone) Before Starting Browser

1) Control Panel -> All Control Panel Items -> Speech Recognition

4) Recite sentence then finish-out instructions.

2) Select Microphone Setup

3) Select proper device

These procedures must be repeated frequently (ie. when mics areswitched, software updates, computer restarts etc…)

UNCLASSIFIED 14

UNCLASSIFIED


Initial Access: Accessing the Portal. DoD Warning Statement

NIPR https://conference.apps.mil SIPR https://conference.apps.smil.mil

https://conference.apps.mil/


UNCLASSIFIED 15

UNCLASSIFIED


Portal: Main Dashboard

Dashboard Landing Page Status, Help

and Guides

DCS Announcement

Wall

Notification Bell & User Profile

UNCLASSIFIED 16

UNCLASSIFIED


Portal: Conference: Reservation Page

Select this for Conference

Reservations and Related

Activities

UNCLASSIFIED 17

UNCLASSIFIED


Portal: Reservation Page (The Big Pieces)

Here are all your existing

reservations.

Right side of page always has

reference, help and status information.

Detailed reservation information.

Portal ID and Version

System Check for

debugging.

UNCLASSIFIED 18

UNCLASSIFIED


Portal: More Reservation Information and Dial-In Setup

Click this to create a new reservation

URL and Bridge Audio Dial-in information.

Bridge is active only when meeting audio is active.

• Select yes if you’ll wish to record the meeting once it is started.

• NEW: Enable Voice dial-in feature

Press here to

start the meeting

All existing reservations are in a list

starting here.Manage

recordings and other

details

Bridge participants MUST NOT put the line on hold or the bridge will be terminated for everyone.

UNCLASSIFIED 19

UNCLASSIFIED


Portal: When You Press the “+ New Reservation” Button

Required title to identify and recognize the conference.

Desired URL Suffix. Stated as optional but, always create a unique suffix to avoid problems with very long auto-generated value. Cannot have special

characters or spaces. Must be uniqueEx: SD3RayCWeeklyTestMtg

A description for your own reference needs.

Enable recording. Cannot record meeting w/o this. This setting can be changed only if the meeting is not

in progress.

OPTIONAL: If meeting is “public”, it will appear on the “Public Reservation Page” and the time will be shown. Click the calendar to set a date and time.

(Space: Not currently used)

Press “Save” and the reservation is added to “My Reservations” page.

UNCLASSIFIED 20

UNCLASSIFIED


Portal: Manage Menu, Update Reservation and Deleting

• Cannot “Manage” while a meeting is in progress (window will not open).

• Updating the reservation looks just like the “Add” reservation screen (previous slide) and you can change some of the fields. Be careful of what you change and re-send reminders if needed.

• Deleting is easy. Press the button. When done everything (including recordings) are gone.

• Selecting “Manage User” shows/manges moderators and administrators affiliated with this meeting.

• Normal guest participants do not need to be added here.

UNCLASSIFIED 21

UNCLASSIFIED


Portal: Manage Users and Adding Users

• Select this to search for and add Administratorsor Moderators (shown below)

• NOTE: Meeting attendees do not need to beadded here to attend a meeting.

• Admins and Moderators can be assigned to helprun meetings.

• The meeting creator (owner) is always the defaultAdministrator.

Search by email address …or name

…select role

…start search

Press Create to commit/save user.

NOTE:

Administrators can update entries in the reservation and change reservation properties.

Moderators have the ability to kick-out users, mute mics etc, while a meeting is in progress.

----While a meeting is in progress, Administrators have the same rights as a moderator

UNCLASSIFIED 22

UNCLASSIFIED


Portal: Notifications and Shared Recording Example

• Recordings:o You can download/manage recordings.o You can give other people access to your

recordings from their portal page. o Recipients gets a notification alert.o Shows-up in their “Shared Recordings” section.

Notifications are shown here. Bell turns red. Clicking the bell when lit red will show detailed information.

User profile settings and notification methods (such as email) can be adjusted by entering this menu.

UNCLASSIFIED 23

UNCLASSIFIED


Portal: Recording: Chapters, Download and Deletion

• Long recordings are automatically broken into 2 hour sections called “chapters”.

• Can take several hours to be processed and show-up here.

• Recordings are auto-deleted after 180 days

• Download presents a dialogue to save to your local hard drive.

• If a recording is deleted, its gone forever –even to the people it was shared with on the portal.

• (Hard copies on your hard drive are not removed).

• Recordings can be shared with other users on their portal page. Works the same as the User Search for Admins and Moderators.

TestMtg

UNCLASSIFIED 24

UNCLASSIFIED


Portal: Recording: Download, Extract to Hard Drive, Playback

• Select Download.• Do “Save As”

• Right-Click Zip File• Extract All to hard drive.

• Open Disk Archive.• Locate, Double-Click

Index.html file.• NOTE: No Roster File

• Browser will appear(it takes time).

• Hover mouse hereand click the arrow

NOTE: When retrieving and playing recordings, significant opportunity for conflict with local HIPS, Policy rules and browser component problems exist.

NOTE: Any error messages shown during these operations should first be addressed by local IT support.

UNCLASSIFIED 25

UNCLASSIFIED


Portal: System Check: Located on Right Side of Portal Page

Right hand side of new portal page…

• Click to kick-off the test.

• Can be run any time.

• Can be run multiple times.

Click to bring-up the test page.

• Does not verify login access.

• Test results are shown here with Red, Yellow or Green indication.

• Hover over the result to see numeric values

NOTE: Contact local Network support if this test frequently shows Red or Yellow status results.

DCS requires about 5 Mbps (Megabits per second) of network bandwidth to operate properly.

UNCLASSIFIED 26

UNCLASSIFIED


Conference: Starting a Meeting (There are more ways than this).

A meeting administrator can start a session by selecting the link and launching from a browser.

Locate the reservation within your portal page and press the “Start” button.

UNCLASSIFIED 27

UNCLASSIFIED


Conference: Initialization and Audio Participation WebRTC (Browser dependent,

you might not see this)

When you join audio to a meeting, a call setup will occur to attempt to connect via web-rtc. If web-rtc is available, you will see calling… then connecting then, Audio Test will begin.

UNCLASSIFIED 28

UNCLASSIFIED


Conference: Initialization and Audio Participation WebRTC Failure (Browser dependent, you might not see this)

When you join audio to a meeting, a call setup will occur to attempt to connect via web-rtc. If the network is not setup correctly, the below error will occur. Press Yes to use Flash.

Error Notification

All notifications

that may affect

performance

UNCLASSIFIED 29

UNCLASSIFIED


Conference: Initialization and Audio Participation

Press Allow

When you start your own meeting or join one in progress, determine your need to use a microphone. Pressing the phone button gives you a second chance at changing this option.

When you first join or start a meeting, the browser will take a few moments to initialize and will be followed by a splash screen prompting for audio/microphone details.

UNCLASSIFIED 30

UNCLASSIFIED


Conference: Adjust Microphone Level and Test Speakers

1) Press Allowif your system

uses Flash

2) Select the desire Mic. withthe drag-down. NOTE: Videocameras have build-in mics.

4) Press Next

3) Speak normally andadjust gain w/slider until blue level bar is at mid-

level.

UNCLASSIFIED 31

UNCLASSIFIED


Test and verify mic and/or

speakers

Re-Do audio setup (if needed) by pressing Phone/Audio button at top

of presentation window.

Conference: Final Tests and Opportunity to “Re-Do” Your Selection

UNCLASSIFIED 32

UNCLASSIFIED


Conference: Bridge and Mic/Audio Guidelines

• Users should refrain from dialing-in AND enabling a traditional built-in DCS audiosession.

• To use a telephone to dial-in for audio participation, users must cancel the“Microphone” and “Listen Only” dialog screen when selecting audio options.

• For dial-in users, dialpad key “0” mutes and un-mutes the phone.

• The total number of phone dial-ins should not exceed 50 per meeting.

• The total number of meeting participants joining by “dial-in” combined withmicrophone (DCS built-in Audio) users should not exceed 100 (i.e. 75 mics + 25dial-ins or, 50 mics + 50 dial-ins etc).

• Per meeting, there is no hard limit to the number of dial-in or microphone users;however, quality will degrade or connections may be dropped (without warning)if the suggested guideline is exceeded.

UNCLASSIFIED 33

UNCLASSIFIED


Conference: Panels & Buttons: Admin/Moderator Main Panels and Control Buttons

Web CameraMic Mute Desktop Sharing Record (on/off) Shortcuts Keys

Logout. (will prompt to end meeting for all).

Users Panel

Admin Tools and Attendance List

Web Cams: No limit. Bandwidth intensive.

All DCS buttons have “Hover Descriptions”System times-out after 2 hours if not used.

Chat Panel

Screen controls only seen by the active presenter.

Screen drawing tools only seen by the active presenter.

UNCLASSIFIED 34

UNCLASSIFIED


Conference: Panel: Users Window. Admission Control and Attendance List

User Tools Area is important to Admins/Mods to manage the meeting.

Attendance List is Here!!!! (No More Roster File).

NOTE: Users and Guests do not see the administrative task items.

Anyone can post a “Emoticon” (Raise Hand) and it will show-up in front of their name. Their name will move to the top of the list.

Lock Viewers can prevent someone from un-muting a mic etc.

Admission control is done through “Guest Settings”

Admins and Moderators are responsible for controlling meeting attendance!

UNCLASSIFIED 35

UNCLASSIFIED


Conference: Panel: Users Window. User Properties and Admissions

Any user can hover cursor here and do directory lookup on any user.

Various attributes (status of microphone, video camera etc) show-up here. Seen by all users.

When the Screen Icon is present, the user is the presenter.

When users want to join, Mods/Admins see this. Click to view and admit users.

By clicking here, moderators can promote other users to become moderators. A moderator that is a presenter has full screen control.

UNCLASSIFIED 36

UNCLASSIFIED


Conference: Panel: Chat and Chat Options

Public Chat: Everyone sees and can post to “Public Chat”.

“Right-Click” in this area for option to save chat to copy buffer.

Chat OptionsOnly Admins/Mods can create chat groups.

Only Admins/Mods can clear the public chat area.

Users/Guests can chat within groups.

Anyone can save chat to file or copy to buffer.

Most chat options available to all users.

UNCLASSIFIED 37

UNCLASSIFIED


Conference: Panel: Whiteboards, Page Navigation, Presenter Hand-Off (for Moderators and Presenters)

With this drag-down, moderators can hand-off presentations to anyone in the User column. Multi-Presentation button is here too.

Moderators can temporarily promote any user to be a moderator by clicking here, selecting the tool icon and promoting the user.

Whiteboard drawing tools. Only the active Presenter can see these tools when mouse/cursor is inside presentation area. Just a screen overlay, does not alter presentation file contents.

Name of active Presenter

Forward/Backward buttons to change presentation pages. Seen only by active presenter.

Page Zoom In/Out. Seen only by active presenter.

UNCLASSIFIED 38

UNCLASSIFIED


Conference: Upload (for active Presenter) and Download Presentation

1) Active presenter can upload new presentation files. PDF is fastest and preferred format.

2) Follow menu dialogs and press “Upload” when the file is selected.

3) Must check this to allow other users to download all or individual presentations.

4) Display the presentation by pressing “Show”.

If presenter’s permissions allow, users can download the presentation, screen capture or presentation and screen capture.Menu items here will change pending set permissions.

UPLOAD NOTE: Security scanners are in-effect. If upload times-out, retry. For persistent failures convert file to a different format and/or break file into smaller pieces. Some graphic conversion issues may occur. Hi-Res images and complex graphics will not be rendered properly.

UNCLASSIFIED 39

UNCLASSIFIED


Conference: Multi-User White Board

1:Presenter Presses to Start

2:All participants can whiteboard

UNCLASSIFIED 40

UNCLASSIFIED


Logout button for all users

IMPORTANT: Moderators and Administrators can terminate a meeting regardless of how many people are signed-in. You will need to confirm selection when pressing the “end meeting” option.

Moderators and Administrators…..

Be Careful Here

This will logout JUST yourself

• Conference: Button: Logout + Logout and End Meeting (Be Careful Here)

UNCLASSIFIED 41

UNCLASSIFIED


1) Click Desktop Sharing

2) The “Screen Sharing: Presenter’s Preview” box will pop up. This could take several

moments to appear due to local security scan.

4) A warning box may pop up. You may need to select “Keep” and then click on the .jnlp file to open it.

3) Select Full Screen or Region. Full screen shares the entire primary monitor.

“Region” shows a box outline that can be

relocated as needed.

Caveats: Local permissions/policies at your Branch/Service/CoCOM must allow Java. Error messages that appear when running Desktop Sharing must be addressed by your local IT support group.

Conference: Button: Desktop Sharing

UNCLASSIFIED 42

UNCLASSIFIED


Sharing can take several moments for all users to see. Presenter will have a preview area

showing what is being shared. Avoid placing the preview panel inside the sharing area.

To end Screen Share, click on the “Stop” button.

Note: Depending on browser, presenter and user may need to manually remove (X) the shared window after sharing is stopped.

Conference: Button: Desktop Sharing Starting & Stopping

UNCLASSIFIED 43

UNCLASSIFIED


This is blank if no camera detected. If camera is plugged-in and “No webcam available” is shown: A) Wrong startup sequence.

Restart browser.B) There’s a driver problem.

NOTE: Precise behavior is browser dependent.

Preview Area. Select camera (internal or external devices may be present). Low or Medium quality will

conserve network resources. Higher quality can jeopardize your overall DCS connection.

Display will show in Webcams area once Sharing is initiated

Note: Problems with video device drivers must first be addressed by local IT support. DCS does not have admin rights to fix PC problems. DCS conference tools use the standard OS/Audio library system.

Conference: Sharing Webcam

UNCLASSIFIED 44

UNCLASSIFIED


Language can be changed. All the buttons and hover help will change accordingly.

Screen Layout can be changed to one of numerous presets.

Must press the Arrow button to make screen layout visible to users and guests.

Note the “Closed Caption” setting. … More on this in a moment.

Conference: Languages and Screen Modifications

UNCLASSIFIED 45

UNCLASSIFIED


1) The CC window requires a user toselect a language.

2) “Default language” is automaticallyhighlighted.

3) Other languages can be selected fromthe scroll-down.

4) Languages can be changed on-the-fly.

5) Display properties, such as font, fontsize and color etc. can optionally beselected. This only impacts the local user.

Closed Caption: Selecting CC Language and Options

UNCLASSIFIED 46

UNCLASSIFIED


1) DCS moderators will be given the option to “Take Ownership”.

2) Any other moderator can take ownership at any time.

3) Guest users in a DCS session cannot be promoted to a moderator.

4) Regular users and guests will not receive the prompt to take ownership.

Moderators Taking Ownership of a CC Window

UNCLASSIFIED 47

UNCLASSIFIED


1) When a moderator takes ownership, anything they type in the window is immediately displayed to all other users and moderators who have a CC window open with the same language selection.

2) The moderator/owner does not need to press the “Enter” key for text to be transmitted. Text is displayed as it is typed.

3) Any user can make local option changes to their CC window at any time.

Closed Caption Text Input

UNCLASSIFIED 48

UNCLASSIFIED


• A Closed Caption (CC) window can be opened by anyone in a DCS meeting.

• Closed Caption windows are only visible to users who select the CC option.

• Upon opening a CC window, the user must select a language to continue.

• Any and all persons, designated as a DCS moderator who select the CC window option and select a given language, can take “ownership” of the window at any time.

• The current “owner” can type into the window and all other users who have a CC window open in that same language, will see the owner’s text.

• There can be simultaneous CC sessions in different languages.

• CC windows are not included in recordings and are available only with the default presentation screen layout.

Closed Caption: Summary of Operation

UNCLASSIFIED 49

UNCLASSIFIED


Shortcut Key ButtonType-Specific Classes of Shortcuts

Conference: Button: Shortcut Key Sequences to Speed-up Common Operations.

UNCLASSIFIED 50

UNCLASSIFIED


• Many things in the following pages are not yet enabled in current version of DCS 2.0

• Slide titles with Red font means partial or no availability to the user.

Addendum:

UNCLASSIFIED 51

UNCLASSIFIED


- Presenter has multiple options (yes/no, true/false, ABCD etc and custom…)- Except for custom poll, presenter must pose questions in chat or on the

presentation screen.- Results cannot be captured to a file.- Polls cannot saved/stored with the meeting reservation.

Conference: Polling

UNCLASSIFIED 52

UNCLASSIFIED


- Presenter should pose a question in chat or on the presentation screen such as:What is better:A) ApplesB) OrangesC) Cats & Dogs

• Presenter can publish results for everyone to see once enough responses are received.

• Results are shown on each user’s presentation screen

• Press (Circle X) to clear results.• Presenter can

see results as they accumulate.

Conference: Polling Example ABC

UNCLASSIFIED 53

UNCLASSIFIED


- Presenter must enter questions one per line. Recommend giving each a number or letter.

- Results can be published after the poll is started.

• Presenter can publish results for everyone to see once enough responses are received.

• Results are shown on each user’s presentation panel

• Press (Circle X) to clear results.

Conference: Polling Example Custom

UNCLASSIFIED 54

UNCLASSIFIED


- Spaces are associated with users and allow for information to be shared by all members in the group.

- All DCS users are members of the Defense Collaboration Services Space.- Users can not build their own Spaces (yet).

DCS Conference: Portal Spaces (Enabled only for DCS PMO –for now)

UNCLASSIFIED 55

UNCLASSIFIED


- My profile features your posts from your dashboard- Reports the number of Colleagues, followers, and following- Tracks the number of Spaces a user is associated with* Only Space available is Defense Collaboration Service, all users are members of this group.

Addendum: DCS Conference Portal My Profile (Partially Enabled)

UNCLASSIFIED 56

UNCLASSIFIED


- Shows General information about the user. Gathered from Active Directory- Allows for control and frequency of and what will trigger emails from the portal to the

user- Notifications tab will allow for a user to determine what activity will cause a notification- Settings is basic time zone (set to UTC). Changing will have no affect on the service- Basic security settings regarding posting of material- Colleagues allows you to view and remove Colleagues.

Addendum: DCS Conference Portal Account Settings

UNCLASSIFIED 57

UNCLASSIFIED


• Select which items generate email notifications. • Set the interval for email notification.

Addendum: DCS Conference PortalEmail Summaries & Notifications (Partially Enabled)

UNCLASSIFIED 58

UNCLASSIFIED


Addendum: DCS Conference PortalUser & Security Settings (Partially Enabled)

UNCLASSIFIED 59

UNCLASSIFIED


Addendum: DCS Conference Portal Colleagues (Inactive)

UNCLASSIFIED 60

UNCLASSIFIED


- Public reservations can be seen by all DCS users- Reservations are made public during reservation creation- Reservations can be searched by name- Once found, press check and join- If reservation is running, users have the opportunity to join.- Moderator approval is still required

DCS Conference PortalReservation Public Reservations (Inactive)

UNCLASSIFIED 61

UNCLASSIFIED


- Quick tutorials that describe how to navigate different aspects of the DCS portal.

- Extremely useful for first time users

DCS Conference PortalGetting Started Guides

UNCLASSIFIED 62

UNCLASSIFIED


- Found on the dashboard, enables an administrator or moderator to quick start a frequently used meeting without going to the conference page.

- Will show when a meeting is running- Can’t delete or manage meetings from this tab

DCS Conference PortalLatest Active Reservations

UNCLASSIFIED 63

UNCLASSIFIED


- Reports the current status of the service in real time.

DCS Conference PortalService Status

UNCLASSIFIED 64

UNCLASSIFIED


- Links to external pages that include system check, FAQs, and conference guides.

- Check frequently for new information!

DCS Conference PortalQuick Links

UNCLASSIFIED 65

UNCLASSIFIED


Parting Shots…

• Practice using DCS and conduct real-life dry run sessions before important meetings

• Verify that presentations can be uploaded prior to important meetings

• Since only meeting creators and designated administrators can start meetings, add multiple administrators to facilitate continuity

• Health of End-User’s computer profoundly impacts DCS quality. CPU utilization above 30% on the end user computer usually interferes with DCS and may hang-up the session

• After receiving a local computer update, clearing temp files, caches and rebooting computers often fixes DCS issues

• Sketchy network access and low bandwidth cause DCS audio and drop-out conditions (DCS needs 2-5Mbps with low jitter and minimal packet loss/re-try to function properly

• Local network problems or end-user computer issues must be fixed by local IT staff

• Overhead projectors or large-screen TVs can prevent DCS presentations from being displayed full-screen

UNCLASSIFIED 66

UNCLASSIFIED


DCS Portalhttps://conference.apps.mil OR https://www.dcs.apps.mil** DCS Network and System Administrator Information **

https://cyber.mil/dcs/DCS Training and Documentation:

https://www.milsuite.mil/university/dcs-lib/

DISA Global Service DeskEmail: [email protected] (CONUS): 850-0032

DSN (OCONUS): Country Code 312Toll Free: 1-844-347-2457

NOTE: Default presentation panel contains this and other useful information.

DCS Resources


https://www.dcs.apps.mil/

https://cyber.mil/dcs/

https://www.milsuite.mil/university/dcs-lib/

mailto:[email protected]

UNCLASSIFIED 67

UNCLASSIFIED


defense collaboration services dcs 2.0 conference system …€¦ · • realife -l practice...

Documents